Microsoft Powerpoint 2016 - Stewart Melart

8/19/2019 Microsoft Powerpoint 2016 - Stewart Melart

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Microsoft PowerPoint 2016: The Complete Guide

Copyright © 2015.

All are rights reserved.

This book or any portion thereof may not be reproduced or used in any manner

whatsoever without the express written permission of the publisher

except for the use of brief quotations in a book review.

Copyright notice

This guide and its content is the production of owner. All rights reserved.

Any redistribution or reproduction of part or all of the contents in any form is prohibited.

You may not, except with our express written permission, distribute or commercially use

the content. Nor may you transmit it or store it in any other form of electronic system.

Welcome

This guide can be used to understand the PowerPoint 2016 software. After reading this

manual, the user should be able to create, edit and share PowerPoint presentations. The

development of presentations can be from scratch or by using templates. Additionalcontent such as photos, text, graphs, animations and video can be added.

Other enhancements can be added such as speaker notes and user collaboration to create

the perfect presentation.

Preface

PowerPoint 2016 is a presentation program that presents information in the form of slides.

This program is developed by Microsoft and was originally called “Presenter” released byanother company Forethought Inc. It was originally launched in May 1990 and was and

always been a part of the Microsoft Suite.

It is popularly known as a program that helps users to develop slide based presentations

and is currently the most used presentation program in the world.

The purpose of this guide is to introduce users to the latest version of the Microsoft

PowerPoint program. Reviews on the newest issue, purport that it is new and improved;

boasting redesigned and creative features.

The manual will first look at the genesis of the program’s manufacturer; Microsoft Inc.The Microsoft Office suite and its foundation and subsequent growth will then be

discussed followed by growth of the actual PowerPoint program. From here, the piece will


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look at the features of the program and offer a guide on how to maximize each of its

features.

Office 365

Office 365 allows the user to work with great flexibility allowing them to work anywhere,

anytime and it is always ready to go. It has now pushed technology to rethink how thecollaborative process is done. It allows any business to maintain a competitive edge.

With the great, new features, it allows the Office to be anywhere the user is. No matter

here you are, you will still access the top level productivity tools that you need. These

are the latest versions of the Office Applications that you have been familiar with. These

are Word, Excel, PowerPoint, Outlook, OneNote, Access and Publisher. The user can use

their devices to create, edit and share documents with smooth compatibility across

devices.

Office 365 contains tools for professionals to give their business processes the edge they

need. From branding your company to building the name recognition, the Office Suite

allows the user to create their customized marketing materials that are useful to their

business needs. Additionally with a range of communication tools such as email, IM,

social networking and video conferencing it allows you to keep in touch with colleagues

and customers.

With facilities such as 1 TB storage for users, Office 365 provides amazing tools for

teamwork. Along with files that can be stored online, these documents can be shared with

anyone desired. This can be done whenever you want and whenever you want.

Office 365 can be setup and managed quite effortlessly. Users can be setup and start using

the features almost immediately. This can be done from the easy to access admin center

and it will take care of the all the legwork for you. It ensures that the services are always

up and running for use by the users.

With built in security, compliance and privacy controls, Office365 will aim to keep your

data safe. There is no upfront cost for software and it will always be kept up to date. It also

offers a usage statement of staying up and running 99.9% of the time with a solid

Microsoft backed guarantee.

PowerPoint 2016 - One part of Office 365

PowerPoint helps users to give a visual impact to their ideas and bring them to life. With

features such as Presenter View, it allows the user to create and rehearse and review their

presentations as they are made. When the presentation is projected to a second screen, the

Presenter View will show the current and next slide and the speaker notes.

The Slide Navigator allows the user to quickly switch slides around in their current

sequence by using a visual grid. This grid can be seen at a glance that will help the user toorganize their presentation quite easily. The audience will only see the slides which the

user has selected.


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The function auto-extend will allow the user to project their presentation to a second

screen with the slides automatically appearing on the right screens. It allows to the user to

give a professional appearance with no fumbling with settings and equipment.

The creative process is given a boost with all the functionality packed in PowerPoint 2016.

The presentation can be boosted into a highly stylish design that contains highly styled

design themes with different variations.

Presentations can be made special adding amazing visual effects with images, sounds and

videos. In collaboration with catchy transitions between the slides made with animations,

graphics and charts. This will enhance your creative touch and turn you into a top notch

designer. The software is equipped with built in alignment guides that the user can utilize

to align shapes, text boxes and videos to their slides. It also comes with access to

templates that the user can engage to jumpstart their design and get a quick start to their

presentation work. It comes with templates in over 40 categories where the user will be

sure to find one that suits their needs.

PowerPoint also offers a great knowledgebase that can connect the user with experts in the

field that can give them tips on how to make their presentations look professional. It will

have you creating, editing and publishing creative presentation in no time.

History of Microsoft Office

The Microsoft Office is indubitably the most renowned software used globally. This suite

is a compilation of applications first announced at the company’s annual meeting on

August of 1988 by then Microsoft mogul Bill Gates. It was later released to the public in

November of 1990. The genesis of the suite included Microsoft Excel, Microsoft Wordand Microsoft PowerPoint and was designed to add efficiency to Windows based

computers. It is now available in over thirty-five languages and can be used in almost any

corner of the globe.

The suite primarily includes Microsoft Word, Microsoft Excel and Microsoft PowerPoint;

though other Microsoft programs such as Outlook and Access are also available for use.

MS Word is principally designed for the processing of words and is available on both the

OS X and Windows platforms. The very first graphical version of Microsoft Word came in

form of Word for Mac, released in 1985. MS PowerPoint is designed as more of a presentation program. Like Word, it is also designed to be compatibility with both the OS

X and Windows platforms. It is ideal for the creation of graphics, slide shows and fulsome

texts. The first version of Microsoft Excel was released in 1985 for the Mac operating

system. Its design is centered on the ability to create spreadsheets while maintaining

numerical accuracy.

The initial release of the suite offered only the basic package with features such as

formatting. This was closely followed by Office 1.0 and MS Office 1.5 in 1991. Office

1.5, launched shortly thereafter, boasted an improved version of the Excel program alongith Word 1.1 and PowerPoint 2.0. Office 3.0 was released in 1992 and Office 4.0 in

1994. Office 4.0 consisted of Word 6.0, Excel 4.0 and PowerPoint 3.0; all of which

received an improved interface and formatting updates. As the demand for the software


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grew, Microsoft continued with improvements and updates, releasing new versions on a

timely basis.

The latest version of the suite was released in September of 2015 in the form of Microsoft

Office 2016 (Office 16). The suite not only includes the usual PowerPoint, Excel and

Word programs but now also offers users Microsoft Outlook as part of the package. The

package boasts enhanced Cloud integration features and is designed to maximize use on

mobile and touch screen devices.

Microsoft Office 2016-New & Improved

The new Office 2016 boasts enhanced features with updates becoming available with

increased frequency. This guarantees users the most convenient and innovative tools for

home, school and work use. Office 2016 now includes Microsoft OneNote, Microsoft

Word, Microsoft Access, Microsoft Excel, Microsoft Visio, Microsoft Project, Microsoft

Outlook and Microsoft PowerPoint. Improved features are as follows:

Shared Notebooks

Users working with this feature are able to collect data, i.e. documents, drawings, images,

movies or clippings and have them stored with one location. The stored data can then be

shared to facilitate others working in the file or viewing the documents. All changes made

are automatically and instantly updated. This feature is currently only available in

Microsoft OneNote.

Co-AuthoringThis is a feature that facilitates and encourages working as a team. Users are able to

collaborate and work on one document concurrently, all from separate devices. The work

of each is saved and users advise of conflicts that would require attention. The feature is

available in both Microsoft Word and Microsoft PowerPoint.

