Microsoft PowerPoint 2016 Step by Step

Joan Lambert

PUBLISHED BY Microsoft Press A division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399

Library of Congress Control Number: 2015934869 ISBN: 978-0-7356-9779-9

Printed and bound in the United States of America.

First Printing

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Contents

Introduction . xi Who this book is for. . . . . . . . . . . . . . . . . . . . . . . . . . . . xi The Step by Step approach. . . . . . . . . . . . . . . . . . . . . . . . . xi Download the practice files. . . . . . . . . . . . . . . . . . . . . . . . xii Ebook edition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Get support and give feedback. . . . . . . . . . . . . . . . . . . . . . . xv Errata and support . . . . . . . . . . . . . . . . . . . . . . . . . . xv We want to hear from you. . . . . . . . . . . . . . . . . . . . . . . xvi Stay in touch. . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi

Part 1: Get started with PowerPoint 2016 1 PowerPoint 2016 basics . 3 Start PowerPoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Work in the PowerPoint user interface. . . . . . . . . . . . . . . . . . . . 5 Sidebar: About Office. . . . . . . . . . . . . . . . . . . . . . . . . . 6 Identify app window elements. . . . . . . . . . . . . . . . . . . . . 8 Sidebar: Tell me what you want to do. . . . . . . . . . . . . . . . . . 12 Work with the ribbon and status bar. . . . . . . . . . . . . . . . . . 14 Sidebar: Adapt procedure steps. . . . . . . . . . . . . . . . . . . . 18

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iii

Manage Office and app settings . . . . . . . . . . . . . . . . . . . . . . 20 Sidebar: Microsoft account options. . . . . . . . . . . . . . . . . . . 21 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 2 Create and manage presentations . 27 Create presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Open and navigate presentations . . . . . . . . . . . . . . . . . . . . . 36 Display different views of presentations. . . . . . . . . . . . . . . . . . . 40 Display standard views. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Display program elements. . . . . . . . . . . . . . . . . . . . . . . 45 Change the display of content. . . . . . . . . . . . . . . . . . . . . 46 Display and edit presentation properties. . . . . . . . . . . . . . . . . . 50 Save and close presentations. . . . . . . . . . . . . . . . . . . . . . . . 51 Sidebar: Compatibility with earlier versions . . . . . . . . . . . . . . . 55 Sidebar: Save files to OneDrive. . . . . . . . . . . . . . . . . . . . . 56 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 3 Create and manage slides . 61 Add and remove slides . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Insert new slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Copy and import slides and content. . . . . . . . . . . . . . . . . . 65 Sidebar: SharePoint slide libraries. . . . . . . . . . . . . . . . . . . . 71 Hide and delete slides. . . . . . . . . . . . . . . . . . . . . . . . . 72 Divide presentations into sections. . . . . . . . . . . . . . . . . . . . . 73 Rearrange slides and sections. . . . . . . . . . . . . . . . . . . . . . . 75 Apply themes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Change slide backgrounds. . . . . . . . . . . . . . . . . . . . . . . . . 82 Sidebar: Non-theme colors . . . . . . . . . . . . . . . . . . . . . . 90 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

Part 2: Insert and manage slide text 4 Enter and edit text on slides . 99 Enter text on slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Enter text in placeholders. . . . . . . . . . . . . . . . . . . . . . . 100 Insert nonstandard characters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Add supplementary text to slides. . . . . . . . . . . . . . . . . . . 106 Sidebar: Insert equations . . . . . . . . . . . . . . . . . . . . . . . 108 Add a slide footer . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Move, copy, and delete text. . . . . . . . . . . . . . . . . . . . . . . . 110 Sidebar: Format text placeholders. . . . . . . . . . . . . . . . . . . 112 Format characters and paragraphs . . . . . . . . . . . . . . . . . . . . .117 Apply WordArt text effects . . . . . . . . . . . . . . . . . . . . . . . . 122 Sidebar: Configure AutoCorrect options. . . . . . . . . . . . . . . . 126 Check spelling and choose the best wording. . . . . . . . . . . . . . . . 127 Sidebar: Find and replace text and fonts. . . . . . . . . . . . . . . . 130 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 5 Present text in tables . 139 Insert tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Format tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Modify table structure. . . . . . . . . . . . . . . . . . . . . . . . . . 153 Embed and link to Excel content. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161

