PowerPoint 2016 Advanced

PowerPoint 2016
Advanced
North American Edition

SAMPLE
 PowerPoint 2016 Advanced Page 2

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SAMPLE
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 PowerPoint 2016 Advanced Page 3

TUTOR SETUP INFORMATION..................................................................................................................... 6 

SAMPLE FILES FOR THIS COURSE............................................................................................................ 7 
ENHANCING POWERPOINT 2016 SLIDE SHOWS..................................................................................... 8 
SLIDE SHOW TRANSITIONS .......................................................................................................................................8 
ADDING A SOUND TO AN ANIMATION .........................................................................................................................9  
CONTROLLING THE ANIMATION DURATION ...............................................................................................................9  
CONTROLLING THE SLIDE ADVANCEMENT ..............................................................................................................10  
APPLYING AN ANIMATION TO ALL SLIDES ................................................................................................................10  
CONTROLLING SLIDE SHOW LOOPING.....................................................................................................................10  
APPLYING SETTINGS SO THAT SLIDES ADVANCE MANUALLY ..................................................................................12 
SETTING A SLIDE SHOW TO USE TIMINGS ...............................................................................................................13  
ENABLING OR DISABLING SLIDE SHOW ANIMATIONS ...............................................................................................14  
CONTROLLING A SLIDE SHOW .................................................................................................................................15 
CUSTOM SLIDE SHOWS..............................................................................................................................19 
CREATING CUSTOM SLIDE SHOWS ..........................................................................................................................19  
RUNNING A CUSTOM SLIDE SHOW ..........................................................................................................................23  
EDITING A CUSTOM SLIDE SHOW ............................................................................................................................23  
COPYING AND DELETING CUSTOM SLIDE SHOWS ...................................................................................................25  
DIAGRAMS WITHIN POWERPOINT 2016...................................................................................................27 
CREATING AND FORMATTING AN ORGANIZATION CHART........................................................................................27  
CREATING A CYCLE DIAGRAM .................................................................................................................................32 
CHANGING THE SMARTART STYLE ........................................................................................................................34  
CREATING A PYRAMID DIAGRAM .............................................................................................................................35  
DISPLAYING THE SMARTART TEXT PANE ..............................................................................................................39  
CHANGING THE PYRAMID SHAPE LAYOUT ...............................................................................................................40  
APPLYING A SMARTSTYLE TO A PYRAMID SHAPE..................................................................................................41  
CHARTS IN POWERPOINT 2016 .................................................................................................................43 

SAMPLE
CUSTOMIZING THE CHART TITLE ............................................................................................................................43  
CUSTOMIZING THE CHART LEGEND .......................................................................................................................45  
CUSTOMIZING CHART AXES LABELS .......................................................................................................................48  
CHANGING CHART TYPE..........................................................................................................................................51 
CUSTOMIZING CHART GAP AND OVERLAPS ............................................................................................................53  
USING IMAGES IN CHART COLUMNS OR ROWS .......................................................................................................56  
FORMATTING THE PLOT AND CHART AREA USING GRAPHICS .................................................................................58 
CUSTOMIZING AXIS SCALES ...................................................................................................................................62 
POWERPOINT 2016 VIDEO AND AUDIO....................................................................................................67 
INSERTING A VIDEO AND CONTROLLING PLAYBACK ................................................................................................67  
CHANGING THE BRIGHTNESS AND CONTRAST OF A VIDEO .....................................................................................69 
RE-COLORING A VIDEO ...........................................................................................................................................70 
ADDING A POSTER FRAME IMAGE TO A VIDEO ........................................................................................................70  
RESETTING A VIDEO ................................................................................................................................................72 
APPLYING A VIDEO STYLE .......................................................................................................................................72 
PLAYING A VIDEO WITHIN A SHAPE .........................................................................................................................73  
CHANGING THE COLOR AND WEIGHT OF A VIDEO BORDER ....................................................................................75 
APPLYING SPECIAL EFFECTS TO A VIDEO ...............................................................................................................76  
TRIMMING A VIDEO ..................................................................................................................................................77 

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 PowerPoint 2016 Advanced Page 4

VIDEO LOOPING ......................................................................................................................................................80 

USING AUDIO ..........................................................................................................................................................81 
POWERPOINT 2016 ANIMATION ................................................................................................................84 
APPLYING ANIMATION EFFECTS TO TEXT AND GRAPHICS.......................................................................................84  
ANIMATION TRIGGERS.............................................................................................................................................85 
USING THE ANIMATION PAINTER ............................................................................................................................86  
CREATING CUSTOM ANIMATION EFFECTS ...............................................................................................................87  
MODIFYING CUSTOM ANIMATION SETTINGS ............................................................................................................91  
CHANGING THE CUSTOM ANIMATION SEQUENCE ...................................................................................................95  
USING CUSTOM ANIMATION TO FADE BULLETED PARAGRAPHS..............................................................................96 
ANIMATING CHART COLUMNS BY SERIES ..............................................................................................................102  
ANIMATING SMARTART.........................................................................................................................................109 
ACTION BUTTONS IN POWERPOINT 2016 .............................................................................................112 
ACTION BUTTONS - LINKING TO A DIFFERENT SLIDE ............................................................................................112  
ACTION BUTTONS - LINKING TO A SPECIFIC SLIDE................................................................................................114  
ACTION BUTTONS - LINKING TO A URL ................................................................................................................120  
ACTION BUTTONS - LINKING TO CUSTOM SHOWS ...............................................................................................123  
ACTION BUTTONS - LINKING TO A DIFFERENT FILE ...............................................................................................125  
LINKING AND EMBEDDING WITHIN POWERPOINT ..............................................................................129 
LINKING DATA INTO A SLIDE AND DISPLAYING THE DATA AS AN ICON OBJECT .....................................................129 
LINKING AND UPDATING OBJECTS .........................................................................................................................132  
BREAKING A LINK ..................................................................................................................................................134 
INSERTING A LINK TO A PICTURE FILE ...................................................................................................................136  
EMBEDDING DATA INTO A SLIDE AND DISPLAYING IT AS AN OBJECT.....................................................................137 
EDITING EMBEDDED DATA.....................................................................................................................................140 
HYPERLINKS AND POWERPOINT 2016 ..................................................................................................142 
CREATING, EDITING AND DELETING HYPERLINKS .................................................................................................142  
MERGING, COMPARING & EXPORTING WITHIN POWERPOINT 2016................................................145 

SAMPLE
MERGING SLIDES FROM ONE PRESENTATION INTO ANOTHER PRESENTATION ....................................................145 
MERGING A MICROSOFT WORD OUTLINE INTO A PRESENTATION .......................................................................149 
COMPARING PRESENTATIONS ..............................................................................................................................152 
SAVING A SLIDE AS A SEPARATE GRAPHICS FILE ..................................................................................................156  
USING THE SCREEN SHOT FEATURE ....................................................................................................................159  
SCREEN CHIPPING................................................................................................................................................162 
SCREEN DUMPS USING KEYBOARD SHORTCUTS ..................................................................................................163  
SHARING POWERPOINT 2016 PRESENTATIONS..................................................................................164 
MARKING AS FINAL ...............................................................................................................................................164 
PERMISSIONS – ENCRYPTING WITH A PASSWORD ...............................................................................................166  
CONVERTING A PRESENTATION TO A VIDEO .........................................................................................................169  
PACKING A PRESENTATION FOR A CD..................................................................................................................172  
SAVING AS A PDF (ADOBE ACROBAT) FORMAT...................................................................................................174  
POWERPOINT 2016 PRESENTATION DESIGN & COMPATIBILITY ISSUES.......................................177 
PLANNING YOUR PRESENTATION ..........................................................................................................................177  
TURN OFF YOUR COMPUTER SCREEN SAVER .......................................................................................................180  
ISSUES RELATING TO PRESENTATION TIMING .......................................................................................................180  
USING GRAPHICS, DIAGRAMS AND CHARTS TO CONVEY IDEAS ............................................................................181  

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 PowerPoint 2016 Advanced Page 5

LIMITING THE LEVEL OF DETAIL WITHIN A PRESENTATION ....................................................................................181  

USING A CONSISTENT DESIGN SCHEME AND ADEQUATE COLOR CONTRAST .......................................................181 
ACCESSIBILITY CONSIDERATIONS WHEN DESIGNING A PRESENTATION ...............................................................182 
USING ALT (ALTERNATIVE) TEXT TAGS................................................................................................................182  
THE ACCESSIBILITY CHECKER .............................................................................................................................186 
THE DOCUMENT INSPECTOR ................................................................................................................................188 
THE COMPATIBILITY CHECKER .............................................................................................................................192 

SAMPLE
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 PowerPoint 2016 Advanced Page 6

Tutor setup information

 Copy the sample files folder called PowerPoint 2016 Advanced to the Documents
folder.
 At the end of the course, remove all files modified or created during the course, prior
to re-running the course.
 At the end of the course, reset all program and operating system defaults that may
have been modified during the course, prior to re-running the course.

SAMPLE
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 PowerPoint 2016 Advanced Page 7

Sample files for this Course

 During this course you will need to open samples files.

These are stored under the Documents folder in a sub-folder called:

PowerPoint 2016 Advanced.

If you create any new files, unless otherwise instructed, you should also save the
files in this folder.

SAMPLE
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 PowerPoint 2016 Advanced Page 8

Enhancing PowerPoint 2016 slide shows

Slide show transitions
 Open a presentation called Slide show transitions.

 Click on the Transitions tab. You will see a selection of transitions displayed within
the ribbon.

SAMPLE
 Click on the down arrow to the right of the Transitions group.

 You will see more transitions displayed in a drop-down menu. Select the Cube
transition.

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 PowerPoint 2016 Advanced Page 9

Adding a sound to an animation

 You can add sound to the slide animation. To do this click on the down arrow to
the right of the transitions Sound button. You will see a drop-down list displayed.
Click on the Bomb sound.

SAMPLE
Controlling the animation duration
 You can control the duration of the slide animation. To do this click on the down
arrow to the right of the transitions Duration button and change the value to 2.00.

