Powerful presentations

with PowerPoint 2016

IT Showcase Productivity
Guide

Published September 2015

Microsoft PowerPoint 2016 is here to help you create, share, and

co-author powerful presentations across Microsoft Windows, iOS,
and Android devices like never before. With new features
including modern chart types, screen recordings, and the
Microsoft Office Mix add-in with enhanced screen recording
functionalityPowerPoint 2016 allows you to bring your
presentations to a whole new level.
Topics in this guide include:

Whats new Getting started Collaborating and

sharing

Using Office Mix Using PowerPoint For more

on a phone or information
tablet
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Whats new
Enhanced sharing and co-authoring are now available for presentations stored on
Microsoft OneDrive or Microsoft SharePoint Online. When you are using SharePoint
Online or Microsoft OneDrive for Business, you can take advantage of the new history
feature, which stores versions of your presentations that you can return to if necessary.
Plus, you can now work across platforms, creating, editing, and presenting information
from your Windows desktop or laptop computers, tablets, Windows Phone, and iOS and
Android devices. And when you want to record your presentations, you can use Ink
playback to show your handwritten notes in the correct times and places.

Tell Me
You do not need to be a power user to use the power of Microsoft PowerPoint. Tell Me
will guide you to the feature you need, to get the results you want. This built-in search
saves time that you would spend looking for a specific feature.
Using Tell Me
1. At the top of the ribbon, type what you are looking for in the Tell Me box. As you
type, possible results are shown.

2. Select the result that applies to your task.

For example, when you want to insert a graphic, type add graphic, and Tell Me
brings back the Insert SmartArt and Image (ActiveX Control) commands.
Viewing previous commands
Select the Tell Me box. The Recently Used drop-down list appears and displays
the last five commands you executed from within Tell Me.
Smart Lookup
Smart Lookup, powered by Bing, uses the term you highlight and other contextual
information from within your presentation to deliver search results from the web while
you read or work on it. With information from a variety of sources, you can find
anything from a quick definition to a detailed exploration without leaving your
presentation.
Accessing Smart Lookup
1 Highlight the word or phrase you want to find information on.
2 Do one of the following:
Right-click the word or phrase, and then select Smart Lookup on the
menu that appears.

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On a touchscreen device, press and hold the word or phrase, and select the
arrow at the right edge of the floating formatting toolbar. On the menu that
appears, select Smart Lookup.

On the ribbon, on the Review tab, select Smart Lookup

The Insights pane opens, displaying information relevant to your selection.
Note: If you are just looking up Insights for one word, you can skip
highlighting and simply right-click or press and hold on the word.
PowerPoint 2016 has several new chart types to choose from:
Waterfall This chart shows how an initial value is changed by intermediate
values to reach a final total.
Pareto This chart automatically sorts the frequency of the most prevalent issues
and adds a Pareto line that shows the additive contribution of each issue along the
horizontal axis.
Treemap This chart shows hierarchical data in nested rectangles.
Histogram This chart type shows both the frequency and probability of a value
by using rectangles of varying height and width. It looks similar to a bar chart.
Box & Whisker This chart type shows the distribution of the chart data, with the
median and quartiles in the box, and the extremes on either whisker.
Sunburst This multi-level pie chart shows hierarchical data in concentric rings.

Sharing with others

There is a new Share button in the upper right of the PowerPoint window.

If your presentation is not already stored on the cloud, when you select the Share
button, you will be prompted to save it to the cloud. After your presentation is in the
cloud, selecting Share opens an invitation form, where you can enter people who need
access and specify the level of access they need.

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

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

Create your first slide

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

Working with the ribbon

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

Inserting pictures, text, and charts

One of the most commonly used tabs in PowerPoint is Insert, where you can insert a
picture, text, a chart, a transition between slides, or an animation.
Insert a picture
1 Select the Insert tab.
4. Select the type of image you want to insert in the Images group. You can choose
from:
Pictures Browse to pictures on your computer.

Online Pictures Browse to pictures on a website.