Part 3: Insert and manage visual elements 6 Insert and manage simple graphics . 167 Insert, move, and resize pictures . . . . . . . . . . . . . . . . . . . . . 168 Sidebar: Graphic formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .171 Edit and format pictures. . . . . . . . . . . . . . . . . . . . . . . . . 172 Draw and modify shapes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177 Draw and add text to shapes. . . . . . . . . . . . . . . . . . . . . 178 Sidebar: Locate additional formatting commands . . . . . . . . . . . 180 Move and modify shapes. . . . . . . . . . . . . . . . . . . . . . . 181 Format shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Sidebar: Connect shapes. . . . . . . . . . . . . . . . . . . . . . . 187 Capture and insert screen clippings. . . . . . . . . . . . . . . . . . . . 188 Create a photo album . . . . . . . . . . . . . . . . . . . . . . . . . . .191 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 7 Create and manage business graphics . 201 Create diagrams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202 Sidebar: Picture diagrams. . . . . . . . . . . . . . . . . . . . . . . 207 Modify diagrams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Format diagrams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215 Create charts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Modify charts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Manage chart data. . . . . . . . . . . . . . . . . . . . . . . . . . 222 Modify the display of chart elements. . . . . . . . . . . . . . . . . 226 Sidebar: Pie charts. . . . . . . . . . . . . . . . . . . . . . . . . . 231 Format charts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Sidebar: Custom chart templates. . . . . . . . . . . . . . . . . . . 237 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

8 Add sound and movement to slides . 245 Animate text and pictures on slides. . . . . . . . . . . . . . . . . . . . 246 Sidebar: Animate this. . . . . . . . . . . . . . . . . . . . . . . . . 252 Customize animation effects. . . . . . . . . . . . . . . . . . . . . . . 256 Sidebar: Bookmark points of interest in media clips. . . . . . . . . . . 262 Add audio content to slides. . . . . . . . . . . . . . . . . . . . . . . . 264 Add video content to slides. . . . . . . . . . . . . . . . . . . . . . . . 270 Compress media to decrease file size. . . . . . . . . . . . . . . . . . . 275 Sidebar: Hyperlink to additional resources. . . . . . . . . . . . . . . 276 Add and manage slide transitions . . . . . . . . . . . . . . . . . . . . . 279 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Part 4: Finalize presentations 9 Review presentations . 293 Add notes to slides. . . . . . . . . . . . . . . . . . . . . . . . . . . . 294 Configure slides for presentation or printing. . . . . . . . . . . . . . . . 298 Inspect and finalize presentations. . . . . . . . . . . . . . . . . . . . . 302 Print presentations and handouts . . . . . . . . . . . . . . . . . . . . . 309 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317 10 Prepare and deliver presentations . 321 Adapt presentations for different audiences . . . . . . . . . . . . . . . . 322 Rehearse a presentation and set slide timings. . . . . . . . . . . . . . . 327 Sidebar: Prepare presentations for travel. . . . . . . . . . . . . . . . 332 Present slide shows. . . . . . . . . . . . . . . . . . . . . . . . . . . . 334

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Start the slide show. . . . . . . . . . . . . . . . . . . . . . . . . . 334 Use the slide show tools . . . . . . . . . . . . . . . . . . . . . . . 337 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347

Part 5: Use advanced PowerPoint functions 11 Work in PowerPoint more efficiently . 351 Change default PowerPoint options. . . . . . . . . . . . . . . . . . . . 352 Manage general Office and PowerPoint options. . . . . . . . . . . . 353 Manage proofing options. . . . . . . . . . . . . . . . . . . . . . . 356 Manage file locations. . . . . . . . . . . . . . . . . . . . . . . . . 360 Manage language options. . . . . . . . . . . . . . . . . . . . . . 362 Manage advanced options. . . . . . . . . . . . . . . . . . . . . . 366 Customize the Quick Access Toolbar. . . . . . . . . . . . . . . . . . . . 370 Customize the ribbon. . . . . . . . . . . . . . . . . . . . . . . . . . . 375 Manage add-ins and security options. . . . . . . . . . . . . . . . . . . 380 Manage add-ins. . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Configure Trust Center options. . . . . . . . . . . . . . . . . . . . 383 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389 12 Create custom presentation elements . 393 Create custom themes. . . . . . . . . . . . . . . . . . . . . . . . . . 394 Customize slide masters and layouts. . . . . . . . . . . . . . . . . . . . 402 Save custom presentation templates . . . . . . . . . . . . . . . . . . . 413 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416

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13 Save and share presentations . 419 Save presentations in other formats . . . . . . . . . . . . . . . . . . . . 420 Share presentations from PowerPoint. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Restrict access by using passwords . . . . . . . . . . . . . . . . . . . . 430 Add and review comments. . . . . . . . . . . . . . . . . . . . . . . . 435 Coauthor presentations. . . . . . . . . . . . . . . . . . . . . . . . . . 438 Skills review. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440 Practice tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 441 Keyboard shortcuts. . . . . . . . . . . . . . . . . . . . . . . . . . . . 445 Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461 Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469 About the author. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 493

