Microsoft Official Academic Course MICROSOFT POWERPOINT 2016

Microsoft Official Academic Course MICROSOFT POWERPOINT 2016

Includes coverage of the following Microsoft Office Specialist (MOS) exam:

MOS EXAM 77-729: POWERPOINT 2016

II

This courseware is licensed, not sold. You may not copy, adapt, modify, prepare derivative works of, distribute, public display, sell or use this courseware for commercial purposes without the ex- press prior written consent of Microsoft Corporation.

This courseware is provided to you “as-is.” Microsoft makes no warranties, express or implied. Information and views expressed in this courseware, including URL and other Internet Web site references, may change without notice.

Some examples depicted herein are provided for illustration only and are fictitious. No real asso- ciation or connection is intended or should be inferred.

You may use this courseware for your personal use. This courseware does not provide you with any legal rights to any intellectual property in any Microsoft product.

© 2018 Microsoft. All rights reserved.

Microsoft and the trademarks listed at http://www.microsoft.com/enus/legal/intellectualproper- ty/trademarks/en-us.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners.

ISBN: 978-1-11-927303-5

Preface III

Preface

Welcome to the Microsoft Official Academic Course (MOAC) program for Microsoft Office 2016. MOAC represents the collaboration between Microsoft Learning and John Wiley & Sons, Inc. publishing company. Microsoft and Wiley teamed up to produce a series of textbooks that deliver compelling and innovative teaching solutions to instructors and superior learning experiences for students. Infused and informed by in-depth knowledge from the creators of Microsoft Office and Windows, and crafted by a publisher known worldwide for the pedagogical quality of its products, these textbooks maximize skills transfer in minimum time. Students are challenged to reach their potential by using their new technical skills as highly productive members of the workforce.

Because this knowledgebase comes directly from Microsoft, architect of the Office 2016 system and creator of the Microsoft Office Specialist (MOS) exams, you are sure to receive the topical coverage that is most relevant to students’ personal and professional success. Microsoft’s direct participation not only assures you that MOAC textbook content is accurate and current; it also means that students will receive the best instruction possible to enable their success on certifica- tion exams and in the workplace.

THE MICROSOFT OFFICIAL ACADEMIC COURSE PROGRAM The Microsoft Official Academic Course series is a complete program for instructors and institu- tions to prepare and deliver great courses on Microsoft software technologies. With MOAC, we recognize that, because of the rapid pace of change in the technology and curriculum developed by Microsoft, there is an ongoing set of needs beyond classroom instruction tools for an instructor to be ready to teach the course. The MOAC program endeavors to provide solutions for all these needs in a systematic manner in order to ensure a successful and rewarding course experience for both instructor and student—technical and curriculum training for instructor readiness with new software releases; the software itself for student use at home for building hands-on skills, assess- ment, and validation of skill development; and a great set of tools for delivering instruction in the classroom and lab. All are important to the smooth delivery of an interesting course on Microsoft software, and all are provided with the MOAC program.

IV

Book Tour

PEDAGOGICAL FEATURES The MOAC courseware for the Microsoft Office 2016 suite is designed to cover all the learning objectives for that MOS exam; these objectives are referred to as “objective domains.” Many peda- gogical features have been developed specifically for Microsoft Official Academic Course programs.

Presenting the extensive procedural information and technical concepts woven throughout the textbook raises challenges for the student and instructor alike. Following is a list of key features in each lesson designed to prepare students for success on the certification exams and in the workplace:

• Each lesson includes a Lesson Skill Matrix. More than a standard list of learning objectives, the skill matrix correlates each software skill covered in the lesson to the specific MOS exam objective domain.

• Every lesson includes a Software Orientation. This feature provides an overview of the soft- ware features students will be working with in the lesson. The orientation will detail the general properties of the software or specific features, such as a Ribbon or dialog box; and it includes a large, labeled screen image.

• Concise and frequent Step-by-Step instructions teach students new features and provide an opportunity for hands-on practice. Numbered steps give detailed, step-by-step instructions to help students learn software skills. The steps also show results and screen images to match what students should see on their computer screens.

• Illustrations provide visual feedback as students work through the exercises. The images reinforce key concepts, provide visual clues about the steps, and allow students to check their progress.

• Knowledge Assessments provide a mix of True/False, Fill-in-the-Blank, and Multiple Choice questions, testing students on concepts learned in the lesson.

• Projects provide progressively more challenging lesson-ending activities.

