PowerPoint 2016 You Run the Show!
MS16-441-0.5S-3HP
POWERPOINT 2016
Y OU R UN THE S HOW !
OFFICEPRO, Inc. 8 Granite Pl. Suite 26 Gaithersburg, MD 20878 MD: (301) 468-3312 DC: (202) 347-1114 VA: (703) 922-0400 Fax: (301) 263-6879 www.officeproinc.com help@officeproinc.com
P OWER P OINT 2016
Y OU R UN THE S HOW !
Presented by OFFICEPRO, Inc.
Manual # MS16-441-0.5S-3HP
Copyright 2014, all rights reserved. Material may not be reproduced in any form without written approval from OFFICEPRO, Inc.
About OFFICEPRO – We Change Lives! OFFICEPRO is a software-training company that specializes in providing high-quality, cost- effective, training services to our clients. OFFICEPRO has been providing computer training since 1984. We assist our clients in determining the most advantageous training solutions for their particular requirements and work with them to implement these solutions effectively in a flawless manner.
Student Expectations
Instructors OFFICEPRO’s instructors are simply the best in the business. They each have at least two years of stand-up training experience as well as “real world” experience in the applications they teach. The instructor teaching you today was chosen specifically for your class. When assigning an instructor we consider many variables. The instructor is available to answer questions throughout the day and after class.
Students can expect the following from an OFFICEPRO class:
Clearly stated class objectives
• •
The opportunity to express what they would like to achieve in class
Relevant training
• •
Hands-on training that allows students to learn by doing, not viewing A schedule for the day including lunch and break times
•
The chance to evaluate the instructor and the overall class.
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What to expect from OFFICEPRO?
Exercise Files
Training Manuals Contain •Discussions & Procedures •Notes & Warnings •Step-by-Steps
•Download from www.officeproinc.com or •Book publisher's website
Course Levels •2 to 3 levels of training for each topic •Call us at 301-468-3312 to learn how to further build your skills
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Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!
Copyright & Trademarks Copyright 2014 by OFFICEPRO, Inc.. All rights reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of OFFICEPRO. Trademarked names appear throughout this book. Rather than list the names and entities that own the trademarks or insert a trademark symbol with each mention of the trademark name, OFFICEPRO states that it is using the names for editorial purposes and to the benefit of the trademark owner with no intention of infringing upon the trademark. Disclaimer OFFICEPRO has made every effort to ensure the accuracy of this document. If you should discover any discrepancies, please notify us immediately.
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Table of Contents
ABOUT OFFICEPRO – WE CHANGE LIVES! ...............................................................I
WHAT TO EXPECT FROM OFFICEPRO?...................................................................II
TABLE OF CONTENTS ...........................................................................................III
LESSON 1 -
USING SLIDE SHOW VIEW...............................................................1 Running a Slide Show ...............................................................................................2 Navigating a Slide Show............................................................................................4 Using Presenter View ...............................................................................................7 Creating a Custom Show ..........................................................................................9 Exercise...................................................................................................................13 SETTING UP THE SLIDE SHOW.......................................................15 Setting Automatic Slide Timings.............................................................................16 Setting Up a Continuous Loop ................................................................................18 Hiding a Slide ..........................................................................................................20 Rehearsing Slide Transition Timings.......................................................................22 Exercise...................................................................................................................25 PRESENTATION FEATURES............................................................27 Using Sections.........................................................................................................28 Merge and Compare Presentations .......................................................................30 Using the Reading View..........................................................................................32 Mouse Laser Pointer...............................................................................................34 Exercise...................................................................................................................38 EXPANDING A SLIDE SHOW ..........................................................39 Creating a Custom Show ........................................................................................40 Setting Up a Custom Show as the Default..............................................................43 Creating a Hyperlink ...............................................................................................45 Using a Hyperlink....................................................................................................48 Using an Action.......................................................................................................50 Using the Zoom Feature .........................................................................................52 Jumping to Another Presentation ..........................................................................54
LESSON 2 -
LESSON 3 -
LESSON 4 -
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Exercise...................................................................................................................58
LESSON 5 -
PRESENTING TO A WIDER AUDIENCE ............................................59 Sharing Presentation Ideas.....................................................................................60 Embedding the Fonts in a Presentation .................................................................60 Packaging a Presentation for CD ............................................................................62 Using the PowerPoint Viewer.................................................................................65 Inspecting the Document .......................................................................................67 Encrypting the Presentation...................................................................................69 Adding a Digital Signature ......................................................................................71 Granting Permissions..............................................................................................74 Annotating a Presentation .....................................................................................75 Compressing Pictures .............................................................................................77 Sending in PDF Format ...........................................................................................79 Exercise...................................................................................................................82
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Lesson 1 - U SING S LIDE S HOW V IEW This lesson covers the following objectives:
Running a Slide Show Navigating a Slide Show Using Presenter View Creating a Custom Show Exercise
Lesson 1 – Using Slide Show View
PowerPoint 2016
R UNNING A S LIDE S HOW D ISCUSSION
You can use a slide show to display a PowerPoint presentation on or from your computer. Slide Show view allows you to preview a presentation. You can view individual slides or the entire slide show in sequence to assess the flow of the presentation. When you advance past the last slide in a slide show, the slide show ends and the presentation appears in its previous view in the application window.