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Introduction Welcome! This Step by Step book has been designed so you can read it from the beginning to learn about Microsoft PowerPoint 2016 and then build your skills as you learn to perform increasingly specialized procedures. Or, if you prefer, you can jump in wherever you need ready guidance for performing tasks. The how-to steps are delivered crisply and concisely—just the facts. You’ll also find informative, full-color graphics that support the instructional content. Who this book is for Microsoft PowerPoint 2016 Step by Step is designed for use as a learning and reference resource by home and business users of Microsoft Office programs who want to use PowerPoint to create and present slide presentations and printed materials. The content of the book is designed to be useful for people who have previously used earlier ver- sions of PowerPoint and for people who are discovering PowerPoint for the first time. The Step by Step approach The book’s coverage is divided into parts representing general PowerPoint skill sets. Each part is divided into chapters representing skill set areas, and each chapter is divided into topics that group related skills. Each topic includes expository informa- tion followed by generic procedures. At the end of the chapter, you’ll find a series of practice tasks you can complete on your own by using the skills taught in the chap- ter. You can use the practice files that are available from this book’s website to work through the practice tasks, or you can use your own files.

Introduction

Download the practice files Before you can complete the practice tasks in this book, you need to download the book’s practice files to your computer from http://aka.ms/powerpoint2016sbs /downloads . Follow the instructions on the webpage.

IMPORTANT PowerPoint 2016 is not available from the book’s website. You should install that app before working through the procedures and practice tasks in this book.

You can open the files that are supplied for the practice tasks and save the finished versions of each file. If you later want to repeat practice tasks, you can download the original practice files again.

SEE ALSO For information about opening and saving files, see “Open and navigate presentations” in Chapter 2, “Create and manage presentations.”

The following table lists the practice files for this book. Chapter Folder File Part 1: Get started with PowerPoint 2016 1: PowerPoint 2016 basics Ch01 None 2: Create and manage presentations Ch02

NavigateSlides.pptx

3: Create and manage slides

Ch03

AddRemoveSlides.pptx ApplyThemes.pptx ChangeBackgrounds.pptx

CreateSections.pptx ImportOutline.docx RearrangeSlides.pptx ReuseSlides.pptx

xii

Introduction

Chapter

Folder

File

Part 2: Insert and manage slide text 4: Enter and edit text on slides

Ch04

ApplyTextEffects.pptx CheckSpelling.pptx EditText.pptx EnterText.pptx FormatText.pptx FormatTables.pptx InsertTables.pptx LinkTables.pptx ModifyTables.pptx NewEquipment.xlsx

5: Present text in tables

Ch05

Part 3: Insert and manage visual elements 6: Insert and manage simple graphics Ch06

Chickens.jpg DrawShapes.pptx EditPictures.pptx Fish.jpg Flamingos.jpg Flowers.jpg

InsertPictures.pptx InsertScreens.pptx Penguins01.jpg, Penguins02.jpg Tiger01.jpg, Tiger02.jpg YellowBird.jpg

xiii

Introduction

Chapter

Folder

File

7: Create and manage business graphics Ch07

CreateCharts.pptx CreateDiagrams.pptx Flowers01.jpg – Flowers03.jpg FormatCharts.pptx FormatDiagrams.pptx ModifyCharts.pptx ModifyDiagrams.pptx Temperatures.xlsx AddAudio.pptx AddTransitions.pptx AddVideo.pptx AnimateSlides.pptx Butterfly.wmv CustomizeAnimations.pptx SoundTrack.wma Wildlife.wmv AddNotes.pptx ConfigureSlides.pptx InspectPresentations.pptx PrintSlides.pptx YinYang.png AdaptPresentations.pptx ApplyTimings.pptx DeliverPresentations.pptx

8: Add sound and movement to slides

Ch08

Part 4: Finalize presentations 9: Review presentations

Ch09

10: Prepare and deliver presentations

Ch10

xiv

Introduction

Chapter

Folder

File

Part 5: Use advanced PowerPoint functions 11: Work in PowerPoint more efficiently Ch11

None

12: Create custom presentation elements

Ch12

Background.jpg CreateThemes.pptx CustomizeMasters.pptx SaveTemplates.pptx AddComments.pptx RestrictAccess.pptx

13: Save and share presentations

Ch13

SaveSlides.pptx ShareSlides.pptx

Ebook edition If you're reading the ebook edition of this book, you can do the following:

Search the full text

■ ■

■ ■ Copy and paste You can purchase and download the ebook edition from the Microsoft Press Store at http://aka.ms/powerpoint2016sbs/detail . Get support and give feedback This topic provides information about getting help with this book and contacting us to provide feedback or report errors. Errata and support We’ve made every effort to ensure the accuracy of this book and its companion con- tent. If you discover an error, please submit it to us at http://aka.ms/powerpoint2016sbs /errata . If you need to contact the Microsoft Press Support team, please send an email message to mspinput@microsoft.com . For help with Microsoft software and hardware, go to http://support.microsoft.com .