Immediate Processing

During the use of the new collaboration feature, users are able to view, in real-time, what

others are working on. The feature also instantly displays the changes being made by other

users; minimizing conflicts and facilitating greater congruence during group-work. Thisfeature is however only currently available in Microsoft Word.

Mail Triage

This feature acts as the perfect organizer for users. It studies how email received on your

device is selected and read over time and attempts to sort your mail accordingly. The

messages deemed to be lower priority are stored in another file and a summary of those

stored sent daily. The Focused Inbox will then be used to access only the most important

and urgent mails. The Mail Triage feature is currently only available in Microsoft Outlook.

Sharing Made Easier


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Available in Microsoft Word, Microsoft Excel and Microsoft PowerPoint, the Share

feature is designed to enhance the teamwork experience. The Share button is located in

the top Ribbon. The design also allows a user to monitor changes being made in a shared

document or database. The extent of another’s editing capabilities can be controlled;

specifying what each author is able to modify.

Attachments

Documents saved to SharePoint or OneDrive can be shared with fellow email recipients.

The primary user is also able to dictate the access granted to each and the ability each will

have to reviewing the share file directly from the application. This feature is currently only

available in Microsoft Outlook.

Timelines made Flexible

Users enjoying Microsoft Project are now able to stipulate the date for timelines to

commence and end. The feature is also designed to create multiple timelines for the varied

phrases of a work schedule; facilitating a more organized environment.

Managing Resource Scheduling

The design of this feature enables users to maximize the use of resources in an

organization. This is done through the creation of a resource engagement or agreement on

how best limited resources in an entity can best be utilized. This feature is currently

available only in Microsoft Project.

Send Data to Excel

An Excel spreadsheet can be created to display the linked data sources taken from a

Microsoft Access database. The feature is only available to Microsoft Access users.

Perusing History

Users can enjoy the ability to revert to or peruse earlier saved versions of a current

document. This convenient toll is available to users working in Microsoft Excel, Microsoft

Word and Microsoft PowerPoint.

One Click Forecasting

Users are able to create spreadsheets to depict data from previous research or to establish

possible future trends with one simple click. The feature uses the current Exponential

Smoothing algorithm or ETS. ETS is recognized for adhering to industry standards and is

reputed for accuracy in the delivery of forecasting information. One-Click Forecasting iscurrently only available in Microsoft Excel.


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Chart Types

Office 2016 has included a number of new charts into its Microsoft Word, Microsoft Excel

and Microsoft PowerPoint programs. These charts are designed to accurately display

statistical and financial data. The new charts are Pareto, Sunburst, Box and Whisker,

Waterfall, Treemap and Histogram.

Office ThemesUsers can now select the office theme most suited for their style or environment. The new

Office theme options are Dark Gray, Colourful and White. The White theme will lend a

more conventional look to your program, the Dark Gray will introduce a more relaxed

feel; resulting in ease of use while the Colorful theme is designed to give a more trendy

look. The new Office themes are available in Microsoft Publisher, Microsoft Visio,

Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Project, Microsoft

OneNote, Microsoft Access and Microsoft Outlook.

Smart Lookup

The Smart Lookup feature is available in Microsoft Word, Microsoft PowerPoint,

Microsoft Outlook and Microsoft Excel. It is designed to act as a fact checker for users by

ay of the Bing search engine. Users are required only to select the term or phrase they

ish to research or define and Microsoft will complete the task, bringing the information

right to the screen without the user having to go to a web browser.

Tell MeThe Tell Me feature allows users of Microsoft Office 2016 to request guidance when

completing tasks. The feature is designed to acknowledge key words and provide the

appropriate resource to meet the need. Tell Me is now available in Microsoft Access,

Microsoft Word, Microsoft Visio, Microsoft Project, Microsoft PowerPoint, Microsoft

Excel and Microsoft Outlook.

Modern Shapes

Modern shapes have been introduced to the new Microsoft Visio. Users are now able to

peruse and select from a wider variety of redesigned shapes. Microsoft has also introduced

IEEE compliant shapes into the Visio Professional series and has updated the shapes in the

Office Layout in the Visio Standard series. Also included in this new feature is a number

of Starter diagrams. This affords users the ability to apply the use of one or more of these

Starter diagrams to get tasks completed in a more timely fashion.

Data Connectivity Enhanced

The new Office 2016 boasts the ability to connect diagrams to data already in am Excelspreadsheet. To accurately utilize the feature users are encouraged to ensure that the values

found in the Excel column are a match to the texts placed in each shape on the diagram.

The user should then go to the ‘Data’ tab and select the option for ‘Quick Import’ to


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complete the import and data connection. This feature is only available in Microsoft Visio

Professional.

Improved with Windows 10

Office 2016 now boasts improved Office Mobile applications for users to enjoy while on

the move. The feature allows users to maintain productivity level as desired even whileoutside of the office environment or away from the desktop computer. Also exciting about

this feature is the compatibility of the Office Mobile across all of the user’s Windows 10

devices. It supports productivity and offers major convenience. This feature is available

ith Microsoft OneNote, Microsoft Word, Microsoft PowerPoint, Mail and Calendar.

Skype

One of the more innovative of the Office 2016 features is the integration of Skype. Users

are now able to join and conduct online sessions via the Skype for Business mobile

application. The feature will also enable a user to integrate the collaboration feature via

video or voice sharing, Instant Messaging or screen sharing. Users can also use the

feature to communicate with participants of the online meetings, all directly from a mobile

device.

OneDrive Integration

The OneDrive feature is designed to offer optimized storage capabilities. The documents

or files saved can then be accessed from any other device or any other location. The

feature also offers continuity; allowing the user to commence the presentation on thedesktop at home and continuing the progress while running an errand on the road from a

laptop or tablet. OneDrive facilitates the collaboration feature; fostering strengthened

team-working skills, even while offering convenience. The OneDrive Integration feature is

available with Microsoft Word, Microsoft Outlook, Microsoft OneNote, Microsoft Excel

and Microsoft PowerPoint.

Crossing Platforms and Devices

This feature is another feature of convenience introduced to the new Office 2016. Usersare able to move across Apple, Windows and Android devices to complete tasks without

encountering program conflicts. The documents can also be analyzed, reviewed and edited

on one device and viewed from another location on a separate device. This feature of

convenience is available with Microsoft PowerPoint, Microsoft Outlook, Microsoft Excel,

Microsoft Word and Microsoft OneNote.

The Office 2016 Training Center

The Training Center is designed to provide users with an avenue for additional support

and training on how best to maximize the features offered by Microsoft PowerPoint 2016.

The Center comes equipped with possible scenarios to give all the possible avenues for

tackling issues for most programs. A few of the programs include Microsoft Access,


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Microsoft Publisher, Microsoft OneNote, Office 365, Microsoft Visio and Skype for

Business.

PowerPoint 2016 Support

Online support is available for the new PowerPoint 2016. The support is available via

http://support.office.com , the office Facebook page at https://www.facebook.com/Office

or via the community discussion board that can also be accessed athttp://support.office.com. The various support sites provide step by step instructions for

the installation and use of the new PowerPoint 2016 program.

The Growth of Microsoft PowerPoint

PowerPoint as we know it started outside of Microsoft Inc. The program was first

developed by Robert Gaskins; Ph.D. student with high hopes of creating an easier and

more efficient way of making presentations. He sought to eliminate the use of boards and

markers as visual aids for presentations and introduce something with less hassle and that

as less tedious to complete. The initial program released in 1987 and dubbed the

“Presenter”, was to have been used for the Macintosh computers by Apple Inc. The name

as well as its ownership however changed. The program was instead purchased by

Microsoft for millions of dollars and the “Presenter” name changed to PowerPoint.

