PowerPoint 2016 Basics for Mac - Home Page | myUSF€¦ · PowerPoint 2016 Basics for Mac ... effectively. What you can expect to learn from this class •!How to access and use PowerPoint’s

Center for Instruction and Technology Date last updated:10/6/16

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PowerPoint 2016 Basics for Mac

PowerPoint 2016 Basics for Mac Training Objective

To learn the tools and features to get started using PowerPoint more efficiently and effectively.

What you can expect to learn from this class

• How to access and use PowerPoint’s Help Index • How to navigate PowerPoint’s new Ribbon interface • How to Open, Save, Close, and Print a new or existing PowerPoint presentation • How to access PowerPoint’s Templates • How to use the Master Slide to modify defaults • How to work with text in PowerPoint (color, font, size) • How to customize Bullets • How to create a Chart in PowerPoint • How to add Clip Art, pictures and other multimedia objects to a PowerPoint

presentation • How to change Backgrounds in PowerPoint • How to use Animations to apply special effects to individual slides • How to set a Transition between slides

Who should take this class

Any person with a basic knowledge of computers and is interested in learning how to use Microsoft PowerPoint 2016 to create great presentations.

PowerPoint Tips and Shortcuts

Command-Z to Undo. Command-S to perform frequent Quick Saves. Home/End keys to get to a beginning/end of a line. Command-C to Copy. Command-X to Cut. Command-V to Paste. Command-B to Bold. Command-I to Italicize. Command-U to Underline. Command-A to Select All.


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Getting Started When you launch PowerPoint, title page will load with options to select either Blank or Predesigned Presentations. You can also bring up the PowerPoint Presentation Gallery through the File to allow you to select a new presentation and a new template.

Online Help

Use the PowerPoint Help tool located under the Help tab of PowerPoint window. Clicking once on it will display the PowerPoint Help where you can browse for topics or search by keyword.


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The New Interface of PowerPoint 2016

This version of PowerPoint introduces a new way to navigate through your tools to edit your presentation: the Ribbon. Instead of toolbars, there is the ribbon with tools reorganized into the various tabs.

There are the basic Tabs (Home, Insert, Design, Transitions, Animations, Slide Show and View) which have a default set of tools.


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PowerPoint Views The 3 buttons in the bottom left corner of the PowerPoint window help change how information is displayed on the screen:

• Normal View organizes the layout in three parts: outline on left, slide on right, and notes section on bottom.

• Slide Sorter displays miniature versions of a slide for changing the order, transition and timing of your slide show.

• Slide Show plays the slide show from the currently selected slide.

Slide Masters Use the Masters feature in PowerPoint to help develop consistency in your presentation by adding a new style/format to one slide and have it apply to all slides in the presentation.

Normal View

Slide Sorter View

Slide Show View


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With the Masters feature you can:

• Change the default typeface style and color for all slides in a presentation • Add a company logo, name, department or date to a presentation • Add headers, footers and notes to all slides in a presentation

To open Slide Master mode:

1. Go to View > Slide Master (OR hold down the Shift key and click on the Normal View button in the bottom left corner of the screen).

2. Click again on the Normal View button to exit Masters.

Saving Save versus Save As: use Save to save a previously saved presentation; use Save As to save a new presentation or to save a copy of the presentation under a different name.

1. Select Save As from the File menu. 2. Type in a name for the file in the Save Presentation As text box. 3. Click Save to save the file.

Save: Click once on the Save tool in the Standard Toolbar or press Command-S to perform a quick save.

Undo

Click on the Undo tool or use Command-Z to reverse the last change.


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Navigating in PowerPoint Use the thumbnail list on the left side to move from one slide to the next. The Page Up/Page Down keys will do the same thing. In addition, you can also click on a specific thumbnail/list view of the slide in the left-hand column to open a specific slide.

Adding/Deleting Slides To add a new slide:

1. In the Home tab, click on the arrow for the dropdown menu of the New Slide tool in the Slides group.

2. In the layout theme menu, select a layout thumbnail icon to insert a new slide.


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NOTE: You can also go to Insert > New Slide in the menu bar. A new slide will be added, but in order to change the layout you must go to the Home tab and click on the Layout tool to bring up the layout themes and select a new layout for the selected slide.

