Here is the Top 20 PowerPoint 2016 Tips & Tricks. This is a quick rundown of the
top PowerPoint 2016 Tips & Tricks. Let's get started. Number 1 - Morph Transition.
Morph is a very cool transition effect between two slides. To enable it take a
slide and duplicate it. Go to the second slide, choose the Morph option and move
items around the screen. Click the Morph one 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 PowerPoint presentation. You just go to Insert,
select video, and choose a file and it inserts it into your PowerPoint. But what
happens if that file is too large for emailing or saving or playing back on
Skype or some other location? You can actually compress the file size. Just go
to file and notice this Compress Media option. It'll be there if you have media
inside your PowerPoint presentation and right here it says the media files in
this presentation are 66 Meg. You can click this to compress it and choose a
different type of quality to lower the size so I'm going to choose Internet
Quality. It's going through a processing of 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 to change it you can come back in here,
click undo, and then click it again to choose another quality level. Number
3 - Ctrl-Drag to Duplicate. Want to know the fastest way to duplicate
information? Just hold the Ctrl key down, 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 your PowerPoint slide. Just go to insert
symbols. Under Equation, hit the down arrow and choose Ink Equation. Now write
a math equation by hand and click insert.
Number 5 - Alt-Shift Ordering. Let's say you want to reorder the items in a
bulleted list. The shortcut to do that is to highlight what you want to move, hold
the Shift-Alt keys down and hit the up arrow or down arrow to move the item
around. Number 6 - Ungroup SmartArt. SmartArt is a great tool to insert
graphics into your PowerPoint presentation but did you know that you
can break all the components of the SmartArt out into separate items? When
you insert SmartArt it adds it to your presentation 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 a separate 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 corner of all office products and you can see
it defaults to four or five icons here for 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 like to 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 the third 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 directly to your default printer without having
to go through the menus. The Speak Selected Text allows you to have the
computer read back your text. If you highlight something and click Speak. "The
Top 20", it plays it for you. And the third one allows you to toggle the case so
whatever you've highlighted will switch between all uppercase, all lower case, or
all caps. You'll find a number of other commands that you may want to add to
your quick access toolbar to make that one-click button away.
Number 8 - Filler Text. Sometimes it's handy to have filler text
on your PowerPoint presentation. To add some random filler text just click the
insert button, pick a text box, locate where 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 as necessary and move it around to the
positioning that you need. Rather than Latin text you can do random text. Just
type in =rand with parentheses and hit enter. Both of these commands
allow options in the parentheses. The number of paragraphs and the number of
sentences within each paragraph, so you can adjust it accordingly.
Number 9 - Chart Animations. By default when you create a chart in your
PowerPoint presentation it comes up all at once but you can add animation to
make it look better and allow you to communicate while you're bringing up
each component of the chart. Click on the chart, choose the Animations tab and
click on the Animation Pane to bring up this menu. Now choose an animation for
the chart like Fly In. Make sure this is highlighted and click Effect Options and
come down here and choose By Series or By Category. When you choose By Series it
brings up each graph series one step at a time
and if you choose By Category it brings up the entire category one group at a
time so when you present your slide it gives you the opportunity to hit the
arrow key, bring up the title in the categories 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 a presentation you can actually use a
number of shortcut tricks to help communicate your message. You can see the
list of options here by hitting the F1 key. The ones to note is you can hit the
W key to white out your screen hit it again to bring it back. You can also hit
B to blank the screen out so that you have nothing on the display and hit
ESC to come back. If you hit Ctrl-P it brings up a pointer and you can use this
to mark things on your chart while you're talking.
If you hit E it will erase and start over. Ctrl-I brings up a highlighter
so you can highlight items on your chart and again E to erase. You can hit the
+ and - to zoom in and zoom out. If you hit - all the way out it
actually brings up all of your presentation pages and you can click on
the one that you want to go to. Remember all of these are available by hitting F1.
Number 11 - Gridlines and Guides. For a professional-looking PowerPoint
presentation it's important to get alignment correct on objects that you have
on your page. A couple of tools that help you do that are the Gridlines and Guides.
You can find them under the View tab. If you turn on Guides it brings up
horizontal and vertical line in the center of the screen. When you hover over
that you can actually move these lines where you want to position alignment and
then you can take your object and you can move it into that position and it'll
snap right there. You can also turn on Gridlines and see the background
gridlines to help align other things around the
page or move your guide as you need to for those different objects. If you hit
the arrow key in the corner here it gives you some options. You can choose to
Snap to the Grid and you can also adjust the spacing for the particular grid
settings, If you click this Set as Default, it will store that setting for
other pages and other presentations. And finally, you can turn on the Ruler which
shows the number of inches vertically and 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 save a 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 Unsaved Presentations. Click that. It opens the
unsaved file location and if anything is in there you may be able to click on it,
open it up, and recover that file.
Number 13 - Eyedropper. The easiest way to match text color with some other
object is to highlight the text that you want to change, click on the color option,
go down to eyedropper, and then select the color that you want from any place
on the screen. It automatically changes it to that color. Number 14 - Shape
Edit Points. Shape Edit Points is a powerful tool that allows you to make
any kind of combination of shape you can think of. Start by inserting a shape onto
your canvas and then click the Edit Shape, Edit Points option. This gives you
the ability to take corners of the drawing and shift them around. You can
also create new points inside of the drawing and you can right click and do a
Curve Segment which adds a curve to that edge. So it gives you the ability to move
and manipulate a shape in a variety of different ways. Now combine this with the
Morph option we talked about earlier and you 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 do is take a group of text, highlight a
particular word or phrase, and then click on the Review, Smart Lookup. It goes to
the web, looks up the topic, and gives you some information. Number 16 -
Slide Show Loop. You may want to do a PowerPoint presentation as an
introduction slideshow where it continuously loops through your slides
without any intervention. Click on Slideshow, Setup Slideshow, and check this
box to Loop Continuously. Make sure that the Timings If Present is also checked
and it's not on manual. Hit OK. Now go to your 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 your second slide do the same thing. I'm going
to do two seconds. Now go into your presentation and it continuously loops
through your presentation.
Number 17 - Embed Fonts. If you insert a variety of different fonts into your
PowerPoint presentation and then take it somewhere and present using somebody
else's computer you may want to embed fonts to make sure you don't have any
problems with the font types or the spacing. All you have to do is go to File,
Options. Click on the Save option and check this box to embed fonts in the
file and hit OK. This guarantees that you won't have problems trying to present
your fonts running it from another machine.
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, click on 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 as you can see the beak is something that's
going to be removed. So we can fix that by clicking this Mark Areas to Keep, and
then highlight that ,and when we're done making 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 you want to align them there's a quick
method to do that. Just select all of the objects that you have, go to Format,
choose Align, and if you want to align them to the left or if you want them
centered or to the right. You can also distribute them vertically so the
spacing is even between each. You can also 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 Me What You Want to Do search box which is
very handy if you're trying to find something. So if I type in SmartArt it
gives me the choice to insert SmartArt which is one of the selections from the
menu. It also gives me help on SmartArt and I can do a Smart Lookup on SmartArt
which brings up the web based information so this is a very handy tool
to use if you're ever in need to find out information on any particular
function in PowerPoint. And that concludes the Top 20 PowerPoint 2016
Tips and Tricks. Please be sure to check out our other videos for Skype for
Business, Outlook, Word, Excel, and other Office applications. Thanks for watching!
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