The improvements to the program were dynamic, changing with each issue to maximize

customer enjoyment of the product. The versions for the Windows platform advanced

each year, progressing from PowerPoint 2.0 in 1990, to PowerPoint 3.0 in 1992, version

4.0 in 1993, version 95 in 1995, PowerPoint 98 in 1997, PowerPoint 2000 in 1999,PowerPoint 2002 in 2001 and on, with each being an improvement of sorts over the first.

The timeline for the Mac operating system versions of PowerPoint started in 1987 with

PowerPoint 1.0 and progressed almost annually; introducing improvements with each

release.

Microsoft has invested heavily into the development of the PowerPoint program,

immediately recognizing it as one of its most momentous acquisitions. The creation of a

special unit in the Silicon Valley was created and geared specifically towards the growth

of the program. The result is what we have today; a program engineered to includegraphics, videos and animations into the creation of slides. Let us take a look at the latest

PowerPoint version.

Introduction to Microsoft PowerPoint 2016

Microsoft PowerPoint 2016 is one of the products included in the new Microsoft Office

suite 2016. Office 16 has been designed to assuage the concerns from the earlier Office

2013 and Office for Mac 2011 versions.The version designed for OS X was the first to be announced by Microsoft execs in July

2015, followed by the licensed version of the program in September of 2015.


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The new program has been lauded for the latest improvements. These improvements

include a more contemporary and user-friendly interface, trendy variations of themes, and

Office 365 integration. The new interface offers toolbars for inserting tables, charts and

videos into presentations. It also has as part of its design, a new button that facilitates

users moving between the various displays with greater ease. The new version also

includes new animation panes for editing or changing effects. It also includes more

exciting animation and transition tools to be introduced into presentations. The use of these new tools can be found in the open; making the editing process easier for users as

ell as more creative.

Also included in the new PowerPoint design is the new Collaboration and Threaded

Comments feature and a redesigned Presenter View. The improved Presenter View

introduces users to a better way to dictate how the presentation will flow. Microsoft Inc.

has advised its target market that the new PowerPoint 2016 is designed to be compatible

ith the following Mac models; the Xserve, Mac Pro, Mac Mini, MacBook Pro, MacBook

Air, iMac and the MacBook. The program can be purchased as a part of the Office Homeand Business 2016 suite for approximately two hundred and ninety-nine dollars and

ninety-nine cents ($299.99). It can also be purchased in the Office Home & Student 2016

edition for approximately one hundred and nineteen dollars and ninety-nine cents

($119.99).

This manual will aim to educate users on the features of the new PowerPoint 2016 with a

hope of increasing the wealth of knowledge that surrounds the latest version of the

program.

New Features in Microsoft PowerPoint 2016

Tell Me

This innovative feature offers users timely and convenient assistance with completing

tasks in the new PowerPoint 2016. The feature appears in the form of a text field. In this

area, users can enter phrases or words to indicate what they would like to do next in the

program. The feature will quickly redirect to the needed icons or tabs, making completing

the task at hand easier. With this feature, users may also request help with their currentcreation or opt to utilize the ‘Smart Lookup’ feature.

Smart Lookup

This is a new feature incorporated in the Office 2016 suite. The Smart Lookup feature is a

search tool powered by Bing that will allow a user to make queries on how to complete

tasks or how to locate the definition of a word without having to exit the program and start

up the web browser. The feature is not activated by default in the new Office and as such,

must be activated if desired.

To activate the feature in PowerPoint, first highlight the phrase or word to be researched.

From here, go to the top Ribbon on the page and enter the ‘Review’ tab. From the


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available review options, select the option ‘Smart Lookup’ followed by the option for

‘Insights’ located to the right side of the screen. It is important to note that the ‘Insights’

panel is outfitted with two primary options; ‘Explore’ and ‘Define’.

From here the user will be prompted with a privacy warning; advising the user that the

data is being redirected to Bing. The user must select the ‘Got It’ button to the end of the

privacy policy to complete the process. This activates the ‘Smart Lookup’ feature on your

device; making it automatically available in the other programs of the suite without

repeating the activating process.

To use the feature once activated, simply highlight the word or phrase you wish to peruse

and right click. From the available menu, tap on the option for “Smart Lookup”; directing

desktop to the Bing search engine. Users can opt at this point to choose the desired field

from the ‘Insights’ panel; be it defining or exploring.

Insights

This feature is located in the ‘Smart Lookup’ feature of the Office 2016 suite. Its design

allows a user to choose from two primary options; Explore or Define. The Insights panel

opens with the top related searches from the Bing search site, definitions, parts of speech

and any available Wikipedia articles on the search topic. To enjoy the feature, go to the top

Ribbon on the page and select the ‘Review’ tab. From the available menu options, select

‘Smart Lookup” and allow the feature to do its thing. Users should note that the search

ord or phrase can either be entered at this point or they can initiate the search by first

selecting the term or phrase of interest and then seeking the Smart Lookup feature.

New Charts

The new PowerPoint 2016 is outfitted with six (6) new charts, designed primarily for

assisting with the presentation of hierarchical and financial information. These new

visualization tools are Treemap, Box and Whisker, Waterfall, Sunburst, Histogram and

Pareto. To access the new charts, go to the “insert’ tab and tap on the “Ribbon’ option.

This will display the range of visualization tools including the six new charts which are

displayed at the end of the list as below.

Note: Pareto can be found inside the tap for Histogram.

Ink Equations

This new feature allows a user to include mathematical equations into slides for a

presentation. The feature will allow a user to write out a math equation using your

keyboard or stylus and PowerPoint 2016 will translate the equation to the appropriate

text. To access the feature, go to the Ribbon located to the top of the screen and select the

tab for ‘Insert’. From the listed menu options, select followed by the option for ‘Ink

Equation’. The user can then enter the desired equation to be inserted to the desired slide


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and then tap on the ‘Insert’ button.

Screen Recording

This is one of the more creative updtes included in the new PowerPoint 2016. The feature

allows a user to enter pre-recorded audio to presentations being designed. The user should

complete and save the desied recording for the presentation to their device. To insert your audio, first go to the top Ribbon on screen and then select the ‘Insert’ tab. From the Media

options, select ‘Screen Recording’ and choose the portion to be inserted into the slide.

Confirm the selection and insert by pressing the ‘Insert’ key on screen.

Note: This innovative feature is also available in the latest version of PowerPoint 2013.

Sharing Presentations

Created presentations can now be shared among business associates or friends for review.Sharing is made possible via SharePoint, OneDrive for Business or OneDrive. To utilize

the feature, go to the Ribbon and select the ‘Share’ option.

Enhanced Version History

This feature is designed to allow users to view all the changes previously made to the

presentation since creation. Users are also able to access earlier saved versions for review

or use where necessary. It is important to note that the feature can only be used ondocuments and files that have been saved on the OneDrive Cloud or SharePoint.

Resolving Conflicts

Wherever files are saved to facilitate multiple individuals working at the same time, there

is likely to be conflict with the data entry. PowerPoint 2016 now boasts improvements to

conflict resolution process. When the conflict occurs, users will be shown the conflicted

slides; displayed side-by-side to enable visual review. The user will then receive

prompting to have the conflict resolved by selecting one of the displays.

Enhanced Video Resolution

PowerPoint 2016 now allows users to transfer completed presentations in video format.

Files can be created, converted and saved with resolutions as high as 1920 by 1080. This

high resolution helps with the creation of brighter and sharper images in the presentations;

particularly when displayed via larger screens.

Note: Users of PowerPoint 2013 with the latest updates also have access to this feature.

Formatting Styles


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Microsoft PowerPoint 2016 now has increased shape styles from which to choose. These

new default styles boast theme colors and styles to enhance how the presentation is

displayed.

