Powerpoint 2016

Transcript

matting Microsoft® Office PowerPoint 2016 Your Organization’s Name Here Table of Contents Table of Contents .................................................................................................... 2 Introducing CustomGuide Training Manuals .......................................................... 11 How it Works ......................................................................................................... 12 Getting Started ...................................................................................................... 13 Understand the Screen .......................................................................................................... 14 Create a New Presentation .................................................................................................... 15 Create a Blank Presentation ........................................................................................................ 15 Create a Presentation from a Template ...................................................................................... 15 Open a Presentation .............................................................................................................. 16 Save a Presentation ............................................................................................................... 17 AutoRecover.......................................................................................................................... 18 Recover a Presentation ............................................................................................................... 18 AutoRecover Settings .................................................................................................................. 19 Navigate a Presentation......................................................................................................... 20 View Presentations................................................................................................................ 21 Print ...................................................................................................................................... 22 The Quick Access Toolbar ...................................................................................................... 23 Customize the Quick Access Toolbar ........................................................................................... 23 Help ...................................................................................................................................... 24 Close and Exit ........................................................................................................................ 25 Close a Presentation .................................................................................................................... 25 Exit PowerPoint ........................................................................................................................... 25 Getting Started Quiz .............................................................................................................. 26 Work with Presentations ....................................................................................... 28 Add and Lay Out Slides .......................................................................................................... 29 Insert a New Slide ........................................................................................................................ 29 Change the Slide Layout .............................................................................................................. 29 Use Content Placeholders ........................................................................................................... 30 Cut, Copy, and Paste .............................................................................................................. 31 2 ©CustomGuide 2015 Copy and Paste ............................................................................................................................ 31 Cut and Paste ............................................................................................................................... 31 Undo, Redo, and Repeat ........................................................................................................ 32 Undo a Single Change .................................................................................................................. 32 Undo Multiple Changes ............................................................................................................... 32 Redo ............................................................................................................................................. 33 Repeat .......................................................................................................................................... 33 Slide Notes............................................................................................................................. 34 Turn on the Notes Pane and Enter Notes.................................................................................... 34 Preview and Format the Notes Page ........................................................................................... 34 Print the Notes Page .................................................................................................................... 35 Resize the Window ................................................................................................................ 36 Resize the Window Panes............................................................................................................ 36 Zoom ............................................................................................................................................ 36 Comments ............................................................................................................................. 37 Insert a Comment ........................................................................................................................ 37 Delete a Comment ....................................................................................................................... 37 Reply to a Comment .................................................................................................................... 38 Show/Hide Comments ................................................................................................................. 38 Check Spelling ........................................................................................................................ 39 Turn on Grammar Check ........................................................................................................ 40 Find and Replace .................................................................................................................... 41 Find Text ...................................................................................................................................... 41 Replace Text................................................................................................................................. 41 Work with Presentations Quiz ................................................................................................ 42 Organize a Presentation .........................................................................................44 Outline View .......................................................................................................................... 45 Modify an Outline ........................................................................................................................ 45 Collapse and Expand Headings .................................................................................................... 45 Rearrange Outline Content ......................................................................................................... 46 Adjust List Level ........................................................................................................................... 46 Sections ................................................................................................................................. 47 ©CustomGuide 2015 3 Add a Section ............................................................................................................................... 47 Rename Sections ......................................................................................................................... 47 Collapse and Expand Sections ..................................................................................................... 48 Remove Sections ......................................................................................................................... 48 Slide Sorter View ................................................................................................................... 49 Duplicate and Copy Slides ...................................................................................................... 50 Duplicate a Slide .......................................................................................................................... 50 Copy a Slide.................................................................................................................................. 50 Move and Hide Slides ............................................................................................................ 51 Move a Slide ................................................................................................................................ 51 Hide a Slide .................................................................................................................................. 51 Organize a Presentation Quiz ................................................................................................. 52 Formatting and Themes ......................................................................................... 54 Format Text ........................................................................................................................... 55 Change the Font .......................................................................................................................... 55 Change Font Size.......................................................................................................................... 55 Change Font Color ....................................................................................................................... 56 Change Font Style ........................................................................................................................ 56 Bulleted and Numbered Lists ................................................................................................. 57 Create a Bulleted or Numbered List ............................................................................................ 57 Change the Bullet or Number Style ............................................................................................. 57 Formatting Paragraphs .......................................................................................................... 58 Paragraph Alignment ................................................................................................................... 58 Align Text Vertically ..................................................................................................................... 58 Line Spacing ................................................................................................................................. 59 Paragraph Spacing ....................................................................................................................... 59 Copy Formatting .................................................................................................................... 60 Slide Size ............................................................................................................................... 61 Slide Background ................................................................................................................... 62 Themes ................................................................................................................................. 63 Apply a Theme ............................................................................................................................. 63 Select a Variant ............................................................................................................................ 63 4 ©CustomGuide 2015 Customize Themes ................................................................................................................. 64 Modify a Theme ........................................................................................................................... 64 Save a Custom Theme ................................................................................................................. 64 Templates .............................................................................................................................. 65 Use a Template ............................................................................................................................ 65 Create a Custom Template .......................................................................................................... 65 Enable Custom Templates ........................................................................................................... 66 Formatting and Themes Quiz.................................................................................................. 67 Pictures..................................................................................................................69 Insert Pictures ........................................................................................................................ 70 Use a Content Placeholder .......................................................................................................... 70 Use the Ribbon ............................................................................................................................ 70 Resize and Move Pictures ....................................................................................................... 71 Resize ........................................................................................................................................... 71 Move ............................................................................................................................................ 71 Insert a Screenshot and Remove Background ......................................................................... 72 Insert a Screenshot ...................................................................................................................... 72 Remove a Background ................................................................................................................. 72 Adjust Pictures ....................................................................................................................... 73 Corrections .................................................................................................................................. 73 Colors ........................................................................................................................................... 73 Artistic Effects .............................................................................................................................. 74 Compress a Picture ...................................................................................................................... 74 Picture Styles ......................................................................................................................... 75 Choose a Style.............................................................................................................................. 75 Modify a Style .............................................................................................................................. 75 Change the Picture ...................................................................................................................... 76 Use the Format Painter ............................................................................................................... 76 Crop Pictures ......................................................................................................................... 77 Crop a Picture .............................................................................................................................. 77 Aspect Ratio ................................................................................................................................. 77 Crop as a Shape ........................................................................................................................... 78 ©CustomGuide 2015 5 Pictures Quiz ......................................................................................................................... 79 Graphics ................................................................................................................ 81 Text Boxes ............................................................................................................................. 82 Insert a Text Box .......................................................................................................................... 82 Resize a Text Box ......................................................................................................................... 82 Shapes................................................................................................................................... 83 Insert a Shape .............................................................................................................................. 83 Resize Shapes............................................................................................................................... 83 Change a Shape ........................................................................................................................... 84 Modify Shapes ............................................................................................................................. 84 Edit Shapes ............................................................................................................................ 85 Edit Points .................................................................................................................................... 85 Merge Shapes .............................................................................................................................. 