April 12, 2021

Top 20 PowerPoint 2016 Tips and Tricks

Here is the Top 20 PowerPoint 2016 Tips& Tricks.

This is a quick rundown of the top PowerPoint 2016 Tips & Tricks.

Let'sget started.

Number 1 – Morph Transition.

Morph is a very cool transition effectbetween two slides.

To enable it take a slide and duplicate it.

Go to the secondslide, choose the Morph option and move items around the screen.

Click the Morphone more time and you'll see the transition between the two.

Number 2 – Compress Media.

You have the ability to add videos inside of a PowerPointpresentation.

You just go to Insert, select video, and choose a file and itinserts it into your PowerPoint.

But what happens if that file is too large foremailing or saving or playing back on Skype or some other location? You canactually compress the file size.

Just go to file and notice this Compress Mediaoption.

It'll be there if you have media inside your PowerPoint presentation andright here it says the media files in this presentation are 66 Meg.

You canclick this to compress it and choose a different type of quality to lower thesize so I'm going to choose Internet Quality.

It's going through a processingof that file and when it's complete you can see that it saved 21.

1 megabytes.

Now under the info tab you can see that file is actually 45 megabytes.

If you want tochange it you can come back in here, click undo, and then click it again tochoose another quality level.

Number 3 – Ctrl-Drag to Duplicate.

Want toknow the fastest way to duplicate information? Just hold the Ctrl keydown, click on an object, and then drag it.

Simple as that.

Number 4 – Ink Equation.

Here's a slick trick to create an equation on yourPowerPoint slide.

Just go to insert symbols.

Under Equation, hit the downarrow and choose Ink Equation.

Now write a math equation by hand and click insert.

Number 5 – Alt-Shift Ordering.

Let's sayyou want to reorder the items in a bulleted list.

The shortcut to do that isto highlight what you want to move, hold the Shift-Alt keys down and hit the uparrow or down arrow to move the item around.

Number 6 – Ungroup SmartArt.

SmartArt is a great tool to insert graphics into your PowerPointpresentation but did you know that you can break all the components of theSmartArt out into separate items? When you insert SmartArt it adds it to yourpresentation as one item but if you right-click on the block, choose Group, Ungroup, and then do it a second time it actually breaks out each component as aseparate item and you can edit, move, and adjust it however you want.

Number 7 – Quick Access Toolbar.

The Quick Access Toolbars is in the upper left cornerof all office products and you can see it defaults to four or five icons herefor different commands.

If you click the down arrow and go to more commands you can choose from this list to add other items to the Access Toolbar.

What I liketo do is go into Commands Not in Ribbon and select three that I use frequently.

The first one is Quick Print.

So click and add that.

The second one is Speak and thethird one is Toggle Case.

Hit okay and it now adds those commands.

The Quick Print is handy because you can click this button to automatically print directlyto your default printer without having to go through the menus.

The SpeakSelected Text allows you to have the computer read back your text.

If youhighlight something and click Speak.

“The Top 20”, it plays it for you.

And the thirdone allows you to toggle the case so whatever you've highlighted will switchbetween all uppercase, all lower case, or all caps.

You'll find a number of othercommands that you may want to add to your quick access toolbar to make thatone-click button away.

Number 8 – Filler Text.

Sometimes it's handy to have filler text on your PowerPoint presentation.

To addsome random filler text just click the insert button, pick a text box, locatewhere you want the text to be positioned, and type directly into the box: =lorem and hit enter.

That will fill in Latin text.

Then you can resize asnecessary and move it around to the positioning that you need.

Rather thanLatin text you can do random text.

Just type in =rand with parenthesesand hit enter.

Both of these commands allow options in the parentheses.

Thenumber of paragraphs and the number of sentences within each paragraph, so youcan adjust it accordingly.

Number 9 – Chart Animations.

By defaultwhen you create a chart in your PowerPoint presentation it comes up allat once but you can add animation to make it look better and allow you tocommunicate while you're bringing up each component of the chart.

Click on thechart, choose the Animations tab and click on the Animation Pane to bring upthis menu.

Now choose an animation for the chart like Fly In.

Make sure this ishighlighted and click Effect Options and come down here and choose By Series orBy Category.

When you choose By Series it brings up each graph series one step ata time and if you choose By Category it bringsup the entire category one group at a time so when you present your slide itgives you the opportunity to hit the arrow key, bring up the title in thecategories and series information so you can explain what that is about, then bring up category 1, category 2, 3, & 4.

This makes for a better presentation.

Number 10 – Slide Show Tricks.

When you're in the middle of apresentation you can actually use a number of shortcut tricks to helpcommunicate your message.

You can see the list of options here by hitting the F1key.

The ones to note is you can hit the W key to white out your screen hit itagain to bring it back.

You can also hit B to blank the screen out so that youhave nothing on the display and hit ESC to come back.

If you hit Ctrl-P itbrings up a pointer and you can use this to mark things on your chart whileyou're talking.

If you hit E it will erase and startover.