Introduction

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PowerPoint 2016 basics

In this chapter ■■ Start PowerPoint ■■ Work in the PowerPoint user interface ■■ Manage Office and app settings

You can use PowerPoint 2016 to develop professional presentations for electronic delivery as on-screen slide shows, or for print delivery as slide decks with handouts and note pages. You can also use PowerPoint to quite easily lay out complex single-page presentations for production as flyers, posters, or postcards, or for delivery as electronic files, such as pictures. PowerPoint presentations can be an effective way of providing information in small segments. Individual slides can include bullet points, pictures, charts, tables, and business diagrams. Professionally designed themes visu- ally enhance your message and provide a professional, coordinated appearance. The elements that control the appearance of PowerPoint and the way you interact with it while you create presen- tations are collectively referred to as the user interface . Some user interface elements, such as the color scheme, are cosmetic. Others, such as toolbars, menus, and but- tons, are functional. The default PowerPoint configuration and functionality is based on the way that most people work with the app. You can modify cosmetic and func- tional user interface elements to suit your preferences and working style. This chapter guides you through procedures related to starting PowerPoint, working in the PowerPoint user interface, and managing Office and app settings.

Practice files No practice files are necessary to complete the practice tasks in this chapter.

Chapter 1: PowerPoint 2016 basics

Start PowerPoint The way that you start PowerPoint 2016 is dependent on the operating system you’re running on your computer. For example: ■ ■ In Windows 10, you can start PowerPoint from the Start menu, the All Apps menu, the Start screen, or the taskbar search box. ■ ■ In Windows 8, you can start PowerPoint from the Apps screen or Start screen search results. ■ ■ In Windows 7, you can start PowerPoint from the Start menu, All Programs menu, or Start menu search results. You might also have a shortcut to PowerPoint on your desktop or on the Windows taskbar. When you start PowerPoint without opening a specific presentation, the PowerPoint Start screen appears. The Start screen is a hybrid of the Open and New pages of the Backstage view. It displays links to recent files in the left pane, and new file templates in the right pane.

TIP You can turn off the appearance of the Start screen if you want to go directly to a new, blank presentation. For information, see “Change default PowerPoint options” in Chapter 11, “Work in PowerPoint more efficiently.”

To start PowerPoint by opening a presentation 1. Do either of the following:

● ● In File Explorer, double-click the presentation.

TIP File Explorer is the current version of the browsing utility that was formerly known as Windows Explorer. If you’re working on a Windows 7 computer, use Windows Explorer whenever this book refers to File Explorer.

● ● In Microsoft Outlook, double-click a presentation that is attached to an email message.

TIP By default, PowerPoint opens presentations from online sources in protected mode.

Work in the PowerPoint user interface

To start PowerPoint on a Windows 10 computer 1. Click the Start button, and then click All apps . 2. In the app list, click any index letter to display the alphabet index, and then click P to scroll the app list to the apps starting with that letter. 3. Scroll the list if necessary, and then click PowerPoint 2016 to start the app. To start PowerPoint on a Windows 8 computer 1. From the Start screen, display the Apps screen. 2. Sort the Apps screen by name, and then click any index letter to display the alphabet index. 3. In the alphabet index, click P to scroll the app list to the apps starting with that letter. Then click PowerPoint 2016 to start the app. Work in the PowerPoint user interface The PowerPoint user interface provides intuitive access to all the tools you need to develop a sophisticated presentation tailored to the needs of your audience. You can use PowerPoint 2016 to do the following (and much more): ■ ■ Create, import, format, and edit slide content, including text, pictures, tables, charts, shapes, symbols, equations, SmartArt business diagrams, audio record- ings, and video recordings.

■ ■ Capture screenshots, screen recordings, and audio recordings.

■ ■ Organize and manage slides in sections.

■ ■ Animate slide content and the transitions between slides; managing the form, timing, and sound associated with animations.

■ ■ Document speaker notes for each slide.

■ ■ Control the layout of content by creating custom masters; precisely align slide elements by using gridlines and Smart Guides.

■ ■ Create, rehearse, present, and record custom slide shows.

■ ■ Save, export, and send presentations in a wide variety of formats.

■ ■ Create notes in a OneNote notebook that link to specific slide content.

Chapter 1: PowerPoint 2016 basics

When you’re working with a presentation, it is displayed in an app window that con- tains all the tools you need to add and format content.

A presentation displayed in the app window

About Office PowerPoint 2016 is part of the Microsoft Office 2016 suite of apps, which also includes Microsoft Access, Excel, Outlook, and Word. The apps in the Office suite are designed to work together to provide highly efficient methods of getting things done. You can install one or more Office apps on your com- puter. Some apps have multiple versions designed for different platforms. For example, you can install different versions of PowerPoint on a computer, a smartphone, an iPad, and an Android device; you can also work in a version of PowerPoint that is hosted entirely online. Although the core purpose of an app remains the same regardless of the platform on which it runs, the avail- able functionality and the way you interact with the app might be different.