Running a slide show is one of the most effective ways to evaluate the impact of a presentation before adding your own information, illustrations, and designs. For example, you can run a slide show to determine if the individual slides are placed in the most appropriate order for emphasizing the points you are trying to make.
Presenter View is quite a useful tool for presenters. In PowerPoint 2013 and 2016, Presenter View will automatically display your notes on one monitor, while your audience sees
only your slides when multiple monitors are present. You can also configure Presenter View for use on a single monitor.
Slide Show View
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PowerPoint 2016
Lesson 1 – Using Slide Show View
NOTE In Normal or Slide Sorter view, the Slide Show button
(on the Status bar) starts the slide show at the
selected slide. You can also run a slide show by selecting the Slide Show tab on the Ribbon - then click the From Beginning or From Current Slide button(s) in the Start Slide Show group. Useful keyboard shortcuts are: F5 function key – starts the slide show at the Beginning and Shift-F5 function key - starts the slide show at the Current Slide .
P ROCEDURES
1. Select the Slide Show button on the right side of the Status bar . 2. Click the left mouse button as needed to view each slide in the presentation.
S TEP - BY -S TEP From the Student Data directory, open WORLD14.PPTX . Run a slide show.
If necessary, display slide 1.
Steps
Practice Data
1. Select the Slide Show button at the right side of the status bar. The current slide is displayed in Slide Show view. 2. Click the left mouse button or press Enter, as needed to view each slide in the presentation. The next slide is displayed each time you click, and the slide show ends when you click after the last slide.
Click
Click as needed to the end of the slide show
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Lesson 1 – Using Slide Show View
PowerPoint 2016
NOTE At the end of a slide show, PowerPoint by default displays a black screen with note at the top saying:
To turn this prompt off, select the File tab, select Options , select Advanced – then, in the Slide Show category, uncheck ‘End with black slide’ checkbox, and click OK .
N AVIGATING A S LIDE S HOW D ISCUSSION
PowerPoint 2016 (and 2013) include some new and improved tools for navigating and working with slide shows. The Slide Show toolbar is in the lower left corner in Slide Show view. You may need to move your mouse pointer for the toolbar to appear, as it is semi-transparent and unobtrusive. The toolbar contains six buttons – Previous , Next , Pen , Show All Slides , Zoom and Menu .
The Shortcut menu , activated by a right-click in slide show view provides access to most of the navigation. All the screen and pointer options are available in the table at the end of this section.
The Pointer Options menu is displayed on the shortcut menu or when you select the Pen button on the Slide Show toolbar. You can use this menu to control pointer and pen options. The Menu button contains Last viewed, the Arrow Options submenu, and other useful tools.
Slide Show Navigation toolbar
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PowerPoint 2016
Lesson 1 – Using Slide Show View
NOTE You can also end a slide show by pressing the [Esc] key.
P ROCEDURES
1. Start the slide show. 2. Move your mouse pointer to display the Slide Show toolbar.
3. Select the right arrow to move to the next slide
.
4. Select the left arrow to move to the previous slide
.
5. Select the See All Slides button
in the toolbar or right-click in the
slide to display the Shortcut menu.
6. Select See All Slides . 7. Select the desired slide.
8. Select the Menu button
in the toolbar or right-click in the slide to
display the Shortcut menu. 9. Select Last Viewed to jump to the previously viewed slide.
S TEP - BY -S TEP Use the Slide Show toolbar.
Select the first slide.
Steps
Practice Data
1. Start the slide show. The slide show starts.
Click
on the
status bar
2. Move your mouse pointer to display the Slide Show toolbar. The Slide Show toolbar is displayed in the lower left corner of the screen. 3. Select the right arrow to move to the next slide. The next slide is displayed.
Move the mouse pointer to the bottom left of the screen
Click
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Lesson 1 – Using Slide Show View
PowerPoint 2016
Steps
Practice Data
4. Select the left arrow to move to the previous slide. The previous slide is displayed. 5. Right-click on the background of the slide. . The Shortcut menu is displayed.
Click
Right-Click
6. Select See All Slides
A list of slides is displayed.
Click
7. Select the desired slide.
Click 6 Growing Sales
The selected slide is displayed.
8. Select the Menu button in the toolbar The Shortcut menu is displayed. 9. Select Last Viewed to jump to the previously viewed slide. The previously viewed slide is displayed.