Ctrl-I brings up a highlighter so you can highlight items on your chartand again E to erase.

You can hit the + and – to zoom in and zoomout.

If you hit – all the way out it actually brings up all of yourpresentation pages and you can click on the one that you want to go to.

Rememberall of these are available by hitting F1.

Number 11 – Gridlines and Guides.

For aprofessional-looking PowerPoint presentation it's important to getalignment correct on objects that you have on your page.

A couple of tools that helpyou do that are the Gridlines and Guides.

You can find them under the View tab.

Ifyou turn on Guides it brings up horizontal and vertical line in thecenter of the screen.

When you hover over that you can actually move these lineswhere you want to position alignment and then you can take your object and youcan move it into that position and it'll snap right there.

You can also turn onGridlines and see the background gridlines to help align other things around the page or move your guide as you need tofor those different objects.

If you hit the arrow key in the corner here itgives you some options.

You can choose to Snap to the Grid and you can also adjustthe spacing for the particular grid settings, If you click this Set asDefault, it will store that setting for other pages and other presentations.

Andfinally, you can turn on the Ruler which shows the number of inches verticallyand horizontally across your page if you need to do things by measurement.

Number 12 – Recover Files.

If you've been kicked out of PowerPoint or you forgot to savea file, not to worry, there is one possible chance that you can recover it.

Go to File, Open, and at the bottom of the list you'll see this Recover UnsavedPresentations.

Click that.

It opens the unsaved file location and if anything isin there you may be able to click on it, open it up, and recover that file.

Number 13 – Eyedropper.

The easiestway to match text color with some other object is to highlight the text that youwant to change, click on the color option, go down to eyedropper, and then selectthe color that you want from any place on the screen.

It automatically changesit to that color.

Number 14 – Shape Edit Points.

Shape Edit Points is apowerful tool that allows you to make any kind of combination of shape you canthink of.

Start by inserting a shape onto your canvas and then click the EditShape, Edit Points option.

This gives you the ability to take corners of thedrawing and shift them around.

You can also create new points inside of thedrawing and you can right click and do a Curve Segment which adds a curve to thatedge.

So it gives you the ability to move and manipulate a shape in a variety ofdifferent ways.

Now combine this with the Morph option we talked about earlier andyou can make some very creative animations.

Number 15 – Smart Lookup.

Smart Lookup is a feature that's available in all the Office applications.

All you have to dois take a group of text, highlight a particular word or phrase, and then clickon the Review, Smart Lookup.

It goes to the web, looks up the topic, and gives yousome information.

Number 16 – Slide Show Loop.

You may want to do aPowerPoint presentation as an introduction slideshow where itcontinuously loops through your slides without any intervention.

Click onSlideshow, Setup Slideshow, and check this box to Loop Continuously.

Make sure thatthe Timings If Present is also checked and it's not on manual.

Hit OK.

Now go toyour transitions tab, turn off the check mark for On Mouse Click, and make sure that it's selected on the timer.

I'm going to put in one second and then on yoursecond slide do the same thing.

I'm going to do two seconds.

Now go into yourpresentation and it continuously loops through your presentation.

Number 17 – Embed Fonts.

If you insert avariety of different fonts into your PowerPoint presentation and then take itsomewhere and present using somebody else's computer you may want to embedfonts to make sure you don't have any problems with the font types or thespacing.

All you have to do is go to File, Options.

Click on the Save option andcheck this box to embed fonts in the file and hit OK.

This guarantees that youwon't have problems trying to present your fonts running it from anothermachine.

Number 18 – Remove Background.

PowerPoint 2016 has some nice features for editing photos.

For example, if you want to remove the background on this picture just click on the photo, choose Format, clickon Remove Background, and it highlights all of the area that you want to remove.

It gives you a sample of what it looks like over in the left area here and asyou can see the beak is something that's going to be removed.

So we can fix thatby clicking this Mark Areas to Keep, and then highlight that , and when we're donemaking our changes click Keep Changes and now you have the background removed.

Number 19 – Quick Alignment.

If you have a number of objects on your page and youwant to align them there's a quick method to do that.

Just select all of theobjects that you have, go to Format, choose Align, and if you want to alignthem to the left or if you want them centered or to the right.

You can alsodistribute them vertically so the spacing is even between each.

You canalso distribute horizontally.

That is the fastest method.

And finally Number 20 -Tell Me What You Want to Do.

In 2016 for all the Office apps, there's a Tell MeWhat You Want to Do search box which is very handy if you're trying to findsomething.

So if I type in SmartArt it gives me the choice to insert SmartArtwhich is one of the selections from the menu.

It also gives me help on SmartArtand I can do a Smart Lookup on SmartArt which brings up the web basedinformation so this is a very handy tool to use if you're ever in need to findout information on any particular function in PowerPoint.

And thatconcludes the Top 20 PowerPoint 2016 Tips and Tricks.

Please be sure to checkout our other videos for Skype for Business, Outlook, Word, Excel, and otherOffice applications.

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