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Microsoft office 2016 step by step pdf free download

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Click any tab name. The ribbon remains visible until you click a button on it or click away from it. To permanently redisplay the ribbon 1. Change the display of content You can easily switch among multiple open presentations. If you want to compare or work with the content of multiple presentations, you can simplify the process by displaying the presentations next to each other.

Guides are a set of vertical and horizontal alignment tools that you can drag to any location in the Slide pane.

To display a different open presentation 1. To display multiple open presentations at the same time 1. On the View tab, in the Window group, click the Arrange All button.

To display or hide the ruler, gridlines, and guides 1. To modify the spacing of gridlines 1. On the View tab, click the Show dialog box launcher to open the Grid and Guides dialog box. In the Grid settings area, change either the fractional or unit measurement of the Spacing setting. Then click OK. To change the magnification of content in the app window 1. On the View tab, in the Zoom group, click the Zoom button to open the Zoom dialog box.

In the Zoom dialog box, select a Zoom to option or enter a specific percentage in the Percent box, and then click OK. Some properties exist to provide information to com- puter operating systems and apps. You can display properties within a presentation for example, you can display the slide number on a slide. PowerPoint automatically tracks some of the properties for you, and you can set others. You can examine the properties that are attached to a presentation from the Info page of the Backstage view.

Display the Info page of the Backstage view. The standard properties associ- ated with a presentation are displayed in the Properties area of the right pane. At the bottom of the Properties pane, click Show All Properties to expand the pane.

At the top of the Properties pane, click Properties and then click Advanced Properties to display the Properties dialog box. To edit presentation properties 1. In the Properties pane, click the value for the property you want to edit to acti- vate the content box. Note that not all properties are available to edit. Those that can be edited will display an edit box when you point to them. Enter or replace the property value, and then press Enter. Save and close presentations You save a presentation the first time by clicking the Save button on the Quick Access Toolbar or by displaying the Backstage view and then clicking Save As.

Both actions open the Save As page, where you can select a storage location. If your presentation must be compatible with assistive technologies, you need to know the final file format s of your presentation before you create it and start adding content.

Some types of content are visible in a PowerPoint file in Normal view but not in other accessible file formats such as tagged PDFs. Before basing a presentation on a template you have not used before, test it for accessibility. You can save the presentation in a folder on your computer or, if you have an Inter- net connection, in a folder on your Microsoft OneDrive. Clicking Browse at the bottom of the left pane displays the Save As dialog box, in which you assign a name to the file.

After you save a presentation for the first time, you can save changes simply by click- ing the Save button on the Quick Access Toolbar. The new version of the presentation then overwrites the previous version. If you want to keep both the new version and the previous version, display the Save As page, and then save a new version with a different name in the same location or with the same name in a different location.

You cannot have two files with the same name in the same folder. To adjust the time interval between saves, display the Backstage view, and click Options. If you have only one presentation open and you want to close the presentation but leave PowerPoint running, display the Backstage view and then click Close. To save a presentation 1.

Select a storage location, and then in the right pane, click Browse to open the Save As dialog box. If the Navigation pane and toolbar are not displayed, click Browse Folders in the lower-left corner of the dialog box. Use standard Windows techniques to navigate to your file folder. In the File name box, enter a name for your presentation, and then click Save to store the file in your file folder. For example, the extension. When you save a file, PowerPoint automatically adds whatever extension is associated with the type of file selected in the Save As Type box.

You can open a. The presentation name appears in the title bar with [Compatibility Mode] to its right. You can work in this mode, or you can convert the presentation to the current format by clicking the Convert button on the Info page of the Back- stage view, or by saving the presentation as a different file in the PowerPoint Presentation format.

If you work with people who are using a version of PowerPoint earlier than , you can save your presentations in a format that they will be able to use by changing the Save As Type setting in the Save As dialog box to PowerPoint Presentation. Saving a file in either type of OneDrive location provides the option of shar- ing the file with other people. To save a presentation to OneDrive, display the Save As page of the Back- stage view, click your OneDrive, and then specify the OneDrive folder in which you want to save the file.