86 Format Shapes....................................................................................................................... 87 Shape Styles ................................................................................................................................. 87 Modify a Style .............................................................................................................................. 87 Use the Eyedropper ..................................................................................................................... 88 SmartArt ............................................................................................................................... 89 Insert SmartArt ........................................................................................................................... 89 Add Text to SmartArt ................................................................................................................... 89 Change the Visual Style ............................................................................................................... 90 Change Layouts............................................................................................................................ 90 Charts.................................................................................................................................... 91 Insert a Chart ............................................................................................................................... 91 Change the Layout ....................................................................................................................... 92 Modify Chart Elements ................................................................................................................ 92 WordArt ................................................................................................................................ 94 Insert WordArt ............................................................................................................................. 94 Change WordArt Fill Color ........................................................................................................... 94 Change WordArt Outline ............................................................................................................. 95 Change WordArt Text Effects ...................................................................................................... 95 Create Tables......................................................................................................................... 96 6 ©CustomGuide 2015 Insert a Table ............................................................................................................................... 96 Move Between Table Cells .......................................................................................................... 96 Select Table Items........................................................................................................................ 96 Add and Distribute Table Rows and Columns .......................................................................... 97 Add Rows or Columns.................................................................................................................. 97 Distribute Rows or Columns ........................................................................................................ 97 Merge and Split Table Cells .................................................................................................... 98 Merge Cells .................................................................................................................................. 98 Split Cells ..................................................................................................................................... 98 Table Styles and Text Alignment ............................................................................................. 99 Table Styles .................................................................................................................................. 99 Adjust Style Options .................................................................................................................... 99 Modify Table Styles ................................................................................................................... 100 Text Alignment .......................................................................................................................... 100 Layer Objects ....................................................................................................................... 101 Bring Forward and Send Backward ........................................................................................... 101 Use the Selection Pane .............................................................................................................. 101 Arrange Objects .................................................................................................................. 102 Align and Distribute ................................................................................................................... 102 Flip and Rotate........................................................................................................................... 102 Smart Guides ............................................................................................................................. 103 Group Objects ...................................................................................................................... 104 Group ......................................................................................................................................... 104 Ungroup ..................................................................................................................................... 104 Graphics Quiz ....................................................................................................................... 105 Transitions and Animations ................................................................................. 108 Slide Transitions ............................................................................................................... 109 Apply a Transition ...................................................................................................................... 109 Effect Options ............................................................................................................................ 109 Adjust Transition Speed ............................................................................................................. 110 Add Sound to a Transition ......................................................................................................... 110 Animation Effects................................................................................................................. 111 ©CustomGuide 2015 7 Apply an Animation Effect ......................................................................................................... 111 Customize an Animation............................................................................................................ 112 Trigger an Animation ................................................................................................................. 112 Animation Timing ................................................................................................................ 113 Display the Animations Pane ..................................................................................................... 113 Reorder Animations ................................................................................................................... 113 Change How Your Animation Starts .......................................................................................... 114 Change the Duration and Delay of Your Animation .................................................................. 114 Copying Animations ............................................................................................................. 115 Use the Animation Painter ........................................................................................................ 115 Transitions and Animations Quiz.......................................................................................... 116 Slide Masters ....................................................................................................... 118 Slide Master View ................................................................................................................ 119 Understanding Slide Master View ............................................................................................. 119 Work with Slide Layouts ...................................................................................................... 120 Edit a Layout .............................................................................................................................. 120 Create a Custom Slide Layout .................................................................................................... 120 Footers ................................................................................................................................ 121 Backgrounds and Master Graphics ....................................................................................... 122 Master Graphics ........................................................................................................................ 122 Background ................................................................................................................................ 122 Use Multiple Slide Masters .................................................................................................. 123 Insert a Blank Master................................................................................................................. 123 Insert a Theme Slide Master ...................................................................................................... 123 Manage Slide Masters ......................................................................................................... 124 Rename ..................................................................................................................................... 124 Delete ........................................................................................................................................ 124 Preserve ..................................................................................................................................... 125 Handout Master .................................................................................................................. 126 Open Handout Master View ...................................................................................................... 126 Edit the Handout Master ........................................................................................................... 126 Print Handouts ........................................................................................................................... 127 8 ©CustomGuide 2015 Notes Master ....................................................................................................................... 128 Open the Notes Master ............................................................................................................. 128 Edit the Notes Master................................................................................................................ 128 Print Notes ................................................................................................................................ 129 Slide Masters Quiz ............................................................................................................... 130 Self-Run Presentations......................................................................................... 132 Videos ................................................................................................................................. 133 Insert a Video ............................................................................................................................ 133 Video Format Options ............................................................................................................... 134 Video Playback Options ............................................................................................................. 134 Audio ................................................................................................................................... 135 Add Audio to a Slide .................................................................................................................. 135 Record Audio ............................................................................................................................. 135 Audio Playback Options ............................................................................................................. 136 Action Buttons ..................................................................................................................... 137 Add an Action Button ................................................................................................................ 137 Change the Action Settings ....................................................................................................... 137 Record and Narrate a Slide Show ......................................................................................... 138 Set Up a Slide Show ............................................................................................................. 139 Create a Custom Slideshow .................................................................................................. 140 Compile a Custom Show ............................................................................................................ 140 View a Custom Show ................................................................................................................. 140 Mark Presentation as Final ................................................................................................... 141 Self-Run Presentations Quiz ................................................................................................. 142 Deliver a Slideshow.............................................................................................. 144 Present a Slide Show ............................................................................................................ 145 Start the Presentation ............................................................................................................... 145 Switch Programs ........................................................................................................................ 145 Slide Show Tools .................................................................................................................. 146 Laser Pointer .............................................................................................................................. 146 Pen Tools ................................................................................................................................... 146 Zoom .......................................................................................................................................... 147 ©CustomGuide 2015 9 Presenter View .................................................................................................................... 148 Start Presenter View .................................................................................................................. 148 Command Buttons ..................................................................................................................... 148 Timer .......................................................................................................................................... 149 Notes.......................................................................................................................................... 149 End Presenter View ................................................................................................................... 149 Convert Presentations to Video ........................................................................................... 150 Present Online ..................................................................................................................... 151 Deliver a Slideshow Quiz...................................................................................................... 152 10 ©CustomGuide 2015 Introducing CustomGuide Training Manuals A proven leader in the computer training industry, CustomGuide has been the key to successful training for thousands of students and instructors across the globe. This manual is designed for computer users of all experience levels. Novice users can use it to learn skills such as formatting text, while advanced users can use it to learn more challenging skills like creating their own templates. All this information is quickly accessible. Lessons are broken down into basic step-by-step instructions that answer “how-to” questions in minutes. Print a complete training manual or a single page of instructions. Here’s how a CustomGuide manual is organized: Chapters Each manual is divided into several chapters. Not sure what’s in a chapter? Look at the table of contents at the beginning of the manual. It lists each lesson and its subtopics, so you can find exactly what you need. Lessons Each chapter contains lessons on related topics. Each lesson explains a new skill or topic and contains an exercise to provide hands-on-experience. These skills can also be practiced using CustomGuide’s Online Training. Review A review is included at the end of each chapter. Use these quiz questions and answers to assess the user’s learning. Interactive quizzes are also available online for a more real-life skills assessment with CustomGuide’s software simulation. © 2015 by CustomGuide, Inc. 3387 Brownlow Avenue; St. Louis Park, MN 55426 This material is copyrighted and all rights are reserved by CustomGuide, Inc. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of CustomGuide, Inc. We make a sincere effort to ensure the accuracy of the material described herein; however, CustomGuide makes no warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental. The names of software products referred to in this manual are claimed as trademarks of their respective companies. CustomGuide is a registered trademark of CustomGuide, Inc. ©CustomGuide 2015 11 How it Works 1. Open Microsoft Word Customizable courseware is provided as simpleto-use, editable Microsoft Word documents. You can use Microsoft Word to create personalized training materials in minutes! 