PowerPoint 2016 Special Features

POWERPOINT 2016

S PECIAL F EATURES

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

S PECIAL F EATURES

Presented by OFFICEPRO, Inc.

Manual # MS16-448-0.5S

Copyright 2019, 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

Technical Support •Receive 1 year of post-training support on topics covered in class • Email: help@officeproinc.com • Phone: 301-468-3312

Microsoft Office Specialist Certifications •Validate skills needed to use features of Microsoft Office applications •Contact OFFICEPRO to schedule an exam!

Copyright & Trademarks Copyright 2019 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 -

INSERTING A PHOTO ALBUM..........................................................1 Inserting Pictures from a File....................................................................................2 Adding Captions........................................................................................................4 Applying a Theme to your Album.............................................................................6 Customizing the Album Layout.................................................................................7 Exercise...................................................................................................................10 SETTING UP THE SLIDE SHOW.......................................................11 Setting Automatic Slide Timings.............................................................................12 Setting Up a Continuous Loop ................................................................................14 Hiding a Slide ..........................................................................................................16 Rehearsing Slide Transition Timings.......................................................................18 Exercise...................................................................................................................21 EXPANDING A SLIDE SHOW ..........................................................23 Creating a Custom Show ........................................................................................24 Setting Up a Custom Show as the Default..............................................................27 Creating a Hyperlink ...............................................................................................29 Using a Hyperlink....................................................................................................32 Using an Action.......................................................................................................34 Using the Zoom Feature .........................................................................................36 Jumping to Another Presentation ..........................................................................38 Exercise...................................................................................................................42 EDITING PRESENTATION MASTERS ...............................................43 Working with the Slide Master...............................................................................44 Formatting the Slide Master...................................................................................45 Adding Header and Footer Information .................................................................48 Formatting the Title Master ...................................................................................51

LESSON 2 -

LESSON 3 -

LESSON 4 -

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Inserting a Custom Slide Layout .............................................................................53 a New Slide Master.................................................................................................54 Preserving a Slide Master .......................................................................................57 Exercise...................................................................................................................59 EXPORTING OUTLINES AND SLIDES ...............................................61 Exporting Notes and Handouts to Word ................................................................62 Exporting an Outline to Word ................................................................................64 Saving a Presentation as an Outline .......................................................................66 Saving a Slide as a Graphic .....................................................................................68 Exercise...................................................................................................................71 PRESENTATION FEATURES............................................................73 Using Sections.........................................................................................................74 Merge and Compare Presentations .......................................................................76 Using the Reading View..........................................................................................78 Mouse Laser Pointer...............................................................................................80 Exercise...................................................................................................................84

LESSON 5 -

LESSON 6 -

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Lesson 1 - I NSERTING A P HOTO A LBUM This lesson covers the following objectives:

Inserting Pictures from a File Adding Captions Applying a Theme to your Album Customizing the Album Layout Exercise

Lesson 1 – Inserting a Photo Album

PowerPoint 2016

I NSERTING P ICTURES FROM A F ILE  D ISCUSSION

You can create a presentation in PowerPoint 2016 in the style of a Photo Album , containing a series of photographs, images, or a combination of both. To enhance your album there are tools that allow you to add animation effects, backgrounds, themes, and colors, as well as captions and frames to further customize your Photo album .

Inserting a Photo Album

NOTE You can no longer add images directly from a camera or a scanner. Images need to be downloaded to your computer before including them in your presentation.



P ROCEDURES

1. Select the Insert tab on the Ribbon .

2. Select the bottom part of the Photo Album button

in the Images

group. 3. Select New Photo Album .

4. Select the File/Disk button . 5. Select the desired images. Hold the [Ctrl] key to select multiple images. Release the [Ctrl] key when you have finished making your selection.

6. Select the Insert button

.

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PowerPoint 2016

Lesson 1 – Inserting a Photo Album

7. Select the Create button

.



S TEP - BY -S TEP Create a presentation based on images from a file.

If necessary, open a blank or new presentation

Steps

Practice Data

1. Select the Insert tab on the Ribbon . The Insert tab is displayed. 2. Select the bottom part of the Photo Album button in the Images group. The Photo Album menu opens. 3. Select New Photo Album . The Photo Album dialog box opens. 4. Select the File/Disk button. The Insert New Pictures file browser opens. 5. Select the desired images. Hold the [Ctrl] key to select multiple images. The desired images are highlighted.