When you save a PowerPoint presentation to OneDrive, you and other people with whom you share the presentation can work on it by using a local installation of PowerPoint or by using PowerPoint Online, which is available in the OneDrive environment. If you already have a Microsoft account, you can access your OneDrive directly from any Office program, or from onedrive. OneDrive for Business is available as part of a SharePoint environment, and your storage there will be managed by your company or SharePoint provider.

You can save the results of the tasks in the same folder. Create presentations Do not start PowerPoint before beginning this task. Start PowerPoint and create a new, blank presentation.

Display the available presentation design templates. Preview a template that you like. Without closing the preview window, preview the next or previous template. From the preview window, create a presentation based on the currently dis- played template. Notice that the unsaved blank presentation closes. Leave the presentation open and continue to the next task. Open and navigate presentations Complete the following tasks: 1. From the Backstage view, open the NavigateSlides presentation.

Navigate among the slides by using the Thumbnails pane, and then by using the Previous Slide and Next Slide buttons. Use a keyboard method to move to the last slide of the presentation.

Leave the presentations open and continue to the next task. Display different views of presentations Complete the following tasks: 1. Display the presentation in Slide Show view, beginning with Slide 2. Move forward through the presentation to its end.

Then return to Slide Sorter view. Display the presentation in Reading view. Use any method to navigate to the fourth slide, and then use the most efficient method to return to the first slide.

Hide the Thumbnails pane and display the Notes pane. Redisplay the Thumbnails pane and hide the ribbon. Arrange the two presentations side by side on the screen. In the NavigateSlides presentation, display the gridlines. Notice that they appear in both open presentations. Notice that this modification affects only the active presentation. Switch to the presentation you created in the first practice task.

Display the guides, and then move them so they align with the upper-left corner of the slide content area. Notice the effect of these actions in the other open presentation. Display and edit presentation properties Maximize the NavigateSlides window, and then complete the following tasks: 1. Display all the presentation properties. Edit the Subject property, entering Colors as the subject of the presentation. Save and close presentations Complete the following tasks: 1. Save the NavigateSlides presentation as MyPresentation, and then close it.

Close the presentation you created in the first task without saving it. A logical presentation and an overall consistent look, punctuated by variations that add weight exactly where it is needed, Practice files can enhance the likelihood that your intended audience For this chapter, use the practice files will receive the message you want to convey.

For practice file download This chapter guides you through procedures related instructions, see the introduction. Chapters 4 through 8 of this book are about working with the various types of slide content.

A slide master could have only one slide layout, but most have unique slide layouts for slides that display the presentation title, section titles, and various combinations of slide titles and content, and a blank slide with only the background. The slide layouts that are available in a presenta- tion are displayed on the New Slide menu. In a new presentation based on a standard PowerPoint template, a slide you add after the title slide has the Title And Content layout, and a slide added after a slide other than the title slide has the layout of the preceding slide.

To add a slide based on the default slide layout 1. Select the slide after which you want to add the new slide. If you add content to a slide and then realize that the content would work better with a different layout, you can change the slide layout by clicking the Layout arrow in the Slides group, and then clicking the slide layout you want to apply.

In the gallery, click a slide layout thumbnail to add a slide based on that slide layout. Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide.

You can then customize the duplicated slide instead of having to create it from scratch. The slide takes on the formatting of its new presenta- tion unless you specify otherwise. For the import process to work smoothly, format the document content that you want to port into the presentation as headings. PowerPoint converts some styles into slide headings, converts some styles into bullet points, and ignores other styles. A slide created from an imported outline The following table illustrates how PowerPoint converts Word document styles to PowerPoint slide elements.

In Outline view, click the slide header in the Outline pane. To select multiple slides 1. In Normal view, Outline view, or Slide Sorter view, click the first slide you want to select. To insert a copy of a slide immediately following the original slide 1.

In the Thumbnails pane, right-click the slide that you want to copy, and then click Duplicate Slide. To insert a copy of one or more slides anywhere in a presentation 1. Display the presentation in Normal view or Slide Sorter view. Repeat step 3 to paste additional copies of the slide or slides into the presentation. To insert a slide from another presentation 1. Open the source and destination presentations in PowerPoint. Display each presentation in Normal view or Slide Sorter view.