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 PowerPoint 2016 Advanced Page 10

Controlling the slide advancement

 You can set how the slide will advance. Click on the check box next to the After
option and enter a value of 05.00 seconds.

Applying an animation to all slides

 You can apply the slide animation to all the slides by clicking on the Apply to All
button.

SAMPLE
 Run the slide show and the transition effects will display as you configured them to
run.

TIP: To remove transition effect timings, you would use the technique previously
outlined, and remove the tick next to the 'Automatically after' check box. You
would then need to click on the Apply to all slides button.

 Save your changes and close the presentation.

Controlling slide show looping

 Open a presentation called Slide show looping.
 Display slide 1 within the presentation.

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 PowerPoint 2016 Advanced Page 11

 Run the slide show, and you will see that the slide show advances automatically and
ends, when the last slide is displayed, after which you need to click once using the
mouse button, to exit the slide show.
 To set the slide show to loop continually, click on Slide Show tab and within the Set
Up group click on the Set Up Slide Show button.

 This will display the Set Up Show dialog box. Click on the check box next to the
Loop continuously until Esc option. Click on the OK button to close the dialog
box.

SAMPLE
 Re-run the slide show and you will find that the slide show now runs continuously,
until you press the Esc key.

TIP: If you wanted to modify a slide show that runs continuously, to one that only
runs once, then you would use the technique previously outlined and simply remove
the tick from the Loop continuously until Esc check box.

 Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 12

Applying settings so that slides advance manually

 Open a presentation called Advancing slides manually. This presentation has had
timings applied to it.
 Run the slide show and you will see that the slide show advances from slide to slide
automatically using the pre-set timings. Exit the slide show.
 Click on the Slide Show tab and within the Set Up group, click on the Set Up Slide
Show button.

 This will display the Set Up Show dialog box. To set the slide show to advance
manually, click on the Manually button and make sure that the All button is select
so that this applies to the entire presentation.

SAMPLE
NOTE: If you later wanted to re-run the slide show to advance automatically, you
would select the Using timings, if present button.

 Re-run the slide show and you will now have to advance each slide manually.

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 PowerPoint 2016 Advanced Page 13

 Save your changes and close the presentation.

Setting a slide show to use timings

 Open a presentation called Advancing slides automatically. This presentation
has had timings applied to it. So that you can see the slide timings click on the Slide
Sorter button displayed at the bottom right of your screen.

 You will see the slide timings displayed under each slide.

SAMPLE



Click on the Normal button at the bottom right of your screen to display the
presentation within the Normal view.

Run the slide show and you will see that even though slide timings have been
applied, you have to manually advance from slide to slide. Exit the slide show.
Click on the Slide Show tab and within the Set Up group, click on the Set Up Slide
Show button.

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 PowerPoint 2016 Advanced Page 14

 This will display the Set Up Show dialog box. To set the slide show to advance
automatically, click on the Using timings, if present button and make sure that the
All button is select so that this applies to the entire presentation.

SAMPLE
 Re-run the slide show which will now advance automatically, using the rehearsed
timings.
 Save your changes and close the presentation.

Enabling or disabling slide show animations

 Open a presentation called Slide show animations 01.
 Run the slide show. As you can see, this presentation contains animation effects.
 Click on the Slide Show tab and within the Set Up group, click on the Set Up Slide
Show button.

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 PowerPoint 2016 Advanced Page 15

 This will display the Set Up Show dialog box. Click on the Show without
Animation option.

SAMPLE
 Click on the OK button to close the dialog box. Re-run the slide show and you will
see that the animation effects are no longer displayed. Close the slide show.

TIP: To re-enable the display of the animation effects, re-open the Set Up Show
dialog box and remove the tick next to the Show Without Animation option.

 Save your changes and close the presentation.

Controlling a slide show

 Open a presentation called Slide shows.
 Click on the Slide Show button, at the bottom-right of the screen, to run the slide
show. You will need to manually advance the slide show.

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 PowerPoint 2016 Advanced Page 16

 Press the F1 key during the slide show. This will display a list of commands that you
can use when running a slide show. By default, the General tab is displayed.

 Click on the Rehearse/Record tab to view more information.

SAMPLE
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 PowerPoint 2016 Advanced Page 17

 Click on the Media tab to view more information.

 Click on the Ink/Laser Pointer tab to view more information.

SAMPLE
 After you have read through the information within the Slide Show Help dialog box,
press the Esc key to close the help dialog box.

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 PowerPoint 2016 Advanced Page 18

 Display the second slide in slide show view and press Ctrl+P. This changes the
mouse pointer to act as a pen. Draw a circle annotation around the computer
system unit.

 Then press the E key to erase the pen annotation.

 Press B to display a black screen. Press any key to restore the normal screen.
 Press W to display a white screen. Press any key to restore the normal screen.
 Hold down both mouse buttons for 2 seconds to re-display the first slide.
 Press Esc to end the slide show.

TIP: If you are displaying a slide show that advances automatically, then you can

SAMPLE
press S, to pause the slide show and then press S again to restart the slide show.

 Close the presentation without saving any changes that you may have made.

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 PowerPoint 2016 Advanced Page 19

Custom Slide Shows

Creating custom slide shows

 Open a presentation called Custom slide shows 01.
 Click on the Slide Show tab and within the Start Slide Show group click on the
Custom Slide Show button.

 This will display a drop down called Custom Shows. Click on the Custom Shows
command.

 This will display the Custom Shows dialog box.

SAMPLE
 Click on the New button. This will display the Define Custom Show dialog box.

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 PowerPoint 2016 Advanced Page 20

 Click on the tick box to the left of the first item in the list.

SAMPLE
 Also click on the tick boxes next to sides 2-10.

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 PowerPoint 2016 Advanced Page 21

 Click on the Add button, and the slides will be displayed in the right side of the
dialog box.
 In the Slide show name section, enter the name Introduction only.

SAMPLE
 Click on the OK button, and the Custom Shows dialog box will display a custom
show, called Introduction Only.

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 PowerPoint 2016 Advanced Page 22

 Click on the New button. Click on the tick boxes next to all the slides (i.e. all the
slides from 1-19).

 Click on the Add button, and within the Slide show name section of the dialog box,
enter the name Full Course.

SAMPLE
 Click on the OK button and you will now see two custom shows listed.

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 PowerPoint 2016 Advanced Page 23

 Click on the Close button.

Running a custom slide show

 To run a custom slide show, click on the Custom Slide Show button and a drop
down list is displayed containing the custom slide shows that you have created.

SAMPLE
 Select Introduction Only. Navigate to the end of the show, and as you will see,
only the first part of the presentation is displayed.
 Repeat this procedure to run the Full Course. This time you will see the entire
presentation.
 Save your changes and close the presentation.

Editing a custom slide show

 Open a presentation called Custom slide shows 02.
 Click on the Slide Show tab within the Start Slide Show group click on the Custom
Slide Show button. From the drop-down menu displayed, click on the Custom
Shows command.

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 PowerPoint 2016 Advanced Page 24

 This will display the Custom Shows dialog box. Select the Introduction Only
custom show, and then click on the Edit button.

 Within the right-hand side of the dialog box, select the slide called ROM-BIOS. Click
on the Remove button.

SAMPLE


Click on the OK button and then close the Custom Shows dialog box.
If we now run the Introduction Only custom show, the ROM-BIOS slide will no
longer be displayed.

To run the custom show, click on the Slide Show tab and select the Custom Slide
Shows button. From the drop down list displayed click on the Introduction only
option.

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 PowerPoint 2016 Advanced Page 25

 When finished exit from the slide show.

 Save your changes and close the presentation.

Copying and deleting custom slide shows

 Open a presentation called Custom slide shows 03.
 Click on the Slide Show tab and within the Start Slide Show group click on the
Custom Slide Show button.

SAMPLE
 This will display the Custom Shows dialog box. To copy a custom show, select the
Introduction Only custom show, and click on the Copy button.

 The dialog box will now look like this.

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 PowerPoint 2016 Advanced Page 26

 To delete a custom show, select the custom show that you wish to delete, such as
Full Course, and then click on the Remove button.

 The selected custom show will no longer be displayed within the Custom Shows
dialog box.

SAMPLE


Close all open dialog boxes.
Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 27

Diagrams within PowerPoint 2016

Creating and formatting an organization chart
 Open a presentation called Organization chart 01.

NOTE: The sample files for this course are stored in a folder called PowerPoint
2016 Advanced under the Documents folder.

 Click on the Insert tab and from within the Illustrations group click on the SmartArt
button.

 This will display the Choose a SmartArt Graphic dialog box. Click on the
Hierarchy button and select the style illustrated.

SAMPLE
 Click on the OK button and you will see an organization chart displayed within your
slide.

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 PowerPoint 2016 Advanced Page 28

 Type in the words Head Office into the top box. You will see that this text is
displayed within the top box within the organization chart.

SAMPLE
 Click on the next item down and enter the word Shipping. Your organization chart
will now look like this.

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 PowerPoint 2016 Advanced Page 29

 Within the dialog box to the left enter text for the next three items using the words
Western Region, Central Region and Eastern Region. Your organization chart
will now look like this.

SAMPLE
 Now that you have created an organization chart you can apply smarter styles by
selecting an option within the Smart Art Styles group. If you click on the down
arrow within the group, you will see additional styles displayed.

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 PowerPoint 2016 Advanced Page 30

 Select the Bird’s Eye Scene style.

 Your chart will now look like this.

SAMPLE
 If you click on the Change Colors button, you will see a drop down allowing you to
apply a color scheme.

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 PowerPoint 2016 Advanced Page 31

 Your slide will now look something like this.

SAMPLE
 Experiment with applying different color schemes to your organization chart.

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 PowerPoint 2016 Advanced Page 32

 Save your changes and close the presentation.

Creating a cycle diagram

 Open a presentation called Cycle diagram 01.
 Click on the Insert tab and from within the Illustrations group click on the SmartArt
button.

 This will display the Choose a SmartArt Graphic dialog box. Click on the Cycle
button and select the style illustrated.

SAMPLE
 Click on the OK button and you will see a cycle diagram displayed within your slide.

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 PowerPoint 2016 Advanced Page 33

 To add a new shape to the diagram, click on down arrow next to the Add Shape
button displayed within the Create Graphic group on the ribbon.