2. Select Topics Select the content needed from CustomGuide’s award-winning training manual library. Mix and match topics between titles, such as Microsoft Outlook and SharePoint, to create exactly what you need. 3. Customize Arrange topics in the order you want—the manual automatically updates (click inside the Table of Contents > Click the References Tab > Select Update Table in the Table of Contents group) to reflect changes. Add the organization’s name and logo for a professional “in-house” look. 12 4. Print and Distribute Print as many copies as needed on site, without paying any per-unit royalties or maintaining physical inventories. Print single-page handouts, a group of related lessons, or a complete manual. It’s fast, convenient, and very affordable. 5. Teach and Learn Use our customizable training materials in your own classroom. The included Instructor Guide saves trainers precious time by not having to create their own content and lesson plans. Students appreciate the colorful illustrations, the down-to-earth writing style, and the convenience of having a reference guide to take home. ©CustomGuide 2015 Getting Started Microsoft PowerPoint is a presentation program that helps you transform your ideas into professional, convincing presentations. Whether you’re delivering annual sales statistics to a large audience or creating a personal slide show of your recent trip abroad, PowerPoint has all the tools you need to get your message across. If you’re moving from an earlier version of PowerPoint to PowerPoint 2016, you’ll see that PowerPoint has undergone a major redesign. You’ll still be familiar with much of the program’s functionality, but you’ll notice a completely new user interface and many new features that have been added to make PowerPoint more efficient. This chapter is an introduction to working with PowerPoint. You’ll learn about the main parts of the program screen, how to open presentations, how to use help, and about all the different options for viewing presentations. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. ©CustomGuide 2015 13 Understand the Screen The PowerPoint Program Screen 1 File tab: Contains basic file management commands. 7 Slide Pane: Shows a large view of the selected slide. Where you select objects and make edits. 2 Quick Access Toolbar: Contains common commands such as Save and Undo. 8 Thumbnails Pane: Shows thumbnails of all the slides, numbered in the order they'll appear. 3 Title bar: Displays the program and the name of the current presentation. 9 Notes Pane: Holds text that you can use to remember what to talk about on each slide. 4 Help/Display Options: Contains Help, Show/Hide, Minimize, Maximize, and Close buttons. Ribbon: The Ribbon and its tabs contain buttons to execute commands. 10 Status bar: Displays information about your presentation. 11 View shortcuts: Quickly switches between the available view options. Microsoft Account User Info: Shows current user information. Click to see account options. 12 Zoom slider: Click and drag to zoom in or out of a slide. Also use the + and – buttons. 5 6 14 ©CustomGuide 2015 Create a New Presentation Creating a new presentation is one of the most basic commands you need in PowerPoint. You can create a new blank presentation, or create a new presentation based on a template. Create a Blank Presentation Click the File tab. Select New. Click Blank Presentation. Shortcut: Press Ctrl + N to open a new blank presentation. Create a Presentation from a Template Using a template allows you to begin with a presentation that has already been designed and formatted so you can just insert your information into it. This saves you a ton of time and you end up with a professionally designed presentation! Click the File tab. Select New. (Optional) Select a Suggested Search and Category. Select a template. Click Create. The presentation is downloaded and opens in PowerPoint. Now all you need to do is fill in the placeholders. ©CustomGuide 2015 15 Open a Presentation Before you can work on a presentation that you or someone else has previously created and saved, you need to open it. You can locate a presentation on your computer and simply double-click it to open it, or you can open a presentation from within PowerPoint. Click the File tab. Click Open. Here there are links to several common locations where presentations are stored. Shortcut: Press Ctrl + O. Tip: To open a presentation that has been used recently, click the File tab, click Recent, and select a presentation from the Recent Presentations list. Tip: You can pin a presentation to the Recent Presentations list so that it is always available there. Click the Pin this presentation to the Recent Presentations list button next to the presentation that you want to always be available. Click it again to remove the presentation from the Recent Presentation list. Select a location. Click Browse. Navigate to and select the file you want to open. Click Open. The presentation opens. 16 ©CustomGuide 2015 Save a Presentation After you’ve created a presentation, you need to save it if you want to use it again. You can even save a copy of an existing presentation with a new name, to a different location, or using a different file type. You will also need to save it periodically when you’re creating and making changes to a presentation. Click the File tab. Select Save or Save As.  Save will save the current presentation with the same name in the same location, and you’re done. Shortcut: Press Ctrl + S or, click the Save button on the Quick Access Toolbar. Do this often so you don’t lose your hard work.  Save As will save the presentation as a new file, and you can choose where to save it and give it a new name. All while the original presentation remains unchanged. If you chose Save As, select the location where you want to save the file. If you want to change the presentation's name, you can do that here. Click Save. ©CustomGuide 2015 17 AutoRecover Computers don’t always work the way they’re supposed to. Nothing is more frustrating than when a program, for no apparent reason, decides to take a quick nap, locks up, and stops responding to your commands—especially if you lose the precious presentation that you’re working on! Fortunately, Microsoft realizes that people might want to recover their presentations when Microsoft PowerPoint locks up or stops responding. If PowerPoint 2016 encounters a problem and stops responding, you can restart Microsoft PowerPoint or your computer and try to recover your lost presentations. Recover a Presentation Restart PowerPoint. If an unsaved presentation can be recovered, the Recovered header will appear on the left. Click Show Recovered Files. The Document Recovery pane appears, listing all recovered presentations that were found. Select the presentation in the Document Recovery pane. The last AutoSaved version of that presentation opens. Click Close. The Document Recovery pane closes, and you can get back to work. 18 ©CustomGuide 2015 AutoRecover Settings You can further protect your work by using the AutoRecover feature to periodically save a temporary copy of the presentation you're working on. To recover work after a power failure or similar problem, you must have turned on the AutoRecover feature before the problem occurred. You can set the AutoRecover save interval to occur more frequently than its default setting of every 10 minutes. Click the File tab. Click Options. Click Save. Make sure the Save AutoRecover information checkbox is checked. Adjust the time interval. Tip: You can’t specify the interval if the checkbox is not selected. Click OK. Tip: Even with PowerPoint’s recovery features, the best way to ensure that you don’t lose much information if your computer freezes up is to save your work regularly. ©CustomGuide 2015 19 Navigate a Presentation Since each presentation is a series of slides, being able to navigate between those slides is pretty important. The thumbnail pane shows little pictures of all the slides, with the selected slide highlighted in orange. Select a slide in the Thumbnail pane to work with it in the Slide pane. Use the arrow keys to move up or down to another slide or section. Use the Page Up/Page Down keys to skip section headers and move between slides. Use the scroll bars to move up and down.  Click a scroll bar arrow to move up or down a little at a time. Click and hold one to move faster.  Click and drag the scroll box to move in the presentation. Use the Home/End keys to move to the start or end of a presentation. Navigation Keystrokes 20 Arrow Keys Move up or down to another slide or section. Ctrl + Home Jump to the first slide. Ctrl + End Jump to the last slide. Page Up Jump to the next slide up. Page Down Jump to the next slide down. ©CustomGuide 2015 View Presentations Use the View tab to change how a presentation’s contents are displayed on the screen. You can also zoom in or out to see more details of the slide. Click the View tab. Select a view.  Normal View: Displays the full slide, the thumbnails, and the Ribbon.  Outline View: Displays an outline of the presentation’s contents at the left. It makes it easy to focus on your text without graphics.  Slide Sorter View: Gives you an at-a-glance view of all your slides, which is convenient for rearranging them. Click and drag the slides to reorder them.  Reading View: This is a full screen view. Use it if you want to scan the presentation content without making any edits. Shortcut: Use the view buttons on the Status bar. ©CustomGuide 2015 21 Print Once you've created a great presentation, you may want to print it to share with others. Click the File tab. Click Print. Shortcut: Press Ctrl + P. Ensure that the print preview, which appears on the right, looks OK. Tip: Use the scroll bar or the page navigation controls below the preview to view other pages. (Optional) Adjust the print settings.  Slides to Print: Choose whether to print all the slides, just the selected content, only the current slide, or a custom range.  Print Layout: Select how many slides appear on each page and how they are arranged.  Paper Sides: Choose to print on only one side of the paper or on both sides.  Collation: Choose to collate multiple copies of the pages (1,2,3 1,2,3 1,2,3) or leave them uncollated (1,1,1 2,2,2 3,3,3).  Color: Select whether to print in color, grayscale, or pure black and white. (Optional) Click the Printer list arrow and select a printer. (Optional) Select the number of copies you want to print. Click the Print button. 22 ©CustomGuide 2015 The Quick Access Toolbar The Quick Access Toolbar holds a few buttons for commands that you'll use often, such as save, undo, redo, and repeat. Click a button on the Quick Access Toolbar to execute the command. Customize the Quick Access Toolbar If the Quick Access Toolbar doesn’t contain enough of your frequently used commands, you can customize it by adding or deleting commands. Click the Customize Quick Access Toolbar button. This list displays some commands you can add. Tip: You can find all the available commands you can add by selecting More Commands, which opens the PowerPoint Options dialog box. Select a command to add. The button is added to the Quick Access Toolbar. Tip: To reorder your commands, select More Commands to open the PowerPoint Options dialog box, then use the Move Up or Move Down arrows on the right. Tip: To remove a command, select a command with a checkmark to deselect it. ©CustomGuide 2015 23 Help When you don’t know how to do something in PowerPoint, look up your question with Help. Help can answer your questions, offer tips, and provide help for all of PowerPoint’s features. Click the Help Icon. Shortcut: Press F1. In the Help dialog box you see some popular topics. Select a topic, or click in the Search box. (Optional) If you’re using the Search box, type a topic and click the Search Icon. Select a category or article related to your help topic. PowerPoint displays information regarding the selected topic. 24 ©CustomGuide 2015 Close and Exit When you're done working with a file, it's a good idea to close it so you don't bog down your computer with unused programs. Close a Presentation Click the File Tab. Click Close. The file is closed but PowerPoint is still running. Shortcut: Click the Close button on the title bar if you have multiple PowerPoint presentations open. Tip: If you have not saved the presentation since making changes, a dialog box will appear asking if you want to save changes to the presentation. Click Save if you wish to save your changes; click Don’t Save if you do not want to save your changes; click Cancel if you do not want to close the presentation. Exit PowerPoint If you click the Close button on the title bar when you have only one PowerPoint presentation open, the presentation will close and you will exit the PowerPoint program. Click the Close button. ©CustomGuide 2015 25 Getting Started Quiz 1. The File tab contains basic file commands. (True or False?) 2. What is the Quick Access Toolbar? A. There are no toolbars in PowerPoint 2016. B. What appears when you select text. C. A customizable toolbar of common commands that appears above or below the Ribbon. D. An extension of the Windows taskbar. 3. You can only create a new presentation by clicking the File tab and then selecting New. (True or False?) 4. To open a presentation, click the File tab and select ______. A. Open B. Find C. Look in D. Search 5. Print settings and the print preview appear side by side in the File menu. (True or False?) 6. When you save a presentation with a different name, the old presentation is deleted. (True or False?) 7. You can close a presentation which one of the following ways? A. Press Ctrl + C. B. Click and drag the presentation window to the Recycle Bin. C. Click the presentation’s Close button. D. Press Delete. 8. What key can you press to get help in PowerPoint? A. Esc B. Ctrl + H C. F1 D. F11 26 ©CustomGuide 2015 Quiz Answers 1. True. The File tab contains basic file commands, similar to the File menu of previous versions. 2. C. The Quick Access Toolbar is a customizable toolbar of common commands that appears above or below the Ribbon. 3. False. That is not the only way to create a new presentation. 4. A. Select Open and then navigate to the saved file you want to open. 5. True. In Backstage view, print settings appear alongside a preview of how the document will look when printed. 6. False. The original presentation remains intact, with its original name. 7. C. Click the Close button or press Ctrl + W to close a presentation. 8. C. Press F1 to access Help in PowerPoint. ©CustomGuide 2015 27 Work with Presentations You can do many great things with a presentation, but before you can get into some of the more fun tasks, like formatting and animation, you need to learn the more basic tasks, like how to insert a slide and choose a layout. This chapter will teach you the most basic commands and functions you can perform in PowerPoint, such as how to navigate and organize a slide show, use slide notes, add comments, and check your spelling and grammar. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 28 ©CustomGuide 2015 Add and Lay Out Slides Slides are the building blocks of a presentation. You can insert a blank one, or you can choose from a variety of layouts that are available. Insert a New Slide Click the New Slide button on the Home tab. Shortcut: Press Ctrl + M. The new slide is added after the selected slide in the Thumbnail pane. Tip: To delete a slide, just select the slide and then click the Delete button on the Ribbon, or press the Delete key on the keyboard. Tip: To insert a new slide with a slide layout, click the New Slide button list arrow and select a layout option. Change the Slide Layout If you don’t like the layout that has been assigned to a selected slide, choose a new one. With the slide selected, click the Slide Layout button in the Slides group. Select a new layout. ©CustomGuide 2015 29 Use Content Placeholders Click a title placeholder and type to add a title. Click in a content placeholder and type to add your own text. Click an icon to insert a type of graphic. Tip: Use placeholders to add text and graphics where possible. Then if you later decide to change the layout, the text and pictures are automatically moved and resized according to the new layout. PowerPoint 2016 Slide Layouts 30 ©CustomGuide 2015 Cut, Copy, and Paste You can easily move text, slides, or objects to a new location in a presentation by cutting or copying them and then pasting them in the new location. Copy and Paste Copy and Paste creates an exact replica of the selected item without changing the original selection. Select the text, slide, or object you want to copy. Click the Copy button on the Home tab. Shortcut: Press Ctrl + C. Click where you want to place the copied text, slide, or object. Click Paste. Another copy of the text, slide, or object is added. Shortcut: Press Ctrl + V. Cut and Paste Cut and Paste removes the original item from one location and then places it in a new location. Select the text, slide, or object you’d like to move. Click the Cut button on the Home tab. Shortcut: Press Ctrl + X. Click where you want to add the text, slide, or object. Click Paste. ©CustomGuide 2015 31 Undo, Redo, and Repeat You don’t need to be afraid of making mistakes in PowerPoint because you can use the Undo feature to erase your actions. Undo a Single Change Click the Undo button. Your last action is undone. For example, if you deleted an item and decided you wanted to keep it after all, undo would make it reappear. Shortcut: Press Ctrl + Z. Undo Multiple Changes You can also undo multiple changes at once. Click the Undo list arrow. A list of the most recent changes appears. Select the last action you want to undo in the list. The command you selected and all subsequent actions are undone. Tip: You can undo up to 100 actions in PowerPoint, even after saving the presentation. 32 ©CustomGuide 2015 Redo Redo is the opposite of undo: it redoes an action you have undone. The Redo button appears only once you’ve used the Undo command. Click the Redo button on the Home tab. The last action you undid is redone. Once you've redone all the actions that were undone, the button changes back to the Repeat button. Repeat Repeat is different from redo, because repeat applies the last command again. For example, rather than applying bold formatting by clicking the Bold button repeatedly, you can repeat the bold command with the Repeat button or keystroke. Click the Repeat button. The action is performed again. Shortcut: Press F4. ©CustomGuide 2015 33 Slide Notes You can add speaker notes to your presentation as a reminder of what to talk about on each slide. Turn on the Notes Pane and Enter Notes You’ll need to turn on the notes pane before you can add slide notes. Click the View tab on the Ribbon. Click the Notes button. The notes pane appears at the bottom of the window. Tip: You can turn the notes pane off by pressing the Notes button again. Click inside the Notes pane and type your notes. Preview and Format the Notes Page If you want to use your presentation notes as handouts for your audience, you may want some more control over the formatting of your notes. Click the Notes Page on the View tab. Click the Notes text box. Click the Format tab. Apply any formatting to the notes. The formatting for this particular page of notes is updated. 