Office Themes

PowerPoint introduces users to three new Office based themes. The themes are morecorporate and modern and lend to a more professional appearance for the presentation. To

utilize this feature, first go to the Ribbon located to the top of the screen and then select

‘File’. From the available options displayed there, select ‘Account’ followed by the

‘Office Theme’ option. The new theme colors are White, Dark Gray and Colorful.

Enhanced Smart Guide

The Smart Guide feature is designed to maximize accuracy when tables or images areinserted into the various slides. Users of PowerPoint 2013 can also enjoy this feature by

downloading the latest available version.

PowerPoint –A Guide to the Basic Features

Microsoft has a Quick Start Guide to assist users with navigating the new interface of the

PowerPoint 2016.

The Ribbon -This is the topmost part of the screen that provides users with tabs to uncover tools to enhance the design of any presentation.

The Ribbon can be hidden from view and returned when need by tapping on the arrow to

the corner of the screen.

The Quick Access Toolbar - This feature provides timely access to the more commonly

used commands. It can be found to the inside the top Ribbon.

Find context commands- From the Ribbon, a user can enter to find additional tabs to enter

objects, images, shapes or text boxes into the presentation.

Changing object orientation- The new PowerPoint 2016, like earlier editions, also allows

users to modify the orientation of objects, images and text boxes placed into a slide. It

offers the user the ability to be creative and adjust slides to suit what is deemed to be mostappropriate or most suited for a target market. The rotate icon will be displayed

henever the modification is possible.


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Facilitating and maintaining organization- Slides for the presentation can be managed and

kept organized by tapping on the thumbnail of any slide and moving it down or up to the

area of the presentation where it may be considered most effective.

Including comments or notes-This feature of PowerPoint 2016 is designed to allow the

user to manage the presentation; keeping additional information at hand to verbally insertinto the presentation for emphasis. This section can be found to the lower center of the

screen.

Notes can be added by tapping in to designated area to the lower left corner of the slide.

Commencing the presentation- To start your PowerPoint presentation users have two

options from which to choose. A user may tap on the ‘Slide show’ tab located in the

Ribbon to the top of the page or simply tap on the slide icon to the lower right corner of

the screen.

Zooming- Magnify or minimize the view of a slide by moving the zoom slider to the left

or right. The slider is located to the lower right corner of the screen.

Viewing options- The status bar is located to the lower right corner of the screen and

enables the user to modify how the slides in the presentation are being viewed. The user

can opt to alternate between any viewing options at any point throughout the presentation.

Sharing-The Share feature on the new PowerPoint 2016 is located to the top right side of

the Ribbon. Simply sign in with the details for your cloud account to commence sharing

your presentation with colleagues and friends.

Locating Recent Files- PowerPoint 2016 stores all recently opened files and documents

hether they are saved on the hard drive of the device or on any of the current cloud

storage services. To access these files, simply tap on the ‘File’ tab located in the Ribbonand select the option to ‘Open’. Users can then select from the following options: Recent,

OneDrive, Other Web Locations, Add a Place or Browse.

Maintaining the connection- This feature is convenient when the user needs to be on the

go while still working on a presentation. A user can now have access to recently accessed

files from any device by tapping on the ‘File’ tab to the top of the screen and select the

option for ‘Account’ then entering the account details. The connected services include

OneDrive and SharePoint.


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Personalizing PowerPoint 2016 –User and interface options can be modified to make it

personal or more user-friendly. To adjust the program options, tap on the ‘File’ key to the

top of the screen and select the ‘Options’ setting. Options that can be modified include

language, interface settings, the Ribbon, background and themes.

Layout Options-Users have a numbers of layout options from which to choose when preparing presentations. To access the layout options, go to the ‘Home’ tab to the left side

of the Ribbon and select ‘Layout’ from the options displayed. The available options are

Content with Caption, Blank, Title Only, Comparison, Title Slide, Title and Content,

Section Header and Two Content.

Troubleshooting Common Installation Issues

Issue/ Questions How to Address the Issue

The Install button would not complete the installation process The user can try one of four

options:

Attempt to retune the settings for Internet Explorer

Verify if the new Office suite has already been installed on your device.

The plug-ins, add-ins and extensions on your internet browser should be deactivated and

another attempt made at installation.

Have the temporary internet files saved to your device deleted to create space.

The installation process is seems to be taking a long timeTo address the issue of lengthy

installation, users can:

Locate and temporarily disable your device antivirus software

Verify that that the Office suite 2016 has not already been installed to your device.

If Office 2016 is already installed, try uninstalling and reinstalling the program.

Power off your device, then restart and connect to another internet connection. When this

is complete attempt to reinstall.

Installation is interrupted with ‘another installation is in progress’ Try powering off your

device and restarting it. If the issue is not resolved, the user should attempt to manually

stop the task in the Task Manager.

Installation process not successful but no error message was displayedFrom a Windows

device try to locate and activate the ‘Fix it tool’ to have the incomplete installation

uninstalled and removed. Where this is not successful, manual remove the Suite from your

computer.


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Application errors after a Windows 10 updateTo address the various issues that could be

occurring between Office 2916 and Windows 10 go to Office.com/help

Do I have the right operating system?Users should verify that the system requirements for

the Office 2016 are met on your device. Users can also check to confirm their current

operating system. It is important to note that the Office suite 2016 cannot be installed on

Windows Vista or Windows XP.

I cannot locate the programs after installation is completeWindows 10 currently will auto

remove the shortcut to the Office suite from the ‘Start Menu’ and the ‘All Apps’ menu if

the device has more than five hundred and twelve applications installed. Users can use the

‘Help’ section for guidance.

During installation a message suggesting that older apps on the device need to be

deletedThis message is likely to appear during the installation of Office 2016 if your

device has certain versions of Project, Visio, InfoPath and SharePoint 2013 previously

installed on your device.The warning will list the programs that should be removed and permanently uninstalled

for this device.

Error message indicating that access to the program cannot be granted at that time The

user can attempt one of four options in an effort to resolve this issue

Clear the browsing history and cookies history from the device

Try browsing with an InPrivate session

Close your current browser and reopen

Verify that your internet service is current and active

Message indicating that my recently renewed or purchased subscription is expired The

subscription is only kept active if the user signs in at least once within thirty days. Attempt

to log in and the Office will automatically reactivate the subscription at that time.

Getting error message 0x0C004C060This error message being displayed indicates that an

invalid product key is being used. Users can go to the ‘Help’ section to identify how to

address the error.Seeing the Office info on my Account page after having it uninstalledWhen the program

has been successfully uninstalled, the user must disable or deactivate the install function.

Error occurring when trying to complete the installation of the Office for two different

countriesInstallation for two different regions requires two copies of the Office Suite and

two Microsoft accounts.

I can’t find what version of the Office I have on my deviceA user can verify whether the

version now installed on the device is Office 2013 or Office 2016 by following the steps

below:

Open any one of the programs in the Microsoft Office suite (example: PowerPoint or

Excel).


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Go to the ‘File’ menu to the top left side of the opened application and select the option for

‘Account’ from those displayed

The version number will be displayed under the ‘Product Information’. Ascertaining

hether or not your Office is installed under a subscription can also be found her.

I need to upgrade to the latest version of Office For most devices, particularly those on an

Office 365 subscription an upgrade notification will appear in the menu bar of theapplications; prompting the user to upgrade.

During the installation of Office 2016, a message is displayed suggesting that some older

apps must be removed. If particular Office 2013 standalone applications are installed on

your device, the Microsoft Office 2016 suite will not be able to coexist on that device.