Click
Click Last Viewed
Practice the Concept: Right-click in the current slide and select End Show from the Shortcut menu to end the slide show.
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PowerPoint 2016
Lesson 1 – Using Slide Show View
Keyboard Action
Result
Enter, ➔ , , PgDn, ‘n’, Space
Next slide or next animated shape on same slide
Backspace, , , PgUp, ‘p’
Previous slide or animated shape on same slide
Type slide number and press Enter
Go to a specific slide
Ctrl-P
Change mouse pointer to a pen
Ctrl-A
Change mouse pointer to an arrow
Ctrl-E
Change mouse pointer to an eraser
Ctrl-L
Turns a Laser pointer on or off
Ctrl-I
Change mouse pointer to Highlighter
Ctrl-M
Show or hide Ink markup
‘G’
Zooms out to display all slides
‘+’ or ‘-‘ (Plus or Minus)
Zoom in / Zoom out
Ctrl-T
Show taskbar
Type ‘b’
Black or unblack the screen
Type ‘w’
White or unwhite the screen
Type ‘s’
Stop or start an automated show
Esc
End a manual show and return to the presentation
Press F1
On-screen help while running a presentation
U SING P RESENTER V IEW D ISCUSSION As previously mentioned, Presenter View is enhanced in PowerPoint 2016. It is a valuable tool for presenters, whether they only have one monitor, or are using multiple displays.
When you set up your computer to launch in Presenter View, it will display your notes and give you access to all the navigation and annotation tools available, without displaying them to your audience.
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Lesson 1 – Using Slide Show View
PowerPoint 2016
Presenter View
NOTE To be able to use Presenter View , make sure your computer supports multiple displays. Most computers now have this functionality built-in. If your computer does not, it will require you to have two video cards.
P ROCEDURES
1. Select the Slide Show button
on the right-hand side of the Status
bar. 2. Move the mouse pointer down to the lower left side of the slide so you can
see the Slide Show tools, and select the Menu button 3. Select Show Presenter View from the shortcut menu.
.
S TEP - BY -S TEP If necessary, select slide 1.
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PowerPoint 2016
Lesson 1 – Using Slide Show View
Steps
Practice Data
1. Select the Slide Show button at the right side of the status bar. The current slide is displayed in Slide Show view. 2. Move the mouse pointer down to the lower left side of the slide so you can see the Slide Show tools, The Slide Show tools display.
Click
Move the mouse pointer
3. Select the Menu button.
The shortcut menu displays.
Click
4. Select Show Presenter View. Presenter View displays for the presenter only, 5. Select Esc to exit the slide show PowerPoint returns to the Application window.
Click
Press Esc
C REATING A C USTOM S HOW D ISCUSSION
Normally, the flow of your presentation will reflect the order in which you have placed your PowerPoint 2016 slides. However, there may be situations when you are using an existing presentation but want to repeat, omit or reorder slides. It could be that you want to repeat certain slides to reinforce a point or decide to leave out sensitive information when presenting to different audiences. This is where the Custom Show feature becomes very useful. Custom Show enables you to present different versions of the same file, using just the slides you need by saving it as a Custom Show .
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Lesson 1 – Using Slide Show View
PowerPoint 2016
Custom Show
NOTE If you simply wish to hide specific slides in an existing presentation you don’t need to customize the entire show. You can use the Hide Slide button in the Set Up group on the Slide Show tab.
P ROCEDURES
1. Select the Slide Show tab on the Ribbon .
2. Select the Custom Slide Show button
.
3. Select Custom Shows
.
4. Select . 5. Enter a name for your customized show in the highlighted Slide Show Name field. 6. Select the required slides from the Slides in Presentation field using the [Ctrl] key to add multiple slides.
7. Select
.
8. Select
.
9. Select
.
S TEP - BY -S TEP Create a basic custom show.
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PowerPoint 2016
Lesson 1 – Using Slide Show View
Steps
Practice Data
1. Select the Slide Show tab on the Ribbon . The Slide Show tab is displayed. 2. Select the Custom Slide Show button. The Custom Slide Show menu is displayed. 3. Select Custom Shows from the Custom Slide Show menu. The Custom Shows dialog box appears. 5. Enter a name for your customized show in the highlighted Slide Show Name field. The text is displayed in the Slide Show Name field. 6. Select the required slides from the Slides in Presentation field using the checkboxes . The required slides are selected. 4. Select New . The Define Custom Show dialog box appears.
Click Slide Show
Click
Click Custom Shows
Click
Type “ Profit Show” in the Slide Show Name field
Click on Slide 2 and Slide 6 and Slide 10
7. Select Add .
Click
The required slides are transferred to the Slides in Custom Show field.
8. Select OK .
Click
The Define Custom Show dialog box closes and the Custom Shows dialog box opens.