34 ©CustomGuide 2015 Print the Notes Page The notes page is a great tool for creating resources to use while presenting, or for creating detailed handouts for your audience. Click the File tab. Click Print. Click the Full Page Slides list arrow. Select Notes Page. A preview appears at the right. Click Print. The presentation is sent to the printer. ©CustomGuide 2015 35 Resize the Window Usually when you're creating a presentation, you'll use Normal view. Depending on the presentation, you may need to resize the window panes to better fit your needs. Resize the Window Panes Click and drag the border of a pane to resize it. The other panes automatically resize within the window. Zoom You can also zoom in or out to change the view of the slide itself. Click the Zoom In or Zoom Out buttons on the status bar. Tip: You can also use the Zoom button on the View tab of the Ribbon to open the Zoom dialog box and choose a new zoom level. Click the View tab. The Zoom group on the View tab of the Ribbon includes a few more ways to control the zoom level. For example, to zoom so the slide automatically fits the window, click Fit to Window. 36 ©CustomGuide 2015 Comments Adding a comment to a presentation is like a sticking a Post-It note to it. You can use PowerPoint’s comments feature to add suggestions, notes, or reminders to your presentations. Insert a Comment Click where you want to attach your comment. Click the Review tab. Click New Comment. The Comments pane appears at the right with a new empty comment ready for you to type in. Type your comment and then click outside the comment to save it. Tip: To edit a comment, simply click in the comment balloon and edit the text. Tip: To jump between comments, use the Next and Previous buttons in the Comments group on the Ribbon or in the Comments pane. Delete a Comment Hover over a comment in the comment pane. Click the Delete button. Tip: To close the Comments pane, click the Close button in the upper right corner of the pane. Tip: To delete all comments, click the Delete button list arrow on the Review tab and select Delete All Comments and Ink in This Presentation. ©CustomGuide 2015 37 Reply to a Comment In addition to making your own comments, you can have a conversation by replying to comments made by other people. With a comment selected, click in the Reply field and type a response. Click outside the reply to save it. Show/Hide Comments If comments are distracting, you can temporarily hide them. Click the Show Comments button on the Review tab. To show or hide comments again, just click Show Comments once more. Tip: To print comments, click the File tab, select Print, click the Full Page Slides list arrow, and check Print Comments and Ink Markup. 38 ©CustomGuide 2015 Check Spelling Spelling errors are embarrassing! So after you've put together a presentation, it's a good idea to check for mistakes. By default, PowerPoint checks for spelling errors as you type, underlining misspelled words in red. Click the Review tab on the Ribbon. Click the Spelling button. The Spelling pane appears at the right. Shortcut: Press F7. Select a Spelling option.  Click Ignore or Ignore All to ignore instances of the misspelled word.  Click Add to add the word to the dictionary if you know it is correct and you don't want it to come up in spell check in the future.  With the replacement word selected, click Change or Change All to replace the misspelling with the correct word.  Click Close to stop spell check before it is complete. Shortcut: You can also rightclick an underlined error and select a correction. Click OK to complete the spell check. ©CustomGuide 2015 39 Turn on Grammar Check In PowerPoint, your grammar is not automatically checked like it is in Word. You may find it helpful to turn grammar check on. Keep in mind that the grammar check only finds contextual errors, like the use of there/their/they’re, so you’ll still need to proofread for mistakes. Click the File tab. Click Options. Click the Proofing tab on the left. Click the Check grammar with spelling checkbox. Click OK. Now grammatical errors will be treated like spelling errors. This means that they will be marked with a red wavy line and will be found when you check your spelling. 40 ©CustomGuide 2015 Find and Replace Many times when you're working in a presentation you'll need to find something specific. Instead of scrolling through everything, you can quickly jump to it using the Find feature. Find Text Click the Find button in the Editing group on the Home tab. Shortcut: Press Ctrl + F. Type the word you’re searching for and select search options. Click Find Next until you find what you need. Click Close when you’re finished. Replace Text The Replace tool finds specific words and phrases, and then replaces them with something else. Click the Replace button in the Editing group on the Home tab. Type the word you need to replace in the Find what: text box. If necessary, select a search option. Enter the replacement word in the Replace with: text box. Click Find Next to find the first instance. Select a replacement option.  Replace: Fixes one at a time.  Replace All: Fixes everything at once. (Optional) If you chose Replace All, click OK when the dialog box appears. Click Close when you’re done. ©CustomGuide 2015 41 Work with Presentations Quiz 1. What is the keystroke shortcut for inserting a new slide? A. Ctrl + N B. Ctrl + M C. Ctrl + S D. Ctrl + V 2. You cannot change the layout of a slide. (True or False?) 3. What is the keystroke shortcut for pasting text? A. Ctrl + C B. Ctrl + P C. Ctrl + X D. Ctrl + V 4. You can undo multiple actions in PowerPoint. (True or False?) 5. PowerPoint underlines spelling errors in blue. (True or False?) 6. What should you do if a word is marked as misspelled, but it is actually correct? A. Click Change. B. Click Correct. C. Click Correct All. D. Click Add or Ignore. 7. Hiding a comment is the same thing as deleting a comment. (True or False?) 8. What is the keystroke shortcut for finding text? A. Ctrl + H B. Ctrl + F C. F7 D. There isn’t a keystroke shortcut for this command. 9. PowerPoint’s Replace command finds text and replaces it with text that you specify. (True or False?) 42 ©CustomGuide 2015 Quiz Answers 1. B. Pressing Ctrl + M inserts a new slide into the presentation. 2. False. If you don’t like the layout that has been assigned to a slide by default, you can easily apply a different one. 3. D. Ctrl + V pastes your most recently cut or copied item. 4. True. You can undo up to 100 of your previous actions in PowerPoint. 5. False. PowerPoint underlines spelling errors in red. 6. D. Click Add to add the word to the dictionary or Ignore to simply ignore the word and move on to the next one. 7. False. Hiding a comment does not delete it, only hides it from view temporarily. 8. B. Ctrl + F is the keystroke shortcut for finding text. 9. True. PowerPoint’s Replace command finds text and replaces it with text that you specify. ©CustomGuide 2015 43 Organize a Presentation PowerPoint 2016 offers several view options, each of which allow you to focus on and work with your presentation in different ways. This chapter goes in depth with Outline and Slide Sorter View to help you better organize your presentations. You will also learn how to use Sections, duplicate and copy slides, as well as how to move and hide slides. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 44 ©CustomGuide 2015 Outline View Outline View shows your presentation arranged as an outline and is ideal for quickly adding text to a slide or previewing the structure of a presentation. Modify an Outline Click the View tab. Click Outline View. The Outline pane appears at the left, showing only the text in your presentation. Update the presentation content. Tip: Quickly create an entire presentation by pasting an outline from Word into the Outline pane. Collapse and Expand Headings In Outline view, you can collapse or expand headings, subheadings, and text. Right-click any slide title in the Outline pane. Select either Collapse or Expand. Select a collapse or expand option. Shortcut: Double-click a slide title to expand the bullets. Rearrange Outline Content Right-click the slide you want to move. Click Move Up or Move Down. Shortcut: You can also rearrange slides by clicking and dragging them to a new location. Adjust List Level You can change the level of an item in the Outline. Select an Outline item. Click the Increase or Decrease List Level button in the Paragraph group. 46 ©CustomGuide 2015 Sections Sections allow you to group slides together into different categories, which makes it easier to keep things organized. Add a Section Select the slide where the new section will begin. Click the Section button on the Home tab. Select Add Section. Your slides are grouped into a new, untitled section. Shortcut: Right-click the slide and select Add Section. Rename Sections With the section selected, click the Section button on the Home tab. Select Rename Section. Type a new name and click Rename. Shortcut: Right-click the Section name and select Rename Section. ©CustomGuide 2015 47 Collapse and Expand Sections To more easily see all the sections in your presentation, collapse them down. Right-click a section name. Select Collapse All or Expand All. Shortcut: Double-click a section to expand or collapse it. Tip: With the sections collapsed, it’s easy to move them around. Just click and drag a section to a new location. Remove Sections Select the section you want to remove. Click the Section button on the Home tab. Select Remove Section or Remove All Sections. The section is removed, and the slides that were in it move to the section above it. Shortcut: Right-click the section name and select Remove Section. Tip: Remove all of the slides in the section by right-clicking the section heading and selecting Remove Section and Slides. 48 ©CustomGuide 2015 Slide Sorter View Slide Sorter view is a great way to view and organize your presentation, particularly when your presentation has many slides. Click the View tab. Click the Slide Sorter button. Shortcut: Click the Slide Sorter button on the Status bar. Edit the presentation as necessary.  Click and drag slides to reorder them.  Add, delete, and sort slides just like in Normal view. Tip: Double-click a slide to quickly return to Normal view for editing. ©CustomGuide 2015 49 Duplicate and Copy Slides Once you have one slide exactly the way you want it, you can use it as a starting point for similar slides by using the duplicate or copy features. Duplicate a Slide Select the slide you want to duplicate. Click the New Slide list arrow. Select Duplicate Selected Slides. Shortcut: Right-click the slide and select Duplicate Slide. The slide is duplicated and is positioned right after the original slide. Copy a Slide If you want to create a copy in another spot in the presentation, use copy and paste instead. Select the slide you want to copy. Click the Copy button on the Home tab. Shortcut: Press Ctrl + C. Click in a new location in the thumbnails pane. Click the Paste button. Shortcut: Press Ctrl + V. 50 ©CustomGuide 2015 Move and Hide Slides Move a Slide The order of your slides isn’t set in stone; you can easily rearrange them. Click a slide and drag it to a new position. Tip: If you need to reorder many slides use the Slide Sorter view. Hide a Slide If you don’t want a slide to be included in the final slide show, you can hide it from your audience. It won't show up when you play the slide show, but you will still see it in the editing views so you can bring it back in the future. Select the slide you want to hide. Click the Slide Show tab. Click Hide Slide. The slide number is now crossed out, indicating that it is hidden. Shortcut: Right-click the slide and select Hide Slide. Tip: To unhide a slide, select it and then click Hide Slide again. ©CustomGuide 2015 51 Organize a Presentation Quiz 1. Promoting a paragraph moves it down one level in the outline, or increases its indent level. (True or False?) 2. The Outline pane appears in ___________ view. A. Slide Sorter B. Slide Show C. Outline D. Notes Page 3. If your presentation contains many slides and you want to move them around, you should: A. Delete slides so that there aren’t as many. B. Use the Format tab to rearrange them. C. Zoom in. D. Use Slide Sorter view to rearrange them. 4. Sections allow you to arrange your presentation by grouping slides together into different categories. (True or False?) 5. You can hide slides in your presentation from your viewers. (True or False?) 52 ©CustomGuide 2015 Quiz Answers 1. False. Demoting a paragraph moves it down one level or increases its indent level. Promoting a paragraph moves it up one level, or decreases its indent level. 2. C. The Outline pane appears in Outline view. 3. D. If your presentation contains many slides, you should use Slide Sorter view to rearrange them. 4. True. Sections are a really good way to keep your presentation organized by category. 5. True. Hidden slides won't show up when you play the slide show, but you will still see it in the editing views so you can bring it back in the future. ©CustomGuide 2015 53 Formatting and Themes A presentation is always more effective when it’s attractively designed and formatted. Think about it: people would rather buy expensive name-brand cereals in flashy boxes than much more affordable cereals in plain, generic boxes—even though they are really the same cereal! This chapter explains how to format your presentations to give them more impact and make sure your message is delivered effectively. You will learn how to apply and modify a document theme or background, as well as how to adjust page setup, how to insert headers and footers, and how to use templates to format your presentations. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 54 ©CustomGuide 2015 Format Text You can use the Font group to change the way the text in your presentation appears by changing the font type, size, color, and style. Change the Font Select the text you want to change. Click the Font list arrow. Tip: Preview a font by hovering over it in the menu. Select a new font. Shortcut: Use the Font list arrow on the Mini Toolbar that appears near the mouse when you have selected text. Tip: To adjust the way the text is capitalized just click the Change Case button. Change Font Size Select the text you want to change. Click the Font Size list arrow. Tip: Preview a font size by hovering over it in the menu. Select a font size. Shortcut: Use the Font Size list arrow on the Mini Toolbar. ©CustomGuide 2015 55 Change Font Color Select the text you want to change. Click Font Color list arrow. The colors that appear at the top coordinate with your current presentation theme. Tip: Preview a font color by hovering over it in the menu. Select a new color. Shortcut: Use the Font Color list arrow on the Mini Toolbar. Tip: The Font Color button always displays the color that was used most recently. To quickly apply this color to other text, simply click the Font Color button instead of the list arrow. Change Font Style Select the text you want to change. Select a font style like Bold, Italic, or Underline. Tip: To remove a font style, simply click the style button again. Or use the Clear All Formatting button. Shortcuts:  To bold, Ctrl + B.  To italicize, Ctrl + I.  To underline, Ctrl + U. 56 ©CustomGuide 2015 Bulleted and Numbered Lists Most slide layouts contain a bulleted list placeholder, but you can also turn regular text into a bulleted or numbered list in just a few easy steps. Create a Bulleted or Numbered List Select the paragraphs that you want to bullet or number. Click the Bullets or Numbering button in the Paragraph group. Tip: To remove bullets and numbering, select the list, and click the Bullets or Numbering button again. Tip: To adjust where the numbering starts, click the Bullets or Numbering button list arrow, click Bullets and Numbering, and adjust the Start at field on the Numbered tab. Change the Bullet or Number Style You can change the way the bullets or numbering looks on an existing list. Select the list. Click the Bullets or Numbering button list arrow in the Paragraph group. The Style gallery appears. Select a new style. Tip: To create a custom bulleted or numbered list, click the Bullets or Numbering button list arrow, click Bullets and Numbering, and select Customize. ©CustomGuide 2015 57 Formatting Paragraphs Use the Paragraph group to control how your text appears inside text boxes and in relation to other text. Paragraph Alignment Select the text you want to change. Click an alignment option in the Paragraph group. Shortcuts:  To align left, Ctrl + L.  To align right, Ctrl + R.  To center, Ctrl + E.  To justify, Ctrl + J. Align Text Vertically Just like you align paragraphs horizontally, you can also align them vertically within the textbox. Select the paragraph you want to align. Click the Align Text button on the Home tab. Select an alignment option. 58 ©CustomGuide 2015 Line Spacing The amount of space between lines of text can be easily adjusted using the line spacing feature. Click in the paragraph. Click the Line Spacing button on the Home tab. Select the spacing you want to use. Paragraph Spacing You can also increase or decrease the space between paragraphs to make the most out of the space on your slide. Click in the paragraph. Click the dialog box launcher in the Paragraph group. Adjust the paragraph spacing in the dialog box. Click OK. ©CustomGuide 2015 59 Copy Formatting If you find yourself applying the same formatting over and over again, then you should familiarize yourself with the Format Painter tool. The Format Painter copies how text or objects are formatted and lets you apply that formatting elsewhere. Select a formatted item. Click the Format Painter button. The formatting is copied to the painter tool. The cursor changes to a paintbrush to show that it is now in Format Painter mode. Tip: To apply the formatting to more than one selection, double-click the Format Painter button. Click the Format Painter button again to turn it off. Select the item that you want to “paint” the formatting from your first selection to. The formatting is applied. Tip: You can also use the Format Painter to copy the formatting of objects, such as shapes, and apply that formatting to other objects. 