Click on the Insert tab

Click the bottom part of the Photo Album button

Click New Photo Album...

Click

Click on the Autumn Leaves image in the Sample Pictures folder. Hold [Ctrl] and click on Dock and Forest

6. Select the Insert button. The browser closes and the

Click

selected images are displayed in the Photo Album dialog box.

7. Select the Create button.

Click

The dialog box closes and the album is created within the presentation.

Save the presentation as LANDSCAPES.PPTX .

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Lesson 1 – Inserting a Photo Album

PowerPoint 2016

A DDING C APTIONS  D ISCUSSION

You can add captions to your Photo Album to provide extra information for your audience. This is useful for titling images or explaining locations, photographic techniques and concepts.

Add Captions to Photo Album

NOTE By default, PowerPoint uses the image file name for the caption text. You can either rename the image file before creating your Photo Album , or rename them directly on the slides . Important! To use the Captions Below ALL Pictures feature you need to ensure your Picture Layout is not set to Fit to Slide . You can change this option in the Photo Album dialog box when creating a new or editing an existing album.



P ROCEDURES

1. Select the Insert tab on the Ribbon .

2. Select the bottom part of the Photo Album button

in the Images group.

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PowerPoint 2016

Lesson 1 – Inserting a Photo Album

3. Select the Edit Photo Album button . 4. Select a Layout other than ‘Fit to Slide’ from the Picture Layout menu.

5. Select the Captions below ALL pictures check box from Picture Options .

6. Select the Update button

.



S TEP - BY -S TEP Add captions below images.

Steps

Practice Data

1. Select the Insert tab on the Ribbon . The Insert tab is displayed. 2. Select the bottom part of the Photo Album button in the Images group. The Photo Album menu opens.

Click the Insert tab

Click the bottom part of the Photo Album button

3. Select the Edit Photo Album button.

Click

The Edit Photo Album dialog box opens.

4. Select a Layout other than ‘Fit to Slide’ from the Picture Layout menu. The new layout appears in the preview. 5. Select the Captions below ALL pictures check box from Picture Options . The box is checked.

Select

Check the

6. Select the Update button.

Click

The Edit Photo Album dialog box closes and captions are applied to the presentation.

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Lesson 1 – Inserting a Photo Album

PowerPoint 2016

A PPLYING A T HEME TO YOUR A LBUM  D ISCUSSION

You can apply a theme to a Photo Album presentation. A theme applies colors, fonts, styles, and effects to provide a professional look to all the slides in your presentation. Themes are a useful way of applying a corporate standard to your presentation as they can be used to create matching documents throughout the Microsoft Office 2016 suite.

Apply a theme

NOTE When browsing themes, you may want to change the View in the file browser to Large Icons to enable you to preview the appearance of each theme.



P ROCEDURES

1. Select the Insert tab on the Ribbon .

2. Select the bottom part of the Photo Album button

in the Illustrations

group.

3. Select the Edit Photo Album button

.

4. Select the Browse button

next to the Theme field.

5. Select the desired Theme from the file browser.

6. Select the Select button

.

7. Select the Update button

.

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PowerPoint 2016

Lesson 1 – Inserting a Photo Album



S TEP - BY -S TEP

Apply a theme.

Steps

Practice Data

1. Select the Insert tab on the Ribbon . The Insert tab is displayed. 2. Select the bottom part of the Photo Album button in the Images group. The Photo Album menu opens.

Click on the Insert tab

Click the bottom part of the Photo Album button

3. Select the Edit Photo Album button.

Click

The Edit Photo Album dialog box opens.

4. Select the Browse button next to the Theme field. The Choose Theme file browser opens. 5. Select the desired Theme from the file browser. The selected theme is highlighted.

Click

Click on the Slice theme

6. Select the Select button.

Click

The Choose Theme file browser closes.

7. Select the Update button.

Click

The Edit Photo Album dialog box closes and the theme is applied to the presentation.

C USTOMIZING THE A LBUM L AYOUT  D ISCUSSION

You can customize the Photo Album layout to add a variety of different frame styles to your images. You can change the layout of each slide so that you show more than one image per slide. This is especially useful for comparing images or creating photographic montages. You can also change your images to appear in black and white, giving them a unique appearance.

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Lesson 1 – Inserting a Photo Album

PowerPoint 2016

Apply a frame shape



P ROCEDURES

1. Select the Insert tab on the Ribbon .

2. Select the bottom part of the Photo Album button

in the Illustrations

group.