Experiencing compatible issues since completing installation of Microsoft Office

2016Devices on a 2007 Exchange work best with Office 2013 and earlier versions. The

decision may be to simply uninstall the Microsoft Office 2016 suite and reinstall and use

the Office 2013 version. Users may also try the special offer by Microsoft for customersith Office 2016 and Office 2013 standalone applications.

Initial use of the Office 2016 applications To commence use of the Office for Home:

Go to the Office.com website and sign-in to your account

To commence using Office for Business:

Go to the Office 365 for Business Learning Center

Utilize the tutorials and guides provided

To be more effective while on the go, I would like to have the Office app installed on my

tablet and mobile phone To have the Office 2016 applications, which include Microsoft

PowerPoint, Microsoft Excel, Microsoft Word and Microsoft Outlook, installed to your

mobile devices simply go to ‘Office 365 mobile setup’ and select ‘Help’ from the options

displayed.

I get a message that PowerPoint has stopped working when I start the application This

message can occur for any of the Office application and is generally the result of two

issues.The user needs to verify that Windows has been updated and have this addressed where it

is discovered that it is not the case.

The opened program is trying to an add-in that is an older version

Correct the issue by going the Office.com help site

I want to uninstall the Microsoft Office 2016 suite To uninstall the suite from your PC go

to the ‘Windows Control Panel’ and tap the option for ‘Programs and features’ and select

the uninstall option. A user may also select the ‘Uninstall Office 2016’ from the Helpsection on the Office.com site

Can I enjoy the features of the Microsoft Office 2016 while offline? Users are able to


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utilize the applications of the suite from online. Users must however attempt to connect to

the internet at least once every thirty days. The purpose of this is to monitor the status of

the user subscription and to prevent the programs from shifting into reduced mode.

Why can’t I just install Microsoft PowerPoint instead of the entire suite? Microsoft Office

2016 is sold as a set. This enables a more accurate, timely and efficient download and

installation process. The user can remove the shortcut to the applications they have no

interest in using once installation is complete.

My Office 2016 looks blurry after installation Go to the ‘Office not looking right’ site on

the Office help page if a document u created previously looks blurry, flickers or appears

in all black and white as opposed to the color it was designed in.

Seeing a subscription notice whenever I open on of the applications on the 2016 suite This

error can occur when a uses opens any of the Office programs. The reasons:

Your Office 2016 may not have been activated after installation

Your computer may have auto disabled the Office 2016 software

The subscription for the suite is expired.

I receive an error message at installation There are a number of reasons that this possible.

The Office.com site has error links to help address each of the possible errors that could be

displayed. Users should go to the site, peruse the links to identify the numbers in your

error and find the answers.

Learning the PowerPoint Interface

It is important to get familiar with the terminology and the interface to be able to know

here everything is for easy access. At the top of the screen is the quick access toolbar. In

this toolbar, are most of the features that will be used frequently such as Undo and Save.

Features can also be added to this menu by clicking on this pull down menu and adding

any feature that the user will commonly use. The current file name that is open can be

seen at the very top of the screen, the document can be closed by clicking the X at the top

right hand of the screen.

Directly below that is the ribbon which house the File menu. In this menu, it allows the

user to access the properties of the document and other related tasks. The arrow at the top

left of the screen can be clocked to go back to the previous screen. The ribbon is tabbed to

allow an easy interface with all the categories based on the various tasks that can be done

in PowerPoint. The Home ribbon tab will contain all the things that are done most

frequently such as working on shapes and adding a new slide.

The name of the ribbon will give you an idea of the function you are looking for so you

ill know where to look for these items. If the user finds that they need more space to do

their work, they can minimize the ribbon by clicking the arrow at the right hand side of

the screen. This will hide the ribbon and at any time the user can click the tabs and they

ill open up. Once the selection has been make the ribbon will go away again. The ribbon


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can be brought back full time by clicking the push pin icon that will be in place of the

arrow that was originally clicked. The ribbon will be pinned back to the screen.

There is a new feature that the user can tell PowerPoint what they will like to do and the

software will be able to suggest what you are looking for. It will give examples of things

that you can try. An example of this is when the user starts typing plain text and then

PowerPoint will assist in the current task that needs to be completed. The software will

also show you who is currently logged into Office 365 and the presentation can be shared.

The bottom of the screen will show the status bar. This will show what slide is currently

being worked on are how many slides are in the total presentation. Other information it

displays are speaker’s notes and comments that are in the presentation. The views of the

slide show can be changed between Normal Slide View, which is the default view and the

Slide Sorter View. The user can also zoom in or out so the slides can be seen clearly if the

user has to move farther away from the screen. Options such as fit to screen to the current

can be done by clicking the four cross hairs on the bottom right hand side of the screen.

The status bar can be customized by right clicking on it and placing a check mark beside a

feature you would like to see appearing on the bar. On the left hand side, there is the slide

tabs when the user can navigate the slides. There are times when the user is working on a

particular tasks and a new ribbon toolbar will appear. The user can click on that tab to get

a new pane on the right hand side.

The user can utilize the controls that are located in the pane and when ready to close the

area, click the X on the pane and return to the slide editing. To move back and forth

between the slides, they can be clicked in the navigation view and the information for each

slide will appear on the right side and then the text can be edited.

Adding Guides and Changing Views

When using PowerPoint 2016, it will usually be in the Normal view. That view has the

slides in a vertical display on the left hand of the screen and the currently selected slide

ill be shown large on the right hand of the screen. This is considered to be the primary

ay to use PowerPoint. If a different view of the thumbnail is necessary, hover the mouse

over the lines that separate the two and drag it to the right to make the thumbnail larger.

The line can be dragged to the left the make the thumbnail smaller as in different timesyou may require something different.

There are many view options that are located under the View ribbon tab. Five presentation

views are available for use. The first view type is Normal and that is the default view.

Another view type is the Outline View and this is a text only view of looking at the slides.

Slide Sorter view is also available which will give an overview of what the slides look

like. The zoom slider is located on the bottom right hand side of the status bar to make the

thumbnails get larger.

There is the Notes Page view, which allows the user to see speaker notes for each slide.The final view is the Reading View which is a great way to see the complete presentation

in a full screen view. There is also a view called the Master View which allows the user to

make universal changes to every slide in the presentation.


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There are many things that can be edited under the View ribbon. One of them is the color

of the slides which can be adjusted to the desired color. There is also an option to decide if

the ruler should appear by placing a check box next to Ruler .

Gridlines and guides can also be added to the presentation to assist in the development of

the presentation. The guides are essentially four crossed haired points that will appear in

the center of the slide. These features can help the user to align objects as best as possible

hen creating a presentation. Any of these options can be turned off or they can be turned

on temporarily if there is any issue with aligning an object.

Connecting PowerPoint to OneDrive

The OneDrive service is the online cloud storage that is attributed to Microsoft. If the user

is currently a OneDrive user, they have the ability to access the presentations that are

saved on OneDrive right from PowerPoint. They can also be saved directly to OneDrive.

As an Office365 user, you will be entitled to a free OneDrive account with 1TB worth of

storage which can store a large amount of presentations. To connect the account go to File-> Account -> Sign In -> Sign in with your details.

Once you have completed the sign in process, the relevant connected services will be

loaded. At this point the user can also sign into the Microsoft Office Store to get additional

applications. At any time the user is allowed to sign out or switch accounts to log in as

someone else. At any point in time, if you need to see the user that is currently logged in,

you can click on the name and switch accounts at this point. One of the great benefits to

using the OneDrive service is the ability to access your presentations anywhere at any

time not restricting the user to the computer used to create it.

Creating a new presentation

This section will look at how to create a presentation from scratch, adding content to it and

saving it so it can be edited at a later time. To start, double click the PowerPoint icon on

the desktop or from the start menu. This will start the main screen of the software where

an actual file is not open.