Instructor Support Program V

Instructor Support Program

The Microsoft Official Academic Course programs are accompanied by a rich array of resources that incorporate the extensive textbook visuals to form a pedagogically cohesive package. These resources provide all the materials instructors need to deploy and deliver their courses. Resources available online for download include:

• The Instructor’s Guides contain solutions to all the textbook exercises as well as chapter summaries and lecture notes. The Instructor’s Guides are available from the Instructor’s Book Companion site.

• The Solution Files for all the projects in the book are available online from our Instructor’s Book Companion site.

• A complete set of PowerPoint presentations is available on the Instructor’s Book Companion site to enhance classroom presentations. Tailored to the text’s topical coverage and Lesson Skills Matrix, these presentations are designed to convey key concepts addressed in the text.

• The Student Data Files are available online on the Instructor’s Book Companion site.

Author Credits

JOYCE J. NIELSEN Joyce J. Nielsen has worked in the publishing industry for more than 25 years as an author, devel- opment editor, technical editor, and project manager, specializing in Microsoft Office, Windows, Internet, and technology titles for leading educational and retail publishers. She is the author or co-author of over 40 computer books and has edited several hundred IT publications and more than two thousand online articles. Joyce also worked as a research analyst for a major shopping mall developer, where she developed and documented spreadsheet and database applications used nationwide. She holds a Bachelor of Science degree in Quantitative Business Analysis from Indi- ana University’s Kelley School of Business in Bloomington. Joyce currently resides in Arizona.

VI

Microsoft Office 2016 Software

This content was created using Office 365 (version 1804). If you are using the Office 2016 Professional desktop version, some newer Office 365 features reflected in this text may not be available and the user interface may differ slightly.

Brief Contents VII

Brief Contents

LESSON 1: POWERPOINT ESSENTIALS 1

LESSON 2: PRESENTATION BASICS 19

LESSON 3: WORKING WITH TEXT 41

LESSON 4: DESIGNING A PRESENTATION 68

LESSON 5: ADDING TABLES TO SLIDES 93

LESSON 6: USING CHARTS IN A PRESENTATION 111

LESSON 7: CREATING SMARTART GRAPHICS 124

LESSON 8: ADDING GRAPHICS TO A PRESENTATION 140

LESSON 9: USING ANIMATION AND MULTIMEDIA 168

LESSON 10: SECURING AND SHARING A PRESENTATION 187

LESSON 11: DELIVERING A PRESENTATION 204

APPENDIX A 225

INDEX 229

PowerPoint Essentials1

1

LESSON SKILL MATRIX

Skill Exam Objective Objective Number

Working with an Existing Presentation Change views of a presentation Insert text on a slide

1.5.2 2.1.1

SOFTWARE ORIENTATION

Microsoft PowerPoint’s Normal View

Before you begin working in Microsoft PowerPoint 2016, you should become familiar with the primary user interface. When you first start PowerPoint, the opening screen displays. If you then press Esc or click Blank Presentation, a screen similar to the one shown in Figure 1-1 displays. This is Normal view, where you will do most of your work. However, if your copy of PowerPoint has been customized, your screen may be slightly different than what is shown. You can use this figure as a reference throughout this lesson and the rest of this book.

Quick Access Toolbar Slides pane RibbonSlide pane (main work area) Title placeholder Subtitle placeholder

Status bar

Figure 1-1 The PowerPoint window in Normal view

Lesson 12

The Ribbon across the top of the window contains a set of tabs; each tab has a different collection of groups, with command buttons in each group. Additional contextual tabs appear when you select certain types of content, such as graphics or tables.

WORKING IN THE POWERPOINT WINDOW To use PowerPoint 2016 efficiently, you need to learn how to navigate in the PowerPoint applica- tion window.

Starting PowerPoint Before you can use PowerPoint, you need to start the program. When you first launch PowerPoint, the opening screen provides options for starting a blank presentation or creating a presentation based on an existing template. In this exercise, you will learn to start PowerPoint and view a blank presentation.

STEP BY STEP Start PowerPoint

GET READY. Before you begin these steps, make sure that your computer is on. Sign in to Windows, if necessary.

1. With the Windows 10 desktop displayed, click the Start button in the lower-left corner of the screen (or press the Windows key on the keyboard). The Start menu displays.

2. In the list of applications on the left, scroll down and click PowerPoint. The PowerPoint window opens to display recent PowerPoint files you’ve opened and examples of templates you can use (Figure 1-2).

Click Blank Presentation to start a new file

Click another template to start with an example

Recent files you’ve opened (if any)

3. Click Blank Presentation or press Esc. A new blank presentation appears in the PowerPoint window (refer to Figure 1-1).