Screenshot Insert a picture you recently took of your computer screen

(by using the Print Screen key).
Photo Album Choose pictures from an album you create in PowerPoint.

5. Insert your picture.

Note: When you insert a picture, a new contextual tab called Picture
Tools appears. This has a Format tab containing tools for working with the
picture.
Insert text
1 Select the Insert tab, and then select Text Box in the Text group.
6. Enter your text, and then format it to your taste.
Insert a chart
1 On the Insert tab, select New Slide, and then select Blank.
7. In the Illustrations group, select Chart.

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8. Select a chart type, and then select OK.

Edit data in an inserted chart
After you insert a chart, you can edit its underlying data.
1 When you insert a chart, the Chart Tools contextual tab appears, with Design
and Format tabs. Make sure you select the Design tab.
9. Select Edit Data. Microsoft Excel opens in a new window and displays the
worksheet for the selected chart.
10. In the Excel worksheet, select the cell that contains the title or the data you want
to change, and then enter the new information.
11. Close the Excel worksheet. PowerPoint updates and saves your chart automatically.
Insert transitions between slides
Standard presentations often have abrupt changes from slide to slide, which can be
jarring to your audience. If you want the pace of your presentation to look controlled
and flowing, just add transitions between your slides. Slide transitions are the
animation-like effects as you move from one slide to the next during an on-screen
presentation. Everything you need is on the Transitions tab.
1 In the Navigation Pane, select the slide you want to apply a transition to.
12. On the Transitions tab, find the effect you want for that slide in the transitions
gallery. Then, select that effect to see a preview. To see the entire gallery, select
the More button .
13. On the Transitions tab, select Effect Options to change how the transition
occursfor example, you can choose the direction the slide enters from.
14. Use Duration to set how fast each transition takes place. To make the transition
slower, you will need to set the number higher.
15. Select Preview to see what the transition looks like with all your new settings.
Tip: If you want all slides in your presentation to transition the same way, select
Apply To All in the Timing group.

Insert animations
To impress your audience and draw attention to a specific piece of content on a slide,
apply animation effects (motion) to text, pictures, shapes, SmartArt graphics, and
more. Animations are not the same as transitions. A transition animates the way one
slide changes to the next, whereas an animation makes an object within a slide move.
1 Select the object or text on the slide that you want to animate.
16. On the Animations tab, select Add Animation, and then choose an animation
effect.

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Using Presenter View

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

Working with a touch device

PowerPoint supports your touch devices with new Ink to Math and Ink Playback
functionality. If your presentation requires a formula, you can write the formula by
hand, and PowerPoint will format it as a typed formula. And if you are recording a live
presentation and use your finger to write on a slide on a touch-enabled screen, your
recording will include the written notes at the correct times and places in your
presentation.
Create a recording to play during a presentation
You can insert a screen recording into a slide without leaving PowerPoint. This is great
for when you want to include a screen capture demonstration of your product in your
presentationyou do not need to work with a third-party application.
1 On the Insert tab, select Screen Recording. The PowerPoint window becomes
minimized.
17. In the screen recording tool, select the Select Area button.
18. Drag to draw a rectangle for the area of the screen you want to record.
19. If you do not want to record audio or your pointer, deselect the Audio or Record
Pointer button.
20. Select the Record button.

After a three-second countdown, the recording begins.

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Tip: If you move your pointer away from the recording control window, it might
disappear. To lock the recording control window in place, select the pushpin
button in the lower-right corner.
21. To end the recording, select the Stop button.
Tip: You can also press the Windows logo key+Q to stop recording.

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

Collaborating and sharing

By sharing presentations that are saved to OneDrive for Business or SharePoint Online,
you can ensure your colleagues have the latest versions to view and edit. This enables
you and your team to co-author the same presentation at the same time, whether you
are using PowerPoint on your desktop, tablet, or phone, or Microsoft PowerPoint Online.
From your phone, tablet, or PC or Mac, you can also add and reply to comments right
next to the slide you are discussing. That way, everyone can see who replied to whom.