To create a blank presentation, click the option of the same name as it is listed as the first

available option. The first thing displayed is a blank slide with placeholder text. The grey

squares that are located around the text is known as a placeholder. This is PowerPoint’say to get the user to quickly add text and other content to the slides. To start editing the

text directly, click the mouse pointer where it says click to add title.

When activated, the text will go away and be replaced by a blinking cursor. The user can

now start entering text ass desired. This area will represent the title of the presentation, if

the user presses the return or enter key on the keyboard this will move the cursor to a new

line. To enter text in another placeholder, simply click it and start typing in it.

When typing has been completed, the mouse pointer can be clicked into anyone of the

remaining white space in the slide. This will show what the completed slide will look like.It is important to note that the borders around the placeholder text will disappear and the

slide will look complete. The user can at any time click on the text to continue editing or


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adding text to it. If the text is deleted from it, it will return to being a placeholder ready to

accept text.

Text does not have to be entered into these placeholders if not desired. They are simply

there for reference and will not show up in the final presentation. The slides to the left of

the main screen (the thumbnail view) can be viewed as a preview to see what the final

slide will look like. A new slide can be added by going into Home -> New Slide and

choosing a layout.

This option will give the user a new slide with new placeholders for a title and one for

content. Now that two slides are in the presentation, the user can navigate by clicking back

and forth between the slides located in the thumbnail view.

The presentation can be saved by clicking File-> Save As. The user will have the option to

save it to the OneDrive account that the account is currently linked to. It can also be saved

on the computer, which will give a couple of choices. The presentation can either be saved

to the desktop, documents, recent locations that have been saved to or any location theuser will choose. To choose the location to save, click browse and choose were desired by

using the familiar Windows dialog box.

Creating a presentation using a template or a theme

Many times users do not want to have a simple, plain, boring canvas for a presentation.

This will not give a very pleasing presentation as it will be white and just filled with

content. In cases like these, PowerPoint provides themes which are pre-built structures

ith borders, fonts and graphics. There will be no content built in as that will have to be

added by the user so they are placeholders there to accept text as necessary. To create anew presentation using a theme go to Home -> File -> Click New.

This is the similar screen that was used to create a blank presentation previously, but now

a theme can be selected to add to the presentation. PowerPoint 2016 provides the user

ith over 20 themes to choose to add to their presentation or the user can look online for

additional themes.

In some of the themes, the user can choose a color variant and be able to choose more

images to add. The various content layouts can be viewed to see which one is desirable

and once one is found click create. This will load one slide similar to when the blank canvas was loaded. The user can now click into the placeholders to add content and text as

before. The fonts and colors will be changed according to the design of the selected theme.

A theme will give the design elements of a slide with no content however a template will

give us a slide that has been pre-designed with a theme and content built in. The user can

click into the search for online templates and themes search box to search for templates.

Type the search criteria as desired and click the magnifying glass beside the box and then

view the templates that are retuned in the results.

Using templates with content in there can be great for some presentations as it can giveyou a head start in the creation of your slides. Many of these templates are used for their

structures and the user will just adjust the text that need to be edited to their needs. One


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example of this can be an award presentation, the user can simply add the person’s name

and the information on the type of award while using the structure and other content in the

presentation. The file can be saved as normal as discussed before.

Changing themes in the presentation

A new theme can be added to a presentation at any time while you are working on it.

There is never a right or wrong time to add a theme to the slides. It is important to mentionthat the user can add a theme to one slide or have each slide containing a different theme.

Firstly, we will discuss adding a theme to the entire presentation. To do this, click on the

Design Ribbon and under here you will see a list of themes also with a list of Color

Variances.

This will look somewhat similar to when the themes were chosen in the earlier discussion.

Click on the arrow with the line above it and this will display additional themes that can

be added. The mouse can be hovered over the theme to get a preview of what it will look

like. The color variance can be seen and while hovering the mouse all the different choicescan be seen that are available.

While looking on the available themes, instead of clicking on the theme which will apply

this to every slide, right click on it. It will give options to Apply it to All Slides or to

Selected Slides. The Selected Slides will just apply the theme to the Selected Slide at the

moment.

Controlling how the presentation looks using Slide Masters

The built in themes gives the user a great base to start from and build up on. However,

these can be fine -tuned and be developed as necessary. The colors can be changed on thesmallest level which can allow the user to color match other content in the presentation.

The fonts call also be changed and these changes can all be applied to all slides. The base

design for any theme is referred to as the Slide Master. There is a Slide Master that is

associated with each theme that is applied in the presentation.

The Slide Master contains the layouts that are used in the theme. It is accessed by going

into View -> Slide Master and the different themes used in the presentation can be seen.

The thumbnails that are shown will contain all the different layouts and the Slide Master

ill show how many slides are using that particular layout.

This means that if the user attempts to make any change to a theme, they will know if it is

used by other slides. To make a change, click and drag the mouse to highlight the

placeholder text. At this point, the user can adjust the size, bold the letters or change the

color of the text.

I addition to being able to change font properties, layouts can also be changed. Once the

placeholder is clicked, the user can move it around and determine a new location on the

slide. Other changes such as the slide color can be made and the change can be applied to

any other slide that uses this layout.

While making the various changes the user can click on the Home ribbon toolbar to

change the font properties as well. The Master View can be closed out and the user can


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return to the direct editing of the presentation content. This is done by clicking on the

Slide Master Ribbon toolbar -> then click Close Master View. This will return to the

presentation and the changes that were made will be updated.

If the user clicks on New Slide, they will see that the layout will be organized with the

changes done before. This is one of the ways to change the look and feel of the

presentation using the Slide Master.

Adding Header and Footer

Headers and footers can be easily added to a presentation if desired by the user. A footer

such as a copyright or confidential notification can be placed at the bottom of the slide can

be done. To add a footer, go to Insert Tab -> Click Header and Footer. On the dialog box,

entries can be made about what is to be included on the footer. An example of this is to

include the date and time on the slide.

The area will become dark which will indicate that this entry will appear on the slide.

Other features such as slide numbers can be entered as well. By looking on the Footer, itill be clear where the entry will be located on the slide. If the user decides to remove

these elements at any time, the option can be un-checked. A customized footer can be

inserted by placing a check box next to the footer and enter the text desired. One of the

great features of footers is that they can be updated easily when the changes are necessary

from one central place.

The user can choose whether they want the footer to appear on the title slide or not. There

is an option that allows for different footers to be available to a particular slide or all

slides. Once the changes are done, it will be instantly reflected on the bottom of all slides.If there is any need to make additional changes, click Header and Footer and select what

needs to be changed.

Backstage View and File Options

Many times, when a user is working in one presentation and would like to move to another

one, they usually close the first one and open the next one. This is not necessarily the case,

everything will happen Backstage which is a term Microsoft uses for things that are being

done with a file. To access the Backstage area, click File on the toolbar and this will

enable the “Backstage View”. At this point a new PowerPoint file can be opened, open anexisting file, print a file or save the one you are currently working on.

The file can also be shared or exported from this area as well. There is also an option to

completely close out the file in its entirety. While in the Backstage, there is the Info tab

hich gives all the necessary information about the current presentation. The properties of

the presentation are located to the right of the screen and it also provides useful

information on the file. Information like the file size, the amount of slides contained, when

the file was created and the title of the presentation.

Additionally, Show All Properties can be clicked on the bottom right of the screen and thisill provide more information. Information provided will include how many words are

contained, if there are any multimedia items, if there are any comments, what template is


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being used and other useful information. The user can also click Open File Location to see

the location the file is saved in.

If the user desires to return to the presentation they were working on, click the arrow in

the top left of the screen and it will go back to the presentation.