60 ©CustomGuide 2015 Slide Size One of the cool new features in PowerPoint 2016 is the change to widescreen compatible slides. But if you're not going to be presenting on a big fancy screen, you can switch between widescreen and the standard slide size. Click the Design tab. Click the Customize group button. Click the Slide Size button. Tip: To change the slide orientation, click the Slide Size button and select Custom Slide Size. Change the slide settings and click OK. Select Widescreen or Standard.  Widescreen: 16:9 ratio is much wider than it is tall and works well for wide high definition screens.  Standard: 4:3 ratio is only slightly wider than it is tall and works best for traditional screens. Select Maximize or Ensure Fit.  Maximize: Crops your content and fills all the available space on the slide.  Ensure Fit: Scales content down and leaves additional space at the top and bottom of the slide. The entire presentation is resized to fit the new format. ©CustomGuide 2015 61 Slide Background If you don’t like the slide background that comes with your current theme, you can easily change it. Click the Design tab. Click the Customize group button. Click the Format Background button. The Format Background pane opens. From here, you can adjust the slide's existing background or create one from a picture or pattern. Make changes to the slide background. The available options depend on the current theme section, but you will usually have the following options:  Solid Fill  Gradient Fill  Picture or Texture Fill  Pattern Fill  Hide Background Graphics (Optional) Click Apply to All to use the new background on all slides in the presentation. Click Close. 62 ©CustomGuide 2015 Themes A theme is a set of unified design elements that you can apply to a presentation to give it a consistent look and feel. Changing the theme changes the slide background, the font colors and styles, the slide layouts, and the effects on graphics. Apply a Theme Click the Design tab. Click the More button in the Themes group. Select a theme. Tip: Preview a theme by hovering over it in the menu. Select a Variant Every theme comes with several different pre-made variations, called variants. Click the Variants button on the Design tab. Select a variant of the theme. ©CustomGuide 2015 63 Customize Themes There are a lot of wonderful themes built into PowerPoint. But if you're feeling creative, you can create your own custom theme. Modify a Theme Click the Design tab on the Ribbon. Click the Variants button. Click the More button. Hover over the element you’d like to change.  Colors  Fonts  Effects  Background Styles Select a new option from the menu. Save a Custom Theme Once you’ve modified a theme, it is easy to save it for future use. Click the Design tab on the Ribbon. Click the More button in the Themes group. Select Save Current Theme. Enter a name for the Theme and click Save. Now when you open the Themes menu your custom theme will be listed alongside the rest of the Office themes. 64 ©CustomGuide 2015 Templates Creating a presentation from scratch can be a little intimidating and time consuming. Luckily, there are plenty of templates you can use to get started. Use a Template Click the File tab. Click the New button. Search for a type of template or use the categories to browse. Select a template. Click Create. Now all you have to do is add content and then save your new presentation. Create a Custom Template If you have an existing presentation that you find yourself modifying regularly, you can save it as a template. Open the presentation. Click the File tab. Click Save As. Navigate to where you want to save your presentation. Click the Save as type list arrow. Select PowerPoint Template. Type your template name and click the Save button. ©CustomGuide 2015 65 Enable Custom Templates Before you can use custom templates, you need to create a spot in your File menu to find them. You just need to tell PowerPoint where you store the templates you make. Don't worry, you'll only need to do this once. Click the File tab on the Ribbon. Click Options. Select Save. Under Save Presentations, in the Default personal templates location box, enter: C:\Program Files\Microsoft Office\Templates\ Click OK. Now when you click the New tab, the Custom group appears beneath the Search bar. 66 ©CustomGuide 2015 Formatting and Themes Quiz 1. What is NOT a procedure for changing font type? A. Click the Font list arrow in the Font group on the Home tab and select a font from the list. B. Click the Font button on the Format tab and select the desired font. C. Click the Font list arrow on the Mini Toolbar and select a font from the list. 2. How is font size measured? A. Inches B. Spikes C. Pixels D. Points or pt. 3. The Font Color list displays colors that coordinate with the document theme. (True or False?) 4. To copy and apply formatting more than once, single-click the Format Painter button. (True or False?) 5. You can modify a document theme in which of the following ways? A. Apply a new theme effect. B. Change theme colors. C. Choose a new theme font. D. All of the above. 6. Almost all slide layouts contain a bulleted list placeholder by default. (True or False?) 7. Which of the following is NOT an alignment option in Microsoft PowerPoint? A. Right B. Left C. Corner D. Center 8. Which of the following is NOT a slide size? A. Standard (4:3) B. Widescreen (16:9) C. Extra Large D. Custom ©CustomGuide 2015 67 Quiz Answers 1. B. You cannot change fonts by clicking the Font button on the Format tab. 2. D. Font sizes are measured in points or pt. 3. True. The Font Color list displays colors that coordinate with the document theme colors. 4. False. Double-click the Format Painter button to apply copied formatting more than once. 5. D. You can mix and match theme colors, theme fonts, and theme effects. 6. True. Almost all slide layouts contain a bulleted list placeholder by default, making it easy to create a bulleted list. 7. C. Corner is NOT an alignment in Microsoft PowerPoint 2016. 8. C. Extra Large is not a slide size you can choose. 68 ©CustomGuide 2015 Pictures Presentations that include pictures are much more compelling and effective than presentations that only contain boring text. Once you know how to work with pictures, you can create all kinds of cool slides. This chapter explains how to use PowerPoint’s insert pictures and screenshots, how to adjust their artistic effects and styles, and how to crop them. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. ©CustomGuide 2015 69 Insert Pictures Nobody wants to sit and stare at a bunch of text on a slide. Make sure to use plenty of pictures to keep your audience interested. Use a Content Placeholder The quickest way to insert a picture is to use a content placeholder that is already on your slide. Click the content placeholder’s Pictures or Online Pictures button. Navigate to the picture you want to use and select it. Click Insert. The picture is inserted, and the Format tab appears on the Ribbon. Tip: To remove an image, just select it and press Delete. Use the Ribbon You can also use the Ribbon to insert pictures. Click the Insert tab. Click Pictures or Online Pictures. Navigate to or search for the picture you want to use and select it. Tip: To insert more than one picture at a time, press and hold down Ctrl as you click each file. Click Insert. 70 ©CustomGuide 2015 Resize and Move Pictures Once you’ve added pictures to your presentation, you’ll probably need to move and resize them. Resize Select the picture. Click and drag a Resize handle. Tip: To rotate a Picture, click and drag the Rotate handle that appears above the top center Resize handle. Move Select the picture. Click and drag the picture to move it. Shortcut: With the picture selected, use the arrow keys on the keyboard to move it. ©CustomGuide 2015 71 Insert a Screenshot and Remove Background Insert a Screenshot A screenshot is a snapshot of an area on your screen that you can use as an image in your presentation. Click the Insert tab. Click the Screenshot button. Select a screenshot method:  Available Windows images insert an image of an open application window. This option will not work if the window is minimized.  Screen Clipping lets you capture a selected area of your computer screen. Tip: To cancel a screen clipping, press Esc when the screen clipping mode is active. Remove a Background You can remove the background of any screenshot, picture, or graphic in your presentation. With the picture selected, click Remove Background on the Format tab. A new tab appears on the Ribbon, and the picture is highlighted with a bright magenta color. Any magenta areas will be removed. Click and drag the box around what you want to keep. Click any of the Mark Areas buttons in the Refine group. Click and drag the pencil tool through a section to either add or remove it. Click Keep Changes. Tip: To restore the background, select the image, click the Remove Background button, and click Discard All Changes. 72 ©CustomGuide 2015 Adjust Pictures PowerPoint 2016 has expanded the tools available to alter the appearance of pictures and graphics. Now you can easily sharpen or soften an image, change the brightness and contrast, adjust coloring, and apply artistic effects. Corrections Corrections that can be applied include sharpening or softening, and adjusting the brightness and contrast. Select a picture. Click the Format tab under Picture Tools. Click the Corrections button. Tip: To preview how the correction will change your picture or graphic, briefly hover over the correction option. Select an option. Colors When you adjust a picture’s color, you can change the color saturation, color tone, or simply re-color the image. With the picture selected, click the Color button on the Format tab. A gallery of color options appears. Tip: To preview how the color adjustment will change your picture or graphic, briefly hover over the color option. Select an option. ©CustomGuide 2015 73 Artistic Effects Perhaps the most interesting new feature for image adjustment is the ability to apply artistic effects. For example, you can instantly make your picture or graphic appear as if it were painted or drawn. With the picture selected, click the Artistic Effects button on the Format tab. Tip: To preview how the artistic effect will change your picture or graphic, briefly hover over the effect. Select an option. Tip: If you find that you no longer like the adjustments you've made to a picture, you can simply start over by clicking the Reset Picture button in the Adjust group on the Format tab. Compress a Picture Using photos greatly improves the quality of your presentation, but the downside is that they add a lot to the presentation's file size. Luckily you can change the picture compression settings to reduce the overall file size. Compressing pictures is especially helpful if you want to email a presentation. Click the Compress Pictures button on the Format tab. Select your options. Click OK. 74 ©CustomGuide 2015 Picture Styles Changing the visual style of a picture or graphic can enhance how it appears on the slide. Choose a Style Select the picture. Click the Format tab on the Ribbon. Click the Quick Styles button in the Picture Style group. Select a style. Modify a Style Select the Picture. Click the Format tab on the Ribbon. Use the tools in the Picture Styles group to edit the picture style.  Picture Border: Adjust the border color and thickness.  Picture Effects: Add or remove complicated effects like glow and bevel.  Picture Layout: Add text and reshape the picture to create SmartArt. ©CustomGuide 2015 75 Change the Picture You can swap one picture for another while keeping the same picture style. With the picture selected, click the Change Picture button in the Adjust group on the Format tab. Navigate to and select a new picture. Click Open or Insert. The picture is swapped out, but the style remains the same. Use the Format Painter Once you have one picture styled the way you like, you can use the Format Painter to apply the same style to another picture. With the formatted picture selected, click the Home tab. Click the Format Painter button. Notice that your cursor now has a little paintbrush next to it. Click another picture. The same style and formatting is applied. 76 ©CustomGuide 2015 Crop Pictures When you crop a picture or graphic, you trim its horizontal and vertical sides. Cropping is useful when you only want to include a portion of a picture or graphic. Crop a Picture Select the picture. Click the Format tab on the Ribbon. Click the Crop button on the Format tab. Crop handles appear around the border of the picture. Click and drag the crop handles. Tip: To crop all four sides of a picture or graphic at once while maintaining the graphic’s proportions, press and hold down Ctrl as you drag the mouse. Click Crop button again to complete the crop. Aspect Ratio Sometimes you may want to use an aspect ratio to keep a picture's dimensions consistent. With the picture selected, click the Crop button list arrow on the Format tab. Select Aspect ratio. Select an aspect ratio option. Click Crop. The aspect ratio is applied. ©CustomGuide 2015 77 Crop as a Shape You can also crop a picture into any shape, like you were cutting it out with scissors. With the image selected, click the Crop button list arrow on the Format tab. Select Crop to Shape. Select a shape. 78 ©CustomGuide 2015 Pictures Quiz 1. To insert a screenshot of a program window, you must ensure that the window is NOT minimized to the Windows taskbar. (True or False?) 2. Whenever a picture or graphics file has been inserted, the ________ tab appears on the Ribbon. A. Insert B. Graphics C. Format D. Picture 3. When using the Remove Background tool, how can you refine the area that will be removed? A. By simply clicking on the areas you wish to keep. B. By using the Mark Areas to Keep and Mark Areas to Remove commands. C. By using the Paintbrush tool and using a color that matches your slide’s background. D. By doing nothing; you cannot refine the area to be removed. 4. Which Picture Tool would you use in order to adjust the brightness and contrast of a picture? A. Artistic Effects B. Color C. Change Picture D. Corrections 5. The cropping tool is NOT useful in which of the following situations: A. When you want to change the color of a picture or graphic. B. When you only want to include a portion of a picture—for example, a person’s face instead of their entire body. C. When you want to trim the edges of a picture. D. When you want to remove a portion of a picture or graphic. ©CustomGuide 2015 79 Quiz Answers 1. True. To insert a screenshot of another program window, it must NOT be minimized to the Windows taskbar. 2. C. Whenever a picture or graphic has been inserted into a presentation, the Format tab appears on the Ribbon under Picture Tools. 3. B. By using the Mark Areas to Keep and Mark Areas to Remove commands you can refine the area to be removed from the picture or graphic. 4. D. The Corrections command not only allows you to adjust the brightness and contrast of an image, but you can also sharpen and soften an image. 5. A. The cropping tool is not useful when it comes to changing the color of a picture or graphic. 80 ©CustomGuide 2015 Graphics PowerPoint presentations are all about providing your audience with attractive and informative visuals that help clarify your talking points. This chapter will show you how to use graphics like shapes, text boxes, SmartArt, charts, WordArt, and tables to make your presentation really stand out. Tables neatly arrange text and data in a grid, organized by columns and rows. WordArt turns any text into an eye catching headline. PowerPoint’s SmartArt tool helps you create and insert designer-quality diagrams. You’ll also learn how to create useful charts and create your own images with the shape drawing tools. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them,” meaning the exercises in a chapter can be performed in succession from the first lesson to the last. ©CustomGuide 2015 81 Text Boxes A text box is a special type of drawing object that lets you insert and position text anywhere in a presentation. Insert a Text Box Even though most slides have one or two placeholders for you to insert text, it’s a good idea to learn how to insert your own—especially if you plan on creating a presentation from scratch any time soon. Click the Insert tab on the Ribbon. If necessary, click the Text button to expand the group on the Ribbon. Click the Text Box button. Click and drag to create the text box. Now just add and edit text like you normally would. Resize a Text Box Select the text box. Just like with pictures, sizing handles appear around the text box. Click and drag the sizing handles. Notice that the position of the text inside the text box moves around as it is resized. Tip: Just click and drag a text box to move it to another location. 82 ©CustomGuide 2015 Shapes Adding shapes to a slide can be a great way to make your presentation more interesting. The Shapes gallery contains over a hundred common shapes and lines, such as stars, arrows, and speech balloons. Insert a Shape Click the Shapes button on the Home tab. A menu appears with a bunch of different shapes. Choose a shape. Click where you want to place the shape, or click and drag to “draw” the shape onto the screen. The shape is placed. Tip: Click and drag a shape to move it. Or click and hold the Ctrl key while dragging to copy the object. Resize Shapes Select the shape. Just like with a picture, sizing handles appear around the shape. Click and drag the sizing handles. Tip: To draw a straight line, perfect square or circle, or to constrain the dimensions of other shapes, press and hold down Shift as you drag. ©CustomGuide 2015 83 Change a Shape If you decide that you’d like to use a different shape instead of the one that you’ve already added and formatted, you can switch it out. This can be really helpful if the shape already has effects or styles applied to it because they'll be applied to the new shape. Select a shape. Click the Format tab. Click Edit Shape. Select Change Shape. Choose a new shape to use instead. Modify Shapes Some shapes appear with special yellow adjustment handles that you can use to change the shape’s most prominent feature(s). Click and drag a shape’s adjustment handle to alter it. Tip: Some shapes have more than one adjustment handle, while others do not have any at all. 84 ©CustomGuide 2015 Edit Shapes You do not have to settle for the basic shapes PowerPoint offers. You can easily modify shapes to create a unique shape that’s all your own. Edit Points Every shape is made out of a series of points. These points can be manipulated to change the shape’s form. Select a shape. Click the Format tab. Click Edit Shape. Select Edit Points. Now you can see the points that make up the shape's boundary. Each of these points are editable. Click and drag the shape’s points. When you’re done click outside the shape to apply the changes. ©CustomGuide 2015 85 Merge Shapes You can also work with multiple shapes and merge them to create new ones. Select a shape. Tip: The merged shape will take on the color of the first shape selected, so if you want to keep a particular color, be sure to select that shape first. While holding the Shift key, select another shape. Click the Format tab. Click Merge Shapes. Choose an option.  