Display the two PowerPoint windows side by side. In the source presentation, select the slide or slides you want to copy. Drag the selection to the destination presentation. A horizontal line between slide thumbnails in Normal view or a vertical line between thumbnails in Slide Sorter view indicates the location at which PowerPoint will insert the slides.

PowerPoint creates copies of the slides and applies the destination theme to the copies. Display the destination presentation in Normal view. On the New Slide menu, below the gallery, click Reuse Slides to open the Reuse Slides pane on the right side of the screen. Click the Browse button, and then click Browse File. In the Browse dialog box, 3 browse to the folder that contains the presentation you want to use slides from, and then double-click the presentation.

In the Select a Slide Library window, browse to the slide library that contains the slide or slides you want to insert. The Reuse Slides pane displays thumbnails of the available slides. In the Reuse Slides pane, click the thumbnail of each slide you want to use to insert that slide into your presentation. If you want the slide to retain the formatting from the source presenta- tion instead, select the Keep Source Formatting check box at the bottom of the Reuse Slides pane.

Close the Reuse Slides pane. Enter the content that you want to appear on the slides and any other content in a document. Review the styles applied to the content you want to include in the presentation. Save and close the document. To create a presentation by importing a Word document 1. On the Open page of the Backstage view, click Browse. Browse to the folder that contains the Word document that contains the slide title and bullet point information.

Double-click the document to create a new presentation. Select all the slides in the new presentation, and then on the Home tab, in the Slides group, click the Reset button. Apply the design template you want. Select the slide after which you want to insert the new slides.

On the New Slide menu, below the gallery, click Slides from Outline to open the Insert Outline dialog box, which resembles the Open dialog box. Use standard Windows techniques to browse to the folder that contains the Word document you want to use for the slide titles and content.

Double-click the document to insert slides based on its content. To store slides in a slide library, follow these steps: 1. In the Publish Slides dialog box, select the check box of each slide you want to publish. Click the Select All button to select the entire presentation. In the Publish To box, enter or paste the URL of the slide library or click the Browse button and browse to the slide library. Each slide is published individually 4. Click Publish. They remain available from the Thumbnails pane, but their thumbnails are dimmed and slide numbers crossed through with a backslash.

You can edit the content of hidden slides When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded to indicate that the command is in effect. You can unhide a slide to include it in the slide show. To hide or unhide slides 1. Select the slide or slides you want to hide or unhide. Right-click a single slide, and then click Delete Slide. Select the slide or slides you want to delete. Divide presentations into sections To make it easier to organize and format a longer presentation, you can divide it into sections.

In both Normal view and Slide Sorter view, sections are designated by titles above their slides. They do not appear in other views, and they do not create slides or otherwise interrupt the flow of the presentation. Some templates include a slide layout, similar to the title slide layout, that is specifi- cally designed for section divider slides. If you divide a long presentation into sections based on topic, you might want to transfer your section titles to these slides to provide guidance to the audience or to mark logical points in the presentation to take breaks or answer questions.

To create a section 1. In Normal view or Slide Sorter view, select the slide that you want to be first in the new section. On the Home tab, in the Slides group, click the Section button, and then click Add Section to insert a section title named Untitled Section before the selected slide.

To rename a section 1. In the Section name box, replace or edit the existing section name, and then click the Rename button. To collapse or expand one slide section 1. In Normal view or Slide Sorter view, click the arrow that precedes the section title. To collapse or expand all slide sections 1. Rearrange slides and sections After you have added several slides to a presentation, you might want to rearrange their order so that they more effectively communicate your message.

You can rearrange a presentation by moving individual slides or entire sections of slides. In Normal view or Slide Sorter view, drag the slide thumbnail to its new posi- tion. Notice as you drag that the other thumbnails move to indicate where the selected slide will appear when you release the mouse button.

Right-click the slide thumbnail, and then click Cut. Right-click between the other slide thumbnails where you want to move the slide. To move a section within a presentation 1. Click the title of the section of slides you want to move, to select all the slides in the section. Drag the section to its new location. Right-click the section title, and then click Move Section Up or Move Section Down to move the section and all its slides before the preceding section or after the following section.