Working with slides

There are many ways to add slides in PowerPoint. One way has already been covered byour guide which was selecting New Slide within the Home Ribbon Tab and selecting the

content and start populating. However, a new slide can be added without selecting a

layout. It can be done by creating a new slide and using the layout of the current slide. By

using the keyboard, the user can hit Ctrl-M to quickly add a slide. The final way to do this

is to right click the mouse and choose New Slide. Once the slide has been selected, the

layout can be changed by ensuring it is the slide currently in the selected view. Then go

into the Home Ribbon -> Clicking Layout and choosing which one suits your needs. Once

you have selected the layout you desire, you can add the text as necessary.After adding text, you may desire to add some pictures to the presentation as well. The

mouse pointer can be hovered over the insert icons where the user can insert a table, a

chart, SmartArt content or pictures. As necessary, more things can be added to complete

the presentation. If this same slide is desired to be used again in the same presentation, the

user can right click and choose Duplicate Slide. This will see a copy of the slide added to

the presentation.

All that has to be edited is the text of the slide. Just click into the content areas and you

ill be able to edit the text or pictures as necessary. If at any time there are slides that needto be deleted, the user can remove them by deleting them. The easiest way to do this is to

choose the slide, and hit the Delete key on the keyboard. The slide can also be right

clicked and the user can choose “Delete Slide”. This can also be done by holding down the

Shift key and selecting multiple slides and then hitting the Delete key or right clicking and

clicking Delete. The slide can be deselected by clicking away from them once they are

selected.

Modifying the Slide Layout

If after adding text and content, you decide to change the layout of the slide this can bedone quite easily. You will not have to delete or recreate the content, the layout can be

changed at that point if desired.

While the slide is selected click on the Home Ribbon -> Click Layout. It will display all

the available themes and it can be changed. Just click the layout desired and it will

rearrange the slides as necessary to conform to the selected layout. All the text will be left

in place and not changed.

One of the layouts called “Content with Caption” will arrange the layout quite nicely

allowing the details to be easily readable. In some cases in layouts with placeholders, theuser may find that they have accidentally moved the placeholder a little bit, but that is fine

as it can be reset to its original layout.


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Located under the Home Ribbon Tab -> Layout -> Reset. This action will put the

presentation back to the original settings with the current available content in the layout.

This can be used to reset the presentation as much as possible.

Some users who find themselves changing the layouts very often should consider making

a custom layout that can be used over and over. This can be done in the Slide Master

View. This is accessed in View -> Slide Master where you can create the custom layout.

Once you have configured the layout how you desire, right click on the slide and choose

Rename Layout. It will show Custom Layout by default but that can be renamed as

desired.

The user can exit this view by clicking the Slide Master Ribbon Tab and choosing Close

Master View. When the user attempts to choose a layout in the future they will have

available the custom layout as an option as well.

Slide Sections

One of the standout features of PowerPoint is to be able to separate the slides into differentsections. This can done in two ways. The first way is a division that only PowerPoint and

the user will be aware of. What this means that it will make it easier for the user to

organize the presentation visually into sections. The second type of division is also a

visual one that can be used by the creator and the audience which is an actual header slide.

This is a good approach as it allows the presenter to pause to catch a breath while the

audience can regroup and refocus on the content.

An important note to understand is that sections can be used without using the visual

header slide however it is a great habit to adapt to your presentation design. To do this,click in between the slides that need to be separated into section. Then add a new slide

from the Home Ribbon and choose the Section Header option. There will be a title and a

subheading that can be completed as necessary. This is how the divisions are created by

using the section header.

Once the section headings are in place, PowerPoint will have to know about them. A

logical section can be created in the presentation and this is done by inserting the mouse

here one section will end and the new one will begin. Go to the Home Ribbon -> Section

-> Add Section and it will show the different sections and show which slides are part of hich sections.

The user can right click and then select Rename Section and give the section a name. The

sections can be named to allow easy sorting and allows the user to find particular content

faster. This also helps to reduce visual clutter with many slides.

The user can click Section in the Home Ribbon tab and choose Collapse All. This will

collapse every section that has been created in the presentation. The user can quickly find

out how many slides are in each section and click to expand the section conveniently.

Section can also be clicked again to select Remove All Sections if they are not requiredanymore or it can be expanded to see all of the slides.

It is also very convenient to work in the Slide Sorter mode. This mode is accessed by


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going to the View Ribbon -> Slide Sorter. Under this selection you can collapse or expand

the sections as necessary. This view is very useful as the user can navigate and easily see

all the slides that are contained in the sections. This allows for easy rearranging of the

slides to be completely organized. Working with sections will prove to make the

organization of the presentation much easier.

Rearranging Slides

In some cases, the development of a presentation is a constantly evolving process. At the

beginning of the development the user may have an outstanding plan and while creating

they may find a different way to deliver it. The flow of the presentation is important so the

slides can be rearranged each time the ideas of the user will change. To rearrange the

slides, they can be clicked and dragged with the mouse and released once placed in the

desired spot. If the slide needs to move down, the slide can be moved up or down as

necessary.

The mouse can be scrolled and the user releases it when the pointer is in a spot that isgood for the slide to be placed in. More than one slide can be moved around by holding

down the Shift key and selecting the slides as necessary then dragging them around.

The Slide Sorter is a good way combined with the sections to rearrange large chunks of

the slides in a given time. This is a great feature to have while making a presentation as it

is helps to have the presentation properly organized. Using sections will help to avoid this

problem and make things easier to be rearranged quicker. When the slides have been fully

rearranged, click the View Tab -> Normal and go back to regular slide editing.

Adding Pictures to Clip ArtIn the previous areas, we have added images to the presentation using the placeholders

hich made a difference. Pictures make a great difference when added to a presentation as

they can strengthen words and create a visual interest.

The easiest way to insert an image into the slide is to change to the Insert Tab -> select

pictures. Browse the computer and select the picture from a saved location. At this point

there is no placeholder so the picture can be placed anywhere as necessary.

The user can click and drag the image which will produce guides on the sheet. These

guides appear to help the user center the picture in accordance with other elements. The

image can be made smaller or larger as desired. This is done by clicking and dragging any

diagonal point on the image to adjust it. It is important to note that this is the four outside

points that are used to do this. The middle points will skew the image when selected. This

means that it will shrink or stretch it.

When handling pictures, a new tab will appear, called the Picture tools tab. This tab can be

selected and choose the option to Reset Picture. If the user clicks on the pull down arrow,

the size and the picture can be reset as it was originally loaded into the presentation.

The background can be adjusted based on the needs of the user by going into Format

Background. A design pane will be shown on the right of the screen. It will give the user

some choices to edit the background such as solid fill, gradient or pattern fill.


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Aligning objects using a Guide

Essentially, a PowerPoint slide is a big white square to fill with dynamic content. The user

should aim to build great presentations that look polished and where everything looks

aligned. Guides are used to achieve proper alignment between the object and another

existing object. These guides will automatically appear when the object is centered or has

even spacing with another object. To use the guides feature, you will want to ensure that

the guides are turned on.

This is done by clicking the View Ribbon tab and then clicking the arrow that points to the

right underneath the Guide section. This will provide additional options for the Grid and

Guides. Ensure that a checkmark is selected for the option to display smart guides when

shapes are aligned. The OK button can be clicked to come out of the dialog box.

Another alternative is to adding picture is to drag and drop the image from a folder

directly on the slide. If multiple images are selected they will all be placed on the slide. It

may appear that it is one image placed but they are all on top of each other so onceselected and moved around the rest will appear.

They may appear small so the user may need to adjust the size of the images using the

points as described before. Once the images start to move around then the guides will

appear to let the user pay attention to alignment. This will allow the user to be able to

make the presentation as neat as possible.