Union: Merges multiple shapes into one.  Combine: Makes one shape with the overlapping parts erased.  Fragment: Makes both shapes one color and outlines the part where they overlap.  Intersect: Erases both shapes except for the parts that overlap.  Subtract: Creates a cutout of one shape inside the other. 86 ©CustomGuide 2015 Format Shapes Once you’ve inserted a shape, you’ll probably want to change the style, fill color, outline, and effects applied to it. Shape Styles A style is a set of different formatting commands that can be applied to a shape in one single step. Select the shape. Click the Format tab on the Ribbon. Click the More button in the Shape Styles gallery. Choose a style. Shortcut: Click the Quick Styles button in the Drawing group on the Home tab, and select a style. Modify a Style If you don’t like any of the premade shape styles, you can edit the fill, outline, and shape effects. Select the shape. Click the Format tab. Use the tools in the Shape Styles group to modify the shape style.  Shape Fill: Adjust the color, picture, gradient, or texture inside the shape.  Shape Outline: Adjust the color and weight of the shapes border.  Shape Effects: Add or remove more complicated effects like glow and bevel. ©CustomGuide 2015 87 Use the Eyedropper If you aren’t using a theme, it can be hard to match the color of a shape to the colors already in your slide. Luckily, the Eyedropper tool can grab a color from anywhere on a slide and apply it to the current shape. Select the shape. Click the Format tab. Click Shape Fill or Shape Outline. Click Eyedropper. Select a color from the slide. 88 ©CustomGuide 2015 SmartArt The SmartArt feature lets you create and customize designer-quality diagrams. You can even convert bulleted lists into a diagram using the SmartArt diagram tools. Insert SmartArt Click the Insert tab. Click the SmartArt button. Select a category. Select a graphic. A preview and a description appear on the right. Click OK. The SmartArt graphic is inserted. Tip: Convert the text in a bulleted list into a SmartArt graphic by selecting it and clicking the Convert to SmartArt button in the Paragraph group on the Home tab. Add Text to SmartArt Select the SmartArt Diagram. Click the arrow on the left of the bounding box to open the text editor pane. Type text for each bullet in the text pane. Click the Text Pane’s Close button, or click outside the SmartArt diagram. You can reopen the text pane at any time. Tip: To add shapes and bullets to your SmartArt without opening the text pane: on the Ribbon, use the buttons in the Create Graphic group on the Design tab under SmartArt Tools. ©CustomGuide 2015 89 Change the Visual Style Changing the visual style of a SmartArt graphic is an easy way to spice up its appearance. A visual style is a set of different formatting commands that can be applied to the graphic in one step. Select the SmartArt. Tip: Modify the individual shapes in the SmartArt with the tools in the Shape Styles group on the Format tab. Click the Design tab under SmartArt Tools on the Ribbon. Tip: To change the SmartArt colors, click the Change Colors button in the Styles group on the Design tab. Click the More button in the Styles group. Select a style. Tip: To bring a SmartArt graphic back to its original color, style and direction, just click Reset Graphic. Change Layouts If you find that the layout you selected turns out not to be the best fit for your data, you can easily switch to a different layout. With the SmartArt selected, click the Design tab on the Ribbon under SmartArt Tools. Click the Change Layout button. Select a new layout. The layout changes but any text you’ve already entered is preserved. Shortcut: Right-click the SmartArt and select Change Layout. Then select a new layout and click OK. 90 ©CustomGuide 2015 Charts Use a chart when you want your audience can easily understand a large quantity of data and the relationships between parts of the data. Insert a Chart Click the Insert Chart placeholder button. The Insert Chart dialog box appears. Tip: If you don’t have an empty placeholder on the slide, you can click the Insert tab and then click the Chart button in the Illustrations group. Choose a category. Select a chart type. Click OK. The chart is inserted along with a spreadsheet. Use the Excel spreadsheet to enter the chart data. Tip: To add or remove sections of data to your chart, click and drag any of the selection handles in the spreadsheet to change what’s included. Close the spreadsheet. Tip: To reopen the spreadsheet and edit a chart’s data, select the chart, click the Design tab on the Ribbon, then click the Edit Data button in the Data group. ©CustomGuide 2015 91 Change the Layout Built-in chart layouts allow you to quickly adjust the overall layout of your chart with different combinations of titles, objects, and chart orientations. Select the chart. Click the Design tab. Click the Quick Layout button. Select a layout. Tip: If you want to change the color or style, use the options in the Chart Styles group or click the Format shortcut button (the paintbrush) next to the chart. Modify Chart Elements A fast way to format a chart is to use the new Chart Tool shortcuts, which appear to the right of a selected chart. With the chart selected, click the Chart Elements button. Tip: Different chart types contain different chart labels, so some of the options might not be available. Click the checkbox next to the element you want to add or remove. Click the arrow next to a chart element to modify it. Tip: You can also insert or modify chart elements by clicking the Design tab under Chart Tools, then clicking Add Chart Element. 92 ©CustomGuide 2015 Chart Types Column Column charts are used to compare different values vertically side-by-side. Each value is represented in the chart by a vertical bar. Line Line charts are used to illustrate trends over time. Each value is plotted as a point on the chart and is connected to the other values by a line. Pie Pie charts are useful for showing values as a percentage of a whole. The values are represented by different colors. Bar Bar charts are just like column charts, except they display information in horizontal bars rather than in vertical columns. Area Area charts are similar to line charts, but the area beneath the lines is filled in. XY (Scatter) Scatter charts are used to plot clusters of values using single points. Multiple items can be plotted by using different colored points or different symbols. Stock Stock charts are effective for reporting the high and low points of stock prices or other values that tend to fluctuate within a range. Surface A surface chart is useful for finding best combination of two sets of data. Radar Radar charts compare the aggregate values of a number of data series. Combination Combination charts show both a clustered column and line chart to compare values and data trends. ©CustomGuide 2015 93 WordArt Using PowerPoint’s WordArt feature is the fastest and easiest way to add dramatic and colorful effects to the text on your slides. Insert WordArt Click the Insert tab. If necessary, click the Text button to expand the group on the Ribbon. Click WordArt. A gallery of WordArt options appears. Choose a WordArt style. Tip: To change the WordArt style, click the Format tab, select Quick Styles and make a selection. Type to replace the placeholder text. Tip: You can also modify your WordArt text using the options in the Font group on the Home tab. Change WordArt Fill Color Select the WordArt. Click the Format tab under Drawing Tools. Click the Text Fill list arrow. Select a new color. Tip: As you hover over text fill options, Word displays a preview of how the new color will look. 94 ©CustomGuide 2015 Change WordArt Outline Select the WordArt. Click the Format tab. Click the Text Outline list arrow. Select an option. Tip: You can also change your WordArt fill color, outline, and effects by launching the Format Shape pane. Simply click the WordArt Styles group dialog box launcher on the Format tab and select Text Options. Change WordArt Text Effects Select the WordArt. Click the Format tab on the Ribbon. Click the Text Effects button. Select a Text Effects category. Tip: If you add a Transform text effect it will reshape your WordArt. Select a new Text Effect. Tip: You might notice a little circular arrow next to some WordArt objects. This is called an adjustment handle, and it is used to change the angle at which some WordArt effects slant or loop. Click and drag this handle to adjust the effect. ©CustomGuide 2015 95 Create Tables To create a table, you must first determine how many columns (which run up and down) and rows (which run left to right) you want to appear in your table. Cells are small, rectangular-shaped boxes where the rows and columns intersect. The number of columns and rows determines the number of cells in a table. If you don’t know how many columns and rows you want in your table, take an educated guess—you can always add or delete columns and rows later. Insert a Table Click the Insert tab on the Ribbon. Click the Table button. Shortcut: Insert a table by clicking the Table button in the placeholder and then entering the number of rows and columns in the dialog box. Use the grid to select how many columns and rows you’d like. The table is created. To add text to the table just click any cell and begin typing. Move Between Table Cells  Click in a cell with the mouse.  Use the keyboard arrow keys.  Press Tab to move forward one cell.  Press Shift + Tab to move back one cell. Select Table Items 96  Cells: Click the left edge of the cell.  Multiple Cells: Drag across the cell, row, or column; or, hold down Shift while you click multiple cells, rows, or columns.  Row: Click to the left of the row (outside the table).  Column: Click the column’s top border.  Table: Click the outside border of the table. ©CustomGuide 2015 Add and Distribute Table Rows and Columns When you create a table, all of the rows and columns are the same size. As you enter information in a table, you will quickly discover that some of the rows and columns are not large enough to properly display the information they contain, or that you need more rows or columns. Add Rows or Columns If you run out of space, you can add more columns or rows. Click within a cell near where you’d like to add a row or column. Click the Layout tab. Select an option in the Rows & Columns group. Tip: Add a new row by clicking in the bottom right cell and pressing Tab. Shortcut: Right-click and select an insert option. Tip: To delete a row or column, select it and click the Delete button. Then select a delete option. Distribute Rows or Columns You can distribute columns and rows evenly so that they are the same width or height. Click inside the table. Click the Layout tab. Tip: To manually resize cells, click and drag any cell border. Click the Distribute Columns or Distribute Rows button to distribute selected columns or rows evenly so they are the same width or height. Tip: You can also use the cell size arrows or manually type cell height and width measurements in the cell size group’s text boxes. ©CustomGuide 2015 97 Merge and Split Table Cells Merge Cells The merge cells command combines several smaller cells into a single larger cell that spans the space that the previous cells occupied. Select multiple cells that share a border. Right-click the cells and select Merge Cells. The cells combine and the content automatically centers itself. Tip: You can also use the Merge cells button on the Layout tab. Split Cells Cells can also be broken up into several smaller cells by using the Split Cells command. Select a cell. Right-click it, and select Split Cells. Tip: You can also use the Split Cells button on the Layout tab. Enter the number of rows and columns you want the cell split into. Click OK when you’re done. 98 ©CustomGuide 2015 Table Styles and Text Alignment Table Styles Changing the visual style of a table is an easy way to spice up its appearance. A visual style is a set of different formatting commands that can be applied to a table in just a couple of clicks. With the table selected, click the Design tab under Table Tools. Click the More button in the Table Styles group. Select a new table style. Tip: To remove a table style, click the More button in the Table Styles group on the Design tab and select Clear Table. Adjust Style Options Use the checkboxes in the Table Style Options group to adjust what appears in your table.  Header Row  Total Row  Banded Rows  First Column  Last Column  Banded Columns ©CustomGuide 2015 99 Modify Table Styles You can change a table style’s shading, borders, or effects to further enhance your table. Select either the entire table or a single cell, row, or column. Click the Design tab. Use the tools in the Table Styles group to adjust the style.  Shading: Adjusts the color, picture, gradient, texture, or background of the table cells.  Borders: Adjusts the border color and thickness.  Effects: Adds or removes complicated effects like shadow and bevel. Text Alignment Select either the entire table or a single cell, row, or column. Click the Layout tab. Click an alignment option. Tip: You can also select Text Direction to change how your text appears in the cell or Cell Margins to adjust how much space appears between a cell’s contents and its borders. 100 ©CustomGuide 2015 Layer Objects By default, the first object that you insert on a slide is assigned to the bottom layer of the screen. Each object that you insert thereafter is assigned one level above, and so on. The final object that you insert will appear on the topmost layer. Bring Forward and Send Backward Select the object you want to move forward or backward. Click the Format tab. Click the Bring Forward or Send Backward list arrow. Select a Layering option.  Bring to Front: Brings the selected object to the front.  Send to Back: Sends the selected object to the back.  Bring Forward: Brings the selected object up one layer.  Send Backward: Sends the selected object down one layer. Shortcut: Right-click the object that you want to layer, select Bring to Front or Send to Back, and select an option from the submenu. Use the Selection Pane Select an object. Click the Format tab. Select Selection Pane. The Selection pane appears at the right, and you can see how the graphics are layered. Just select an object and click an arrow to move it up or down a layer. Or click the eye symbol next to the object to show or hide it. ©CustomGuide 2015 101 Arrange Objects Align and Distribute Slides that have objects scattered randomly around them look terrible. Aligning and distributing objects is a great way to perfectly line them up and space them out. Select two or more objects. On the Format tab, click Align Objects. Choose an alignment or distribution option.  Align Left/Center/Right  Align Top/Middle/Bottom  Distribute Horizontally  Distribute Vertically  Align to Slide  Align Selected Objects Flip and Rotate When you flip an object, you create a mirror image of it. PowerPoint allows you to flip an object horizontally or vertically. When you rotate an object, you turn it around its center. You can rotate objects in 90-degree increments, or use the rotation handle to rotate an object manually. Select an object. On the Format tab, click the Rotate Objects button in the Arrange group. Choose an option.  Rotate Right 90 degrees  Rotate Left 90 degrees  Flip Vertical  Flip Horizontal Shortcut: Click and drag the rotation handle of any selected object. 102 ©CustomGuide 2015 Smart Guides If they are enabled, Smart Guides will appear when you click and drag an object and it aligns with other elements on the slide. Click the View tab. Click the Dialog Box Launcher in the Show group. Make sure Display smart guides when shapes are aligned is turned on. Click OK. Click and drag an object until alignment guides appear. ©CustomGuide 2015 103 Group Objects A group is a collection of objects that PowerPoint treats as a single object. By grouping several objects together you can format an entire group of objects rather than formatting each object individually. Group Select two or more objects. Click the Format tab. Click Group Objects in the Arrange group. Select Group. Now all the objects will all move together as one group. Shortcut: Right-click one of the selected objects, select Group and then click Group. Ungroup If you need to make changes to an object that is part of a group, you’ll need to ungroup the objects first. Right-click the group and select Group. Click Ungroup. The objects can now be manipulated individually. Tip: You can also click the Group Objects button on the Format tab and select Ungroup. 104 ©CustomGuide 2015 Graphics Quiz 1. What is the adjustment handle used for? A. To adjust the size of the shape. B. To move the shape to a new location. C. To adjust the color of the shape. D. To adjust a shape’s most prominent feature. 2. A Shape style is a set of different formatting commands that can be applied to a shape in a single step. (True or False?) 3. What happens if you hold down the Shift key as you click and drag an object’s sizing handles? A. PowerPoint copies the object. B. PowerPoint changes the color of the object. C. PowerPoint moves the object. D. PowerPoint maintains the objects proportions as it resizes the object. 4. Holding down the Ctrl key as you click and drag an object copies the object. (True or False?) 5. You cannot make changes to an individual object when it is grouped. (True or False?) 6. The Align command spaces out selected objects equally. (True or False?) 7. Which of the following is NOT a layering command in PowerPoint 2016? A. Send to Middle B. Send to Back C. Bring to Front D. Bring Forward 8. You can insert a row above, but not below, a row you’ve selected in a table. (True or False?) 9. Which of the following is NOT a button found in the Merge group on the Layout tab. A. Split Cells B. Split Table C. Merge Table D. Merge Cells ©CustomGuide 2015 105 10. Changing chart type does not alter the chart's data. (True or False?) 11. Built-in chart layouts allow you to: A. Change the type of chart B. Adjust the color of the chart. C. Apply a set of different formatting commands in one single step. D. Adjust the overall layout of a chart with different combinations of titles, objects, and chart orientations. 12. Which of the following is NOT an example of a chart label? A. Titles B. Legends C. Data Tables D. These are all examples of labels 106 ©CustomGuide 2015 Quiz Answers 1. D. An adjustment handle is used to adjust a shape’s most prominent feature, such as the point of an arrow or the spikes on a star. 2. True. A Shape Style is a set of different formatting commands that can be applied to a shape in a single step. 3. D. Holding down the Shift key as you click and drag an object’s sizing handles maintains the object’s proportions. 