Page 1 | Powerful presentations with PowerPoint 2016

Create dynamicpresentations with PowerPoint2016

Microsoft PowerPoint 2016 is here to help you create, share, and co-author powerful presentations across Microsoft Windows, Mac, iOS, and Android devices like never before. With new features—including modern chart types, screen recordings, and the Microsoft Office Mix add-in with enhanced screen recording functionality—PowerPoint 2016 allows you to bring your presentations to a whole new level.

NOTE: This guide covers the desktop client version of PowerPoint 2016 for Windows. Some of the features below are not yet available in PowerPoint2016 for Mac. To learn what’s new in Office 2016 for Mac, please visit support.office.com.

What’s new in PowerPoint 2016

PowerPoint 2016 has new features, built so you can do great work with smart tools that help you stay on task. To learn more about new features that are offered across the suite of Office applications including Tell Me, Smart Lookup, Ink Equations, Save As improvements, new charts, simplified sharing and more, check out the What’s new in Microsoft Office 2016 IT Showcase productivity guide at aka.ms/WhatsNewOffice2016.

Enhanced sharing and co-authoring are now available for presentations stored on Microsoft OneDrive or Microsoft SharePoint Online. When you are using SharePoint Online or Microsoft OneDrive for Business, you can take advantage of the new history feature, which stores versions of your presentations that you can return to if necessary.And when you want to record your presentations, you can use Ink playback to show your handwritten notes in your preferred times and places.

Getting started

PowerPoint presentations work like slide shows. To convey a message or a story, you break it down into slides. Think of each slide as a blank canvas for the pictures, words, and shapes that will help you build your story.

Templates

All your presentations start as a template. This might be as simple as a blank slide, or as complex as a full presentation with placeholder images, a theme, formatting, and transitions. After you have selected a template, you can insert pictures, text, videos, transitions, and animations.

Create your first slide

  1. Start PowerPoint, then select Blank Presentation. A new presentation with a blank title slide appears.
  1. To insert a new slide, on the Home tab of the ribbon, select New Slide.

Working with the ribbon

The ribbon brings important features and tools to your fingertips to help you be more effective. Appearing at the top of each window, the ribbon displays tabs that contain the most commonly used features and tools. As you perform various tasks, such as working on a chart or inserting a picture, other contextual tabs appear with tools specific to the task at hand.

Inserting pictures, text, and charts

One of the most commonly used tabs in PowerPoint is Insert, where you can insert a picture, text, a chart, a transition between slides, or an animation.

Insert a picture

  1. Select the Insert tab.
  1. Select the type of image you want to insert in the Images group. You can choose from:
  • Pictures – Browse to pictures stored on your computer.
  • Online Pictures – Browse to pictures on a website.
  • Screenshot – Insert a picture you recently took of your computer screen by using the Print Screen key.
  • Photo Album – Choose pictures from an album you create in PowerPoint.
  1. Insert your picture.

NOTE: When you insert a picture, a new contextual tab called Picture Tools appears. This has a Format tab containing tools for working with the picture.

Insert text

  1. Select the Insert tab, then select Text Box in the Text group.
  1. Enter your text, then format it to your taste.

Insert a chart

  1. On the Insert tab, select New Slide, then select Blank.
  1. In the Illustrations group, select Chart.
  2. Select a chart type, then select OK.

Edit data in an inserted chart

After you insert a chart, you can edit its underlying data.

  1. When you insert a chart, the Chart Tools contextual tab appears, with Design and Format tabs. Make sure you select the Design tab.
  1. Select Edit Data. Microsoft Excel opens in a new window and displays the worksheet for the selected chart.
  2. In the Excel worksheet, select the cell that contains the title or the data you want to change, then enter the new information.
  3. Close the Excel worksheet. PowerPoint updates and saves your chart automatically.