Designs

Designs are preformatted designs involving fonts, colors and backgrounds that can be applied to any existing presentation. Designs are preformatted styles for text coloring and backgrounds that you can apply to any existing presentation. To change the design of your presentation:

1. Click on the Design tab and choose a theme from the gallery. 2. Click on the desired theme in the list to apply the change.


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Working with Text To add text to a PowerPoint slide, click once where you see Click to Add Title/Text or highlight existing text and begin typing. Click outside of the text box when you have finished typing. To add an additional text box:

1. Click on the Insert tab and select Text Box. 2. Click and drag on the slide to draw a text box. 3. Begin typing in the text box to add text.

Use the Return key when you want to end short lines, or create blank lines. Tips for using text:

• Be clear and concise • Use Bullet Points to list items • Consider your audience

Modifying Text: Double-click on a word to select it. Triple-click to select an entire paragraph. To select everything on a slide: Go to Edit > Select All or press Command-A.

Cut/Copy and Paste in Documents and Between Programs Use the Cut/Copy and Paste capability to move and copy text and graphics from one document or program to another. 1. Select/highlight text to cut/copy. 2. Go to Edit > Cut (Command-X) to Cut or go to Edit > Copy (Command-C) to Copy. 3. Position the cursor in the desired position and go to Edit > Paste (Command-V) to Paste.


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Formatting Text Change the color, size and spacing between lines using PowerPoint’s text formatting tools. The Home Tab provides access to many of the commonly used text format tools.

Format Painter

With the Format Painter you can easily copy formatting that includes bold, italics, font, point-size, etc. by using the Format Painter.

NOTE: this tool copies formatting, not text.

1. Select the formatted text that you want to copy. 2. Click once on the Format Painter tool in the Home Tab to copy the formatting to one

other selection; double-click on the tool to copy it to many other selections. 3. Click and drag across the text you want to format. 4. Repeat as needed, otherwise click once on the Format Painter tool to close.

Spelling

Use the Spelling tool to scan an entire presentation or a particular word(s) (by selecting it), to check for capitalization errors or duplicate occurrences of a word.

NOTE: To do a spellcheck, select the Spelling tool from the Review Tab or press Option-Command-L on the keyboard.

Font Group: The Font group contains tools to edit the font type, sizing, styling, color, and effects.

Paragraph Group: Here you can manage the tools for text alignment, text direction, line spacing, bullets and lists and columns within a text box.

Format Group: Here you can manage the tools to do quick formatting of the text box itself, using the preformatted Quick Styles or by using the Fill and Line tools.


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Graphics

Images from a file To insert scanned, camera, or other image files into a presentation:

1. Click on the Insert menu and select Picture From File Photo or click on the Picture tool in the Home tab and select Picture from file.

2. Locate the image file and double click on it to insert it into the slide.

Note: scanned images will become distorted if resized too large.

AutoShapes

Click on the AutoShapes tool in the Home tab to reveal the Auto-Shapes palette. From the palette click on a shape then click and drag the shape on a slide. Double click in the shape to type text into the shape.

Working with PowerPoint Objects Inserted objects like text boxes, images and shapes can be manipulated in the same way to resize, move, rotate and crop that object.

Move/Resize an Object: Click anywhere in the object to reveal the object borders. Click on the gray shaded border of the object to select the object.


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Move an object by clicking on the border and dragging the box to a new location.

Resize an object by clicking on the border of an object. Position the mouse over one of the box handles until you see a double-headed arrow, then click and drag the box border to resize.

Note that resizing the image from the side handles will distort the image while resizing from the corner handles will resize proportionally. Delete an object by clicking on the text box border and press the Delete key on your keyboard until the box is deleted.

Rotate an Object: PowerPoint objects that can be rotated will have a green rotational handle at the top of the object. Click once on the object to select it and then click and hold on the rotate handle to rotate the object to any angle.


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Formatting a PowerPoint Object When you select any object, like a text box, image, chart, or shape, an additional tab appears called a Contextual Tab. Here you can format the object’s properties, such as fill and border color, effects and styling.

To Crop a Picture:

For inserted pictures and clip art you can crop out parts of images to fit your needs. 1. Click once on an image to select. 2. Click on the Crop tool in the Format Picture contextual tab. 3. With the cropping tool, click on once on one of the eight handles and drag inward

to crop and image. 4. Click on the crop tool once more to finish the crop.