9. Select Close .
Click
The Custom Shows dialog box closes.
NOTE To run the Custom Show , select the Slide Show tab on the Ribbon, select the Custom Slide Show button ; then select the name of the Custom Show you want to run.
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Lesson 1 – Using Slide Show View
PowerPoint 2016
NOTE To Edit the Custom Show, select the Slide Show tab on the Ribbon, select the Custom Slide Show button ; then select Custom Shows . You can also Remove the Custom Shows in the same dialog box.
Close WORLD14.PPTX .
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PowerPoint 2016
Lesson 1 – Using Slide Show View
E XERCISE
U SING S LIDE S HOW V IEW
T ASK Use Slide Show view to run and enhance a slide show.
1. Open Mtg14.pptx . 2. Begin the slide show at slide 1. 3. View slides 1 through 4.
4. Use the See All Slides button on the Slide Show toolbar to go to 8 Important Trends . 5. Use the Pen to annotate slides 8 and 9. In slide 8, draw a green line under the first bullet point. In slide 9, use the Pen to draw red checkmarks next to each bullet. 6. Disable the Pen . 7. Advance to slide 10. Use the Highlighter to highlight the first bulleted item. 8. Activate the Laser to pointer to point at or circle the word Promotions on slide 10. 9. Change the mouse pointer back to an Arrow . 10. Use the Menu button on the Slide Show toolbar to launch Presenter View . 11. Use the slide show shortcut menu to end the slide show and keep the annotations. 12. Close the presentation without saving it.
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Lesson 2 - S ETTING U P THE S LIDE S HOW This lesson covers the following objectives:
Setting Automatic Slide Timings Setting Up a Continuous Loop Hiding a Slide Rehearsing Slide Transition Timings Exercise
Lesson 2 – Setting up the Slide Show
PowerPoint 2016
S ETTING A UTOMATIC S LIDE T IMINGS D ISCUSSION
By default, a slide show advances to the next slide when you click the mouse button or press the [Enter] key. You can, however, set a slide show to advance to the next slide automatically after a specified period of time.
The slide advance options are available on the Timing group on the Transitions tab, as well as options to set the speed at which the transition(s) occur. When you change the transition effect or speed, PowerPoint previews the transition. In addition, you can add sound effects to a transition.
Transition effects can be applied to the selected slide or to all slides in the presentation.
Setting Slide Timing
NOTE If you leave the On Mouse Click option selected when you set an automatic slide timing, you can either click to advance the slide or wait until the designated time has elapsed. In order for a slide show to run automatically using preset slide timings, the Using timings, if present option in the Set Up Show dialog box must be selected. This is accessible by clicking the Set Up Slide Show button on the Slide Show tab.
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PowerPoint 2016
Lesson 2 – Setting up the Slide Show
P ROCEDURES
1. While in Slide Sorter view, select the slide to which you want to add slide timing. 2. Select the Transitions tab on the Ribbon . 3. Select the desired transition from the Transitions gallery. 4. Under Advance Slide , select the after option. 5. Enter the desired number of seconds in the After box.
S TEP - BY -S TEP From the Student Data directory, open WORLD19.PPTX . Set an automatic slide timing.
Steps
Practice Data
1. Select the slide to which you want to add slide timing. The slide is selected.
Click slide 2
2. Select the Transitions tab.
Click Transitions
The Transitions tab is displayed.
3. Select the desired transition from the Transitions gallery. The transition previews in the slide. 4. Under Advance Slide , select the After option. The After option is selected. 5. Enter the desired number of seconds in the After box. The number of seconds is displayed in the After box .
Scroll as necessary and click Uncover
Click
, if
necessary
Click Automatically after
NOTE
Check the Use Timings option on the Slide Show tab in the Setup group to make sure the timings will run.
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Lesson 2 – Setting up the Slide Show
PowerPoint 2016
Then, run the slide show. Notice that the slide automatically advances to slide 3 after the last bullet.
Practice the Concept: Select slide 2 again and change its timing to 3 seconds ( 00:03 ) and its transition speed to Fast . Run the slide show again. Then, apply the slide transition to all slides and run the slide show again, beginning with slide 1. S ETTING U P A C ONTINUOUS L OOP D ISCUSSION Once you have added transitions and slide timings, you can set a slide show to loop (i.e., to run continuously without user intervention).
The Set Up Show dialog box allows you to set a slide show to loop, and other related options. You can specify the range of slides you want to appear in the slide show, add or remove narration and/or animation, select a pen color for annotations, use multiple monitors, and choose a different screen resolution.
The Set Up Show dialog box
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PowerPoint 2016
Lesson 2 – Setting up the Slide Show
NOTE Selecting the Browsed at a kiosk option disables the mouse and keyboard commands. The slide show can then be stopped only by pressing the [Esc] key. The Set Up Show dialog box can be opened from the Slide Show tab on the Ribbon .