Click the title of the section of slides you want to ungroup. Right-click the section title, and then click Remove Section. To merge all sections by removing all section dividers 1. To delete a section of slides 1. Click the title of the section of slides you want to delete, to select all the slides in the section. Press the Delete key.

If the selected section is collapsed, PowerPoint prompts you to confirm the deletion 2. Even a blank presentation has a theme: the Office theme, which has a white slide background, a standard set of text and accent colors, and the Office font set, which uses Calibri Light for headings and Calibri for body text. PowerPoint and the other Office apps share a common set of themes and theme elements. This enables you to easily produce coordinated print and presentation materials.

Approximately 30 of these themes are available to you from the PowerPoint Themes gallery. Many of the themes come with predefined variants, which have a dif- ferent color scheme or background graphic. The built-in Office themes for PowerPoint Each thumbnail in the PowerPoint Themes gallery displays a sample of the font set in the form of an uppercase and lowercase letter A Aa and the color scheme in the form of colored blocks over the default title slide.

Title slides frequently have back- ground graphics that set the tone for the presentation. The standard slides associated with the theme will often have a more-subtle background graphic that coordinates with the title slide background. You can choose to hide the background graphic and use only a colored background if you want to.

You can change the theme that is applied to an entire presentation or to only one sec- tion of the presentation. If you like the colors of one theme, the fonts of another, and the effects of another, you can mix and match theme elements. You can also create your own themes. Simply point to any theme and pause. PowerPoint temporarily applies the selected formatting to the slide 3 in the Slide pane.

This makes it easy to try different themes and theme elements until you find the ones you want. To apply a standard theme to a presentation 1. On the Design tab, in the Themes group, click the More button below the scroll arrows to display the menu that includes the Office theme gallery and any custom templates on your computer. Point to thumbnails in the gallery to display the theme names in tooltips and preview the effect of applying the themes to your presentation.

Choose a theme that enhances the content of your presentation 4. Click a theme thumbnail to apply that theme to the entire presentation. On the Design tab, in the Variants group, click a variant thumbnail. On the Design tab, in the Variants group, click the More button below the scroll arrows to expand the Variants menu.

On the Variants menu, click Colors, and then click the color set you want to apply. To change the font set of the presentation 1. On the Variants menu, click Fonts, and then click the font set you want to apply. On the Variants menu, click Effects, and then click the effect style you want to apply. Create a section that contains the slides you want to have a different theme. Click the section header to select the section. Apply the theme or theme element.

Change slide backgrounds The presentation theme includes a standard background. The background might be a color or it might include a background graphic. You make these changes in the Format Background pane. A solid color background is a good choice for readability, but if you want to add some interest without a lot of distraction, you can use a color gradient in which a solid color gradually changes to another.

PowerPoint offers several light-to-dark and dark-to-light gradient patterns based on the color scheme. Each change in color within a gradient is controlled by a gradient stop. For each gradient stop, you can specify the location and specific color including the transparency and brightness of the color.

A color gradient can have from 2 to 10 gradient stops. PowerPoint comes with several built-in textures that you can easily apply to the background of slides. For a dramatic effect, you can even incorporate a picture of your own, although these are best reserved for small areas of the slide rather than the entire background. Click any pattern to preview it on the slide To display the Format Background pane 1. On the Design tab, in the Customize group, click the Format Background button.

To close the Format Background pane 1. To apply a background change to all slides 1. In the Format Background pane, configure the slide background formatting you want. At the bottom of the pane, click the Apply to All button. Display the Format Background pane. In the Format Background pane, select the Hide background graphics check box. To apply a solid background color to one or more slides 3 1.

In the Format Background pane, click Solid fill. Click the Color button to display the color palette. Click a theme color variant, a solid color, or a recent color, or click More Colors and select a custom color. Move the Transparency slider to adjust the background color transparency, or set a specific transparency percentage.

In the Format Background pane, click Gradient fill. Click the Preset gradients button, and then click a gradient option based on the current color palette. Preset color gradients offer linear and radial variants of the theme accent color Or 1. In the Direction list, click the direction you want the gradient to flow.