3. Select the Edit Photo Album button

.

4. Select the Frame Shape list from Album Layout . 5. Select the desired frame shape.

6. Select the Update button

.



S TEP - BY -S TEP

Apply a frame shape.

Steps

Practice Data

1. Select the Insert tab on the Ribbon . The Insert tab is displayed.

Click on the Insert tab

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PowerPoint 2016

Lesson 1 – Inserting a Photo Album

Steps

Practice Data

2. Select the bottom part of the Photo Album button in the Illustrations group. The Photo Album menu opens.

Click the bottom part of the Photo Album button

3. Select the Edit Photo Album button.

Click

The Edit Photo Album dialog box opens.

4. Select the Frame Shape list from Album Layout . The Frame Shape list opens. 5. Select the desired frame shape. The selected frame shape is displayed in the Frame Shape list.

Click the Frame Shape list

Click on Simple Frame , Black

6. Select the Update button.

Click

The Edit Photo Album dialog box closes and the frame shape is added to the images in the album.

Close LANDSCAPES.PPTX.

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Lesson 1 – Inserting a Photo Album

PowerPoint 2016

E XERCISE

I NSERTING A P HOTO A LBUM



T ASK Create a photo album presentation from a series of images.

1. Open a new, blank presentation. 2. Insert a New Photo Album using the Forest Flowers, Frangipani Flowers, Garden, and Winter Leaves images from the Sample Pictures folder. 3. Edit the Album Layout to include 2 pictures per slide. 4. Add Captions below all images. 5. Edit the Frame Shape to Simple Frame, Black .

6. Apply the Organic theme to the album. 7. Close the presentation without saving.

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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 - 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 3 – 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 3 – 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 3 – 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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PowerPoint 2016

Lesson 3 – 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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Lesson 3 – Expanding a Slide Show

PowerPoint 2016

Setting up a Custom Show as the default



P ROCEDURES 1. Select the Slide Show tab on the Ribbon .

2. Select the Set Up Slide Show button

.

3. Under Show slides , select the Custom show option

.

4. Select the Custom show list. 5. Select the desired custom show. 6. Select the OK button .



S TEP - BY -S TEP Set up a custom show as the default slide show.

Steps

Practice Data

1. Select the Slide Show tab on the Ribbon . The Slide Show menu opens. 2. Select the Set Up Slide Show button. The Set Up Show dialog box opens.

Click the Slide Show tab

Click

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PowerPoint 2016

Lesson 3 – Expanding a Slide Show

Steps

Practice Data

3. Under Show slides , select the Custom show option. The Custom show option is selected.

Click

4. Select the Custom show list.

Click Custom show

A list of available custom shows is displayed.

5. Select the desired custom show. The name of the custom show is displayed in the Custom show box.

Click Marketing

6. Select the OK button.

Click

The Set Up Show dialog box closes.

Run the slide show from any slide. Notice that only the Revenue and Profit , Growing Sales , and Next Steps slides appear. End the slide show when you are prompted.

Practice the Concept: Reset the slide show to display all slides by selecting the All option under Show slides in the Set Up Show dialog box. Close the dialog box.

C REATING A H YPERLINK  D ISCUSSION

You can customize a slide show for different audiences by creating a hyperlink. Hyperlinks allow you to jump from one slide to another, to a custom show stored in the presentation, to another presentation, or to a web page. For example, you can create a hyperlink in specific text that jumps to a custom show for the Sales Department. When you click the text during the slide show, PowerPoint jumps to the slide or custom show specified by the hyperlink. Any hyperlink text is underlined on the slide. The underlined, hyperlink text also appears in a different color than other slide text. You can set any text or object (including drawings, charts, shapes, tables, graphs, or pictures) to jump to another slide or custom show when it is clicked. For example, you can create a triangle that, when clicked, jumps to another slide. You can choose whether to link to the object during the presentation, depending upon your needs at the time. You can also include text that appears as a ScreenTip when you point to the hyperlink in the presentation slide show.

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Creating a hyperlink

NOTE You can also insert a hyperlink by right-clicking on the object to which you want to attach a hyperlink. When you create a hyperlink to a custom show, the presentation ends after the last slide in the custom show has played. You can, however, select the Show and return option

to return to the slide containing the

hyperlink and continue the slide show.