SAMPLE
 You will see a drop down menu displayed allowing you to add a new shape before or
after the selected shape. In this case click on the Add Shape After command.
Your diagram will now look like this.

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 PowerPoint 2016 Advanced Page 34

 Select one of the shapes and press the Delete key. This will delete the selected
shape.

SAMPLE
Changing the SmartArt Style
 Click on one of the layouts displayed within the Layout group.

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 PowerPoint 2016 Advanced Page 35

 Notice you can click on the down arrow to display more layouts. Experiment with
applying different layouts. Your diagram may look something like this.

 You can create more visually impressive results, as illustrated.

SAMPLE



Remember that you can click on a shape and enter the text that you want. When you
have finished experimenting, save your changes and close the presentation.

Creating a pyramid diagram

Open a presentation called Pyramid diagram 01.
 Click on the Insert tab and from within the Illustrations group click on the SmartArt
button.

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 PowerPoint 2016 Advanced Page 36

 This will display the Choose a SmartArt Graphic dialog box. Click on the Pyramid
button and select the first pyramid style.

SAMPLE
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 PowerPoint 2016 Advanced Page 37

 Click on the OK button and your slide will now look like this.

 Within the top text section type in the letters CEO. You will also see this text
displayed within the top part of the Pyramid.

SAMPLE
 Within the next section down type in the text ‘The Board’. In the bottom section type
in the text ‘Sales Managers’. Your diagram will now look like this.

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 PowerPoint 2016 Advanced Page 38

 We can insert another layer to the pyramid. To do this click on the bottom section of
the pyramid, to select it.

SAMPLE
 Click on the Add Shape button contained within the Create Graphic group on the
ribbon.

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 PowerPoint 2016 Advanced Page 39

 You will now see an extra layer shape.

Displaying the SmartArt Text Pane

SAMPLE
 Click on the Text Pane button. This will display the Text Pane. Type in the words
Sales People, as illustrated.

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 PowerPoint 2016 Advanced Page 40

 Your shape will now look like this.

SAMPLE
 You can delete a shape. Click on the edge of the Sales People shape to select it
and press the Del key. The selected shape will now be deleted.

Changing the pyramid shape layout

 You can easily change the layout of the pyramid shape by clicking on one of the
items within the Layouts group.

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 PowerPoint 2016 Advanced Page 41

 An example is illustrated below.

SAMPLE
Applying a SmartStyle to a Pyramid shape.
 You can apply a SmartArt style by clicking on one of the items within the SmartArt
Styles group.

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 PowerPoint 2016 Advanced Page 42

 Clicking on the down arrow within the group will display more options. An example
is illustrated below.

SAMPLE
 When you have finished experimenting save your changes and close the
presentation.

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 PowerPoint 2016 Advanced Page 43

Charts in PowerPoint 2016

Customizing the Chart title
 Open a presentation called Chart title. This slide contains a chart. The chart title
displays the word 'Sales'.

 To format the chart title, first click on the chart, so that you can edit the chart. Your
screen will look like this.

SAMPLE
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 PowerPoint 2016 Advanced Page 44

 Click on the chart title to select it, and then right click on the chart title, to display a
popup menu.

 Select the Format Chart Title command from the popup menu. This will display the
Format Chart Title side pane.

SAMPLE
 Click on the Fill option which allows you to format the chart title using a solid color.
Your dialog box will now look like this. Pick a color using the Color drop down.

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 PowerPoint 2016 Advanced Page 45

 The formatting will be applied to the chart title.

SAMPLE


Experiment with some of the other options.
Save your changes and close the presentation.

Customizing the Chart Legend

 Open a presentation called Chart legend.

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 PowerPoint 2016 Advanced Page 46

 Click on the chart so that you can edit the chart. Your screen will look like this.

 Click on the chart legend to select it. The selected legend will look like this.

 Right click over the selected legend from the popup menu displayed select the
Format Legend command.

SAMPLE
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 PowerPoint 2016 Advanced Page 47

 This will display the Format Legend side panel.

 The various items that you can customize are listed:

SAMPLE
 Experiment with applying the different formatting options, such as clicking on the
Solid fill option and select a fill color using the Color drop down.

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 PowerPoint 2016 Advanced Page 48

 Click on the Effects button and experiment with investigating the available effects.

 Click on the Legend Option button and investigate the various options available.

SAMPLE
 When you have finished experimenting save your changes and close the
presentation.

Customizing chart axes labels

 Open a presentation called Chart axis labels.

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 PowerPoint 2016 Advanced Page 49

 Click on the chart so that you can edit the chart.

 Right click over the vertical axis label, and from the popup menu displayed select
the Format Axis command.

SAMPLE
 This will display the Format Axis side panel.

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 PowerPoint 2016 Advanced Page 50

 Axis Options: The axis options allow you to set items such as the minimum and
maximum number for the axis as well as the major and minor units used by the axis.

 Fill: Click on the Fill button and you can control the axis fill options. For instance,
click on the Solid fill button and select a color using the drop down arrow next to
the Color section of the dialog box.

SAMPLE
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 PowerPoint 2016 Advanced Page 51

 Investigate the available options and experiment with applying some of these
options.
 Save your changes and close the presentation.

Changing chart type

 Open a presentation called Changing a data series chart type. The slide contains
a chart. You will change the chart type for the South region from a column to a line

SAMPLE
chart type.

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 PowerPoint 2016 Advanced Page 52

 Click on the chart so that you can edit the chart.

 Double click on a column relating to sales made in the South. Once the columns
are selected they will look like this.

TIP: Make sure that all the columns relating to sales in the South are selected.

 You should now see the Change Chart Type button displayed within the ribbon,
under the Design tab. Click on the Change Chart Type button.

SAMPLE
 This will display a Change Chart Type dialog box. Within the left side of the dialog
box click on the Line button and select the Line chart as illustrated.

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 PowerPoint 2016 Advanced Page 53

 Click on the OK button and your chart will now look like this.

SAMPLE
 Save your changes and close the presentation.

Customizing Chart gap and overlaps

 Open a presentation called Column or bar spacing.

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 PowerPoint 2016 Advanced Page 54

 Display slide 1 containing a column chart. Click on the chart so that you can edit it.
 Double click on one of the columns so that each column displays a small, round
shape at each corner.

SAMPLE
 The Format Data Series side will be displayed.

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 PowerPoint 2016 Advanced Page 55

 Experiment by dragging the Series Overlap slider to the left and to the right and
look at the effect that this has on the columns.

 Experiment by dragging the Gap Width slider to the left and to the right and look at
the effect that this has on the columns.

SAMPLE
 You can use the charts in slides 3 and 4 to practice these techniques on a bar chart.

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 PowerPoint 2016 Advanced Page 56

 When you have finished experimenting save your changes and close the
presentation.

Using images in chart columns or rows

 Open a presentation called Inserting images into chart columns or bars.

 Display slide 1 within the presentation, which contains a column chart.

 Click on the smiley face, at the top-right corner of the slide, and press Ctrl+C to copy
the smiling face picture, to the Clipboard.
 Click on the chart so that you can edit the chart.
 Double click on one of the columns so that you see a small handle displayed at the

SAMPLE
corner of each column.

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 PowerPoint 2016 Advanced Page 57

 Press Ctrl+V to paste the picture from the Clipboard into the columns. Your chart
will now look like this.

 The Format Data Series side panel box will be displayed.

 Click on the Fill & Line button.

SAMPLE
 Click on the Fill button.

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 PowerPoint 2016 Advanced Page 58

 Click on the Stack button and your chart will now look like this.

 Display slide 2, and use the same procedure to format this chart to display the
smiling face within the columns rows.

SAMPLE
 Save your changes and close the presentation.

Formatting the plot and chart area using graphics

 Open a presentation called Inserting images into chart areas. It is important to
understand the terms 'chart area' and 'plot area'.

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 PowerPoint 2016 Advanced Page 59

 Display slide 1.

SAMPLE


Click on the chart so that you can edit the chart.
Double click on an empty part of the 'chart area' and the Format Chart Area side
pane is displayed.

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 PowerPoint 2016 Advanced Page 60

 Click on the Fill item and then click on the Picture or texture fill button.

SAMPLE
 Click on the File button. This will display the Insert Picture dialog box.

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 PowerPoint 2016 Advanced Page 61

 Navigate to the folder called PowerPoint 2016 Advanced (located under the My
Documents folder). You should now see a list of graphics files contained within
your samples folder.

 Double click on Clouds file and close the dialog box. You will now see that picture
displayed within your chart.

SAMPLE
 Display slide 2 within the presentation and use the same technique to apply the
picture to the plot area of the chart. The finished chart will look like this.

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 PowerPoint 2016 Advanced Page 62

 Save your changes and close the presentation.

Customizing Axis scales

 Open a presentation called Chart axis scales.

SAMPLE


Click on the chart to edit it.
Double click on the vertical axis so that the axis is selected. Once selected you will
see handles displayed at the top and bottom of the axis.

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 PowerPoint 2016 Advanced Page 63

 The Format Axis side pane is display to the right.

SAMPLE
 Click on the Axis options button.

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 PowerPoint 2016 Advanced Page 64

 You can set a maximum and minimum value using this dialog box.
 Within the Minimum section, enter a value of 10.
 Within the Maximum section, enter a value of 40.

SAMPLE
 Your chart will now look like this.

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 PowerPoint 2016 Advanced Page 65

 Change the Major unit to 10 and the Minor unit to 5.

SAMPLE
 Your chart will now look like this.

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 PowerPoint 2016 Advanced Page 66

 Save your changes and close the presentation.

SAMPLE
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 PowerPoint 2016 Advanced Page 67

PowerPoint 2016 video and audio

Inserting a video and controlling playback
 Open a presentation called Playing movies.
 Display slide 1.
 Click on the Insert tab and within the Media group click on the Video button. From
the drop down click on Video on My PC.

 This will display the Insert Video dialog box. Display the contents of the
PowerPoint 2016 Advanced folder, and you will see a file called Movie.

SAMPLE
 Double click on the movie file and it will be inserted into the slide.

