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Title page image

Trademark Acknowledgments

Contact Us

Credits

Acquisitions Editor
Aaron Black

Project Editor
Maureen S. Tullis

Copy Editor
Scott D. Tullis

Technical Editor
Vince Averello

Manager, Content Development & Assembly
Mary Beth Wakefield

Vice President, Professional Technology Strategy
Barry Pruett

Editorial Assistant
Jessie Phelps

Production Editor
Barath Kumar Rajasekaran

Proofreading
Debbye Butler

About the Authors

Barbara Boyd is the author of Innovative Presentations For Dummies with Ray Anthony and was a contributor to Killer Presentations with Your iPad, written by Ray Anthony and Bob LeVitus. She is also the author of iPhone All-In-One For Dummies and Macs All-In One For Dummies, both with Joe Hutsko. She writes about technology, food, travel, and country life in Italy. When not writing, she divides her time between Rome and an olive farm in Calabria.

Ray Anthony is a dynamic keynote speaker and a national leading authority in advanced presentation engineering, training, consulting, and executive coaching. He founded and is president of the Anthony Innovation Group in The Woodlands, Texas. Ray’s clients include numerous Fortune 500 companies, the CIA, NASA, and the military. An expert in business creativity and innovation, he has a passion for helping people use creativity in ways that will boost their careers, bring prosperity to their organizations, and enrich their lives.

Authors’ Acknowledgments

This book, like any, is a collaborative effort. Our thanks go to Acquisitions Editor Aaron Black for asking us to write this book, and to the executive and support staff at Wiley who do all the invisible background work to make these books happen. A special thank you goes to Project Editor Maureen Tullis and the editing team at T-Squared Consulting, who coached us through learning the new-to-us style of the Teach Yourself Visually series and, without complaint and with much patience, put up with changes at the eleventh hour. Thank you to Technical Editor Vince Averello for keeping us on our technical toes and doing an accurate, detailed job. Last but not least, a shout out to our literary agent Carole Jelen ― we wouldn’t have written this book without her guidance and support.

How to Use This Book

Who This Book Is For

This book is for the reader who has never used this particular software application but is familiar with the workings of PCs in general and specifically the Windows operating system. It is also for readers who want to expand their knowledge about PowerPoint 2016.

The Conventions in This Book

001 Steps

This book uses a step-by-step format to guide you easily through each task. Numbered steps are actions you must do; bulleted steps clarify a point, step, or optional feature; and indented steps give you the result.

002 Notes

Notes give additional information — special conditions that may occur during an operation, a situation that you want to avoid, or a cross reference to a related area of the book.

003 Icons and Buttons

Icons and buttons show you exactly what you need to click to perform a step.

004 Tips

Tips offer additional information, including warnings and shortcuts.

005 Bold

Bold type shows command names, options, and text or numbers you must type.

006 Italics

Italic type introduces and defines a new term.

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Teach Yourself VISUALLY™ PowerPoint® 2016

CHAPTER 1

Starting with PowerPoint Basics

Whether you want to convey ideas to your staff, convince a new client to hire you, or give a Technology, Entertainment, Design (TED) talk, PowerPoint provides the tools for creating visuals to support your words and help your audience remember you. This chapter covers PowerPoint basics, then explains the parts of the PowerPoint window, different views, and more.

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Introducing PowerPoint

Explore the PowerPoint Start Screen

Create a Presentation in Backstage View

Save a Presentation

Explore Normal View

Navigate PowerPoint Views

Navigate Slides

Work with Ribbon Groups, Commands, and Galleries

Using the Quick Access Toolbar

Arrange Presentation Windows

Close a Presentation

Using Help

Introducing PowerPoint

With PowerPoint, you can create a compelling, professional-looking slide show. The PowerPoint program provides tools you can use to build presentations that include graphics, charts, video, sound, animations, and an assortment of ways to transition from slide to slide. It provides various views to create, organize, view, and display your presentation. Many tasks start in Backstage view. To access this view, click the File tab on the Ribbon. For more on creating presentations, see Chapter 2.

Choose a Slide Theme and Layout

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A slide theme applies preset design elements such as colors, background graphics, and text styles to a slide. A particular slide layout applied to a slide determines what type of information that slide includes. For example, a Title Slide layout has a title and subtitle. A Title and Content layout includes a title, plus a placeholder that holds a list of bullet points, a table, or other graphic elements. For more on themes and layouts, see Chapter 3.

Add Content and Media

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You can create original text, charts, graphs, and graphics in PowerPoint or import a media file, such as a photo, logo, or video, created in another app. Normal view displays all the elements of your slide. The Slides pane shows miniature versions of all your slides, whereas the Outline pane displays only the text of each slide. You can insert text boxes that enable you to add slide text that does not appear in the presentation outline. For more on content and media, see Chapters 4 to 7. For more on adding animation, see Chapter 8.