P ROCEDURES

1. Select the text or object to which you want to add a hyperlink.

2. Click the Hyperlink button

in the Links group on the Insert tab.

3. Under Link to , select Place in This Document

.

4. Expand the desired section, if necessary. 5. Select the Slide or Custom Show you want to appear when the link is clicked.

6. Select ScreenTip... , if desired. 7. Type the desired ScreenTip text. 8. Select the OK button .

9. Select the Show and return option

, if desired.

10. Select the OK button

.

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

S TEP - BY -S TEP Create a hyperlink to a custom show.

If necessary, switch to Normal view and display the Insert tab.

Display slide 3.

Steps

Practice Data

1. Select the text or object to which you want to add a hyperlink. The text or object is selected. 2. Click the Hyperlink button in the Links group. The Insert Hyperlink dialog box opens. 3. Under Link to , select Place in This Document . The Place in This Document page is displayed. 4. Expand the desired section, if necessary. The section expands. 5. Select the slide or custom show you want to appear when the link is clicked. The slide or custom show is displayed under Slide preview . The Set Hyperlink ScreenTip dialog box opens, with the insertion point in the ScreenTip text box. 7. Type the desired ScreenTip text. The text appears in the ScreenTip text box. 6. Select ScreenTip... , if desired.

Click the word Meeting in the slide title

Click

Click

Scroll as necessary and click

Custom Shows , if

necessary

Click Sales

Click ScreenTip...

Type Sales department

8. Select the OK button.

Click

The Set Hyperlink ScreenTip dialog box closes.

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Steps

Practice Data

9. Select the Show and return option, if desired. The Show and return option is selected.

Click

10. Select the OK button.

Click

The Insert Hyperlink dialog box closes and, if you used text to create the hyperlink, the hyperlink text is underlined and is displayed in a different font color.

Practice the Concept: In slide 3, click the text Needs in the slide title. Create a hyperlink to the Marketing custom show with the ScreenTip text Marketing department . Do not select the Show and return option this time.

U SING A H YPERLINK  D ISCUSSION

When you hyperlink text to another slide or a custom show, the text is underlined and appears in a different font color. The font color is derived from the presentation color scheme. The slide show will jump to the link whenever the text or object is clicked. If the text or object is not clicked, the slide show will ignore the hyperlink and continue with the next animation or slide in the slide show.

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Using hyperlinks

NOTE When you click hyperlink text during a slide show, the text changes to another color. You can edit a hyperlink by clicking in the hyperlink text or selecting the hyperlink object and then right-clicking the Hyperlink and choosing Edit Hyperlink . You can use the Remove Link command from the same menu to delete the hyperlink.



P ROCEDURES

1. Begin the slide show. 2. To jump to the hyperlink destination, click the hyperlink text or object .



S TEP - BY -S TEP Use a hyperlink to jump to a custom show.

If necessary, display slide 3 in Normal view.

Steps

Practice Data

1. Begin the slide show. The slide show begins.

Click

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Steps

Practice Data

2. To jump to the hyperlink

Click Meeting

destination, click the hyperlink text or object. The designated custom show plays.

Notice that the Our Strengths slide appears next, followed by the Growing Sales slide, and then PowerPoint resumes the regular slide show. End the slide show.

Practice the Concept: Start the slide show from slide 3. Point to the Needs hyperlink to view the Marketing department ScreenTip. Click the Needs hyperlink. Notice that the slide show ends after playing the Marketing custom show. End the slide show. U SING AN A CTION  D ISCUSSION You can create an Action from any object (including text, drawings, charts, shapes, tables, and pictures).

Actions can be launched by either a Mouse Click on the object or a Mouse Over . Mouse Over is the action of moving the mouse over an object without clicking it. Actions include hyperlinks to any slide in the presentation, to another presentation, a web page, as well as running any program.

The Action Settings dialog box

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NOTE You can use the Mouse Over page in the Action Settings dialog box to jump to the hyperlink destination as soon as you point to the object, rather than having to click it. This option is not recommended, however, because you may unintentionally point to the action button.



P ROCEDURES

1. Select the object you wish to add an action to.

2. Select the Action button

in the Links group on the Insert tab.

3. Select the Hyperlink to list. 4. Select the slide to which you want to link. 5. Select additional options, if necessary. 6. Select the OK button

, if necessary.

7. Select the OK button

.