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 PowerPoint 2016 Advanced Page 68

 Click on the Slide show button at the bottom right of the screen. When you see the
first slide displayed click on the video image and the video will start to play. Press
Esc, to close the slide show.

 Display slide 2.
 Repeat the steps to insert a video file into this slide.
 Once inserted double click on the video file within the slide.
 Click on the Playback tab.

SAMPLE
 As you can see this tab contains controls for customizing the playback of a video
clip. Click on the down arrow next to the Start control and select Automatically.

 Run the slide show and you will find that the video on the second slide runs
automatically when the slide is displayed. Close the slide show.

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 PowerPoint 2016 Advanced Page 69

 Save your changes and close the presentation.

Changing the brightness and contrast of a video

 Open a presentation called Video Corrections.
 Double click on the video within the slide.
 Click on the Corrections button within the Adjust group.

 From the drop down list displayed, select a correction.

SAMPLE
 Click on the Slide Show button to review your changes.
 Exit the slide show, save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 70

Re-coloring a video
 Open a presentation called Video Colors.
 Double click on the video within the slide.
 Click on the Color button within the Adjust group.
 From the drop down list displayed, select a color.

 Click on the Slide Show button to review your changes.

 Exit the slide show, save your changes and close the presentation.

Adding a poster frame image to a video

 Open a presentation called Video Poster Frames.
 Double click on the video within the slide.
 Click on the Poster Frame button within the Adjust group.

SAMPLE
 From the drop down list displayed, select Image from File.

 The Insert Pictures screen is displayed.

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 PowerPoint 2016 Advanced Page 71

Click on the Browser button within the From a file section. The Insert Picture
dialog box will be displayed. Navigate to the PowerPoint 2016 Advanced folder
and select a file called Clouds.

SAMPLE
 Click on the Insert button and you will see the following.

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 PowerPoint 2016 Advanced Page 72

 Click on the Slide Show button to review your changes.

 Exit the slide show, save your changes and close the presentation.

Resetting a video
 Open a presentation called Video Resetting.
 As you can see formatting has been applied to this video clip, as it is red colored.
 Double click on the video within the slide.
 Click on the Reset Design button within the Adjust group.

SAMPLE


Click on the Slide Show button to review your changes.
Exit the slide show, save your changes and close the presentation.

Applying a video style

 Open a presentation called Video Styles.
 Double click on the video clip.

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 PowerPoint 2016 Advanced Page 73

 Click on the down arrow within the Video Styles group.

 From the drop down menu displayed, select a style.

SAMPLE


Click on the Slide Show button to review your changes.
Exit the slide show, save your changes and close the presentation.

Playing a video within a shape



Open a presentation called Video and Shapes.
Double click on the video within the slide.
 Click on the Video Shape button within the Video Styles group.

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 PowerPoint 2016 Advanced Page 74

 Click on a shape, such as the Heart shape. Your slide will now look like this.

SAMPLE
 Click on the Slide Show button to review your changes.
 Exit the slide show, save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 75

Changing the color and weight of a video border

 Open a presentation called Video Borders.
 Double click on the video within the slide.
 Click on the Video Border button within the Video Styles group. From the drop
down list displayed select a border color.

 Click on the Video Border button within the Video Styles group. Select the
Weight command and from the sub-menu displayed, select a border thickness.

SAMPLE
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 PowerPoint 2016 Advanced Page 76

 The video clip will now look like this.

SAMPLE


Click on the Slide Show button to review your changes.
Exit the slide show, save your changes and close the presentation.

Applying special effects to a video

 Open a presentation called Video Special Effects.
 Double click on the video within the slide.
 Click on the Video Effects button within the Video Styles group.

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 PowerPoint 2016 Advanced Page 77

 From the drop down list displayed, select an effect.

 Click on the Slide Show button to review your changes.

SAMPLE




Exit the slide show, save your changes and close the presentation.

Trimming a video
 Open a presentation called Video trimming.
Double click on the video clip.
Click on the Playback tab.

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 PowerPoint 2016 Advanced Page 78

 Click on the Trim Video button within the Editing group.

 You may see the following dialog box in which case click on the Yes button.

Then re-click on the Trim Video button

 The Trim Video dialog box will be displayed.

SAMPLE
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 PowerPoint 2016 Advanced Page 79

 Drag the green control (on the left of the progress bar) to the right, along the
progress bar. Stop dragging when the movie displays the number 3. This has
trimmed off the starting part of the video.

SAMPLE
 Drag the red control (at the right of the progress bar) to the left until the number 9 is
displayed. You have now trimmed off the ending of the video clip.

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 PowerPoint 2016 Advanced Page 80

 Click on the OK button.

 Click on the Slide Show icon (bottom-right) and the video will run, starting with the
number 3 displayed and ending when the number 9 is displayed.
 Save your changes and close the presentation.

Video Looping
 Open a presentation called Video Looping.
 Click on the Slide Show icon (bottom-right of the screen). The video of a clock has

SAMPLE
been set to pay automatically and will count up to 12 and then stop.
 Exit the slide show.

 Double click on the video clip and then click on the Playback tab. Click on the Loop
until Stopped button.

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 PowerPoint 2016 Advanced Page 81

 Click on the Slide Show icon (bottom-right of the screen) and you will see that the
video now loops continuously until you advance to the next slide or exit the slide
show.
 Save your changes and close the presentation.

Using Audio
 Open a presentation called Playing sounds.
 Display slide 1.

SAMPLE
 Click on the Insert tab and within the Media group click on the Audio button. From
the drop down displayed, click on Audio on My PC.

 This will display the Insert Audio dialog box. You should see the contents of the
Documents folder displayed. Change to the PowerPoint 2016 Advanced folder
and you will see an audio file called Telephone. Double click on this file.

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 PowerPoint 2016 Advanced Page 82

 You will see the audio control displayed within the slide.

SAMPLE
 Double click on the Audio shape and then click on the Playback tab.

 Click on the down arrow next to the Start button within the ribbon. From the drop
down list displayed, select Automatically.

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 PowerPoint 2016 Advanced Page 83

 Display Slide 3. Repeat the procedure for inserting the Telephone audio file, but
this time do not customize the audio control to play automatically. Resize the audio
control box, so that it is the same size as the picture within the slide.

SAMPLE



Display slide 1 and run the slide show. When you see slide 1 displayed, the audio
will play automatically.
Move through the slide show and when you see Slide 3 displayed, you will need to
click on the picture to hear the telephone ringing. Exit from the slide show.

You can at any time change the way an audio clip plays by double clicking on the
audio control within the slide and using the options under the Playback tab in the
ribbon.

 Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 84

PowerPoint 2016 animation

Applying animation effects to text and graphics
 Open a presentation called Applying Animations.
 Select the text box containing the word Animations.

 Click on the Animations tab and apply the Fly In animation.

 Select the graphic at the top-right of the slide and apply the Wipe animation.

SAMPLE
 Select the graphic at the bottom-left of the slide. Click on the down arrow to the
right of the Animations group, and from the list displayed and apply the Bounce
animation.

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 PowerPoint 2016 Advanced Page 85

 Display the second slide and apply animations of your choice to the text and then to
the graphic.
 Redisplay the first slide.
 Click on the Slide Show button (bottom-left of the screen), and watch the animation
effects that are displayed each time you press the mouse button.
 Exit from the slide show.
 Save your changes and close the presentation.

Animation triggers
 Open a presentation called Animation Triggers.
 Select the picture of the cat.

 Click on the Animations tab and select the Fly In animation.

SAMPLE
 Click on the Animations tab and select the Trigger button from within the
Advanced Animation group.

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 PowerPoint 2016 Advanced Page 86

 From the drop down displayed, click on On Click of.

 From the sub-menu select TextBox7.

 Click on the Slide Show icon (bottom-right).

 Click on the word Cats and the animation will be triggered.
 Save your changes and close the presentation.

Using the Animation Painter

 Open a presentation called Animation Painter.
 Display the first slide.
 Click on the Animations tab and then click on the Preview button.

 Just the Smiley Face is animated, using a Fly In Effect.

 Select the Smiley Face shape.

SAMPLE
 Click in the Animation Painter button, within the Advanced Animation group under
the Animations tab.

 Click on the top shape displayed within the right of the slide.
 Click on the next slide down and you will see that the Animation Painter is no longer
active.

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 PowerPoint 2016 Advanced Page 87

 Display the second slide.

 Select the shape on the left which has had an animation applied to it.
 Double click on the Animation Painter button.
 Click on the top shape displayed within the right of the slide and the animation effect
of the original object will be applied.
 Click on the other two shapes and you can also apply animation to these shapes as
well.
 Press the Esc key to turn off the Animation Painter.
 Save your changes and close the presentation.

Creating custom animation effects

 Open a presentation called Custom animation 01.
 Display slide 1 within the presentation.
 Select the title placeholder, so that the placeholder is surrounded by 8 handles.

 Click on the Animation tab and within the Animations group click on the
Animation Pane button.

SAMPLE
 This will display the Animation Pane side pane.

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 PowerPoint 2016 Advanced Page 88

 Click on the Add Animation button.

 Within the Entrance section click on the Fly in option.

SAMPLE
 You will see a preview of the effect.
 You will see the custom animation listed in the side pane.

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 PowerPoint 2016 Advanced Page 89

 Display slide 2. Select the title (called Hardware),

 Click on the Add Animation button and from the drop down within the Entrance
section select the Fly in animation.

 Select the bulleted text placeholder.

 Click on the Add Animation button. Within the Entrance section select the Fade
Animation.

SAMPLE
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 PowerPoint 2016 Advanced Page 90

 You will now see two animation effects listed in the Animation Pane.

 Click on the graphic within the slide to select it.

 Click on the Add Animation button. Within the Entrance section select the Zoom
animation.

SAMPLE
 You will now see three animations displayed within the Animation Pane.

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 PowerPoint 2016 Advanced Page 91

 If you look at the slide, you will see that each item that we have animated is labelled
with the animation order 1, 2 and 3.

 Display slide 1 and then click on the Slide Show button (bottom-right of the screen).
You will have to click with the mouse button to advance the slide show. View each

SAMPLE
slide.
 Exit the slide show.
 Save your changes and close the presentation.