Work in the PowerPoint user interface

The app that is described and depicted in images throughout this book is a standard desktop installation of PowerPoint 2016 on a Windows 10 computer. It is available as part of the Office 2016 suite of apps, as a freestanding app, or as part of an Office 365 subscription. Until recently, the standard way of acquiring Office software was to purchase a disc, packaged in a box, and install the software from the disc. In the recent past, the standard distribution model has changed to an online installation, often as part of an Office 365 subscription licensing package. Office 365, which was originally available only to businesses, now has many subscription options designed for individual home and business users, students, households, small businesses, midsize businesses, enterprises, government agencies, academic institutions, and nonprofits; in other words, whatever your needs may be, there is an Office 365 subscription option that will be a close fit. Many of the Office 365 subscription options include licens- ing for the desktop Office apps and permit users to run Office on multiple devices, including Windows computers, Mac computers, Windows tablets, Android tablets, iPads, and smartphones. If you have an Office 365 subscription and are working on a presentation that is stored on a Microsoft SharePoint site or in a Microsoft OneDrive folder, you’ll also have access to PowerPoint Online. You can review and edit presen- tations in PowerPoint Online, which runs directly in your browser instead of on your computer. Office Online apps are installed in the online environment in which you’re working and are not part of the desktop version that you install directly on your computer. SEE ALSO For information about connecting to OneDrive and SharePoint sites, see “Manage Office and app settings” later in this chapter. PowerPoint Online displays the contents of a presentation very much like the desktop app does, and offers a limited subset of the commands and content formatting options that are available in the full desktop app. If you’re work- ing with a presentation in PowerPoint Online and find that you need more functionality than is available, and you have the full version of PowerPoint installed on your computer, you can open the presentation in the full version.

Chapter 1: PowerPoint 2016 basics

Identify app window elements The PowerPoint app window contains the elements described in this section. Com- mands for tasks you perform often are readily available, and even those you might use infrequently are easy to find. Title bar At the top of the app window, this bar displays the name of the active file, identifies the app, and provides tools for managing the app window, ribbon, and content.

The title bar elements are always on the left end, in the center, and on the right end of the title bar

The Quick Access Toolbar at the left end of the title bar can be customized to include any commands that you want to have easily available. The default Quick Access Tool- bar in the PowerPoint app window displays the Save, Undo, Redo/Repeat, and Start From Beginning buttons. On a touchscreen device, the default Quick Access Toolbar also includes the Touch/Mouse Mode button.

SEE ALSO For information about Touch mode, see “Work with the ribbon and status bar” later in this topic.

You can change the location of the Quick Access Toolbar and customize it to include any command to which you want to have easy access.

TIP You might find that you work more efficiently if you organize the commands you use frequently on the Quick Access Toolbar and then display it below the ribbon, directly above the workspace. For information, see “Customize the Quick Access Toolbar” in Chapter 11, “Work in PowerPoint more efficiently.”

Four buttons at the right end of the title bar serve the same functions in all Office apps. You control the display of the ribbon by clicking commands on the Ribbon

Work in the PowerPoint user interface

Display Options menu, temporarily hide the app window by clicking the Minimize button, adjust the size of the window by clicking the Restore Down/Maximize button, and close the active presentation or exit the app by clicking the Close button.

SEE ALSO For information about different methods of closing presentations and exiting PowerPoint, see “Save and close presentations” in Chapter 2, “Create and manage presentations.”

Ribbon The ribbon is located below the title bar. The commands you’ll use when working with a presentation are gathered together in this central location for efficiency.

Your ribbon might display additional tabs

TIP The available ribbon tabs and the appearance of the commands on the ribbon might differ from what is shown in this book, based on the apps that are installed on your computer, the PowerPoint settings and window size, and the screen settings. For more information, see the sidebar “Adapt procedure steps” later in this chapter. Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of commands arranged in groups. Commands related to managing PowerPoint and presentations (rather than presen- tation content) are gathered together in the Backstage view, which you display by clicking the File tab located at the left end of the ribbon. Commands available in the Backstage view are organized on named pages, which you display by clicking the page tabs in the colored left pane. You redisplay the presentation and the ribbon by clicking the Back arrow located above the page tabs.