S TEP - BY -S TEP

Use an action to hyperlink.

If necessary, switch to Normal view and display the Insert tab.

Display slide 6.

Steps

Practice Data

1. Select the object you wish to add an action to. The object is highlighted. 2. Point to the Action button. The Action Settings dialog box opens 3. Select the desired Action settings. The desired Action settings are selected.

Click the Title place holder

Click Action

Click

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Steps

Practice Data

4. Select the Hyperlink to list. A list of available objects is displayed. 5. Select the object to which you want to link. The object is selected, or a secondary dialog box with additional options opens. 6. Select additional options, if necessary.

Click Hyperlink to

Scroll as necessary, and

click

Click 9. Key Benefits

The options are selected, and a preview of the slide appears, if applicable.

7. Select the OK button, if necessary. The secondary dialog box closes.

Click

8. Select the OK button.

Click

The Action Settings dialog box closes.

Run the slide show from slide 6. Click the place holder. Notice that the presentation jumps to slide 9, Key Benefits , and continues to the end of the slide show. End the slide show.

NOTE You can also create an Action item from an Action button . To do this, you would start by drawing an Action button , which you will find at the bottom of the Shapes gallery . When you draw an Action button , the result is the Action Settings dialog box, so you can use this feature as described in the Action steps.

U SING THE Z OOM F EATURE  D ISCUSSION

The Zoom feature, which is new to PowerPoint 2016 is another tool you can use instead of or in addition to, hyperlinks or action buttons. Like hyperlinks, you can jump to and from specific slides and sections, in an order you decide while you're presenting, without disrupting the flow of the presentation.

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There are three Zoom options: Summary Zoom , Section Zoom , and Slide Zoom . Summary Zoom creates a “summary” slide with hyperlink icons of slides in your presentation that you want to be able to jump to and from quickly; Section Zoom creates hyperlink icons that allow you to jump to and from sections, and Slide Zoom creates hyperlink icons that allow you to jump to and from any slides you may want to refer to seamlessly during a presentation.

Inserting a Zoom Summary

NOTE Once you have created any of the three Zooms , when the Zoom hyperlinked object is selected, a contextual Zoom tools tab is available, with options for the way you use the Zoom .



P ROCEDURES

1. Select the slide you want to add the Zoom from.

2. Select the Zoom button

in the Links group on the Insert tab of the

Ribbon.

3. Select Zoom Summary . 4. Select the slide that begins each section (even if you don’t have sections in your presentation) that you may want to jump quickly to and from during a presentation.

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5. Select Insert

.



S TEP - BY -S TEP

Create a Summary Zoom. Remove the timings from all slides in the World20.pptx file.

Steps

Practice Data

1. Select the first slide. The slide is selected.

Click on Making Business of Recreation

2. Click the Insert tab on the Ribbon. The Insert tab is selected. 3. Select the Zoom button in the Links group. The Zoom button is selected.

Click Insert

Click

4. Select Summary Zoom.

Click

The Insert Summary Zoom dialog box opens.

5. Select the slide that begins each section that you may want to jump quickly to and from during a presentation. The slides are selected.

Click Slides 2, 6 and 8

6. Select Insert.

Click

A new Summary Zoom slide is inserted before the first slide, and three sections have been created in the presentation.

Play the slideshow and practice using the Summary Zooms on the first slide.

J UMPING TO A NOTHER P RESENTATION  D ISCUSSION

In addition to creating hyperlinks to other slides within the same presentation, you can create a hyperlink to another presentation. Linking to other presentations allows you to cover various

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topics, provide further details as requested by the audience, or ensure that you have enough material for the presentation.

You can create multiple hyperlinks, where each hyperlink links to a different presentation. If you do not click a hyperlink text or object, the slide show ignores it and continues with the slide show.

Linked presentations appear in their own design template; they do not adopt the template of the slide show containing the hyperlink.

You can also create a hyperlink to a Word document, Excel workbook, Access database, or web page.

Inserting a hyperlink to another presentation

NOTE If you do not want to start a linked presentation from its first slide, you can use the Bookmark button in the Insert Hyperlink dialog box to specify a starting slide.



P ROCEDURES

1. Select the text or object to which you want to add a hyperlink.

2. Click the Hyperlink button

in the Links group on the Insert tab.

3. Under Link to , select Existing File or Web Page . 4. Select the Look in list. 5. Select the drive where the presentation to which you want to link is stored.

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