Modifying custom animation settings

 Open a presentation called Custom animation 02. This slide contains a number of
custom animations. Run the slide show to see these custom animations and then
exit the slide show.
 Display the Animation Pane, by clicking on the Animations tab and within the
Animations group click on the Animation Pane button.

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 PowerPoint 2016 Advanced Page 92

 Select the first custom animation that is displayed within the side pane.

 Click on the down arrow next to the first animation within the side pane and you will
see a number of options that you can modify. Click on the Effect Options.

SAMPLE
 This will display the Fly In dialog box.

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 PowerPoint 2016 Advanced Page 93

 Click on the down arrow to the right of the Direction section (under the Effect tab)
and from the list displayed select From Bottom-Left.

SAMPLE
 Within the Bounce End section, drag the slider to the right.

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 PowerPoint 2016 Advanced Page 94

 Within the After Animation section, click on the down arrow and select a dim color.

SAMPLE


Click on the OK button to close the dialog box.
Click on the Preview button to observe the effect of your changes.

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 PowerPoint 2016 Advanced Page 95

 Save your changes and close the presentation.

Changing the custom animation sequence

 Open a presentation called Custom animation 03. This slide contains customized
animations.
 Click on the Animations tab and click on the Preview button to view the animation
effects.

 You will now re-order the animation settings, so that the first animation to fly in will
be the picture.
 Click on the Animation Pane button to display the Animation side pane.

SAMPLE
 Select the third item listed in the Animation Pane side pane.

 Click on the Move Earlier button.

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 PowerPoint 2016 Advanced Page 96

 The selected item is moved up one place in the running order.

 Click again on the Move Earlier button. The selected item is moved up one place in
the running order and is now the first item to be animated.

SAMPLE



Click on the Preview button and you will see that the animation playing sequence
has changed.
Save your changes and close the presentation.

Using custom animation to fade bulleted paragraphs

 Open a presentation called Custom animation 04. This slide contains a number of
bulleted paragraphs.

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 PowerPoint 2016 Advanced Page 97

 Select the placeholder containing the bulleted points that you want to animate.

SAMPLE
 Display the Animation Pane by clicking on the Animations tab and then clicking on
the Animation Pane button.

 Apply a fade animation to the placeholder by clicking on the Fade button within the
Animation group.

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 PowerPoint 2016 Advanced Page 98

 The custom animation effect will now be listed within the Animation Pane.

 We now need to customize the way the fading will be displayed. Click on the down
arrow displayed to the right of the animation in the side pane and from the list
displayed, select the Effect Options.

SAMPLE
 This will display the Fade dialog box. Make sure that the Effect tab is selected.
Click on the down arrow within the After animation section of the dialog box.
Select a color that the text will turn to, after the fade effect has been applied, within
the slide show.

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 PowerPoint 2016 Advanced Page 99

 Click on the Text Animation tab within the dialog box.

SAMPLE
 Click on the down arrow next to the Group Text section of the dialog box. Select
By 1st Level Paragraphs.

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 PowerPoint 2016 Advanced Page 100

 Click on the OK button and you will see a preview of the effect.
 Click on the down arrow in the side pane, next to the animation item and select
Start After Previous.

SAMPLE
 Click on the down arrow within the side pane and select Timings.

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 PowerPoint 2016 Advanced Page 101

 Click on the down arrow next to the Duration section and from the list displayed
select the Medium option. Click on the OK button to close the dialog box.

SAMPLE
 Click on the Preview button to watch the animation.

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 PowerPoint 2016 Advanced Page 102

 Save your changes and close the presentation.

Animating chart columns by series

 Open a presentation called Animating a column chart by series. This slide
contains a chart.

SAMPLE
 Click once on the chart to select it.
 Click on the Animations tab and within the Animation group click on the
Animation Pane button.

 You will see the Animation Pane displayed to the right of your screen.

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 PowerPoint 2016 Advanced Page 103

 Click on the Add Animation button. From within the Entrance section click on the
Fade button.

SAMPLE
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 PowerPoint 2016 Advanced Page 104

SAMPLE
 You will see the animation listed within the Animation Pane.

 Within the Animation Pane, click on the down arrow next to the animation item and
within the drop down list displayed, make sure that the Start After Previous
command is selected.

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 PowerPoint 2016 Advanced Page 105

 Within the Animation Pane, click on the down arrow next to the animation item and
select Effect Options.

SAMPLE
 The Fade dialog box is displayed. Select the Chart Animation tab.

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 PowerPoint 2016 Advanced Page 106

 Click on the down arrow next to the Group chart section, and select By Series.

SAMPLE
 Click on the OK button.

 Click on the Preview button to watch the animation.

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 PowerPoint 2016 Advanced Page 107

TIP: If the animation runs faster than you would like, click on the down arrow next to
the animation item, displayed within the Animation pane and select the Timing
command.

This will display the Timing tab within the Fade dialog box. You can click on the
down arrow in the Duration section to set a lower speed, such as Medium.

SAMPLE
 Repeat this procedure, experiment with applying all of the following Chart Animation
effects. In each case, use the Preview button to see the effect.

TIP: Remember in each case, to reset the Start option to After Previous. If you
forget to do this, you will have to keep pressing the mouse button to see the effects.

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 PowerPoint 2016 Advanced Page 108

- As one object.
- By series.
- By category.
- By element in series.
- By element in category.

SAMPLE
 Finally, remember that you can remove the animation effects by clicking on the
down arrow next to an animation effect (within the Animation Pane), and from the
drop down menu displayed, select the Remove command.

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 PowerPoint 2016 Advanced Page 109

 Save your changes and close the presentation.

Animating SmartArt
 Open a presentation called SmartArt Animation.
 The slide contains a SmartArt object.

SAMPLE
 Click once on the SmartArt object to select it.

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 PowerPoint 2016 Advanced Page 110

 Click on the Animations tab and select the Fly In animation.

 Click on the Effect Options button and from the drop down list displayed, select
One by One.

SAMPLE
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 PowerPoint 2016 Advanced Page 111

SAMPLE


Click on the Preview button to watch the animation.
Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 112

Action Buttons in PowerPoint 2016

Action buttons - Linking to a different slide
 Open a presentation called Action Buttons 01.
 Display slide 1.
 Click on the Insert tab and within the Illustrations group click on the Shapes
button. A drop-down menu will be displayed. Within the menu you will see a group
of shapes called Action Buttons.

SAMPLE
 Click on Action Button: End.

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 PowerPoint 2016 Advanced Page 113

 The mouse pointer will change to the shape of a cross-hair. Click on the slide and
drag diagonally, to define the shape of the button.

 When you release the mouse button, a button will be displayed on the screen and
the Action Settings dialog box will be displayed.

SAMPLE
 As we selected an action button to jump to the last slide, you can see that the
Hyperlink to section of the dialog box already contains the necessary information to
hyperlink to the last slide.

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 PowerPoint 2016 Advanced Page 114

 Click on the OK button to close the dialog box. Your slide will look like this.

SAMPLE
 Click on the Slide Show button (bottom-right of your screen), and you will see the
slide in Slide Show view. Click on the Action button and you will jump to the last
slide. Exit from the Slide Show view (by pressing the Esc key).
 Save your changes and close the presentation.

Action buttons - Linking to a specific slide

 Open a presentation called Action Buttons 02.
 Display Slide 12.

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 PowerPoint 2016 Advanced Page 115

 Click on Insert tab and within the Illustrations group click on the Shapes button.
From a drop-down menu displayed click on the shape called Action Button:
Custom.

SAMPLE
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 PowerPoint 2016 Advanced Page 116

SAMPLE



Within the slide, drag and drop to define the size of the action button. When you
release the mouse button, you will see the Action Settings dialog box displayed.
Click on the Hyperlink to: button.

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 PowerPoint 2016 Advanced Page 117

 Click on the down arrow to the right of this section within the dialog box, and from
the drop down list displayed, select Slide (you may have to scroll down the list to
see this option).

SAMPLE
 The Hyperlink to Slide dialog box is displayed. Select 6: The CPU.

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 PowerPoint 2016 Advanced Page 118

 Click on the OK button. The Action Settings dialog box will now look like this.

SAMPLE
 Click on the OK button. We now need to add some text to this button. To do this,
right click on the button, and from the popup menu displayed select the Edit Text
command.

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 PowerPoint 2016 Advanced Page 119

 The insertion point will be moved into the action button, allowing you to enter your
text.

 Type in the word 'CPU'. Your button will now look like this.

SAMPLE
TIP: You may need to select the text within the Action Button, and change the font
color and font type, so that you can read it more easily. You can edit the text within
an action button by right clicking on the action button and from the popup menu
select the Edit Text command.

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 PowerPoint 2016 Advanced Page 120

 Run the slide show and when you click on the action button within Slide 12, you will
jump to display Slide 6. Exit from the slide show.

 Save your changes and close the presentation.

Action buttons - Linking to a URL

 Open a presentation called Action Buttons 03.
 Display Slide 6. You will now insert an action button, so that when clicked on, it will
display the Intel web site within your web browser.
 Click on Insert tab and within the Illustrations group click on the Shapes button.
From a drop-down menu displayed click on the shape called Action Button:
Custom.

SAMPLE
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 PowerPoint 2016 Advanced Page 121

SAMPLE


Drag and drop to define the position and size of the action button.
When you release the mouse button you will see the Action Settings dialog box.
Click on the Hyperlink To button and then click on the down arrow in the hyperlink
section and select URL.

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 PowerPoint 2016 Advanced Page 122

 The Hyperlink To URL dialog box is displayed.

SAMPLE
Enter the URL for the Intel web site, which is: http://www.intel.com

 Click on the OK button, and the Action Settings dialog box will look like this.

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 PowerPoint 2016 Advanced Page 123

 Click on the OK button. Run the slide show, and click on the action button in Slide
6. This will open your Internet Web browser and display the Intel home page. Close
the Web browser and exit the slide show.
 Save your changes and close the presentation.