Insert transitions between slides

Standard presentations often have abrupt changes from slide to slide, which can be jarring to your audience. If you want the pace of your presentation to look controlled and flowing, just add transitions between your slides. Slide transitions are the animation-like effects as you move from one slide to the next during an on-screen presentation. Everything you need is on the Transitions tab.

  1. In the Navigation Pane, select the slide to which you want to apply a transition.
  1. On the Transitions tab, find the effect you want for that slide in the transitions gallery, thenselect that effect to

see a preview. To see the entire gallery, select the More button .

  1. On the Transitions tab, select Effect Options to change how the transition occurs such as changing the direction from which the slide enters.
  2. Use Duration to set how fast each transition takes place. To make the transition slower, you will need to set the number higher.
  3. Select Preview to see what the transition looks like with all your new settings.

TIP: If you want all slides in your presentation to transition the same way, select Apply To All in the Timinggroup.

Insert animations

To impress your audience and draw attention to a specific piece of content on a slide, apply animation effects (motion) to text, pictures, shapes, SmartArt graphics, and more. Animations are not the same as transitions. A transition animates the way one slide changes to the next, whereas an animation makes an object move within a single slide.

  1. Select the object or text on the slide that you want to animate.
  1. On the Animations tab, select Add Animation, then choose an animation effect.

Using Morph for animations

Morph is a new transition type that makes smooth animations and transition movements in your presentation. To use Morph, you’ll need two slides with at least one object in common. The easiest way to do this is to create a slide, duplicate it and then make adjustments to the second slide – such as resizing, changing the color, or moving the position of the common object. Then, select this second slide and go to Transitions > Morph to see the object automatically animate.

Using Presenter View

If you are using two monitors, Presenter View lets you see your notes, the current slide, and the next slide on one monitor as you present, while the audience sees only the current slide on the other monitor. Presenter View is enabled by default. You can turn off Presenter View from the Slide Show tab on the ribbon, by clearing the Use Presenter View check box in the Monitors group.

Working with a touch device

PowerPoint supports your touch devices with new Ink to Math and Ink Playback functionality. If your presentation requires a formula, you can write the formula by hand, and PowerPoint will format it as a typed formula. And if you are recording a live presentation and use your finger to write on a slide while using a touch-enabled screen, your recording will include the written notes at the correct times and places in your presentation.

Create a recording to play during a presentation

You can insert a screen recording into a slide without leaving PowerPoint. This is great for when you want to include a screen capture demonstration of your product in your presentation since you do not need to uses a third-party application.

  1. On the Insert tab, select Screen Recording, and the PowerPoint window becomes minimized.
  1. In the screen recording tool, select the Select Area button.
  2. Drag to draw a rectangle for the area of the screen you want to record.
  3. If you do not want to record audio or your pointer, deselect the Audio or Record Pointer button.
  4. Select the Record button.

After a three-second countdown, the recording begins.

TIP: If you move your pointer away from the recording control window, it might disappear. To lock the recording control window in place, select the pushpin button in the lowerright corner.

  1. To end the recording, select the Stop button.

TIP: You can also press the Windows logo key+Q to stop recording.

Best practices

Here are some tips for giving your presentation maximum impact:

  • Keep your message short and simple. Make sure your presentation is focused and no longer than needed.
  • Use an easy-to-read design and theme. The predefined themes are designed to be effective without being showy. They are generally a good choice for conveying your point.
  • Use pictures to illustrate your message. PowerPoint is a visual presentation tool, so use images whenever possible to tell your story.
  • Limit the information on each slide. Just as your presentation should be simple and focused, so should each slide.
  • Use animation sparingly. Animation is meant to draw attention to an element on the slide and can distract from everything else in your presentation if it is used excessively.

Collaborating and sharing

By sharing presentations that are saved to OneDrive for Business or SharePoint Online, you can ensure your colleagues have the latest versions to view and edit. This enables you and your team to co-author the same presentation at the same time, whether you are using PowerPoint on your desktop, tablet, or phone, or Microsoft PowerPoint Online. From your Windows, Mac, iOS, or Android device, you can also add and reply to comments right next to the slide you are discussing. This enables everyone to view the comments, who made them, and when they were made.