Formatting and adding Picture Effects

When pictures have been added to the presentation, they can be accentuated with shadows,

backgrounds and various effects. To do this, while the picture is highlighted, go to thePicture Tools Format tab that will appear once the user clicks on the picture. One of the

first things that can be done to an image is to make corrections to it. Corrections such as

softening, blurry, sharpening and crisp can be done to the image. If the mouse pointer is

moved over each of the settings, it will show a preview of what the image with the applied

change will look like.

Artistic effects can be added to the picture such as turning it to a watercolor picture. It can

also be re-colored if desired according to a color in the presentation theme. The images

can also be compressed to reduce the file size and thus save some space. Also if a changeas made that you are not comfortable with you can always reset the picture

When a picture is reset it will return to the original way it was inserted into the slide.

Picture styles can be added by clicking the down arrow next to Picture Styles. There will

be a lot of preset choices available that the user can choose from. When the mouse is

hovered over it will show the preview and the desired one can be chosen. Picture effects

can also be selected in a similar way by clicking the down arrow and looking at the preset

choices.

Options such as shadows, reflections, glows and soft edges can be added to an image.Once changes have been made the user has the option of copying and pasting the actual

formatting of the slide. This is done by using the Format Painter tool, with the image


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selected go the Home Ribbon -> Format Painter. Go to the next slide the formatting should

be applied to and the icon will change when the mouse is hovered over it. When the

paintbrush appears, click once on the picture and it the formatting will be applied.

Some cases may require the picture to be cropped and this is done by clicking the Picture

Tools Format tab -> Clicking Crop then the black lines can be clicked and dragged as

necessary to crop the photo. This will allow you to choose what you want to include in the

photo. When satisfied with the crop, click the Crop button once again and the user can

now resize the photo as desired.

Object Layering

The order in which objects are placed on top of each other can play a critical role in the

design of the presentation. The effect can make the difference to show if the presentation

as done hurriedly or it was designed beautifully. Details can be fined tuned so objects

and can be properly organized into an order of how they are placed on each other. This

becomes very important when you are handling text boxes, photos and other content thatill overlap. The order in which elements are added makes the newest object be the one

that is shown on top.

To adjust the order of photos, the user can choose the photo that is on top and if that photo

should go underneath the others the user can right click -> Send to Back. If the photo is

still above the one you need, repeat this step. This will change the layer order of the

picture and move it behind the picture that was original below it.

On the contrary, if the picture should be brought to the front, the user should right click ->

Bring to Front. These tips can allow the user to use object layering to make the important parts of the presentation stand out.

Removing the background from pictures

While adding pictures in presentations, in some cases a background may cause an issue

ith the picture. Some of the pictures have backgrounds that do not make it look clean and

polished when added to a presentation. However, there is a built-in tool that can help the

user to remove the background.

The tool will set a transparent background so whatever color the slide has will be shown

around the picture. To do this, click on the picture and then click on the format ribbon tab.

On the left of the screen, there will be an option for the remove background tool. Once this

is selected, parts of the picture will remain and part of it will disappear.

Another thing that would need to be done is to tell PowerPoint what areas of the image

you would want to keep. This is done by ensuring that the width and length of the photo is

outlines by adjusting the grey bullet points. There is an additional feature that can be

selected on the left side of the screen called mark areas that will indicate to PowerPoint

hat parts of the image should be kept.

The user can draw a line to show the software exactly what should remain until they are

satisfied with the results. Once completed with the changes, click keep changes at the top

hen finished with all edits.


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The Eyedropper tool

Colors can be selected in the presentation by using the Eyedropper Tool. This tool will

allow the user to choose a single color from any image that is on a slide and apply it on the

palette. This will allow it to be used on other slides.

When there is a picture on a slide where the color is to be used it is done in the following

ay. As an example, to change the background of a slide to a chosen color, it is done bygoing to the Design Ribbon tab -> Format Background on the right side of the screen. In

the Format Background Pane, choose a Solid Fill and then click the down arrow that is

beside the paint can. Then choose the Eyedropper and once the mouse pointer is moved

over the slide a magnifying glass showing the color the Eyedropper is presently over.

It is important to note that as the pointer moves it will fine tune the color. It will adjust as

the pointer is moved and the user is free to choose any color they desire that is on the

slide, this also includes text. This is also a great way to match logo colors and other things.

In any color choosing screen the eyedropper tool can be used.Bullet Points

Bullet Points are one of the tenets of PowerPoint. It is a short and easy way to point out

your message to the audience of the presentation. It helps both the presenter and the

audience to keep them both focused and always direct them on what to talk about.

Bullets can also be converted into sub-bullets by hitting the tab button on the keyboard.

Another bullet point can be created by placing the cursor where the new bullet should be

and the enter key can be pressed. Sometimes the user creates an indented bullet point by

accidentally pressing the tab key, to undo this, press and hold the Shift key and press thetab key. If you need to put back an indent just press the tab key again.

The bullet styles can be changed by going to the Home Tab Ribbon -> Click the down

arrow that is next to bullets. The various styles will be shown and the user can make their

choice. The user can also click Bullets and Numbering and be able to access more bullet

types to choose from. Options such as size and color of bullets can also be adjusted as

desired.

To create a numbered list the user can drag and highlight all the text and then go to the

Home Tab Ribbon -> Click Numbering. This will turn the selected items into a numbered

list. Similar to bullet lists a new numbered area can be done by placing the cursor where

desired and hitting the enter key on the keyboard, PowerPoint will automatically renumber

the list.

An item can be removed from the list and PowerPoint will again adjust the numbering as

necessary. Also just like bullet points, the user can click the down arrow beside

Numbering and choose from the various types. Bullets and Numbering can also be used to

change the size and color of the outline forms.

Using the outline mode to edit content

At times the user may choose to add or edit content directly without any intervention from

pictures, clip art or other designs in the presentation. This is what the outline mode is used


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for, it will give the user a text only version of the slides so they can be edited directly. To

access this mode, click the View Ribbon Tab -> Click the Outline View. This will enable

the text version of the slides. The slide that is selected will show on the right and as the

changes are made it will show on the right.

The slides can even be rearranged by clicking and dragging and moving them around in

the presentation similar to what can be done in the regular Navigator View. The user has

the option of creating all the text in Microsoft Word and then come into the Outline Mode

and copy and paste and it will be there in an outline. Once in the Outline View and

finished, go to the View Ribbon Tab -> Click Normal and it will go back to the regular

editing. This is a great way to add content quickly to the presentation.

Formatting text and adding WordArt

The text used in the presentation can be made much flashier by adding WordArt and

applying styles. WordArt will change the plain text to something great that looks so much

better than basic text. To apply the WordArt to the text, click and drag to highlight the text.This time instead of changing font properties on the Home Ribbon Tab there will be a

Drawing Tools Format Tab that has now appeared.

Once this has been clicked on, there will be some suggested WordArt styles shown. Click

on the down arrow to see styles that can instantly change the text. In addition to WordArt,

the user can add Text Effects such as reflections, 3-D rotations and shadows. The text can

also be transformed and if the mouse pointer is hovered over the transformation a preview

of how it is going to look will be shown. If you choose to change the edits that have been

done, go to the Home Ribbon Tab -> Layout -> Reset and it will return to how it was

before the WordArt styles were added.

An entire placeholder’s text content can be changed all at once by selecting the

placeholder. While it is selected all the font properties such as making the fonts larger,

smaller, bold or even change the color. WordArt can be applied to the text while all still

having the Drawing Tools Format options available. Text effects can also be applied here

as well.

Working with Text Boxes

A text box can be considered a placeholder that is somewhat similar to the ones that were being used up to this point. The user has the freedom to add their own text boxes and

resize them, change the font in them ad essentially manipulate them as they like.

To insert a text box into the presentation, click on Insert onto the Ribbon Tab ->