If you chose the Linear type, you can specify the angle you want the gradient to move along. Enter the angle in the Angle box.

Then click the Remove gradient stop button. In the Gradient stops area, set the color, position, transparency, and brightness for each color in the gradient. To apply a textured background to one or more slides 1. In the Format Background pane, click Picture or texture fill. Click the Texture button to display the texture gallery. You can select from a variety of textures, including fabric, marble, granite, wood grain, and Formica- like textures in various colors.

In the texture gallery, click the texture you want to apply. In the Format Background pane, click Pattern fill. In the Pattern palette, click one of the 48 pattern swatches. Click the Foreground button, and then select the primary pattern color. Click the Background button, and then select the secondary pattern color. Add two slides after the title slide. First, add a slide that has the default Title and Content layout. Then add a slide that has the Two Content layout.

Add 7 more slides, so you have a total of 10 slides. Use each slide layout at least once. In Normal view, delete slide 3.

Switch to Slide Sorter view, and then delete slides 5 through 8. The presentation now contains five slides. Add seven slides to the end of the presentation by inserting the content of the ImportOutline document. Use the Reuse Slides feature to insert the first slide from the ReuseSlides presentation as slide 2 in the AddRemoveSlides presentation. Then close the Reuse Slides pane. Insert a duplicate copy of slide 2 as slide 3. Hide slide 2, and then delete slide 8. Save and close the presentation.

Change the name of the first section to Introduction. Switch to Slide Sorter view, and then change the name of the second section to Process. Collapse both sections, and then expand only the Process section. Move the first slide in the Step 1 section so that it is the third slide in the Intro- duction section. Then delete the last slide in the Introduction section. Switch to Slide Sorter view and scroll through the presentation, noticing the sections.

Collapse the sections, and then rearrange them so that the sections for steps 1 through 7 are in order and the End section is at the end of the presentation.

Merge the End section into the Step 7 section. On slide 1, click the slide title. On the Home tab, in the Font group, notice that the title font is blue-gray, point, Times New Roman.

Apply the Ion theme to the presentation. On the Home tab, in the Font group, notice that the title font is now white, point, Century Gothic. Switch to Slide Sorter view, and adjust the magnification to display all the slides. Apply the Circuit theme to the presentation. Notice that the slide background is blue. Apply the gray variant of the Circuit theme to the Past section of the presentation. Apply the red variant of the Circuit theme to the Present section of the presentation. Apply the green variant of the Circuit theme to the Future section of the presentation.

Apply a gradient fill background to slide 1. Apply the custom gradient fill to all slides in the presentation. For practice file download is best to err on the conservative side.

As you gain more instructions, see the introduction. This chapter guides you through procedures related to animating text and pictures on slides, customizing anima- tion effects, adding audio and video content to slides, compressing media to decrease file size, and adding and managing slide transitions.

You can animate any individual objects on a slide, including text containers, pictures, and shapes. Thoughtfully designed animations can be very informative, particularly for audience members who are more receptive to visual input than to auditory input. Animations have the added benefit of providing a consistent message with or without a presenter to discuss or externally illustrate a process.

The elements of a multipart animation You can configure four types of animations: the appearance, movement, emphasis, and disappearance of objects on the slide. There are multiple options within these four categories. A few more animation effects are available for text than for other slide objects. It is visible during the development process, but not when you present the slide show.

It then appears on the slide in the manner specified by the entrance effect. Have fun experimenting with the different effects Clicking More Entrance Effects at the bottom of the Animation menu opens a dialog box that displays all the available entrance animations by category to 8 help you choose an appropriate effect.

The emphasis effects that are available in the Animation gallery are illustrated in yellow. Effects range from subtle to bold Clicking More Emphasis Effects at the bottom of the Animation menu opens a dialog box that displays all the available emphasis animations by category.

A few simple motion paths are available from the Animation gallery, but a surprisingly large variety is avail- able from the dialog box that opens when you click More Motion Paths at the bottom of the Animation menu. The exit effects that are available in the Animation gallery are illustrated in red.

Choose an effect that suits the style of your presentation Additional exit effects are available from the Change Exit Effect dialog box. Many animations have options that you can configure, such as the direction, speed, size, or color.