4. True. Holding down the Ctrl key as you click and drag an object copies the object. 5. True. In order to make changes to an object that is part of a group, you need to ungroup the object first. 6. False. The Distribute command spaces out selected objects equally. 7. A. Send to Middle is not a layering command in PowerPoint 2016. 8. False. You can insert a row above or below a row you’ve selected. 9. C. Merge Table is not a button found in the Merge group on the Layout tab. 10. True. Changing chart type only changes how data is displayed; it does not alter the data itself. 11. D. Chart layouts let you change the overall layout of a chart using different combinations of titles, objects, and chart orientations. 12. D. Titles, legends, and data tables are all examples of labels. ©CustomGuide 2015 107 Transitions and Animations PowerPoint 2016 offers a variety of tools you can use to make your presentations more effective. For example, you can add exciting transition effects to your slides, changing how PowerPoint advances from one slide to the next. Or animate the text and objects on your slides, making each paragraph on a slide appear one at a time in succession. This chapter will introduce you to animation and transition effects and how you can use them to enhance your presentations. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 108 ©CustomGuide 2015 Slide Transitions Transitions are animations that you can use when advancing from one slide to the next during a presentation. They can be fun, but be careful not to overdo it with complicated transitions because they can become distracting. Apply a Transition Select the slide that you want to transition to. Tip: To select multiple slides, hold down Shift as you select each slide. Or to apply the transition to all slides, click the Apply to All button on the Transitions tab. Click the Transitions tab. Click the More button in the Transition to This Slide group. Select the transition you want to use. (Optional) To test the transition you just applied, click Preview. Tip: To remove a transition, click the None button on the Transitions tab. Effect Options An Effect Option allows you to change the way a transition effect behaves. With the slide selected, click the Effect Options button in the Transition to This Slide group. The options available for the current transition appear. These options are different for every transition. Select an option. Tip: To remove a transition effect, click the Effect Options button and select None. ©CustomGuide 2015 109 Adjust Transition Speed Use the Duration Arrows in the Timing group to adjust the speed of the transition. Tip: Make sure to preview your transition speeds before delivering your presentation in front of a live audience. Tip: To apply the selected speed to all slides, click the Apply To All button in the Timing group on the Transitions tab. Add Sound to a Transition Adding sound to a transition effect can be a fun way to grab the audience’s attention or emphasize a point. Click the Sound list arrow in the Timing group on the Transitions tab. Select a sound from the list. Tip: To use a sound that is saved on your computer, select Other Sound from the list. Tip: To remove a sound from a transition, click the Sound list arrow and then select No Sound. 110 ©CustomGuide 2015 Animation Effects An animation effect is a preset visual effect that can be applied to text or objects on a slide. Apply an Animation Effect Select the object you want to add an animation to. Click the Animations tab on the Ribbon. Click the Add Animation button in the Animation group. Tip: You can add multiple animations to a single object. Select the animation you want to use. A number appears in an orange box next to the object to indicate an animation is attached to this object. Tip: If you change your mind about which animation you’d like to use, just click Animation Styles and select a different option. (Optional) Click Preview to see the new animation. Tip: To remove an animation, select the animation you want to remove, click the Animation Styles button, and select None. Types of Animation Effects Entrance Effects Change the way objects are first displayed in the slide show. Emphasis Effects Make objects stand out from the others. Exit Effects Cause objects to disappear from the slide show. Motion Paths Cause objects to move around the slide according to a specific path. ©CustomGuide 2015 111 Customize an Animation Click the Effect Options button on the Animation tab. Tip: The effect options available will change based on the animation you're using. Select an animation effect option. Tip: To view more advanced options, click the animation’s list arrow in the Animation pane and select Effect Options. Trigger an Animation By default, all animated objects will appear on your slide with successive clicks of the mouse, but you can adjust the triggers to only show animated objects when a specific event occurs. Click the Trigger button in the Advanced Animation group on the Animations tab. Select the trigger you’d like to use.  On Click Of: Starts the animation effect when you click the specified object.  On Bookmark: Starts the animation effect when a video or audio clip hits a specific bookmark. 112 ©CustomGuide 2015 Animation Timing Once you've applied some animations, you can control when those animations play, their order, and how long they take. Display the Animations Pane When adjusting your animation timings, it's helpful to display the Animation pane. Click the Animations tab. Click the Animations Pane button. Now you can see all the animations used on the slide. Tip: During an animation preview, a tiny timer bar appears in the Animation pane. You can use this timer to calculate how long it takes for your animations to play. (Optional) If some of the animations are grouped together click the Expand Contents button to view them all. Reorder Animations Notice that each animation is numbered, both on the slide and in the Animation pane. This is the order that they'll animate. Select the animation you want to reorder. Click Move Earlier or Move Later in the Timing group. ©CustomGuide 2015 113 Change How Your Animation Starts With the object and animation selected, click the Start list arrow. Select how you want the animation to start.  On Click: Starts the animation when you click the slide.  With Previous: Starts the animation at the same time as the previous animation so that one click executes two animation effects.  After Previous: Starts the animation immediately after the previous animation. If this is the first animation on the slide, selecting this option will start the animation as soon as the slide appears. Change the Duration and Delay of Your Animation Click the Up and Down arrows in the Duration and Delay text boxes. 114 ©CustomGuide 2015 Copying Animations If one animation took you some time to make, you can copy that animation and apply it to other objects instead of building it all over again. Use the Animation Painter Select the object with the animation you want to use. Click the Animations tab. Click the Animation Painter button. Single-click the Animation Painter button to apply copied formatting once. Double-click the Animation Painter button to apply copied animation multiple times. Notice that the mouse changes to indicate that the Animation Painter is on. Select the object you want the animation applied to. Tip: If you double-clicked the Animation Painter button in Step 3, click the Animation Painter button again to deactivate it, or press Esc. ©CustomGuide 2015 115 Transitions and Animations Quiz 1. What is a transition effect? A. A set of different formatting commands that can be applied to a slide in a single step. B. An animation that occurs when PowerPoint advances from one slide to the next during a slide show. C. A side effect that can occur as a result of creating PowerPoint presentations. D. A preset visual effect that can be applied to the text or objects on a slide. 2. You can only apply a transition speed one slide at a time. (True or False?) 3. An animation effect is a preset visual effect that can be applied to the text or objects on a slide. (True or False?) 4. By default, animations start: A. On Click B. On Time C. After Previous D. With Previous 5. Which feature can you use in order to adjust animation order and timings? A. Backstage View B. The Outline Pane C. The Notes Pane D. The Animation Pane 6. You can only use the Animation Painter to copy and paste animation effects to one object at a time. (True or False?) 7. Previewing your transition and animation effects is not important. (True or False?) 116 ©CustomGuide 2015 Quiz Answers 1. B. A transition effect is an animation that occurs when PowerPoint advances from one slide to the next during a slide show. 2. False. You can apply a transition speed to all slides in the presentation by clicking the Apply To All button on the Ribbon. 3. True. An animation effect is a preset visual effect that can be applied to the text or objects on a slide. 4. A. By default, animations start on click, which means you have to click the mouse each time you want to run an animation effect during a slide show. 5. D. The Animation Pane gives you access to features that allow you to further customize animation effects. 6. False. Double-click the Animation Painter button to apply copied animation more than once. 7. False. You should always preview your transition and animation effects before delivering your presentation in front of a live audience. ©CustomGuide 2015 117 Slide Masters Using the Slide Master is the fastest and easiest way to set up the appearance of all the slides in a presentation. The Slide Master controls all aspects of a slide’s appearance, including its background color, font style, and any recurring text or pictures. Any changes you make to the Slide Master automatically affect all the slides in the presentation; for example, adding a candy-striped background to the Master adds a candy-striped background to every single one of your slides. Every Slide Master comes with a set of slide layouts that can be edited. You can even use Slide Master view to create your very own layouts. In this chapter you’ll learn how to work with Slide Masters and layouts, as well as using multiple masters— including the Handout Master and Notes Master. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 118 ©CustomGuide 2015 Slide Master View Slide Layouts are sets of premade placeholders that coordinate with your chosen theme. The layouts available are determined by the theme you're using, but you can create and edit them using Slide Master view. To open Slide Master view… Click the View tab. Click Slide Master. Understanding Slide Master View The Slide Master View 1 Slide Master tab: Contains the commands used to alter the Slide Master and Layouts. 2 Slide Master: Controls all of the Slide Layouts below it. Changes you make to the placeholders or formatting on the Slide Master will be changed in all of the other layouts as well. 3 Slide Layouts: Changes made to these will also affect any presentation slides created from that layout. Slide Layouts are dependent on the theme chosen. 4 Placeholders: Allow you to add, remove, or edit placeholders or make formatting changes just like you would in Normal view. 5 Close Slide Master view: Closes Slide Master view. ©CustomGuide 2015 119 Work with Slide Layouts While every theme comes complete with its own set of professionally designed layouts—most of which already contain a bulleted list placeholder by default— you may want to change them a bit to work better for you. Edit a Layout From Slide Master view, select the Slide Master or one of the slide layouts. Click and drag existing placeholders to move or resize them. Turn on or off the Title or Footers. Select the text within a placeholder and then change the text formatting. Click Close Master View to see your changes. Any changes you made to the layout in Master view are applied to all the presentation slides based on that layout. Create a Custom Slide Layout You can also just create a brand new slide layout. From Slide Master view, click between two layouts. Click the Insert Layout button on the Slide Master tab. Click the Insert Placeholder list arrow. Select an option. Click and drag to create the placeholder. Click Close Master View to see your changes. The new layout is now available under the Slide Layout button on the Home tab. 120 ©CustomGuide 2015 Footers If you want the same information to show up at the bottom of every slide, insert a footer. You can insert one on each individual slide, but it makes a lot of sense to add it to the Slide Master so it appears the same on every slide. From Slide Master view, select the Slide Master or one of the layouts. Click the Insert tab. Click the Text group button. Click Header & Footer. Adjust the settings in the dialog box. Tip: To prevent the footer from showing on the title slide, check the Don’t show on title slide checkbox. Click Apply or Apply to All. Tip: If you opened the dialog box from Normal view, selecting Apply to All will insert the footer on all the slides in the presentation. Click and drag the footer elements to your desired location. ©CustomGuide 2015 121 Backgrounds and Master Graphics You can also use Slide Master view to add images or adjust the background on some or all of your slides. Master Graphics From Slide Master view, select the Slide Master or one of the layouts. Click the Insert tab. Use the Images or Illustration group to add an image. Move, resize, or edit the image as necessary. Background You can also adjust the slide background. From Slide Master view, select the Slide Master or one of the layouts. Right-click the slide and select Format Background. Edit the background. The options that appear here will vary depending on which theme you are using. But you will frequently see Fill, Hide background graphics, Color, Transparency, Line, and Insert Picture Click Close. 122 ©CustomGuide 2015 Use Multiple Slide Masters The Slide Master and its layouts are different depending on which theme you have selected. But if you like, you can use more than one theme, thereby giving you access to multiple Slide Masters and their layouts. Insert a Blank Master From Slide Master view, click the Insert Slide Master button. An additional Slide Master appears along with its slide layouts. The Slide Master and layouts have placeholders but no formatting, so you’ll have to customize them yourself. Insert a Theme Slide Master If you want an additional Slide Master with more complicated layouts and formatting, add another Slide Master from a theme. From Slide Master view, click the Themes button. Select a theme. An additional Slide Master appears along with its slide layouts. When you return to Normal view, you will have even more layout options to choose from. ©CustomGuide 2015 123 Manage Slide Masters Once you’ve been working with Slide Masters for a while, it can start to get a little confusing and cluttered. Luckily, you can rename, delete, and preserve Slide Masters and layouts. Rename From Slide Master view, select a Slide Master or layout. Click the Rename button. Add a new name and click Rename. Now when you hover over a layout, you see its name and the slides in your presentation that are using it. Shortcut: Right-click the Slide Master or layout and select a Rename option. Delete From Slide Master view, rightclick a Slide Master or layout. Select a Delete option. Tip: Deleting a Slide Master will also delete all of its layouts. 124 ©CustomGuide 2015 Preserve Sometimes PowerPoint may try to clean itself up and delete any Slide Masters that aren't currently being used in a presentation. To prevent that from happening, preserve your Slide Masters. From Slide Master view, select a Slide Master. Click Preserve. A tiny pin symbol appears next to the Slide Master so you know that it will not disappear. ©CustomGuide 2015 125 Handout Master Distributing handouts of your slides is a great way to make sure your audience can read the material, take notes, and refer back to it later. Open Handout Master View Click the View tab. Click the Handout Master Button. Similar to working with Slide Masters, any changes you make here will be reflected on every page of the handouts. Edit the Handout Master While in Handout Master view, check or uncheck placeholders. Click Handout Orientation and select an option. Click Slides per Page and select an option. Make any additional changes to the Handout Master. Use the tools on the Home and Insert tabs to change the size of the slide, add images, or format the text. Click the Close Master view button when you’re done. 126 ©CustomGuide 2015 Print Handouts Once you have your handouts the way you want them, print them. Click the File tab. Click Print. Click Full Page Slides. Select a handout layout. The preview updates to show you how your handouts will look. Click Print. And the handouts are sent to the printer. ©CustomGuide 2015 127 Notes Master A printed set of notes pages can be very useful when giving presentations. Open the Notes Master Before printing, make sure your slide notes are formatted how you need them to be. Then… Click the View tab on the Ribbon. Click the Notes Master button. And you are brought to Notes Master view. Edit the Notes Master Just like with Slide Master View, any changes you make here will show up when you print your notes sheet. While in Notes Master view, check or uncheck placeholders. Click Notes Page Orientation and select an option. Make any additional changes to the Notes Master. Click the Close Master View button. 128 ©CustomGuide 2015 Print Notes Click the File tab. Click Print. Click the Full Page Sides button. Select Notes Pages. The preview updates to show you how your notes page will look. Click Print. The pages are sent to the printer. ©CustomGuide 2015 129 Slide Masters Quiz 1. The Slide Master controls: A. Background color. B. Font type and style. C. Any recurring text or pictures. D. All aspects of a slide’s appearance. 2. Almost all slide layouts contain a bulleted list placeholder by default. (True or False?) 3. You can apply a Footer to: A. A single slide. B. All slides. C. All slides except the Title slide. D. All of the above. 4. You can use more than one Slide Master in a presentation. (True or False?) 5. When you print handouts, each slide must be printed on its own separate page. (True or False?) 130 ©CustomGuide 2015 Quiz Answers 1. D. The Slide Master controls all aspects of a slide’s appearance, including background color, font type and style, and any recurring text or pictures. 2. True. Almost all slide layouts contain a bulleted list placeholder by default, making it easy to create a bulleted list. 3. D. A footer can be applied to all of these options. 4. True. You can use multiple slide masters in a presentation. 