Action buttons - Linking to Custom Shows

 Open a presentation called Action Buttons 04.
 Display slide 1.
 Click on the Insert tab and within the Illustrations group click on the Shapes
button. From a drop-down menu displayed click on the shape called Action Button:

SAMPLE
Custom.
 Drag and drop to define the position and size of the action button.
 When you release the mouse button you will see the Action Settings dialog box.
Click on the Hyperlink To button and then click on the down arrow in the hyperlink
section and select Custom Show.

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 PowerPoint 2016 Advanced Page 124

 You will see a dialog box, allowing you to select a custom show. In this case select
Introduction Only.

SAMPLE
 Click on the OK button and you will be returned to the Action Settings dialog box.
Click on the OK button to close the dialog box.
 Right click on the Action Box, and from the popup menu displayed, select the Edit
Text command. Add the word Intro. You may want to change the color of the text,
so that it is more readable.
 Insert a second action button, that will hyperlink to the other custom show available
within the presentation, called Full Course.

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 PowerPoint 2016 Advanced Page 125

 Insert the word Full within this action button.

 Your action buttons will now be displayed within the slide.

SAMPLE




Run the slide show and see the effect of each button. Close the slide show.
Save your changes and close the presentation.

Action buttons - Linking to a different file

Open a presentation called Action Buttons 05.
 Display the last slide.
 Click on the Insert tab and within the Illustrations group click on the Shapes
button. From a drop-down menu displayed click on the shape called Action Button:
Custom.

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 PowerPoint 2016 Advanced Page 126

 Drag and drop to define the position and size of the action button. When you
release the mouse button you will see the Action Settings dialog box.
 Click on the Hyperlink To button, and then click on the down arrow in the hyperlink
section. Select Other File.

 Click on the OK button, and the Hyperlink to Other File dialog box will be
displayed. Navigate to the PowerPoint 2016 Advanced folder, and select a file
called Viruses.

SAMPLE
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 PowerPoint 2016 Advanced Page 127

 Click on the OK button. You will see a dialog box displayed. Use the default option
and click on the OK button.

SAMPLE
 You will be returned to the Action Settings dialog box. Click on the OK button to
close the dialog box. Right click on the action button, and from the popup menu
displayed, select the Edit Text command. Add the text More Info.

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 PowerPoint 2016 Advanced Page 128

 Run the slide show and you will see that when you click on this action button, you
will run a second presentation, from within the current slide show.
 Exit the slide show and save your changes. Close the presentation.

SAMPLE
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 PowerPoint 2016 Advanced Page 129

Linking and embedding within

PowerPoint

Linking data into a slide and displaying the data as an icon object
 Open Excel.
 Open an Excel workbook called Sales, which is contained within the PowerPoint
2016 Advanced folder (which is located under the Documents folder).
 Click on cell B3.
 Hold the mouse button down and drag to cell D7.

SAMPLE
 The cell range B3:D7 will be selected.
 Press Ctrl+C to copy the selected range to the Clipboard.
 Start or switch to PowerPoint.
 Open a presentation called Linking objects as icons.
 If necessary, click on the Home tab and within the Clipboard group click on the
down arrow under the Paste icon. From the drop-down menu displayed click on
the Paste Special command.

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 PowerPoint 2016 Advanced Page 130

 This will display the Paste Special dialog box.

SAMPLE
 Click on the Paste Link button.
 Click on the Display as icon check box.
 Click on the OK button. You will see an icon displayed within the slide. Resize and
re-position the icon so that your slide looks like this.

 If you wanted, you could have customized the icon. Switch back to Excel and with
the data still selected press Ctrl+C to copy the data to the Clipboard. Switch back to
your presentation.
 Within the Clipboard group click on the down arrow under the Paste icon and
select the Paste Special command. When the Paste Special dialog box is
displayed, select Paste Link and also click on the Display as icon check box. Click

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 PowerPoint 2016 Advanced Page 131

on the Change icon button.

 This will display the Change Icon dialog box. Scroll down the list of icons and select
the one you want.

SAMPLE
 Click on the OK button to close the Change Icon dialog box. Then click on the OK
button within the Paste Special dialog box. You will see the icon displayed within
your slide.

 Switch back to your Excel workbook and close Excel.

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 PowerPoint 2016 Advanced Page 132

 Double click on either of the icons within your slide, and you should find that Excel
opens automatically and displays the data within the workbook that was used to
create the icons in the first place. This shows you that the icons within the slide are
linked to the Excel workbook.
 Close Excel.
 Save your changes within PowerPoint and close the presentation.

Linking and updating objects

 Open Excel
 Open an Excel workbook called Sales, which is contained within the PowerPoint
2016 Advanced folder (which is located under the Documents folder). The Excel
workbook contains a table of data and a chart.
 Click once on the chart to select it.

SAMPLE
 Press Ctrl+C to copy the chart to the Clipboard.
 Switch to, or open PowerPoint, and open a presentation called Linking from an
Excel workbook.

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 PowerPoint 2016 Advanced Page 133

 If necessary, click on the Home tab and within the Clipboard group click on the
down arrow under the Paste icon. From the drop-down menu displayed click on
the Paste Special command.

 This will display the Paste Special dialog box. Click on the Paste link button and
then click on the OK button.

SAMPLE
 The Excel chart will be displayed within your PowerPoint slide. If necessary drag
one of the corners of the chart, to make it larger.

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 PowerPoint 2016 Advanced Page 134

 Switch back to your Excel workbook and change some of the data values within the
table. The chart will change within the Excel workbook.
 Switch back to your presentation, and you will see that the chart has also been
updated within the slide, to take account of the changes that you made to the data
within Excel.
 Save your changes to the PowerPoint presentation and close the file.
 Switch to your Excel workbook. Save the changes made to your Excel workbook
and close the Excel program.

Breaking a link
 Open a presentation called Linking from an Excel workbook. This slide contains

SAMPLE
a chart which is linked from an Excel workbook.
 Click on the File tab and from the drop-down menu displayed click on the Info
button. Click on the Edit Links to Files link, which is displayed towards the bottom-
right of the screen.

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 PowerPoint 2016 Advanced Page 135

 This will display the Links dialog box. Click on the link within the dialog box.

SAMPLE
 Click on the Break Link button. The link will no longer be displayed within the dialog
box.

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 PowerPoint 2016 Advanced Page 136

 Click on the Close button.

 Save the presentation using the name My Broken Link.
 Close the presentation.

Inserting a link to a picture file

 Open a presentation called Linking to a graphics file.
 Click on the Insert tab and from within the Images group click on the Picture button.

SAMPLE




This will display the Insert Picture dialog box.
Navigate to the PowerPoint 2016 Advanced folder, located under the My
Documents folder.
Select a file called Mars.
Click on the down arrow next to the Insert button and from the drop-down menu
displayed, click on the Link to File option.

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 PowerPoint 2016 Advanced Page 137

 The linked picture will be displayed within your slide.

SAMPLE
 Save your changes and close the presentation.

Embedding data into a slide and displaying it as an object

 Open Excel.

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 PowerPoint 2016 Advanced Page 138

 Open an Excel workbook called Sales, which is contained within the PowerPoint
2016 Advanced folder (which is located under the Documents folder).

 Click on cell B3.

SAMPLE
 While holding down the Shift key, click on cell D7. When you release the Shift key,
you will see the range B3:D7 is selected.

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 PowerPoint 2016 Advanced Page 139

 Press Ctrl+C to copy the selected data to the Clipboard.

 Switch to, or start, the PowerPoint program, and open a presentation called
Embedding Objects.

 Within PowerPoint, click on the down arrow under the Paste button, displayed
within the Home tab. Click on the Paste Special command.

SAMPLE
 This will display the Paste Special dialog box.

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 PowerPoint 2016 Advanced Page 140

 Click on the OK button, and you will see a copy of the data which is embedded
within the slide. You can use the normal graphics resizing techniques to make the
data larger and easier to read.

 Save the changes to your presentation and close the presentation.

NOTE: As the data within the PowerPoint slide is embedded, not linked, if you
subsequently make any changes to the original data within the Excel workbook,
these changes will not be updated in the copy of the data within the PowerPoint
slide.

 Switch to the Excel program and close the Excel program.

Editing embedded data

 Re-open a presentation called Embedding Objects.
 Double click on the data within the slide. After a short delay you will notice changes
to the Ribbon.

SAMPLE
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 PowerPoint 2016 Advanced Page 141

 Some of the Ribbon buttons that you would normally expect to see within the Excel
Ribbon are now displayed within PowerPoint.
 Select cells C4:D7.

SAMPLE



Click on the Font Color button within the ribbon and change the font color.
Make some changes to the numbers within the table.
Click outside the selected data, the normal PowerPoint ribbon will once again be
displayed.

TIP: If you wanted to delete the embedded data, you would simply select it and
press the Del key.

 Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 142

Hyperlinks and PowerPoint 2016

Creating, editing and deleting hyperlinks
 Open a presentation called Hyperlinks.

 Double click on the word Microsoft to select it.

 Click on the Insert tab and within the Links group click on the Hyperlink button.

SAMPLE



This will display the Insert Hyperlink dialog box.

TIP: The keyboard shortcut to insert a hyperlink is Ctrl+K.

Within the Address section of the dialog box, enter the web address (URL) for the
Microsoft web site:

http://www.microsoft.com

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 PowerPoint 2016 Advanced Page 143

 Click on the OK button and the word Microsoft will now be a hyperlink. The
hyperlink is normally displayed in a different color and is underlined.

 Run the slide show, by clicking on the Slide Show button, at the bottom-right of the
screen.

 Move the mouse pointer over the word Microsoft and you will see a popup
displaying the hyperlink web address.

SAMPLE
 Click on the word Microsoft and the Microsoft web site will be displayed within your
web browser. Close your web browser, and press Esc to close the slide show.

 Double click on the word Google to select it. Click on the Insert tab and within the
Links group click on the Hyperlink button. This will display the Insert Hyperlink
dialog box. As you can see, the wrong web address has been entered, for IBM
rather than Google. Enter the Google web site URL:

http://www.google.com

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 PowerPoint 2016 Advanced Page 144

 Click on the OK button. Run the slide show and click on the modified hyperlink.
You should see the Google page displayed within your web browser. Close the web
browser and then close the slide show.