Chapter 1: PowerPoint 2016 basics

You manage files and app settings in the Backstage view

Commands related to working with presentation content are represented as buttons on the remaining tabs of the ribbon. The Home tab, which is active by default, con- tains the most frequently used commands. When a graphic element such as a picture, table, or chart is selected on a slide, one or more tool tabs might appear at the right end of the ribbon to make commands related to that specific object easily accessible. Tool tabs are available only when the relevant object is selected. TIP Some older commands no longer appear as buttons on the ribbon but are still available in the app. You can make these commands available by adding them to the Quick Access Toolbar or the ribbon. For more information, see “Customize the Quick Access Toolbar” and “Customize the ribbon” in Chapter 11, “Work in PowerPoint more efficiently.” On each tab, buttons representing commands are organized into named groups. You can point to any button to display a ScreenTip that contains the command name, a description of its function, and its keyboard shortcut (if it has one).

Work in the PowerPoint user interface

ScreenTips can include the command name, keyboard shortcut, and description

TIP You can control the display of ScreenTips and of feature descriptions in ScreenTips. For more information, see “Change default PowerPoint options” in Chapter 11, “Work in PowerPoint more efficiently.” Some buttons include an arrow, which might be integrated with or separate from the button. To determine whether a button and its arrow are integrated, point to the button to activate it. If both the button and its arrow are shaded, clicking the button displays options for refining the action of the button. If only the button or arrow is shaded when you point to it, clicking the button carries out its default action or applies the current default formatting. Clicking the arrow and then clicking an action carries out the action. Clicking the arrow and then clicking a formatting option applies the formatting and sets it as the default for the button.

Examples of buttons with separate and integrated arrows

When a formatting option has several choices available, they are often displayed in a gallery of images, called thumbnails , that provide a visual representation of each choice. When you point to a thumbnail in a gallery, the Live Preview feature shows you what the active content will look like if you click the thumbnail to apply the asso- ciated formatting. When a gallery contains more thumbnails than can be shown in the available ribbon space, you can display more content by clicking the scroll arrow or More button located on the right border of the gallery.

Chapter 1: PowerPoint 2016 basics

Related but less common commands are not represented as buttons in a group. Instead, they’re available in a dialog box or pane, which you display by clicking the dialog box launcher located in the lower-right corner of the group.

TIP To the right of the groups on the ribbon is the Collapse The Ribbon button, which is shaped like a chevron. For more information, see “Work with the ribbon and status bar,” later in this topic.

Tell me what you want to do Entering a term in the Tell Me What You Want To Do box located to the right of the ribbon tabs displays a list of related commands and links to additional resources online. Or you can press F1 to open the Help window for the cur- rent app.

The easy path to help when working in PowerPoint

Status bar Across the bottom of the app window, the status bar displays information about the current presentation and provides access to certain PowerPoint functions. You can

Work in the PowerPoint user interface

choose which statistics and tools appear on the status bar. Some items, such as Docu- ment Updates Available, appear on the status bar only when that condition is true.

You can specify which items you want to display on the status bar

SEE ALSO For information about displaying updates when coauthoring a PowerPoint presentation, see “Coauthor presentations” in Chapter 13, “Save and share presentations.”

The Notes and Comments buttons, View Shortcuts toolbar, Zoom Slider tool, and Zoom button are at the right end of the status bar. These tools provide you with con- venient methods for changing the display of presentation content.

You can display and hide content, display different content views, and change the magnification from the status bar

SEE ALSO For information about changing the content view, see “Display different views of presentations” in Chapter 2, “Create and manage presentations.” For informa- tion about entering notes, see “Add notes to slides” in Chapter 9, “Review presentations.” For information about entering comments, see “Add and review comments” in Chapter 13, “Save and share presentations.”

Chapter 1: PowerPoint 2016 basics

Work with the ribbon and status bar The goal of the ribbon is to make working with presentation content as intuitive as possible. The ribbon is dynamic, meaning that as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might or might not have a label, or it might even change to an entry in a list. For example, when sufficient horizontal space is available, the buttons on the View tab of the PowerPoint app window are spread out, and you can review the commands available in each group.

At 1024 pixels wide, most button labels are visible

If you decrease the horizontal space available to the ribbon, small button labels disap- pear and entire groups of buttons might hide under one button that represents the entire group. Clicking the group button displays a list of the commands available in that group.

When insufficient horizontal space is available, labels disappear and groups collapse under buttons

When the ribbon becomes too narrow to display all the groups, a scroll arrow appears at its right end. Clicking the scroll arrow displays the hidden groups.