Organize Slides

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After creating several slides, you may need to reorganize them to create the proper sequence for your presentation. You can reorder slides in Slide Sorter view. This view shows slide thumbnails that you can move, delete, duplicate, or hide. You can also perform these actions on the Slides pane in Normal view. For more on organizing slides, see Chapter 9.

Build an Outline

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You can type text in outline form to build slides for your presentation. In the Outline pane in Normal view, an icon represents each slide, and each slide contains a slide title next to the icon. Second-level lines of text on the outline appear as bullet points on the slide. These bullets convey the main points you want to make about each topic. For more on building outlines, see Chapter 10.

Work with Masters

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A set of slide themes and layouts combines to create a set of master slides. Masters enable you to change design elements and add content that you want to appear in a particular location on all slides that use that template. This saves you from having to add repeating content, such as your company logo, to each slide. For example, you can set up the master so an identical footer appears on every slide. For more on working with masters, see Chapter 11.

Set Up Your Show and PowerPoint Options

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You can add audio, animations, and transitions to your slides. You can record a narration that plays when you give your presentation. Use animation to move an element on-screen, such as a ball bouncing onto the screen. Transitions control how a new slide appears on-screen — for example, a slide can fade in over the previous slide. For more on setting up a show, see Chapter 12. For more on customizing PowerPoint to fit your needs, see Chapter 16.

Present or Share a Slide Show

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After you add the content, choose slide designs, and add special effects, you are ready to run your slide show presentation. Tools appear on-screen during the slide show — they help you control your presentation and even enable you to make annotations on your slides as you present them. Presenter view shows your notes and provides a timer to ensure that your presentation is flawless. For more on presenting, sharing, or printing a slide show, see Chapters 13, 14, and 15. For more on designing a presentation, see Chapter 16.

Explore the PowerPoint Start Screen

You start PowerPoint from the Windows 10 Start screen so that you can begin designing a presentation. When you open PowerPoint 2016, the Start screen appears automatically. From the Start screen, you can start a new presentation or open an existing one. The Start screen lists recently opened presentations and enables you to create a presentation from templates on your computer, or search for PowerPoint templates on the Internet, which is explained in Chapter 3.

Explore the PowerPoint Start Screen

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001.eps Press the Windows button (9781119074700-ma001.tif).

The Start menu appears.

002.eps Hover the mouse pointer slightly above the toolbar to hide it.

The All Apps button appears in the lower left corner.

003.eps Click the All apps button.

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A scrollable pane on the left displays an alphabetical list of all apps on your computer.

004.eps Position the mouse pointer to the right of the apps list.

A scroll bar appears.

005.eps Scroll down to find PowerPoint 2016.

If you do not see it, scroll to and click Microsoft Office 2016, and look for PowerPoint 2016.

006.eps Click PowerPoint 2016.

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PowerPoint opens and displays the Start screen.

dga.eps You can open a recently opened presentation here.

dgb.eps You can open a file from your computer, an external drive, or cloud service here.

dgc.eps You can create a new presentation by clicking a template.

dgd.eps You can use the search box to look for a template on the Internet.

007.eps Click one of the themes.

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The theme preview dialog box opens.

dge.eps Click the arrows (9781119074700-ma007.tif or 9781119074700-ma008.tif) to view the theme’s layouts.

dgf.eps You can preview different theme designs here.

dgg.eps Click the arrows (9781119074700-ma009a.tif or 9781119074700-ma010.tif) to view the previous or next theme.

dgh.eps Click Create to start a new presentation.

dgi.eps You can click the Close button (9781119074700-ma002.tif) to cancel the preview dialog box.

Create a Presentation in Backstage View

You can create a new presentation from the PowerPoint Start screen, or from the File tab on the Ribbon (also known as Backstage view). You can create a new presentation from scratch or by using a theme and templates. Creating a presentation from scratch enables you to design freely without preconceived notions, whereas working from a template saves time and promotes ideas by starting you off with a certain look and color scheme. You can find templates on your computer, as well as on the Internet for free or for a fee.

Create a Presentation in Backstage View

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001.eps Click the File tab to show the Backstage view.

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002.eps Click New.

Templates available on your computer appear.

dga.eps Click here to choose a blank presentation.

dgb.eps You can hover the mouse pointer over a template and click the Pushpin button (9781119074700-ma003.tif), which pins a theme to this list (9781119074700-ma003.tif changes to 9781119074700-ma004.tif).

003.eps Click the presentation theme of your choice.

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This example uses the Facet theme.

004.eps Click a color scheme.

The preview changes to reflect your preferences.

005.eps Click Create.

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PowerPoint creates a presentation from the template.