5. False. You have several options for how many slides print to a page of handouts. ©CustomGuide 2015 131 Self-Run Presentations Not all PowerPoint presentations are going to be presented in person. You may occasionally need to create a presentation that someone else can navigate independently. Adding audio, video, animations, and graphics to your presentations is a great way to keep things interesting and entertaining—especially if you’re going to have a presentation run itself at a location like a kiosk or tradeshow booth. In this chapter you will learn how to insert sounds and video clips onto a slide. You will also learn how to add narration to your slides and how to insert and use action buttons. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 132 ©CustomGuide 2015 Videos You can insert videos in your presentations to add a little flair and emphasize your point. Just make sure to keep the videos short, so that they don't become the main event. Insert a Video Click the Insert tab on the Ribbon. Click to expand the Media group. Click Video. Select the location of your video.  Online Video: Insert a video from YouTube, OneDrive, Facebook, or another website. Note that if the video is removed from the web, or you do not have an internet connection while presenting, the video will not play.  Video on My PC: Insert a video that is saved on your computer. It is embedded into the presentation so you don’t have to worry about managing other files. Navigate to and select the video. Click Insert. The video is inserted into the slide. Tip: Just like with other objects, you can click and drag to resize or move the video. Click Play to preview your video. Tip: To delete a video clip, select the video and press Delete. ©CustomGuide 2015 133 Video Format Options After the video is inserted, you can make some adjustments to how it looks. Select the video. Click the Format tab. Make any necessary changes to the video’s format.  Click the Video Styles button and select a style.  Use the tools in the Video Styles group to customize the style.  Click the Corrections button. Select a correction.  Click the Color button and select a color adjustment.  Click the Frame button and select a frame option. Video Playback Options You can also edit the video playback settings. Select the video. Click the Playback tab. Adjust the playback options.  Click the Start list arrow and select how the video will start, Automatically or On Click.  Add or Remove Bookmarks to mark important places in the video.  Click Trim Video to cut from the beginning or end of the video.  Add a Fade In or Fade Out. 134 ©CustomGuide 2015 Audio You can add sound clips to a slide to emphasize a point or add some background audio to set a mood. But make sure you don't go overboard because audio can be distracting. Add Audio to a Slide Click the Insert tab on the Ribbon. If necessary, click to expand the Media group. Click Audio. Select an audio source.  Online Audio: Add audio from Microsoft’s free library.  Audio on My PC: Add audio from your computer. Navigate to and select a sound. Click Insert. A sound icon appears on the slide and an Audio Tools tab group appears on the Ribbon where you can adjust the audio. Click Play to test your audio. Record Audio If you need a very specific sound that you can't find online or that isn’t already saved to your computer, you can record a sound yourself instead. Click the Insert tab on the Ribbon. Click to expand the Media group. Click Audio. Select Record Audio. Click Record. Record your audio. Click Stop. Click OK to save it. ©CustomGuide 2015 135 Audio Playback Options Select the audio. Click the Playback tab. Expand the Audio Options group. Click the Volume button. Select a volume option. Click the Start list arrow and select an option.  Automatically: Audio begins when you enter the slide.  On Click: Audio is paused until you click the mouse. Use the checkboxes in the Audio Options group to adjust any other settings.  Play Across Slides: The audio will continue to play as you switch to the next slides.  Loop until Stopped: Audio will replay in a loop while you remain on this slide during the presentation.  Hide During Show: The audio icon will be hidden during the presentation.  Rewind after Playing: The audio will play once and then automatically rewind. Tip: There are additional useful options on the Playback tab such as, setting a fade-in or out, trimming the audio down, or inserting a bookmark. Tip: To remove audio, just select the icon and press Delete. 136 ©CustomGuide 2015 Action Buttons An action button is an object on a slide that performs an action when clicked or pointed to, such as jumping to another slide or playing a sound. Action buttons are most commonly used for self-running presentations— for example, presentations that are presented at a booth or kiosk. Add an Action Button Click the Insert tab. Click the Shapes button. At the bottom of the Shapes menu is the Action Buttons section. Each button comes with a different default action. For example, the House action button jumps back to the first slide. Select an Action Button. Click and drag to draw the button. The Action Settings dialog box appears. Click OK. Tip: To test an action button, click the Slide Show tab, click the From Current Slide button, and then click the button. Change the Action Settings Select the Action button on the slide. Click to expand the Links group on the Insert tab of the Ribbon. Click Action. Make changes to the action settings. Click OK. ©CustomGuide 2015 137 Record and Narrate a Slide Show If you're building a presentation that will be running on its own, you can record narration and time each slide to advance automatically. Click the Slide Show tab on the Ribbon. Click the Record Slide Show button. Select what you would like to record. Click Start Recording. The presentation starts, recording your narration through your computer's microphone and timing how long you stay on each slide. Record your narration for the slide. Click anywhere to advance. Tip: If you mess up or want to restart the timing on the slide, click the Repeat button on the Recording toolbar. When you reach the end of the presentation, click the Options button on the Recording toolbar. Select End Show. Now, each slide will have the recorded narration attached. And, even though it's not visually indicated anywhere, each slide will also automatically advance at the pace you recorded. Tip: To remove all timings or narration, click the Record Slide Show button list arrow, select Clear, and then select an option. 138 ©CustomGuide 2015 Set Up a Slide Show Once you've made a presentation, there are several ways that you can present it. Click the Slide Show tab on the Ribbon. Click the Set Up Slide Show button to view more options. Make any desired changes to the settings.  Show Type: Select the type of presentation you are giving.  Show Options: Adjust looping, narration, animation, graphics, pen, and laser options.  Show Slides: Select which slides to show in the presentation.  Advance Slides: Choose to advance slides manually or automatically.  Multiple Monitors: Set up for presenting using multiple monitors. Click OK. Now the slideshow will play according to the settings you chose. ©CustomGuide 2015 139 Create a Custom Slideshow You can use the Custom Show feature to create several similar slide shows within a single presentation file. For example, if you need to create two similar presentations: one for youth volunteers, and one for adult volunteers. Instead of having to work with two different presentation files, you can use the Custom Show feature to create several similar slide shows within a single file. Compile a Custom Show Click the Slide Show tab on the Ribbon. Click the Custom Slide Show button. Select Custom Shows. Click New. Add a name for the custom show. Select the slides you want to add and click Add. When you’re done, click OK. Click Close. View a Custom Show Once you’ve got the custom show compiled, you’re ready to present it. Click the Slide Show tab on the Ribbon. Click the Custom Slide Show button. Select the custom show you want to view. 140 ©CustomGuide 2015 Mark Presentation as Final Before you share a copy of your presentation with other people, you can use the Mark as Final command to set the presentation as “read-only,” preventing reviewers or readers from making any accidental changes. Click the File tab on the Ribbon. Click the Protect Presentation button on the Info tab. Select Mark as Final. Tip: The Mark as Final command is not a security feature and should not be used as one. Mark as Final status can be removed at any time by anyone who receives a copy of the presentation. Click OK. Click OK. Tip: To remove the Mark as Final status, click the File tab and then click the Protect Presentation button and select Mark as Final. ©CustomGuide 2015 141 Self-Run Presentations Quiz 1. It’s always a good idea to preview an audio file once it has been inserted. (True or False?) 2. It is not possible to add your own recorded audio to slides. (True or False?) 3. When you insert a video from a file: A. You can access it from any location via the Internet. B. You must ensure that you keep the video file in the correct Windows folder or else it won’t work. C. It is embedded into the presentation so you don’t have to worry about a separate file. D. None of the above. 4. What is an action button? A. A button that must be pressed when inserting any kind of multimedia. B. A type of transition effect. C. An embedded object on a slide. D. An object on a slide that performs an action when clicked or pointed to. 5. If you mess up or want to restart the timing on a slide, click the _______ button on the Recording toolbar. A. Next B. Repeat C. Pause D. Slide Time 6. How do you make a change to a presentation that has been marked as final? A. You must remove the Mark as Final status first. B. Once a presentation has been marked as final, it is impossible to make a change to it. C. You can make changes by pressing the Ctrl key. D. You need to make changes in Slide Sorter view. 7. You have a presentation that needs to be shown to two different audiences. You will need to create two separate presentation files in order to accomplish this. (True or False?) 142 ©CustomGuide 2015 Quiz Answers 1. True. It is always a good idea to preview an audio file once it has been inserted. 2. False. You can record audio using the Record Audio feature by clicking the Insert tab on the Ribbon, clicking the Audio button list arrow, and selecting Record Audio. 3. C. If you insert a video from a file, it is embedded into the presentation so you don’t have to worry about managing other files. 4. D. An action button is an object on a slide that performs an action when clicked or pointed to. 5. B. Click the Repeat button on the Recording toolbar if you mess up your timings while recording. 6. A. To make a change to a presentation that has been marked as final, you must first remove the Mark as Final status. 7. False. You can use the Custom Show feature to create several similar slide shows within a single presentation. ©CustomGuide 2015 143 Deliver a Slideshow It’s show time! This chapter explains what PowerPoint is all about: delivering an interesting presentation. This chapter will tell you everything you need to know about running a presentation, including how to deftly navigate between slides and how to impress your colleagues with the Pen and Highlighter tools. You will also learn several more advanced ways to present a presentation, such as how to run a presentation on several monitors and how to convert a presentation to a video. Using Exercise Files Exercise files are provided so users can practice the topic(s) covered in each lesson. There are two ways you may use the exercise files:  Open the exercise file for a chapter and perform the lesson exercise. Close the exercise file.  Open the exercise file for a chapter and perform the lesson exercise. Keep the file open and perform the exercise for the following lesson and so on for the remainder of the chapter. The exercises are written so that you may “build upon them”, meaning the exercises in a chapter can be performed in succession from the first lesson to the last. 144 ©CustomGuide 2015 Present a Slide Show Well, you've given it your all and made a great slide show! Now it's time to actually present it. Start the Presentation Click the Slide Show tab on the Ribbon. Select From Beginning or From Current Slide. Shortcut: You can also start a show by clicking the Slide Show button in the status bar. Click the arrow buttons or use the arrow keys on the keyboard to advance the slides. Shortcut: Click the mouse anywhere on screen to advance the slides. To exit the presentation and return to Normal view, click the Options button. Select End Show. Shortcut: Press Esc to end the presentation. Switch Programs Sometimes when you're in a presentation, you'll need to switch to a different program. While presenting, click the Options button. Select Screen. Select Show Taskbar. The task bar pops up at the bottom and now you are free to navigate. Click the program you need to jump to. When you’re ready to switch back, just click the PowerPoint icon in the Taskbar. Select the presentation. ©CustomGuide 2015 145 Slide Show Tools Once you have started a presentation, PowerPoint has tools that you can use to enhance your viewers’ experience. Laser Pointer While presenting, click the Pen Tools button. Select Laser Pointer. The pointer turns to a red dot that you can use to direct the viewers’ attention. Point to a specific area of the screen. Press Esc to turn off the Laser Pointer. Tip: To control whether the cursor is always hidden, always visible, or automatically appears and disappears, click the Options button and then select Arrow Options. Pen Tools There are two tools—a Pen and a Highlighter—that you can use to annotate the slides from within the presentation. While presenting, click the Pen Tools button. Select either Pen or Highlighter. The arrow pointer changes shape, depending on the type of pen you selected. Click and drag your tool on a slide to make your marks. Press Esc to turn off the pen or highlighter. Tip: No matter which pen tool you select, you can change its color at the bottom of the menu. 146 ©CustomGuide 2015 Zoom Although you should make sure everything on your slide is big enough to see, there may be times when you want to zoom in on something. While presenting, click the Zoom button. Some of the screen is washed out. What's still visible is the zoom area. Click on the slide where you need to zoom. The area in the zoom box now fills the screen. Right-click the screen to zoom out. Tip: If you don’t want the audience to see a slide, you can apply a black or white screen until you click to reveal the slide. Just click Options, select Screen, and then select an option. ©CustomGuide 2015 147 Presenter View When you project a slide show on a screen or another monitor, use the presenter view. This allows you to have extra control of the presentation while still focusing on the audience Start Presenter View Click the Slide Show tab on the Ribbon. Select From Beginning or From Current Slide. The presentation begins and fills the entire screen. Click the Options button. Select Show Presenter View. Presenter view appears. The current slide appears largest on the screen, with a smaller image of the next slide to the right. Command Buttons At the top of the Presenter view are the command buttons. Select a Command button:  Show Taskbar: Show or hide the Windows Taskbar.  Display Settings: Swap which display shows the presenter view or duplicate the slide show on both screens.  End the Slide Show: Return to Normal view. 148 ©CustomGuide 2015 Timer The time appears to the top right of the current slide and to the left is the Timer. Click the Pause button to stop the timer. Click the Reset button to set the timer to zero. Notes Click the Increase or Decrease Font Size button to change the size of the notes that appear to the right of the current slide. End Presenter View You can close presenter view without ending the presentation. Click the More Slide Show Options button. Select Hide Presenter View. You return to the regular slide show view. Tip: To close Presenter View and end the presentation, just press Esc. ©CustomGuide 2015 149 Convert Presentations to Video If you do not want to worry if someone has the right software to view your presentation, you can save it as a video that can be played on almost every computer. Click the File tab. Select Export. Click Create a Video. Select resolution and timing options. Tip: If you don’t have the slide timings already recorded, you can set a time for each slide by clicking the Timing menu and selecting Record Timings and Narration. Click Create Video. Type a file name and select a file type. Click Save. The dialog box closes and the video is saved. 150 ©CustomGuide 2015 Present Online PowerPoint allows you to broadcast a presentation online for others to see. Because no sound is transmitted during a broadcast, you will need to set up a conference call to coincide with your presentation’s scheduled broadcast time. Click the File tab. Select Share. Click Present Online. Notice that you will need to have a Microsoft account to present. But don't sweat, it's free! If you see your information at the upper-right, you're already signed in and ready to go. Make sure you’re signed in and click Present Online. Select Copy Link or Send in Email. (Optional) Complete the email fields to send the link. Click Start Presentation. The presentation is now being broadcast. Anyone with the link can connect at any time and they'll see the current slide you're on. Tip: If, after you start presenting, you realize you forgot to invite someone, just press Esc to end the show. Click Send Invitations on the Ribbon to invite more people. Tip: To end an online presentation press Esc to view the Ribbon and then click End Online Presentation. ©CustomGuide 2015 151 Deliver a Slideshow Quiz 1. Annotations made with the Pen and Highlighter tools are permanent. (True or False?) 2. Presenter view lets you manage your presentation on one computer while your audience views it on another computer. (True or False?) 3. Which PowerPoint function would you use to transmit a presentation online? A. Presenter View B. Present Online C. Insert Screenshot D. Custom Slide Show 4. You can pause a slide show by toggling between a white or black screen. (True or False?) 5. Which one of these Command Buttons is NOT available in Presenter View: A. Show Taskbar B. Restart C. Display Settings D. End the Slide Show 152 ©CustomGuide 2015 Quiz Answers 1. False. You can erase annotations immediately after you make them or discard them when you exit Slide Show view. 2. True. Presenter view lets you manage your presentation on one monitor while your audience views it on another. 3. B. You can transmit, or broadcast, a presentation online using the Present Online function in PowerPoint. 4. True. You can pause a slide show; for example, during a question and answer session, by toggling between a white or black screen. 5. B. Restart is not a command button available in Presenter view. ©CustomGuide 2015 153