P ROCEDURES
1. Select the Slide Show tab on the Ribbon .
2. Select the Set Up Show button . 3. Under Show options , select the Loop continuously until 'Esc' option. 4. Under Advance slides , select the desired slide advance option. 5. Select other options as desired.
6. Select the OK button
.
S TEP - BY -S TEP Set up a slide show to loop continuously.
Steps
Practice Data
1. Select the Slide Show tab.
Click Slide Show
The Slide Show tab is displayed.
2. Select the Set Up Show button. The Set Up Show dialog box opens. 3. Under Show options , select the Loop continuously until 'Esc' option. The Loop continuously until 'Esc' option is selected. 4. Under Show slides , select the desired option. The option is selected.
Click
Click
Click
if necessary
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Lesson 2 – Setting up the Slide Show
PowerPoint 2016
Steps
Practice Data
5. Under Advance slides , select the desired slide advance option. The option is selected.
Click
if necessary
6. Select the OK button
Click
The Set Up Show dialog box closes.
Run the slide show, beginning with slide 1. Notice that the slide show restarts after the last slide. End the slide show after it loops back to the first slide, Making a Business of Recreation . Then, open the Set Up Show dialog box and deselect the Loop continuously until 'Esc' option. H IDING A S LIDE D ISCUSSION There may be times when you do not want all the slides in a presentation to appear in the slide show.
Although you can hide slides in many ways, the simplest way while in Slide Sorter view, you can
use the Hide Slide button
on the Slide Show tab of the Ribbon.
Hiding slides
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PowerPoint 2016
Lesson 2 – Setting up the Slide Show
NOTE
When a slide is hidden, its number has a slashed line through it. You can also right-click on a slide in the Slide tab in Normal view and select Hide Slide . You can hide multiple slides by selecting each slide while holding down the [ CTRL] key To unhide a slide, select the slide and then select the Hide Slide button.
P ROCEDURES
1. In Slide Sorter view, select the slide you want to hide.
2. Click the Hide Slide
button on the Slide Show tab of the Ribbon.
S TEP - BY -S TEP
Hide a slide.
If necessary, switch to Slide Sorter view and display the Slide Show tab.
Steps
Practice Data
1. Select the slide you want to hide. The slide is selected. 2. Click the Hide Slide button on the Slide Show tab. The hidden slide icon appears under the selected slide.
Click slide 3
Click
Practice the Concept: Hide slides 2, 5, 6, and 7. Select slide 1 and run the slide show. Notice that the hidden slides do not appear in the slide show.
Unhide slide 2 by selecting the Hide Slide button on the Slide Show tab.
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Lesson 2 – Setting up the Slide Show
PowerPoint 2016
R EHEARSING S LIDE T RANSITION T IMINGS D ISCUSSION
Slide shows can be set up so that each slide automatically advances to the next after a set period of time. To automatically advance slides, you can enter a time for each slide transition, or you can use the Rehearsal feature to set the timings for you.
When you rehearse the slide timings, the slide show begins at the first slide and the Rehearsal toolbar appears. The timer begins automatically. Clicking the Next button executes the next slide animation effect. When the current slide has been completely displayed, PowerPoint automatically advances to the next slide. Clicking the Pause button pauses the timer. You can click the Repeat button to reset the timer to zero (for the current slide only) and rehearse it again. When you have finished rehearsing all the slides or if you close the Rehearsal toolbar, you are prompted to save your slide show timings. If you choose to keep the timings, the Rehearsal feature records each slide timing, displays the timings below the corresponding slides in Slide Sorter view, and automatically enables the Using timings, if present option in the Set Up Show dialog box.
Recording Controls
NOTE While rehearsing a slide show, you can move through each animation and transition effect by clicking the Next button on the Rehearsal toolbar, clicking in the slide, or pressing the [Enter] key. You can click the Close button to close the Rehearsal toolbar at any time. PowerPoint then prompts you to record your timings.
P ROCEDURES
1. Select the Rehearse Timings button
in the Set Up group on the Slide
Show tab.
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PowerPoint 2016
Lesson 2 – Setting up the Slide Show
2. To pause the timer, select the Pause button
.
3. To start the timer again, click the Pause button .
4. To reset the timer for the current slide, select the Repeat button .
5. Select the Next button
as needed to move to each subsequent
animation effect and/or slide.
6. After you have timed the last slide, select Yes
to record the slide
timings.
S TEP - BY -S TEP Rehearse slide transition timings.
If necessary, switch to Slide Sorter view , display the Slide Show tab, and select the Set Up Slide
Show button
. Uncheck the Loop continuously until ‘Esc’ checkbox
and click OK .