Save a Presentation

After you create a presentation, you should save it for future use. Saving a PowerPoint file works much like saving any other Microsoft Office program file: You need to specify the location in which to save the file and give the file a name. By default, PowerPoint saves your presentation every ten minutes. If you want to save a presentation that has previously been saved, you can click the Save icon in the upper left corner of the PowerPoint window to quickly save it.

Save a Presentation

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001.eps Click the File tab to show the Backstage view as shown in the section “Create a Presentation in Backstage View.”

002.eps Click Save As.

003.eps Click This PC.

004.eps Click Browse.

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The Save As dialog box appears.

005.eps Click the folder where you want to save your file.

This example saves to the Documents folder.

006.eps Click in the File name text box to select the text and then type a filename.

dga.eps You can click and drag the scroll bar to find more folder locations.

dgb.eps You can click New folder to create a new folder.

In this example, the filename is Presentation Tips.

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007.eps Click the Save as Type drop-down arrow (9781119074700-ma005.tif) to change the file type from the default.

Note: If you choose a format other than the default PowerPoint format, you may see a prompt about an issue such as version compatibility. Respond to the prompt to continue saving.

008.eps Click Save.

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PowerPoint saves the presentation and the Save As dialog box closes.

dgc.eps The new filename appears in the title bar.

Explore Normal View

PowerPoint offers several views that you can use to work on different aspects of your presentation. Having different views is important because certain views are better for performing certain tasks. For example, arranging slides is easiest in Slide Sorter view.

You will usually work in Normal view, where you can create, position, and format objects on each slide. In Outline view, you can enter presentation text in outline form and the text automatically appears on the slide. In Slide Show view, you can preview your presentation as your audience will see it.

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dgA.eps Navigation Buttons

You can change views by clicking the View tab on the Ribbon and then clicking the command buttons for the view you want to use, or by clicking the command buttons on the status bar. These buttons include Normal view (9781119074700-ma011.tif), Slide Sorter view (9781119074700-ma012.tif), Reading view (9781119074700-ma013.tif), and Slide Show view (9781119074700-ma014.tif).

dgB.eps Slides Thumbnail Pane

The Thumbnails pane contains thumbnails of each slide. The thumbnails are numbered by the order in which they appear in the slide show. If you have more slides than fit in the pane, a scroll bar appears so you can scroll up and down through your show. You can click and drag the thumbnails to change the order of slides and you can delete slides from this pane.

dgC.eps Slide Pane

The Slide pane is the largest pane in Normal view and shows a slide and all its contents. Here you can create and manipulate slide objects such as graphics and animations, and type text directly onto the slide. Drag the scroll bar on the right up or down to move to the previous or next slide.

dgD.eps Notes Pane

The Notes pane appears below the Slide pane. You can type speaker notes associated with each individual slide. Position the mouse pointer on the line between the two panes until the pointer becomes a resizing tool, then click and drag to resize the Notes pane. You can refer to your notes while presenting without your audience seeing them.

Navigate PowerPoint Views

In addition to Normal view, you can use Slide Sorter view to organize slides, Notes Page view to create detailed speaker notes, and Slide Show view or Reading view to display your presentation. Each view has certain tasks that are easier to perform in that particular view.

Outline View

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Outline view has a pane that enables you to enter text into your slides in a familiar outline format. In this view, the Outline pane replaces the Slides Thumbnail pane. Top-level headings in the outline are slide titles, and entries at the second level appear as bullet points, but text in text boxes does not appear. The outline is a great reference if you need to write a paper to accompany your presentation.

Slide Sorter View

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Slide Sorter view is the best view to change the order of slides, delete slides, or duplicate slides. In Slide Sorter view, you can click and drag a slide to move it. If you double-click a slide, PowerPoint changes to Normal or Outline view — whichever you last used — and displays that slide in the Slide pane.

Reading View

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You can click Slide Show view (9781119074700-ma014.tif) to present your show. Slides appear one at a time at full screen size. Reading view (9781119074700-ma013.tif) is very similar to Slide Show view, but gives you more navigation flexibility because the status bar remains at the bottom of the screen and the title bar remains at the top. To exit either view, press esc.

Notes Page View

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In Notes Page view, you can display each slide and the associated speaker notes as one full page. You can also type notes on the page while viewing your slide. From the View tab, click Notes Page to work with this view.

Navigate Slides

Slide show presentations generally contain many slides. As a result, PowerPoint provides different ways to navigate the slides so that you can choose one that is most efficient and effective for what you are doing. The way you work on your project determines the way you choose to navigate. You can use the various scroll bar buttons to navigate slides in Normal view, click a slide in the Slides Thumbnail pane to select a slide, or view slide thumbnails in Slide Sorter view.

Navigate Slides

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Navigate Using the Scroll Bar

001.eps Click the View tab.

002.eps Click Normal.

003.eps Click and drag the scroll bar to scroll through slides.