For example, when you config- ure an entrance effect for a bulleted list, you can specify whether to have the entire list enter the slide at the same time, or to have only one bulleted item enter at a time. After you choose an effect, the applicable options are available on the Effect Options menu. As you assign animations to slide objects, numbers appear on the objects to specify the order of the animation effects.

The numbers are visible only when the Animation tab is active. After all the elements are in place, animate them in the order you want the anima- tions to occur. Ensure that the time you put into creating an animation has value to you and to your audience members. Consider using animations to provide subliminal information�for example, in a multipart presentation, use one consistent entrance effect for the part opener titles to draw the attention of the audience members and cue them to a change of subject.

For greater impact, display an image related to the current list item, and replace the image as each new list item appears.

Make this even more informative by displaying a detailed breakdown of the chart data for each category as you display its chart wedge.

A more difficult but often worthwhile use of slide object animation is to provide a visual image of a process as you describe it. To animate an object on a slide 1. Display the slide in the Slide pane, and select the object that you want to ani- mate, or its container.

For example, if you want to animate the entrance of a bulleted list, select the text box that contains the bulleted list. On the Animations tab, in the Animation group, click the More button to display the Animation menu and gallery.

PowerPoint displays a live preview of the selected animation effect and adds an animation number adjacent to the object. A star appears next to the slide thumbnail to indicate that the slide contains either an animation or a transition. If this is distracting to you, you can turn off this feature by clicking the Preview arrow in the Preview group on the Animations tab and then clicking AutoPreview to remove the check mark that indicates the option is turned on.

On the slide or in the Animation Pane, click the animation number. To display or hide the Animation Pane 1. To configure animation options 1. Apply the animation, or select a previously applied animation. On the Animations tab, in the Animation group, click the Effect Options button. If the button is unavailable, the animation has no configurable options.

On the Effect Options menu, click one option in each section. To apply multiple animation effects to one object 1. Apply the first animation effect and configure any options. Select the object not the animation. The existing animation information is highlighted on the Animations tab and in the Animation Pane.

In the Add Animation gallery, click the additional animation you want to apply. To copy a set of animation effects from one object to another object 1. Select the source object. Point to the object you want to format. When a paintbrush appears to the right of the cursor, click the object to apply the formatting. If you click the Animation Painter button one time, you can copy the formatting to one other object.

If you double-click the Animation Painter button, you can copy the formatting to many other objects, until you click the button again or press Esc to deactivate it. To preview animations 1. To remove animation effects from slide objects 1. However, for those occasions when you want a presentation with pizzazz, you can customize the animation effects. The options vary depending on the type of animation you apply. For example, you can specify that clicking a different object on the slide will animate the selected object.

A very helpful tool when managing multiple animated objects on a slide is the Animation Pane. Each numbered animation on the slide has a correspond- ing entry in the Animation Pane that provides information and options for managing the animations. If the left sides of two indicators align, those animations start at the same time. If the left side of an indicator aligns with the right side of the previous indicator, the animations run in order.

A square indicates that the animation has a fixed duration; a triangular edge indicates that the duration is set to Auto. Each animation is an individual event.

You control these settings either from the Advanced Animation and Timing groups on the Animations tab, or from the Animation Pane. Clicking an animation in the Animation Pane selects the animation and displays an arrow to the right of the animation timing indicators. Clicking the arrow displays a menu of actions. Some of the settings available through the Animation Pane Effect Options menu To open the effect-specific dialog box for an animation 1.

To change the order of animation effects on a slide 1. On the slide or in the Animation Pane, select the animation you want to reorder. In the Animation Pane, select the animation or animations that you want to move. Drag the selection to the new position in the Animation Pane. The animation numbers change to reflect the new positions. In the Animation Pane, drag the colored indicator bar to the starting point you want. To set the duration of a selected animation 1. In the Animation Pane, double-click the animation to open the animation- specific effect options dialog box.