Scroll to display additional group buttons

Work in the PowerPoint user interface

The width of the ribbon depends on these three factors:

■ ■ Window width Maximizing the app window provides the most space for the ribbon. ■ ■ Screen resolution creen resolution is the size of your screen display expressed as pixels wide × pixels high. The greater the screen resolution, the greater the amount of information that will fit on one screen. Your screen resolution options are dependent on the display adapter installed in your computer, and on your monitor. Common screen resolutions range from 800 × 600 to 2560 × 1440 (and some are larger). The greater the number of pixels wide (the first number), the greater the number of buttons that can be shown on the ribbon. ■ ■ The magnification of your screen display If you change the screen magni- fication setting in Windows, text and user interface elements are larger and therefore more legible, but fewer elements fit on the screen. You can hide the ribbon completely if you don’t need access to any of its buttons, or hide it so that only its tabs are visible. (This is a good way to gain vertical space when working on a smaller screen.) Then you can temporarily redisplay the ribbon to click a button, or permanently redisplay it if you need to click several buttons. If you’re working on a touchscreen device, you can turn on Touch mode, which pro- vides more space between buttons on the ribbon and status bar. (It doesn’t affect the layout of dialog boxes or panes.) The extra space is intended to lessen the possibility of accidentally tapping the wrong button with your finger.

Touch mode has a greater amount of space on the ribbon and status bar

The same commands are available in Touch mode, but they’re often hidden under group buttons.

SEE ALSO For information about working with a modified ribbon, see the sidebar “Adapt procedure steps” later in this topic.

Chapter 1: PowerPoint 2016 basics

You can switch between Touch mode and Mouse mode (the standard desktop app user interface) from the Quick Access Toolbar. Switching any one of the primary Office apps (Access, Excel, Outlook, PowerPoint, and Word) to Touch mode turns it on in all of them.

To maximize the app window 1. Do any of the following:

Click the Maximize button. Double-click the title bar.

● ●

● ● Drag the borders of a non-maximized window.

● ● Drag the window to the top of the screen. (When the pointer touches the top of the screen, the dragged window maximizes.) To change the screen resolution

TIP Methods of changing screen resolution vary by operating system, but you should be able to access the settings in Windows 10, Windows 8, and Windows 7 by using these methods.

1. Do any of the following:

● ● Right-click the Windows 10 desktop, and then click Display settings . At the bottom of the Display pane of the Settings window, click the Advanced display settings link. ● ● Right-click the Windows 8 or Windows 7 desktop, and then click Screen resolution . ● ● Enter screen resolution in Windows Search, and then click Change the screen resolution in the search results. ● ● Open the Display Control Panel item, and then click Adjust resolution . 2. Click or drag to select the screen resolution you want, and then click Apply or OK . Windows displays a preview of the selected screen resolution. 3. If you like the change, click Keep changes in the message box that appears. If you don’t, the screen resolution reverts to the previous setting.

Work in the PowerPoint user interface

To completely hide the ribbon 1. Near the right end of the title bar, click the Ribbon Display Options button.

The Ribbon Display Options button is on the title bar so that it is available when the ribbon is hidden

2. On the Ribbon Display Options menu, click Auto-hide Ribbon .

TIP To redisplay the ribbon, click the Ribbon Display Options button and then click Show Tabs or Show Tabs And Commands.

To display only the ribbon tabs 1. Do any of the following:

Double-click any active tab name.

● ●

● ● Near the upper-right corner of the app window, click the Ribbon Display Options button, and then click Show Tabs . ● ● In the lower-right corner of the ribbon, click the Collapse the Ribbon button.

Press Ctrl+F1 .

● ●

To temporarily redisplay the ribbon 1. Click any tab name to display the tab until you click a command or click away from the ribbon.

Chapter 1: PowerPoint 2016 basics

To permanently redisplay the ribbon 1. Do any of the following:

Double-click any tab name.

● ●

● ● Near the upper-right corner of the app window, click the Ribbon Display Options button, and then click Show Tabs and Commands .

Press Ctrl+F1 .

● ●

To optimize the ribbon for touch interaction 1. On the Quick Access Toolbar, click or tap the Touch/Mouse Mode button, and then click Touch . To specify the items that appear on the status bar 1. Right-click the status bar to display the Customize Status Bar menu. A check mark indicates each item that is currently enabled. 2. Click to enable or disable a status bar indicator or tool. The change is effected immediately. The menu remains open to permit multiple selections. 3. When you finish, click away from the menu to close it. Adapt procedure steps This book contains many images of user interface elements (such as the rib- bons and the app windows) that you’ll work with while performing tasks in PowerPoint on a Windows computer. Depending on your screen resolution or app window width, the PowerPoint ribbon on your screen might look dif- ferent from that shown in this book. (If you turn on Touch mode, the ribbon displays significantly fewer commands than in Mouse mode.) As a result, pro- cedural instructions that involve the ribbon might require a little adaptation. Simple procedural instructions use this format: 1. On the Insert tab, in the Illustrations group, click the Chart button. If the command is in a list, our instructions use this format: 1. On the Transitions tab, in the Timing group, click the Sound arrow and then, in the Sound list, click Chime .