PAUSE. LEAVE the blank presentation open to use in the next exercise.

Figure 1-2

PowerPoint’s opening screen

PowerPoint Essentials 3

SELECTING TOOLS AND COMMANDS Most of the tools and commands for working with PowerPoint are accessible through the Power- Point Ribbon. Each Ribbon tab provides commands that are relevant to the kind of task you are performing—whether you are formatting a slide, adding animations to a presentation, or setting up a slide show for display. A command is a tool (such as an icon, a button, or a list) that tells PowerPoint to perform a specific task. In addition to the Ribbon, PowerPoint also offers tools and commands on the File menu (also known as Backstage view), a Quick Access Toolbar, a floating Mini Toolbar, and a status bar.

Using the Ribbon In this exercise, you will learn how to select commands from the Ribbon, which is the tabbed toolbar at the top of the PowerPoint window. The Ribbon is divided into tabs, and each tab con- tains several groups of related commands.

On the Ribbon, some command groups feature a tool called a dialog box launcher—a small arrow in the group’s lower-right corner. You can click the arrow to open a dialog box or task pane, which provides additional tools and options related to a specific task. To close a dialog box without accepting any changes you may have made to it, click the Cancel button. To close a task pane, click the Close button (X) in the top-right corner of the pane.

Some of the Ribbon’s tools have small, downward-pointing arrows next to them. These arrows are called drop-down arrows; when you click one, a drop-down list opens, displaying avail- able options (such as a list of fonts). You can choose the option you want by clicking it.

If you need more space on your screen, you can minimize (hide) the Ribbon by double-clicking the active tab. To restore the Ribbon, double-click the active tab again.

STEP BY STEP Use the Ribbon

GET READY. USE the blank presentation that is open from the previous exercise.

1. On the Ribbon, which appears in Figure 1-3, each tab contains several groups of related commands. By default, the Home tab is active.

Home tab (active) Dialog box launcherGroup

2. Click the Design tab to make it active. The groups of commands change.

3. Click the Home tab.

4. On the slide, click anywhere in the text Click to add title. The text disappears and a blinking insertion point appears.

5. In the lower-right corner of the Font group, click the dialog box launcher (the small button with a diagonal, downward-pointing arrow, as shown in Figure 1-3). Clicking this button opens the Font dialog box. Click Cancel to close the dialog box.

6. In the Font group, click the Font drop-down arrow. A drop-down list appears. This list shows all the fonts that are currently available for use. The default font for headings is Calibri Light.

7. Click the drop-down arrow again to close the list.

Figure 1-3

The Ribbon

Lesson 14

8. Double-click the Home tab. This action collapses the Ribbon, hiding the groups of commands but leaving the tabs’ names visible on the screen.

9. Double-click the Home tab again to redisplay the Ribbon.

PAUSE. LEAVE the blank presentation open to use in the next exercise.

Take Note If you aren’t sure what a command does, just point to it. When the mouse pointer rests on a tool, a ScreenTip appears. A basic ScreenTip displays the tool’s name and shortcut key (if a shortcut exists for that tool). Some of the Ribbon’s tools have enhanced ScreenTips that also provide a brief description of the tool or have a Tell me more link you can click for more information.

Using Backstage View The File tab is not a regular tab; instead of displaying Ribbon commands, it displays a full-screen menu called Backstage view. Backstage view displays commands for managing files. When you select a command in the left panel of Backstage view, the screen displays a different page of options and commands in the right panel.

Commands on the menu in Backstage view include the following:

• Info: Shows information about the active presentation and provides commands that control permissions, sharing, and version management.

• New: Lists available templates from which you can create a new presentation. • Open: Opens an existing presentation from your computer, OneDrive, a network drive, or an

external drive. • Save: Saves the current presentation in your choice of locations. • Save As: Lets you re-save a previously saved presentation with a different name, type, or loca-

tion than before. • Print: Provides settings and options for printing a presentation in a variety of formats. • Share: Provides options for sharing a copy of your presentation via OneDrive or by sending the

presentation as an email attachment. • Export: Offers a variety of options for saving a presentation in different formats, as well as cre-

ating a video, packaging a presentation for CD, creating handouts, and changing the file type. • Close: Closes the currently open presentation. • Account: Enables you to choose which account you are signed into Office with, manage con-

nected services like OneDrive and YouTube, and get activation information. • Feedback: Opens the Feedback page, which allows you to provide feedback to Microsoft and

suggest product improvements. • Options: Opens the PowerPoint Options dialog box, from which you can configure many

aspects of program operation.