 Double click on the word Adobe to select it. Click on the Insert tab and within the
Links group click on the Hyperlink button. This will display the Insert Hyperlink
dialog box. Click on the Remove Link button.

SAMPLE



The word Adobe will no longer be a hyperlink. As you can see, the word is no
longer underlined or displayed in a different color.
Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 145

Merging, comparing & exporting within

PowerPoint 2016
Merging slides from one presentation into another presentation
 Open a presentation called Presentation cats. This presentation contains a
number of slides, displaying pictures of cats.
 Display the slide after which you wish to insert the new slides. In this case display
the last slide within the presentation.

 Click on the Home tab and within the Slides group click on the down arrow under

SAMPLE
the New Slide button. This will display a drop-down menu. Click on the Reuse
Slides command.

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 PowerPoint 2016 Advanced Page 146

 The reuse slides side pane will be displayed.

SAMPLE
 Click on the Browse button and from the drop down list displayed click on the
Browse File command.

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 PowerPoint 2016 Advanced Page 147

 This will display the Browse dialog box. Display the contents of the PowerPoint
2016 Advanced folder (located under the My Documents folder).

SAMPLE
 Double click on a file called Presentation Dogs. The slides contained within this
presentation will be displayed in the Reuse Slides side pane.

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 PowerPoint 2016 Advanced Page 148

 Within the Reuse Slides side pane, click on each of the slides that you wish to add
to your original presentation. In this case click on all 4 slides, one at a time. Your
screen will now look like this. As you can see the items that you clicked on have
been added to the presentation

SAMPLE
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 PowerPoint 2016 Advanced Page 149

 Save your changes and close the presentation.

Merging a Microsoft Word outline into a presentation

 Open a presentation called Inserting a Word outline.
 Display slide 1 within the presentation.

SAMPLE
 Click on the Home tab and within the Slides group click on the down arrow under
the New Slide button.

 This will display a drop-down menu. Click on the Slides from Outline command.

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 PowerPoint 2016 Advanced Page 150

 This will display the Insert Outline dialog box. Display the contents of the
PowerPoint 2016 Advanced folder. Select a Microsoft Word file called Chapter
One.

SAMPLE
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 PowerPoint 2016 Advanced Page 151

 Click on the Insert button, and the outline will be inserted into the presentation.

SAMPLE
 Save your changes and close the presentation.

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 PowerPoint 2016 Advanced Page 152

Comparing presentations
 Open a presentation called Version 01.

 Click on the Review tab and within the Compare section, click on the Compare
button.

SAMPLE
 The Choose file to Merge with Current Presentation dialog box will be displayed.
If necessary, change to the PowerPoint 2016 Advanced folder and then select a
file called Version 02.

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 PowerPoint 2016 Advanced Page 153

 Click on the Merge button. The first change will be highlighted.

SAMPLE
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 PowerPoint 2016 Advanced Page 154

 In this case keep this change. To do this click on the Accept button within the
ribbon.

SAMPLE
 The slide title will now look like this.

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 PowerPoint 2016 Advanced Page 155

 Click on the Next button to proceed.

 You will see a message telling you that the size and position of the picture has
changed.

SAMPLE
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 PowerPoint 2016 Advanced Page 156

 Click on the Accept button to accept this change. The next change that is found
concerns the title.

 Carry on working through the presentation. Experiment by accepting some changes

but rejecting others.
 When you have finished, save your changes and save the presentation.

Saving a slide as a separate graphics file

 Open a presentation called Saving a slide as a graphics file.

SAMPLE
 Display Slide 4 which describes the function of the CPU.

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 PowerPoint 2016 Advanced Page 157

 Click on the File tab and select the Save As command.

SAMPLE
This will display the Save As screen.

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 PowerPoint 2016 Advanced Page 158

 Click on This PC and then click on the Browse button. This will display the Save
As dialog box.
 Click on the down arrow in the Save as type section of the dialog box. Select the
required graphics format, such as JPEG.

 Enter the file name, in the File Name section of the dialog box, use the file name

SAMPLE
Functions of the CPU.

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 PowerPoint 2016 Advanced Page 159

 Click on the Save button and you will see the following dialog box displayed. To just
save the current slide as a separate graphics file, click on the Just This One button.

TIP: You can save the current or every slide in a range of graphics file formats,
including:
.GIF
.JPEG
.BMP
.PNG
.BMP
.TIF

 Repeat the procedure outlined above, save the same slide, using the same file
name, but in each of the graphics file formats listed above.

 Close the presentation without saving your changes.

Using the Screen Shot feature

 Open the Microsoft Excel application. To do this click on the Start button (bottom-
left of the screen). Click on All Apps. Scroll to the letter E. Click on Excel 2016.

SAMPLE
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 PowerPoint 2016 Advanced Page 160

 Click on the Blank worksheet template.

SAMPLE
 Switch to, or open the PowerPoint program

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 PowerPoint 2016 Advanced Page 161

 Open a presentation called Screenshot.

 Click on the Insert tab and click on the Screenshot button contained within the
Images group. From the drop down list displayed, select the Excel document.

 Your will see a screenshot of the Excel window displayed within the PowerPoint
slide.

SAMPLE
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 PowerPoint 2016 Advanced Page 162

 You may need to resize and reposition the screen shot.

Screen Chipping
 Display the second slide within the presentation.
 Click on the Screenshot button. From the drop down list displayed select Screen
Clipping.

SAMPLE
 Move the mouse pointer to the ribbon and drag horizontally across part of the screen
while keeping the mouse button pressed. When you release the mouse button you

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 PowerPoint 2016 Advanced Page 163

will see the screen area that you dragged across displayed within the slide.

Screen dumps using keyboard shortcuts

 If you wish to copy an active window to the Clipboard, select it and press Alt+Prt Sc.
 If you wish to copy the entire Desktop to the Clipboard, press the Prt Sc.
 You can then use the normal Windows methods to paste the screen dump from the
Clipboard to a slide within your presentation. The keyboard shortcut for pasting from
the Clipboard is Ctrl+V.

 Save your changes and close the presentation.

SAMPLE
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 PowerPoint 2016 Advanced Page 164

Sharing PowerPoint 2016 presentations

Marking as Final
 Open a presentation called Final Version.

 Click on the File tab and select the Info side tab. Click on the Protect Presentation
button.

SAMPLE
 From the drop down list, select Mark as Final.

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 PowerPoint 2016 Advanced Page 165

 You will see a dialog box displayed, click on the OK button.

SAMPLE
 Another dialog box will be displayed. Click on the OK button.

 You will see a message at the top-left of the screen as illustrated below.

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 PowerPoint 2016 Advanced Page 166

 NOTE: If you then send this document to someone, when they open it they will have
the option of clicking on the Edit Anyway button (top of the screen), if they need to
make changes.

 Save your changes and close the presentation.

Permissions – Encrypting with a password

 Open a presentation called Encrypted.

SAMPLE
 Click on the File tab and select the Info side tab. Click on the Protect Presentation
button.
 From the drop down list, select Encrypt with Password.

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 PowerPoint 2016 Advanced Page 167

 The Encrypt Document dialog box will be displayed.

SAMPLE
 Enter a password, in this case the word CHELTENHAM (all in upper case) and click
on the OK button. Another dialog box is displayed, asking you to confirm the
password.

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 PowerPoint 2016 Advanced Page 168

 Type in the same password (remember, all upper case) and then click on the OK
button. The Permissions section will now display a message that the document
cannot be re-opened without entering the correct password.

SAMPLE
 Save your changes and close the presentation.
 Re-open the presentation and you will see a dialog box asking for the password.

 Try entering the incorrect password and you will see the following dialog box
displayed.

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 PowerPoint 2016 Advanced Page 169

 Try re-opening the presentation, but this time enter the correct password. The
presentation will now open without a problem.
 Close the presentation.

Converting a presentation to a video

 Open a presentation called Make Video.
 Click on the File tab and select the Export side tab. Click on the Create a Video
option.

SAMPLE
 You will see options displayed related to creating a video from your presentation.

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 PowerPoint 2016 Advanced Page 170

 Click on the down arrow to the right of the Computer & HD Displays to see further
options. In this case select Internet and DVD.

SAMPLE
 Click on the Create Video button.

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 PowerPoint 2016 Advanced Page 171

 The Save As dialog box will be displayed. Enter the file name Company Video.

SAMPLE
 Click on the Save button to save the presentation as a video file. This may take
some time and you may see a progress bar displayed at the bottom of the screen.

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 PowerPoint 2016 Advanced Page 172

 Once the process is complete, save your changes and close the presentation.

EXTRA: If you have time, open the Windows Explorer program, navigate to your
samples folder and double click on the video file you have just created. You should
be able to watch the video. Then close any open programs before continuing.

Packing a presentation for a CD

 Open a presentation called Packaging.
 Click on the File tab and click on the Export side tab. Click on the Package
Presentation for CD item.

 Click on the Package for CD button. The Package for CD dialog box will be
displayed.

SAMPLE
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 PowerPoint 2016 Advanced Page 173

 If you wanted to create a CD now you would insert a blank disk into your CD drive
and the click on the Copy to CD button.

HOWEVER in this case, click on Copy to Folder. You will see a dialog box
displayed.

SAMPLE
 Click on the OK button. You may see the following dialog box displayed. In this
case click on the Yes button.

 The copying process will begin. You will then see a folder containing the files you
have just created. At a later stage you could copy these to a CD or DVD.

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 PowerPoint 2016 Advanced Page 174

 Once the process is finished, close your presentation.

 EXTRA: If you have time use the Windows Explorer program to examine the
contents of the CD. You will see the following.

SAMPLE
The AUTORUN file will start the presentation automatically when the disk is inserted
into a computer.

Saving as a PDF (Adobe Acrobat) format

 Open a presentation called Adobe.
 Click on the File tab and click on the Export side tab. Click on the Create PDF/XPS
Document.

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 PowerPoint 2016 Advanced Page 175

 The Publish as PDF or XPS dialog box will be displayed.

SAMPLE
 Click on the Publish button to start the process. By default, the document will be
displayed within the Adobe Reader program when converted.

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 PowerPoint 2016 Advanced Page 176

 Close the Adobe Reader program and then close your presentation.