Steps
Practice Data
1. Click the Rehearse Timings button in the Set Up group on the Slide Show tab. The slide show begins and the Rehearsal toolbar is displayed in the upper, left corner of the screen. 2. To pause the timer, click the Pause button. The timer stops. 3. To start the timer again, click the Pause button. The timer begins running again. 4. To reset the timer for the current slide, click the Repeat button. The timer is reset to zero.
Click
Click
Click
Click
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Lesson 2 – Setting up the Slide Show
PowerPoint 2016
Steps
Practice Data
5. Click the Next button as needed to move to each subsequent animation effect and/or slide. Each animation effect and/or slide appears in turn and, when the last slide has been timed, a Microsoft Office PowerPoint message box opens. slide, select Yes to record the slide timings. The Microsoft Office PowerPoint message box closes, and the slide timings are recorded. 6. After you have timed the last
Click
as needed
Click
Notice that the slide timings are displayed below the corresponding slides. Close WORLD19.PPTX.
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PowerPoint 2016
Lesson 2 – Setting up the Slide Show
E XERCISE
S ETTING U P THE S LIDE S HOW
T ASK Set up a slide show.
1. Open MEETNG17.PPTX and switch to Slide Sorter view. 2. Apply an automatic slide advance of 00:02 seconds to all slides. 3. Set up a continuous slide show. Show all the slides, using timings, if present. 4. Change the slide timing for slide 4 to 00:04 seconds. 5. Hide slides 5 through 8. 6. Rehearse the slide show. 7. Run the slide show beginning with slide 1, using the automatic timings. Press [Esc] to exit the slide show. 8. Close the presentation without saving it.
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Lesson 3 - P RESENTATION F EATURES This lesson covers the following objectives:
Using Sections Merge and Compare Presentations Using the Reading View Mouse Laser Pointer Exercise
Lesson 3 – Presentation Features
PowerPoint 2016
U SING S ECTIONS D ISCUSSION
Sections are PowerPoint’s way to add structure to a presentation with invisible dividers. In Slide Sorter view you can right-click wherever you want to insert a Section. Each section divider bar can be expanded or collapsed to make navigating your presentation easier. When the section is collapsed, you cannot see the slides until you click to expand the section again.
Sections can be easily renamed and moved around within the presentation. If there are multiple slides in a section and you move the section up or down a level, all slides in the section will be repositioned as well.
Inserting Sections using Slide Sorter View
NOTE You can also Add a section in the Normal View. Right-click between slides in the slide pane and select: Add Section . in the Slides group on the Home tab of the Ribbon in either Normal or Slide Sorter view. Alternatively, you can use the Section button
P ROCEDURES
1. Switch to the Slide Sorter view.
2. Right-click where the Section divider will be inserted.
3. Select: Add Section
.
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PowerPoint 2016
Lesson 3 – Presentation Features
S TEP - BY -S TEP Add Sections to an existing presentation.
Open the student file REVIEW12.PPTX.
Steps
Practice Data
1. Select the Slice Sorter view in the View tab. The Slide Sorter view appears.
Click
2. Right-click to insert a section.
Right-click before Slide 1.
A long blinking cursor is in front of Slide 1.
3. Select Add Section from the short menu. A section bar is added to the Slide Sorter view.
Click
.
4. Add another section .
Right-click between Slides 2 and 3.
A section bar is added to the Slide Sorter view.
5. Select Add Section from the short menu. A section bar is added to the Slide Sorter view.
Select
.
6. Add another section .
Right-click between Slides 6 and 7.
A section bar is added to the Slide Sorter view.
7. Select Add Section from the short menu. A section bar is added to the Slide Sorter view.
Select
.
8. Add another section .
Right-click between Slides 13 and 14
A section bar is added to the Slide Sorter view.
9. Right-click the dividers to name the Sections. Each section divider will have its own name.
Right-click the first divider and select:
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Lesson 3 – Presentation Features
PowerPoint 2016
Steps
Practice Data
10. Rename the section.
Type Introductio n
A dialog box comes up to enter the new name.
Practice the Concept: Rename the remaining sections as follows: Slides 3–6 – How we do it
Slides 7–13 – Company Overview Slides 14–15 Goals and Summary
Save the file.
M ERGE AND C OMPARE P RESENTATIONS D ISCUSSION
This feature allows you to compare changes made in two versions of a file and decide which changes to keep. Open one file and select Compare from the Review Tab. Select the second file from the Open dialog box.
When you click the Compare button, a Revisions Pane opens on the right and the Slide pane is open on the left.
The Slide pane displays an icon
if there is a change that affects it.
The Revisions pane is displayed in two parts: Slide Changes and Presentation Changes. Slide Changes lists the changes that were made to the active slide. Presentation Changes is a summary of changes made to the entire presentation.
You can Accept or Reject the changes in the revised presentation. When you complete the review of the file, and save the original presentation, it has been merged with the compared document, based on the accepted or rejected revision choices.