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Charts

Add a chart to your presentation to graphically represent comparisons, trends and activity. To add a chart to your presentation:

1. Select the slide in which you would like to insert the chart.

2. Click on the Chart tab and click on one of the chart categories.

3. Select one of the chart types from the chart palette to insert the graphic.

4. Excel will open and show the data to edit for the chart. Double click on any cell to edit the data.

5. Close Excel to finish the editing. 6. You can always go back to edit the data

by single clicking on the chart and then clicking on Edit in the Charts tab. Excel will reopen, ready to edit the data.


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Smart Art

The Smart Art tab allows you to insert preformatted graphics to illustrate cycles, hierarchies, processes, simple org charts and lists. Click on a category to view a palette of Smart Art styles for that category. Select one to insert it into the slide.

After inserting the graphic, you can add text, change the color scheme, styles, fill and border effects through the Smart Art and the Smart Art contextual Format tab.


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Customizing Slide Backgrounds

To change the Slide Background:

1. Go to the Design tab and locate Preformatted backgrounds. 2. Selecting a background will apply the change to the entire presentation. 3. To make a custom change to the background, select Format Background under the

preformatted gallery to bring up the dialog box to create customized backgrounds.

4. Here you can apply the change to the selected slide or to all slides.


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Custom Animations The Animations tab contains groups for the tools relating to adding custom animations to slide objects within a slide. Custom animations allow the presenter to control how and when the content is shown on a slide.

• To add an animation to a slide object, select the object to apply the animation. • Click on the Animations tab and select the animation of your choice. In this tutorial

we will look at Entrance Effects only.

• Once the animation is selected, you can adjust how the animation behaves in the slide. Click on Animation Pane to bring up the Custom Animation palette.

• If you have multiple animations, each one is numbered in the order they will occur in the slide. Selecting the animation number allows you to adjust:

o Effect Options: Some animations have additional options that you can change.

o Start: You can set the start behavior of the animation, either on the click of the mouse, with a previous action, or after a previous action.


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o Duration: Duration determines how quickly or slowly the animation occurs. The longer the duration, the slower the effect of the animation.

o Animation Order: In the Custom Animation palette you can change the order the animations occur by selecting it in the list and then using the arrow buttons in the palette to move the selected animation in the list.

Slide Transitions Use the Slide Transition tool to set the format for transitioning from one slide to the next. The default transition doesn’t involve any special effects.

1. Select the slide you would like to apply the transition to. Remember that the transition applies to the selected slide and the slide before it.

2. Select a series of slides by holding the Command key and clicking on the slides to apply the transition to.

3. Go to the Transitions tab and select a transition to apply.

4. The selected Transition may have some additional Effect Options, which can be selected from the pulldown list.

5. The speed of the transition can be adjusted in Duration. Shorter durations produce quick transitions while longer durations produce slower transitions.


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6. In the Advance Slide group select whether or not you want to advance the slide with a Mouse Click or automatically After a # of seconds.

7. Once the transition is selected in the gallery, it is applied to the current slide. To apply the transition to the entire presentation, select All Slides.

Slide Show

The Slideshow tab contains tools to manage how your presentation shows. You can customize the presentation based on your needs.

Set Up Show: Select whether or not you want to show your slide show manually or automatically.

1. Go to the Slide Show tab and select Set Up Show. 2. From the Set Up Show dialog, choose which slides you want to show, and whether

or not you want to use the Manual Advance or Use the Slide Timings if defined in the Transition dialog above.

3. Click on the OK button to save the settings. Play Slideshow: You can play the presentation from the beginning or from a selected slide. Presenter View: Usually a presentation is mirrored on the computer and on the projected screen. Presenter View allows the presenter to see, on the computer, the current slide, the next slide, the lineup of all of the slides in the presentation, and any notes accompanying the slides.


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Previewing, Printing and Saving as a PDF

Select Print from the File menu to choose from various printing options.

1. In the Print dialog window there are choices to print the presentation as slides, handouts or slides with notes.

2. From the Print What pop-up, select what you would like to print (i.e. – Slides, Handouts, Notes, . . .).

3. After setting the layout for the print job, select Print. 4. You can also save the presentation as a PDF by clicking on the PDF menu and

selecting Save as PDF.