STEP BY STEP Use Backstage View

GET READY. USE the blank presentation that is open from the previous exercise.

1. Click the File tab on the Ribbon to display Backstage view.

2. Click Export in the left pane. Several options may appear, including: Create PDF/XPS Document, Create a Video, Package Presentation for CD, Create Handouts, and Change File Type.

3. Click Create a Video. Options and commands for completing that activity appear at the right (Figure 1-4).

PowerPoint Essentials 5

4. Click Account in the left pane. PowerPoint displays user information in the center pane and product information in the right pane.

5. Click Open in the left pane. A list of activities related to opening files appears. Recent is selected in the center pane, and a list of recently opened files or folders appears in the right pane.

6. Click New in the left pane. A list of templates appears.

7. Click the Return to Document icon (the left-pointing arrow) in the upper-left corner to leave Backstage view.

PAUSE. LEAVE the blank presentation open to use in the next exercise.

Closing a Presentation When you close a presentation, PowerPoint removes it from the screen. PowerPoint remains open so you can work with other files. You should always save and close any open presentations before you exit PowerPoint or shut down your computer. In this exercise, you will practice closing an open presentation.

STEP BY STEP Close a Presentation

GET READY. USE the blank presentation that is open from the previous exercise.

1. Click the File tab to display Backstage view.

2. Click Close in the left pane. PowerPoint clears the presentation from the screen.

PAUSE. CLOSE PowerPoint by clicking the Close button in the upper-right corner of the window.

Figure 1-4

The Export page in Backstage view

Lesson 16

WORKING WITH AN EXISTING PRESENTATION If you want to work with an existing presentation, you need to open it. After opening a presen- tation, you can use commands on the View tab of PowerPoint’s Ribbon to change the way the presentation is displayed onscreen. Different views are suitable for different types of presentation editing and management tasks. You can also use PowerPoint’s Zoom tools to make slides appear larger or smaller onscreen. The following exercises show you how to display your slides in different ways, and how to add, edit, and delete text on your slides. You will then learn how to print and save a presentation.

Opening an Existing Presentation PowerPoint makes it easy to work on a presentation over time. If you can’t finish a slide show, you can reopen it later and resume working on it. The Open page in Backstage view and the Open dialog box let you open a presentation that has already been saved. Presentations can be stored on your computer or network or on removable media (such as a flash drive). You can also store presentations on your OneDrive account, which is a free, online cloud storage location provided by Microsoft. You can use the Browse option and Open dialog box to navigate to the file’s location and then click the file to select it. This exercise shows you how to use the Open command to open an existing presentation—one that has already been created and saved as a file on a disk.

STEP BY STEP Open an Existing Presentation

GET READY. Connect your flash drive to one of the USB ports on your computer. LAUNCH PowerPoint 2016.

1. On the PowerPoint opening screen, click Open Other Presentations in the left pane. The Open page displays in Backstage view, as shown in Figure 1-5.

Take Note When PowerPoint is already open and a blank or existing presentation is displayed, you can click the File tab and then click Open to access the Open page in Backstage view.

2. Click Browse. The Open dialog box appears.

3. In the Open dialog box, use the vertical scroll bar to locate and select your flash drive in the left pane. Then, in the right pane, navigate to and then open the folder containing the data files for this lesson.

Figure 1-5

The Open page in Backstage view

PowerPoint Essentials 7

4. Select the file named Relecloud Overview and then click Open. The presentation appears on your screen (Figure 1-6).

PAUSE. LEAVE the presentation open to use in the next exercise.

From the Open page in Backstage view, you can choose whether to browse your OneDrive or your computer (using This PC or Browse). OneDrive is a cloud-based private storage system that Mic- rosoft provides at no charge. Storing your files there makes them available to you no matter which computer you are using. However, accessing your OneDrive requires Internet access, so if you do not always have Internet access available, storing files on your flash drive or a local hard drive may be a better option. If you decide to store the data files for this book locally, you might want to put them in your Documents library for easy access.

Viewing a Presentation in Different Ways PowerPoint’s various views enable you to review your presentation in a variety of ways. For ex- ample, in Normal view, you can work with just one slide at a time, which is helpful when you are adding text or graphics to a slide. In Slide Sorter view, you can display all the slides in a presen- tation at the same time, which makes it easy to rearrange the slides. The following exercise shows you how to change PowerPoint views.