Work in the PowerPoint user interface

If differences between your display settings and ours cause a button to appear differently on your screen than it does in this book, you can easily adapt the steps to locate the command. First click the specified tab, and then locate the specified group. If a group has been collapsed into a group list or under a group button, click the list or button to display the group’s com- mands. If you can’t immediately identify the button you want, point to likely

candidates to display their names in ScreenTips. Multistep procedural instructions use this format: 1. Display the presentation in Normal view.

2. Select the animated object or objects that you want to modify. 3. On the Animations tab, in the Timing group, click the Start arrow to display the list of start timing options. 4. In the Start list, click After Previous . On subsequent instances of instructions that require you to follow the same process, the instructions might be simplified in this format because the work- ing location has already been established: 1. In Normal view, select the animated objects that you want to modify. 2. On the Animations tab, in the Start list, click After Previous . The instructions in this book assume that you’re interacting with on-screen elements on your computer by clicking (with a mouse, touchpad, or other hardware device). If you’re using a different method—for example, if your computer has a touchscreen interface and you’re tapping the screen (with your finger or a stylus)—substitute the applicable tapping action when you interact with a user interface element. Instructions in this book refer to user interface elements that you click or tap on the screen as buttons , and to physical buttons that you press on a key- board as keys , to conform to the standard terminology used in documenta- tion for these products. When the instructions tell you to enter information, you can do so by typing on a connected external keyboard, tapping an on-screen keyboard, or even speaking aloud, depending on your computer setup and your personal preferences.

Chapter 1: PowerPoint 2016 basics

Manage Office and app settings You access app settings from the Backstage view; specifically, from the Account page and the PowerPoint Options dialog box. The Account page of the Backstage view in PowerPoint displays information about your installation of PowerPoint (and other apps in the Office suite) and the resources you connect to. This information includes: ■ ■ Your Microsoft account and links to manage it. ■ ■ The current app window background and theme. ■ ■ Storage locations and services (such as Facebook and LinkedIn) that you’ve connected Office to. ■ ■ Your subscription information and links to manage the subscription, if you have Office through an Office 365 subscription. ■ ■ The app version number and update options.

Account information in PowerPoint

Manage Office and app settings

Microsoft account options If you use Office 365, Skype, OneDrive, Xbox Live, Outlook.com, or a Windows Phone, you already have a Microsoft account. (Microsoft account credentials are also used by many non-Microsoft products and websites.) If you don’t already have a Microsoft account, you can register any existing account as a Microsoft account, sign up for a free Outlook.com or Hotmail.com account and register that as a Microsoft account, or create an alias for an Outlook.com account and register the alias. TIP Many apps and websites authenticate transactions by using Microsoft account credentials. For that reason, it’s a good idea to register a personal account that you control, rather than a business account that your employer controls, as your Microsoft account. That way, you won’t risk losing access if you leave the company. Two ways you can personalize the appearance of your PowerPoint app window are by choosing an Office background and an Office theme. (These are specific to Office and aren’t in any way associated with the Windows theme or desktop background.) The background is a subtle design that appears in the title bar of the app window. There are 14 backgrounds to choose from, or you can choose to not have a background.

Backgrounds depict a variety of subjects

Chapter 1: PowerPoint 2016 basics

At the time of this writing, there are three Office themes:

■ ■ Colorful Displays the title bar and ribbon tabs in the color specific to the app, and the ribbon commands, status bar, and Backstage view in light gray ■ ■ Dark Gray Displays the title bar and ribbon tabs in dark gray, and the ribbon commands, status bar, and Backstage view in light gray ■ ■ White Displays the title bar, ribbon tabs, and ribbon commands in white, and the status bar in the app-specific color There are rumors that another theme will be released in the near future, but it hasn’t yet made an appearance. From the Connected Services area of the page, you can connect Office to Facebook, Flickr, and YouTube accounts to access pictures and videos; to SharePoint sites and OneDrive storage locations; and to LinkedIn and Twitter accounts to share presenta- tions. You must already have an account with one of these services to connect Office to it. Until you connect to storage locations, they aren’t available to you from within PowerPoint. For example, when inserting a picture onto a slide, you will have the option to insert a locally stored picture or to search online for a picture. After you connect to your Facebook, SharePoint, and OneDrive accounts, you can also insert pictures stored in those locations. The changes that you make on the Account page apply to all the Office apps installed on all the computers associated with your account. For example, changing the Office background in PowerPoint on one computer also changes it in Outlook on any other computer on which you’ve associated Office with the same account. Some of the settings on the Account page are also available in the PowerPoint Options dialog box, which you open from the Backstage view. This dialog box also contains hundreds of options for controlling the way PowerPoint works. Chapter 11, “Work in PowerPoint more efficiently,” provides in-depth coverage of these options. It’s a good idea to familiarize yourself with the dialog box content so you know what you can modify. TIP The images in this book depict the No Background option to avoid interfering with the display of any user interface elements, and the Colorful theme.

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