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PowerPoint 2016
Lesson 3 – Presentation Features
Comparing two presentations with the Reviewing Pane
NOTE Choose to Accept or Reject the change by right-clicking the change icon in the Slide Pane.
P ROCEDURES
1. Select the Review tab.
2. Select the
icon in the Compare group.
3. Open the file you wish to compare.
4. The Revisions pane opens.
5. Accept or Reject changes in the presentation, using the Accept
and
buttons.
6. When review is finished save the file.
S TEP - BY -S TEP Compare and Merge revisions between two presentations.
If necessary, open the student file REVIEW12 .pptx.
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Lesson 3 – Presentation Features
PowerPoint 2016
Steps
Practice Data
1. Select the Review tab and select Compare . The review ribbon is displayed and the Choose file to merge with current presentation dialog box appears. 2. Select the student data file to use to compare presentations. The file is selected.
Click
Select the file: REVIEW17.pptx
3. Select the Merge button.
Click
The Revisions Pane opens on the right.
4. Press the Next button on the Review tab. The first change is highlight in a bubble with a check box. 5. Accept the change by clicking in the check box. The change is accepted and you are moved to the next change for review.
Press
Click in the checkbox:
Practice the concept : Continue by pressing the Next button
and using the Check
Box to accept the changes.
Click
when all changes have been accepted.
Save and close the file.
U SING THE R EADING V IEW D ISCUSSION
Upon first glance, the Reading View appears very similar to the Slide Show view with two differences. The Title bar is always visible as well as your Start Menu and Task bar.
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PowerPoint 2016
Lesson 3 – Presentation Features
Sometimes when designing a presentation, it is nice to see the slides full screen, but still have access to other programs, and the taskbar. This view makes it easier to stay in a full-screen mode and have other tools readily available. You also have a navigational toolbar at the bottom of th4e screen in Reading view .
View buttons on Status bar
Reading View in PowerPoint 2016
P ROCEDURES
1. Select the View tab.
2. Select
in the Presentation Views group.
S TEP - BY -S TEP Use the Reading View to look at a presentation.
Open the student file RVIEW .pptx.
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Lesson 3 – Presentation Features
PowerPoint 2016
Steps
Practice Data
1. Select the View tab.
Click the View tab
The View ribbon is displayed.
2. Select the Reading View to see the presentation in full screen mode. The Title and Task bar are displayed .
Click
Note : Press the ESC key on the keyboard to leave Reading View. You can also right-click in the Reading View to use the other navigational tools.
M OUSE L ASER P OINTER D ISCUSSION
Turning your mouse into a laser pointer is a handy enhancement to the Slide Show features. At any time during your presentation you can hold the left CTRL key and click and drag your mouse to have your pointer display as a laser pointer.
You can change the color of the laser pointer by selecting Set Up Slide Show in the Set Up group on the Slide Show tab.
NOTE You can also activate the Laser Pointer during a slide show by pressing CTRL-L .
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PowerPoint 2016
Lesson 3 – Presentation Features
.
Using the Laser Pointer in a Slide Show
Changing Laser Pointer colors in the Set Up Show dialog box
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Lesson 3 – Presentation Features
PowerPoint 2016
P ROCEDURES
1. Select the Slide Show tab.
2. Select the
icon in the group Set Up
3. Select the
down arrow.
4. Choose the desired color.
5. Select OK
.
6. Run the Slide Show.
7. Press the left CTRL Key and click and drag the mouse which becomes a laser
pointer.
S TEP - BY -S TEP Use your mouse as a laser pointer.
If necessary, open the student file RVIEW .pptx.
Steps
Practice Data
1. Select the Slide Show tab.
Click the Slide Show tab
The Slide Show ribbon is displayed.
2. Select the Set Up Slide Show button. The Set Up Show dialog box appears. .
Click
3. Select the down arrow to choose the desired laser pointer. The laser pointer color options are displayed. 4. Close the Set Up Show dialog box. The dialog box closes.
Click Green.
Click
5. Change to Slide Show View .
The presentation is in full-screen mode.
Click
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PowerPoint 2016
Lesson 3 – Presentation Features
Steps
Practice Data
6. Enable the laser pointer .
Hold the left CTRL key and click and drag your mouse.
The mouse arrow becomes a green laser pointer.
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Lesson 3 – Presentation Features
PowerPoint 2016
E XERCISE
U SING P OWER P OINT P RESENTATION F EATURES
T ASK
1. Open the PRESENTATION WORLD03 . pptx .
2. Insert Section Breaks before Slide 1 and another before Slide 5. [ Hint: Use the
Slide Sorter View].
3. Rename the first Section divider as Introduction and the section break as Sales.
4. Open the file WORLD05.PPTX to compare with the changes made in the file WORLD06.PPTX . 5. Accept the Reviewed changes.
