Top 20 PowerPoint 2016 Tips and Tricks

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’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! Hey, if you want to see more videos like
this one please subscribe and if you’ve enjoyed this video be sure to click the
thumbs-up and leave a comment. I really do appreciate your support!

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About the Author: Oren Garnes

100 Comments

  1. Great beginners tutorial, thumbs up! Check out my channel if you want to apply your skills and create nice business presentations, can be used both by total beginners and more advanced users. https://www.youtube.com/channel/UC62BG_xfS4kw6scMlKpTS_g/ Keep up with the great work!

  2. This channel should be bigger and more people should know it to make powerpoint much more enjoyable. Thank for this amazing video!

  3. Am I to manually embed my music file for others to hear it? i.e. not just linked. Or is the "insert" menu, then the selection of "Audio on my PC" good enough? Any help on that subject?

  4. Can I just use the insert audio option – will the recipient of my pps or ppt email hear the mp3 music file when I send the program?

  5. I wish I could do so

    please visit my video on office review

    part 1 : https://youtu.be/oqNiJJBzBt8

    part 2 : https://youtu.be/T4VhnyCm-Bo

  6. Awesome video. I considered myself as a pretty advanced powerpoint but still I got to learn several new tricks.

  7. Hello, could you tell me how I copy the format from one graph to another? The format painter option does not work…

  8. I'm using PP 2016 but not able to find Morp in the Transition menu. Where it is if anyone know : in Subtle, Exciting or Dynalic context? Thanks

  9. i have been using power point for a long time and i dont think i could have ever learned this things without your help

  10. I'm preparing a ppt thru Windows 10 Home version 1903, which is Microsoft Office Home 2016 version. I've spent a lot of time on this in prep for an event this coming Sunday, Oct. 20.
    I'm going to borrow a friend's laptop to show it. Their laptop has the 2019 version of ppt. Is there a specific way I should save the presentation to make sure it works with the 2019 version? Geek Squad had said something about pptx, but I don't see that in selection list. I also saw on your video about to go to file-options-save/embed fonts – making sure my fonts will be embeded and work w/o problems. Please provide info on how to all this should be done. I will be saving on a thumb drive and test it out before Sunday on my friend's laptop. Thanks!

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