SAMPLE
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 PowerPoint 2016 Advanced Page 177

PowerPoint 2016 presentation design &

compatibility issues
Planning your presentation
 Determine in advance the audience level of subject knowledge:

Basic Level - Keep the presentation simple and concise. Define any specifically
related terms.

Moderate Level – The presentation can contain more detail, specific terms and
abbreviations where applicable.

Expert Level – The presentation can contain in-depth information, jargon, and
specific terms.

 Determine the average age of the audience. The style of presentation, for example,
color, look and feel, images and sound can be effective when people can relate
positively to a style that they are familiar with.

 The educational level of the audience will determine the simplicity or complexity of
the presentation’s subject information.

 Determine the cultural demographic of the audience. When attendees are mainly
those who speak English as a second language, the presentation may need to be
more visual i.e. images, with less text, to tell the story.

SAMPLE
 If the attendees have a common occupation, the presentation can be a direct
message to inform. This type of presentation usually contains new information about
the company, marketing, sales analysis or projections, staff training and company
successes.

 Become familiar with the physical environment in which the presentation will be
delivered. This could be a classroom, company boardroom, meeting room,
auditorium, or a trade show booth. It could even be delivered over a computer
network, or be an Internet based presentation.

Each venue will present unique opportunities to maximize your presentation’s

success.

 Check the following:

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PowerPoint 2016 Advanced Page 178

Room size:
Make sure that the room is appropriate to the expected number of attendees. Avoid
over-crowding, or too large a room for a small audience. Make sure that spare
chairs are available, just in case extra people turn up at the last moment.

Light sources:
Ideally have both natural and artificial light sources. Determine varying light
distribution, with the brightest light on the presenter where possible, with medium
light over the audience, and little light on the screen. Make sure that you can use
curtains or blinds to limit the amount of sunlight, as this may make the projection
screen difficult to read.

Electrical sockets:
Make sure that you have access to electrical power sockets for both your computer
and projection devices.

Electrical extension cables:

You should not use extension power cables that are dangerously long. Also make
sure that the cables are safely secured and that no one can trip over them.

Electrical power bars/Extension sockets:

Take a spare power bar with you to a presentation, just in case, so that you will have
enough sockets for your equipment.

Podium:
This will give the presenter maximum visibility by the audience.

Projector and screen:

Many meeting rooms are equipped with computer projection systems. Make sure,

SAMPLE
prior to the presentation, that the projection system is working and know how to call
for technical help in the event of a system failure of the projection unit.

In other cases, you will need to take your own portable projection system. Make
sure that you set-up and test this well in advance.

Microphone and amplifiers:

For larger venues these may be required. Often wireless microphones are used
which gives the presenter more flexibility.

Computer speakers:
With smaller presentations, you can often use small computer speaker systems for
playing back audio clips within the presentation.

Wireless control of your computer:

Many systems allow you to use wireless, remote control devices to enable the
presenter to navigate through the presentation.

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 PowerPoint 2016 Advanced Page 179

Internet connection:
May be required for some presentations.

 The seating can often be arranged in many different ways. Always ensure a clear
line of sight for the attendees:

 Classroom – You can have rows of tables, with chairs facing towards the presenter
and screen, at the front of the room.

 U-shaped – You can set up the tables in a U-shape with chairs around the outer
edge, with the presenter positioned at the open end of the 'U'.

SAMPLE
 Boardroom – You can have one long table with chairs around three sides, and the
presenter positioned at the head of the table.

 Auditorium - The chairs are set up in rows, facing towards the presenter at the front
of the room.

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 PowerPoint 2016 Advanced Page 180

 Discussion Groups – You can set-up several round tables, with chairs, placed in a
semi-circle facing towards the presenter. This style enables small groups to
participate in discussions and interaction.

 Screen placement – Determine the best position to place the screen in relation to
the audience seating.

Turn off your computer screen saver

 Disable your computer screen saver prior to running a presentation. There is
nothing worse than the screen saver popping up in the middle of a presentation,

SAMPLE
after you have paused the presentation for a few moments, to take questions.

Issues relating to presentation timing

 Planning a presentation using a “story-board” and a “time-line” will provide the
opportunity to focus on the key points, with the use of images and text to tell the
story.

 Each slide in the presentation is similar to a chapter in a book - one piece of

information leads to another in a logical sequence in the story.

 The time interval between each slide should be determined by the information that it
contains and the time the viewer needs to absorb it.

 The length of the presentation can be calculated by adding the time intervals of all
the slides in the presentation. If this total exceeds the time available for the entire

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 PowerPoint 2016 Advanced Page 181

presentation, the number of slides will need to be reduced without compromising the
key points in the delivery.

 The type of audience, or even the time of day, may determine the total length of the
presentation. For example, a much younger audience may have a shorter attention
span, or if it is an evening presentation, the audience’s attention may be limited after
having been at work all day.

Using graphics, diagrams and charts to convey ideas

 A serif font, such as Times New Roman, will make the text easier to read, however,
a modern sans serif font, such as Arial, is also excellent for legibility.

 Where possible use a picture or chart to convey ideas and try to limit the amount of
text on a slide.

Limiting the level of detail within a presentation

 Do not be tempted to dump all your knowledge about a subject into a presentation.
Try and be selective about what to include and the level of detail that you wish to
cover.

 Remember that you can design custom slide shows, so that one version can be
played to an audience who require just an introduction, while an advanced audience
can be shown a much more detailed version of the presentation.

SAMPLE
Using a consistent design scheme and adequate color contrast
 The majority of people are visual, rather than auditory, that is, they retain visual
images in their memory more easily than the spoken word.

 Slides using a dark colored background with light colored text or black lettering on a
light background are both very effective for audience readability.

 Pictures, charts and diagrams can all deliver your message in a visual manner,
however, to retain clarity, keep the slide layout clean, simple, and uncluttered.

 When text is used to clarify a point, or list information, ensure the images and the
text support each other. In other words, do not use an image that bears no relation
to the text on the screen, or vice versa.

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 PowerPoint 2016 Advanced Page 182

 Design the presentation using a pre-determined scheme of colors and style. When
the presentation is consistent, the audience will focus on the information, rather than
the look and feel of the presentation.

Accessibility considerations when designing a presentation

 Color blindness or Red/Green deficiency occurs when the combination of the two
colors cannot be perceived.

For example:
- Brown & green can be mixed up and not seen as separate colors.
- Tan, orange and beige will all look the same.
- Purple will be seen as blue.

This Red/Green deficiency is found in almost 15% of men. Although occurring rarely
in women, it is important to be aware of this issue when designing the color schemes
for a presentation.

 Other accessibility issues to consider are adequate font sizes, so that the text is
easily readable, even by people at the back of the room.

 You may wish to investigate the use of closed caption technologies and the use of
alternative text and colors.

 Limit the use of animation and transition effects if your audience may include people
with visual impairments.

 Certain colors, or collections of colors, can elicit different emotional responses in

SAMPLE
individuals, so choose your colors carefully.

Using Alt (Alternative) Text tags

 Open a presentation called Alt tags. This slide contains a picture with no
descriptive text.

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 PowerPoint 2016 Advanced Page 183

 You can add an Alt tag that can be read by special software used by visually
impaired people.
 Right click over the picture and from the popup menu displayed click on the Format
Picture command.

SAMPLE
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 PowerPoint 2016 Advanced Page 184

 The Format Picture side pane will be displayed. Click on the Size and Properties
icon.

SAMPLE
 Click on Alt Text and your screen will now look like this.

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 PowerPoint 2016 Advanced Page 185

 Click within the Title area and enter the following:

Earth seen from the Moon.

 Click within the Description area and enter the following:

The Earth looks very small and fragile when seen from the moon. The predominate
color is blue with white clouds. This contrasts with the harsh, uniform coloring of the

SAMPLE
moon which can be seen in the picture foreground.

 The side pane will now look like this.

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 PowerPoint 2016 Advanced Page 186

 Save your changes and close the presentation.

The Accessibility Checker

 Open a presentation called Accessibility Checker.
 Click on the File tab and from the drop down list displayed, click on the Info tab.


SAMPLE
Click on the Check for Issues button.

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 PowerPoint 2016 Advanced Page 187

 From the drop down list displayed click on Check Accessibility.

SAMPLE
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 PowerPoint 2016 Advanced Page 188

 This will display the Accessibility Checker side pane.

 In this case the accessibility checker is basically telling you to add descriptive text or
Alt tags so that someone who is visually impaired will be able to use special software

SAMPLE
to read a description of the picture, as they may not be able to see the picture.
 Close the presentation.

The Document Inspector

 Open a presentation called Document Inspector.
 Click on the File tab and from the drop down list displayed, click on the Info tab.
 Click on the Check for Issues button.

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 PowerPoint 2016 Advanced Page 189

 From the drop down list displayed click on Inspect Document.

SAMPLE
 A dialog box will be displayed allowing you to control what is searched for.

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 PowerPoint 2016 Advanced Page 190

 Click on the Inspect button and a dialog will be displayed informing you of any
issues detected.

SAMPLE
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 PowerPoint 2016 Advanced Page 191

 In the example illustrated, comments were detected within the presentation. To

remove these click on the Remove All button next to the Comment and
Annotations section of the dialog box.
 In addition, document properties and the course author details were also detected.
Clicking on the relevant Remove All button will remove these.

SAMPLE
 The dialog box will now look like this.

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 PowerPoint 2016 Advanced Page 192

 Save your changes and close the presentation.

The Compatibility Checker

 Open a presentation called Compatibility Checking.


SAMPLE
Click on the File tab and from the drop down list displayed, click on the Info tab.

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 PowerPoint 2016 Advanced Page 193

Click on the Check for Issues button.

 From the list displayed, click on Check Compatibility.

SAMPLE
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 PowerPoint 2016 Advanced Page 194

 If any issues are found a dialog box will be displayed. Read the information
displayed within the dialog box and make sure that you understand the compatibility
issues concerned.

 Close the presentation.

 Close PowerPoint.

SAMPLE
FOR USE AT THE LICENSED SITE(S) ONLY
 2015 Cheltenham Group Pty. Ltd. www.cheltenhamcourseware.com