Working in the cloud

PowerPoint works on OneDrive, OneDrive for Business, and SharePoint Online. Working
in the cloud means you can share and work with your colleagues, but it also means
your presentations are protected from loss. In addition to the redundancy in cloud
storage, PowerPoint also maintains a version history when presentations are stored
and edited on either OneDrive for Business or SharePoint Online.

Co-authoring features
After you have shared your presentation, you and colleagues who have edit access can
work on the presentation at the same time. In addition, if your presentation is on
OneDrive for Business or SharePoint Online, PowerPoint keeps a version history of your
presentation. If a team member makes a change that you do not want to keep, you can
roll back to the previous version.
1 On the File tab, select History.
If you do not see History on the File tab, your document is not saved to the cloud
or to a location that has version history tracking enabled.
22. The History pane appears, showing the current and previous versions.

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Select the previous version you want to restore. The selected version opens in a
new window.
23. Select the Restore button.

Threaded comments
Threaded comments in PowerPoint allow people to have useful conversations right next
to relevant text. You can see who replied to whom and when.
Using threaded comments
In the comment you want to reply to, select the Reply button to add a
response.

Using Office Mix

Office Mix is a PowerPoint add-in with its own ribbon tab that contains tools for
recording your presentation, creating screen capture demos, inserting quizzes, and
exporting presentations to a Sharable Content Object Reference Model (SCORM)
package. You can use a SCORM package in a learning management system (LMS), and
in a Mix site for storing and sharing your Mix presentations (Mixes).
Office Mix gives you a better way to share your presentations. You can share read-only
presentations with full animations and transitions, and measure their impact and
audience engagement. You can easily embed Mixes on company blogs, websites, and
social media. With Office Mix, you can transfer knowledge more effectively by adding
voice, video, and digital ink to your slides. You can see who watched which portions of
your content and survey your audience, gaining valuable feedback and insights.
With Office Mix, you control who has access to your content. Office Mix provides
multiple levels of access control, allowing you to publish content to the web or restrict
it to your organization.

Office Mix ribbon tab

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

Getting started with Office Mix

Install the Office Mix add-in:
1 In your web browser, go to https://mix.office.com/.
24. Select Get Office Mix.
25. Sign-in with your Microsoft account.
26. Select Run to run the OfficeMix.Setup.exe setup file.
Note: You need to quit PowerPoint before running this file.

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Create your first Mix:

1 Select the Using Mix button on the Mix tab. This opens an Office Mix Welcome
pane that includes the following tutorials:
What is Office Mix A video tutorial explaining Office Mix.
Screen Recording A video tutorial showing how to use Office Mix to
create screen recordings.
Publish and Share A video tutorial showing how to publish and share
your Mixes.
Create your First Mix An interactive PowerPoint tutorial that walks you
through creating a simple Mix.
27. Select Create your First Mix.
28. Follow the directions to create, upload, and share your first Mix.

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

Using PowerPoint on a phone or tablet

In addition to using PowerPoint on your computer, you can use PowerPoint (part of
Microsoft Office Mobile) on a Windows phone, an iPhone or iPad, or an Android tablet or
phone.
Use the following links to get started:
Use PowerPoint Mobile for Windows Phone
https://support.office.com/en-US/article/use-powerpoint-mobile-for-windows-phone-
da9ff3b1-0278-454b-8796-e75ce3ce5738
Install and set up Office on an iPhone or iPad with Office 365
https://support.office.com/en-US/article/Install-and-set-up-Office-on-an-iPhone-or-iPad-
with-Office-365-9df6d10c-7281-4671-8666-6ca8e339b628
Office on your Android tablet
https://products.office.com/en-us/mobile/office-android-tablet
Office Mobile for Android phones
https://support.office.com/en-US/article/Office-Mobile-for-Android-phones-ee598133-
59d1-43c3-b47c-aac3f2d9a605

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For more information

For more great productivity guidance, visit
http://microsoft.com/ITShowcase/Productivity

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IT Showcase Productivity Guide