Working in the cloud

PowerPoint works on OneDrive, OneDrive for Business, and SharePoint Online. Working in the cloud not only means you can share and work with your colleagues, but also protects your presentations from loss. In addition to the redundancy in cloud storage, PowerPoint also maintains a version history when presentations are stored and edited on either OneDrive for Business or SharePoint Online.

Co-authoring features

After you have shared your presentation, you and any colleagues who have edit access can work on the presentation at the same time. In addition, if your presentation is on OneDrive for Business or SharePoint Online, PowerPoint keeps a version history of your presentation. If a team member makes a change that you do not want to keep, you can restore the file back to a previous version.

  1. On the File tab, select History.

If you do not see History on the File tab, your document is not saved to the cloud, nor to a location that has version history tracking enabled.

The History pane appears, showing the current and previous versions.Select the previous version you want to restore, and the selected version opens in a new window.

  1. Select the Restore button.

Threaded comments

Threaded comments in PowerPointallow people to have useful conversations right next to relevant text. Those viewing the file can see all comments and when they were made.

Using threaded comments

  • In the comment to which you want to reply, select the Reply button to add a response.

Using Office Mix

Office Mix is a PowerPoint add-in with its own ribbon tab that contains tools for recording your presentation, creating screen capture demos, inserting quizzes, and exporting presentations to a Sharable Content Object Reference Model (SCORM) package. You can use a SCORM package in a learning management system (LMS), and in a Mix site for storing and sharing your Mix presentations (Mixes).

Office Mix gives you a better way to share your presentations. You can share read-only presentations with full animations and transitions, and measure their impact and audience engagement. You can easily embed Mixes on company blogs, websites, and social media. With Office Mix, you can transfer knowledge more effectively by adding voice, video, and digital ink to your slides. You can see who watched which portions of your content and survey your audience, gaining valuable feedback and insights.

With Office Mix, you control who has access to your content. Office Mix provides multiple levels of access control, allowing you to publish content to the web or restrict it to your organization.

Office Mix ribbon tab

The Office Mix add-in adds a new Mix tab to the PowerPoint ribbon. This tab gives you access to the Office Mix recording, quiz, and publishing features, and also provides a link to a set of tutorials.

Getting started with Office Mix

Install the Office Mix add-in:

  1. In your web browser, go to mix.office.com.
  1. Select Get Office Mix.
  2. Signin with your account.
  3. Select Run to run the OfficeMix.Setup.exe setup file.

NOTE: You need to quit PowerPoint before running this file.

Create your first Mix:

  1. Select the Using Mix button on the Mix tab. This opens an Office Mix Welcome pane that includes the following tutorials:
  • What is Office Mix – A video tutorial explaining Office Mix.
  • Screen Recording – A video tutorial showing how to use Office Mix to create screen recordings.
  • Publish and Share – A video tutorial showing how to publish and share your mixes.
  • Create your First Mix – An interactive PowerPoint tutorial with detailed steps for creating a simple mix.
  1. Select Create your First Mix.
  2. Follow the directions to create, upload, and share your first mix.

Visit the Office Mix site for more information. For more information, examples of Mixes, and tutorials on using Office Mix, go to mix.office.com.

Using PowerPoint on a phone or tablet

In addition to using PowerPoint on your computer, you can use PowerPoint (part of Microsoft Office Mobile) on a Windows Mobile, an iPhone or iPad, or an Android tablet or phone. To get started with installing and setting up PowerPoint on a mobile device, visit

For more information

Microsoft IT

microsoft.com/itshowcase

Microsoft Office Support

support.office.com

Building an online training session in Office Mix for PowerPoint

microsoft.com/itshowcase/Article/Content/761/Building-an-online-training-session-in-Office-Mix-for-PowerPoint

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IT Showcase Article

microsoft.com/itshowcaseNovember2016