On the Effect tab, click the Sound list, and then click the sound effect you want to assign to the animation. Click the speaker icon to the right of the Sound list to display the volume slider, and set the volume level of the sound effect. Click OK to close the dialog box. Bookmark points of interest in media clips Bookmarks are a useful new feature for PowerPoint users who incorporate audio, video, and animation into presentations. You can insert bookmarks into audio and video clips to identify locations either that you want to be able to quickly get to or that you want to use as triggers for other events.

For example, you could create an animation that visually describes a process, and record a narration that verbally describes the process. Instead of setting up a series of timing points to synchronize the narration and animation, you could insert bookmarks at key points in the narrative audio clip that trigger specific segments of the animation to play. As another example, you could embed a video on a slide, and record audio comments about certain parts of the video.

Then you can insert bookmarks at those points of the video to trigger the playback of the relevant audio comments. Display the slide in Normal view and select the audio or video clip to display the Audio Tools or Video Tools tab group. Play the clip by clicking the Play button on the playback toolbar or in the Preview group on the Playback tool tab. At the point that you want to insert a bookmark, click the Add Bookmark button in the Bookmarks group on the Playback tool tab.

To insert additional bookmarks, repeat steps 2 and 3. Bookmarks in audio or video clips are indicated by circles on the playback toolbar. Pointing to a bookmark on the toolbar displays a ScreenTip that includes the bookmark name. You can select a bookmark as the starting point for an animation, from the Trigger list on the Animations tab. For example, you could run a presentation that provides basic information and icebreakers during the time leading up to your actual presentation. If you plan to distribute a presentation electronically for people to watch on their own, you might want to add audio narration to an animation, or provide narration for the entire presentation.

You can add prerecorded audio content to a presentation, or record your own content directly within PowerPoint. However, you can download royalty-free audio music and sound effects from many online sources. Some of these require that you credit the website as the source, so be sure to read the website fine print. When you locate an audio clip that you want to use, you can download it to your computer and follow the instructions in this topic to use it in a PowerPoint presentation. When you add audio to a slide rather than to an animation or transition , the audio icon shaped like a speaker and an accompanying trigger icon appear on the slide, and the trigger event appears in the Animation Pane.

The playback controls are visible only when the audio icon is selected. To insert an audio clip onto a slide 1. Save the audio clip on your computer or on a network-connected location.

In the Insert Audio dialog box, browse to and select the audio file, and then click the Insert button. In File Explorer, open the folder that contains the audio file. Arrange the File Explorer and PowerPoint windows on your screen so that both are visible. Drag the audio file from File Explorer to the slide. To record audio directly onto a slide 1. In the Name box, enter a name to uniquely identify the recording.

Then click the Record button labeled with a red circle. Speak or otherwise provide the audio that you want to record. When you finish, click the Stop button labeled with a blue square. The audio icon and an accompanying trigger icon appear in the center of the slide, and the trigger event appears in the Animation Pane.

It might be necessary to move one or more out of the way to get to an earlier clip. To restrict the playback of an audio clip to a specific segment 8 1. Select the audio icon. You can trim audio from the beginning and end of the clip, but not from the middle 2. If you drag the marker near the point at which you paused the playback, the marker snaps to that location. When you finish, click OK to close the Trim Audio dialog box. You can re-trim or restore the audio clip at any time.

To fade into or out of an audio clip 1. To modify or hide the audio icon 1. When the playback controls appear, click the Play button. To automatically start audio playback 1. Then select the Loop until Stopped check box. Instead, allow the user to play the audio content after the tool has finished communicating the slide content.

To prevent an audio clip from stopping when the slide changes 1. Add video content to slides Sometimes the best way to ensure that your audience understands your message is to show a video. For example, if your company has developed a short advertising video, it makes more sense to include the video in a presentation about marketing plans than to try to describe it by using bullet points or even pictures. To save you the trouble of switching between PowerPoint and a video player, you can embed a video recording directly onto a slide, and then play the video as part of presenting the slide show.

This is a much smoother way of presenting information from multiple sources than switching between them. PowerPoint uses the embed code to locate and play the video. As long as the video remains available in its original location and you have an active Internet connection , you will be able to access and play the video from the slide at any time. You can move and resize it, display it in a frame of your choice, and even adjust the brightness or color contrast.