PowerPoint provides these views:

• Normal view is the default view that lets you focus on an individual slide. The slide you are currently editing is called the current slide. The current slide appears in the Slide pane, which is the largest of the view’s three panes. Below the Slide pane is the Notes pane, where you can add and edit notes you want to associate with the current slide. You can toggle the Notes pane on and off with the Notes button on the View tab. In the left pane—called the Slides pane—you can click the thumbnail images of the slides to jump from one slide to anoth- er. Use the scroll bar to access slides that aren’t visible in the Slides pane.

• Outline view is the same as Normal view except instead of thumbnail images of the slides, a text outline of the presentation appears in the left pane. Only text from placeholders appears in the outline; any text from manually created text boxes does not. Text from graphical objects such as SmartArt also does not appear in the outline.

Figure 1-6

The Relecloud Overview presentation

Lesson 18

• Slide Sorter view displays all the slides in a presentation on a single screen. (If there are more slides than can fit in one screen, use scroll bars to move slides in and out of view.) In Slide Sorter view, you can reorganize a slide show by dragging slides to different positions. You can also duplicate and delete slides in this view.

• Notes Page view shows one slide at a time, along with any notes that are associated with the slide. This view lets you create and edit notes. You may find it easier to work with notes in this view than in Normal view. You can also print notes pages for your presentation; they are printed as they appear in Notes Page view.

• Reading view is like Slide Show view except it is in a window rather than filling the entire screen. Displaying the presentation in a window enables you to also work in other windows at the same time.

• Slide Show view lets you preview your presentation on the screen, so you can display it the way it will be shown to your audience.

Take Note The Slide Show view doesn’t appear on the View tab. It has its own dedicated Slide Show tab on the Ribbon. You can also access Slide Show view by clicking the Slide Show button in the status bar at the bottom of the PowerPoint window.

STEP BY STEP Change PowerPoint Views

GET READY. USE the Relecloud Overview presentation that is open from the previous exercise.

1. Click the View tab (Figure 1-7). Notice that the Normal button is highlighted in the Ribbon and in the status bar at the bottom of the PowerPoint window.

View tab

View buttons in status bar

2. Click the Outline View button to change to Outline view.

3. Click the Slide Sorter button to change to Slide Sorter view (Figure 1-8).

Figure 1-7

Normal view, with the View tab selected

PowerPoint Essentials 9

4. Click slide 2 and then click the Notes Page button. PowerPoint switches to Notes Page view (Figure 1-9).

Take Note There is no button for Notes Page view in the status bar at the bottom of the PowerPoint window; you must access it via the Ribbon.

Take Note If you stored the data files on your OneDrive, a message may display at step 4 warning you that edits made in this view will be lost when saved to the server. That is not a concern at this point, so click View to continue.

5. Click the Slide Show tab and then click From Beginning. The first slide of the presentation fills the screen.

Figure 1-8

Slide Sorter view

Figure 1-9

Notes Page view

Lesson 110

Take Note If you have a widescreen monitor (16:9 height/width ratio), black panels appear to the left and right of the slide because this particular presentation is set up for 4:3 monitors.

6. Press Esc to exit Slide Show view and return to Notes Page view.

7. Click the View tab and then click the Reading View button. The first slide appears in a reading window.

8. Press Esc to close the reading window.

9. On the View tab, click the Normal button. PowerPoint switches back to Normal view.

PAUSE. LEAVE the presentation open to use in the next exercise.

Viewing in Color or Grayscale Grayscale is a viewing mode in which there are no colors, only shades of gray. When you dis- tribute a presentation using some low-tech methods, such as printing slides on a black-and-white printer, your slides might look different than they do in full color on your screen. Therefore, it is sometimes useful to display your slides in Grayscale mode on the screen so you can identify any potential problems that might occur when slides are printed without color. There is also a Black and White viewing mode that can check how slides will display with only black and white (no gray shades). Some fax machines transmit only in black and white, for example; therefore, if you faxed your slides, you might need to know how they will appear for the recipient.

STEP BY STEP Switch Between Color and Grayscale Modes

GET READY. USE the Relecloud Overview presentation that is open from the previous exercise.

1. On the View tab, in the Color/Grayscale group, click Grayscale. The presentation slides appear in grayscale mode, and a Grayscale tab appears on the Ribbon (Figure 1-10).

2. Click several of the buttons on the Grayscale tab and observe the difference in the slide appearance.

3. Click Back To Color View. The presentation returns to color mode.

Figure 1-10

The Grayscale tab, with slides displayed in grayscale