004.eps Click the Next Slide button (9781119074700-ma015.tif) to display the next slide.

005.eps Click the Previous Slide button (9781119074700-ma016.tif) to display the previous slide.

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Navigate Using the Slide Thumbnail Pane

001.eps Click and drag the scroll bar to move through the slides.

002.eps Click a slide thumbnail.

The selected slide appears in the Slide pane.

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Navigate Using the Outline View

001.eps Click Outline View.

002.eps Click and drag the scroll bar to move through the slides.

003.eps Click a slide icon (9781119074700-ma019.tif).

The selected slide appears in the Slide pane.

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Navigate in Slide Sorter View

001.eps Click Slide Sorter.

Slide Sorter view appears.

002.eps Click and drag the scroll bar to move through the slides.

003.eps Click a slide.

PowerPoint selects the slide.

Note: Double-click a slide to view it in Normal view.

Work with Ribbon Groups, Commands, and Galleries

You can find all the commands that you need to design and present your slide show on the Ribbon, the user interface at the top of the PowerPoint window. If you work with other Microsoft Office apps, you are probably familiar with the Ribbon, but knowing the location of PowerPoint commands means you can work more efficiently.

Related commands are grouped on the Ribbon tabs. Commands are further arranged into groups on the tab, with the group names shown at the bottom of the group. Some command buttons include down arrows that display menus or galleries of commands.

Work with Ribbon Groups, Commands, and Galleries

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001.eps Click any tab on the Ribbon.

This example selects the Insert tab.

The commands for the particular tab you clicked appear on the Ribbon.

002.eps Click the button or check box for any command.

This example selects SmartArt.

The SmartArt dialog box appears.

003.eps Click Cancel or the Close button (9781119074700-ma002.tif) to cancel the command.

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004.eps Click the down arrow (9781119074700-ma021.tif) next to any button to display a gallery.

Note: Clicking a down arrow (9781119074700-ma021.tif) displays a menu or gallery.

005.eps Click the choice you want from the menu or gallery that appears.

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006.eps Click a dialog box launcher (9781119074700-ma020.tif).

Note: A dialog box launcher (9781119074700-ma020.tif) displays a dialog box when you click it.

In this example, the Font dialog box appears.

007.eps Click OK to accept any selections you have made in the dialog box.

The presentation reflects any changes you made.

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dga.eps For some Ribbon commands, such as those on a contextual tab, you must first select an object on the slide before choosing a command.

dgb.eps Note that the Drawing Tools Format tab does not appear until you click an object such as a text box.

Using the Quick Access Toolbar

The Quick Access Toolbar appears above the File tab at the top of the PowerPoint application window. For your convenience, it contains command buttons for the most commonly used PowerPoint commands. When you first open PowerPoint, the Save, Undo, Redo, Slide Show, and Customize Quick Access Toolbar buttons are present.

You can click the command buttons on the Quick Access Toolbar to execute these commands quickly. You can also easily add (or remove) some of these commonly used commands to (or from) the Quick Access Toolbar. You can even add your personal favorite commands to it.

Using the Quick Access Toolbar

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001.eps Click the down arrow (9781119074700-ma021.tif) on the right side of the Quick Access Toolbar to access the drop-down menu.

dga.eps Note the check mark appearing next to commands on the Quick Access Toolbar.

dgb.eps Click More Commands to see all available commands (see Chapter 16 for more information).

002.eps Click one of the commands from the drop-down menu.

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dgc.eps The selected command appears as an icon on the Quick Access Toolbar and a check mark appears next to it in the drop-down menu.

You can click a button on the Quick Access Toolbar to execute a command.

Note: Right-click a command on the Ribbon and click Add to Quick Access Toolbar to quickly add that command to the Quick Access Toolbar.

Arrange Presentation Windows

Sometimes you need to view multiple presentations on-screen at once — for example, when you want to compare their contents or copy a slide from one presentation to another. You can arrange PowerPoint in such a way that you can see multiple open presentations at the same time. This handy feature is found on the View tab.

Unless you have a really big monitor, you should limit the number of open presentations to three or four. Otherwise, you cannot see enough of each presentation to make this feature useful.

Arrange Presentation Windows

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001.eps Open two or more presentations.

002.eps Click the View tab.

003.eps Click Cascade (9781119074700-ma022.tif).

The presentation windows move so they overlap.

dga.eps You can click Switch Windows and then click a presentation in the menu to make that presentation active.

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004.eps Click Arrange All (9781119074700-ma023.tif).

The presentation windows appear side by side.

dgb.eps You can drag a window’s title bar to move the window.

005.eps Click the Maximize button (9781119074700-ma024.tif) on one of the windows.

The window appears full screen again.

dgc.eps If you do not see the Window buttons on the Ribbon, click the down arrow on the Window tab to see the gallery of commands.