6. Use the Reading View to review a presentation.
7. Change the laser pointer to the default color of Red.
8. Use the Laser Pointer in a Slide Show.
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Lesson 4 - E XPANDING A S LIDE S HOW This lesson covers the following objectives:
Creating a Custom Show Setting Up a Custom Show as the Default Creating a Hyperlink Using a Hyperlink Using an Action Using the Zoom Feature Jumping to Another Presentation Exercise
Lesson 4 – Expanding a Slide Show
PowerPoint 2016
C REATING A C USTOM S HOW D ISCUSSION
You can customize a PowerPoint file for presenting to multiple audiences using the Custom Show feature. You can create one presentation that contains all the slides and then group slides into several sections for different audiences. You can specify a custom order for each slide show, as well as display each individual slide in multiple shows.
Another example would be to create one presentation containing slides that apply to all departments in a company. You can then create two custom shows, one for the Sales Department and one for the Marketing Department. You can play the slide show and jump to the applicable custom show for individual departments, using hyperlinks.
You can preview a custom show from the Custom Shows dialog box.
Creating a Custom Show
NOTE To divide your presentation into different sections, use the on the Home tab in the Slides group . It makes it easier for the Presenter and the editor to work with the presentation. Per the above example, you could have a section for each department you wanted to speak about during the presentation, Section button
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PowerPoint 2016
Lesson 4 – Expanding a Slide Show
P ROCEDURES
1. Select the Slide Show tab on the Ribbon .
2. Select the Custom Slide Show button
.
3. Select Custom Shows... .
4. Select New... . 5. Type the desired name for the custom show in the Slide show name box. 6. Select the first slide you want to include in the custom show. . 8. Select any additional slides you want to include in the custom show. . 10. To remove a slide or change its order, select it in the Slides in custom show list box. 7. Select Add >> 9. Select Add >>
11. Delete the slide, using the
or move it to the desired location, using the
or
as applicable.
12. Select OK
.
13. Select Show
to preview the custom show or Close
, as
desired.
S TEP - BY -S TEP From the Student Data directory, open WORLD20.PPTX . Create a custom slide show.
Steps
Practice Data
1. Select the Slide Show tab on the Ribbon . The Slide Show tab is displayed. 2. Select the Custom Slide Show button. The Custom Slide Show menu is displayed.
Click Slide Show
Click
3. Select Custom Shows... .
Click
The Custom Shows dialog box opens.
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Lesson 4 – Expanding a Slide Show
PowerPoint 2016
Steps
Practice Data
4. Select New... .
Click
The Define Custom Show dialog box opens, with the text in the Slide show name box selected. 5. Type the desired name for the custom show in the Slide show name box. The name appears in the Slide show name box. 6. Select the first slide you want to include in the custom show. The slide is selected.
Type Sales
Click 6. Growing Sales
7. Select Add >> .
Click Add >>
The slide appears in the Slides in custom show list box.
8. Select any additional slides you want to include in the custom show. The slides are selected.
Click 8. Our Strengths
9. Select Add >> .
Click Add >>
The slides are added to the Slides in custom show list box.
10. To change the order of a slide select it in the Slides in custom show list box. The slide is selected. 11. Move the slide to the desired location, as applicable. The slide is moved accordingly. The Define Custom Show dialog box closes, and the custom show appears in the Custom Shows dialog box. custom show or Close , as desired. The Custom Shows dialog box closes, and, if applicable, the custom show plays. 13. Select Show to preview the 12. Select the OK button.
Click 1. Growing Sales
Click
Click
Click
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OFFICEPRO, Inc.
PowerPoint 2016
Lesson 4 – Expanding a Slide Show
Practice the Concept: Create another custom show named Marketing. Add the following slides: 5. Revenue and Profit, 6. Growing Sales, and 10. Next Steps.
Preview the new custom show.
NOTE To Edit a Custom Show , select the Custom Slide Show button from the Slide Show tab, and select Custom Shows . Then select the show you want to edit and click the Edit button
. Make desired changes, and when done, click OK.
S ETTING U P A C USTOM S HOW AS THE D EFAULT D ISCUSSION A custom slide show can be included as part of a larger slide show or it can be run as a separate slide show. This flexibility allows you to keep all your slides in one presentation, which makes it easier to manage your presentation, as well as maintain a consistent look throughout your slides.
Using custom shows allows you to present all the slides in the presentation to one audience, as well as play any number of custom shows for various audiences. For example, if a slide show contains a custom show designed for the marketing department, you can choose to play only the portion of the slide show that was created for that audience.
You can run a custom slide show from the Custom Shows dialog box. You can also use the Set Up Show dialog box to designate your custom show as the default slide show (i.e. only the slides in the custom show play whenever you run the slide show).
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