So, for example, if you change the aspect ratio of the video representation on the slide, imagery in the video might appear to be skewed. When working with local videos that you embed rather than online videos that you link to, you can fade into and out from the video playback, and manage the content of the video by trimming it to play only a specific portion. You can insert bookmarks to use as triggers for other events for example, you might display a list of selling points as each is presented in the advertising video.

When playing back a video, you can display it at the embedded size or full screen. In the Insert Video window, click the source of the video that you want to insert, and then follow the process to insert a video from the selected source.

In the Insert Video dialog box, browse to and select the video file, and then click the Insert button. Click the video image one time. Selection handles appear around the video image, the playback toolbar appears below it, and the Video Tools tab group appears on the ribbon.

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The following table describes the effect of each Paragraph Spacing option on the paragraph and line spacing settings. Paragraph Before After Line spacing option paragraph paragraph spacing Default Spacing options are controlled by the style set No Paragraph Space 0 points 0 points 1 line Compact 0 points 4 points 1 line Tight 0 points 6 points 1. Each paragraph spacing option controls space around and within the paragraph 2.

Click the option you want to apply to all of the paragraphs in the document. To adjust the spacing between paragraphs 1. Select all the paragraphs you want to adjust. To make a quick adjustment to selected paragraphs, on the Home tab, in the Paragraph group, click Line And Paragraph Spacing, and then click any of the line spacing commands on the menu.

Clicking one of the last two options adds or removes a preset amount of space between the selected paragraphs. Open the Paragraph dialog box. On the Indents and Spacing tab, in the Spacing area, make the adjustments you want to the paragraph spacing, and then click OK. Although the left and right margins are set for a whole document or for a section of a document, you can vary the position of the paragraphs between the margins by indenting the left or right edge of the paragraph.

A paragraph indent is the space from the page margin to the text. You can change the left indent by clicking buttons on the Home tab, or you can set the indents directly on the ruler. The ruler indicates the space between the left and right page margins in a lighter color than the space outside of the page margins. The default setting for the Right Indent marker is the distance from the left margin to the right margin.

For example, if the page size is set to 8. You can arrange the Left Indent and First Line Indent markers to create a hanging 3 indent or a first line indent.

Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is indented less than the main text essentially, it is outdented.

First line indents are frequently used to distinguish the beginning of each subsequent paragraph in documents that consist of many consecu- tive paragraphs of text. Both types of indents are set by using the First Line Indent marker on the ruler. Moving the Left Indent marker also moves the First Line Indent marker, to maintain the first line indent distance.

You can move the First Line Indent marker independently of the Left Indent marker to change the first line indent distance. To display the ruler 1. On the View tab, in the Show group, select the Ruler check box. If you want to change the measure- ment units Word uses, open the Word Options dialog box. Then click OK. To indent or outdent the left edge of a paragraph 1. If you do need to extend an indent beyond the margins, you can do so by setting negative indenta- tion measurements in the Paragraph dialog box.

To create a hanging indent or first line indent 1. In the By box, set the amount of the indent, and then click OK. Set the left indent of the paragraph body. On the ruler, drag the First Line Indent marker to the ruler measurement at which you want to begin the first line of the paragraph.

To indent or outdent the right edge of a paragraph 1. For real drama, you can do both. You can select a predefined border from the Borders menu, or design a custom border in the 3 Borders And Shading dialog box. You can customize many aspects of the border After you select the style, color, width, and location of the border, you can click the Options button to specify its distance from the text.

You can do this by using two different hidden characters: line breaks and tabs. These characters are visible only when the option to show paragraph marks and formatting symbols is turned on. You might use this technique to dis- play only specific text on a line, or to break a line before a word that would otherwise be hyphenated.

A tab character defines the space between two document elements. For example, you can separate numbers from list items, or columns of text, by using tabs. You can then set tab stops that define the location and alignment of the tabbed text. You can align text in different ways by using tabs You can align lines of text in different locations across the page by using tab stops.

The easiest way to set tab stops is directly on the horizontal ruler. By default, Word sets left-aligned tab stops every half inch 1. To set a custom tab stop, start by clicking the Tab button located at the intersection of the vertical and horizontal rulers until the type of tab stop you want appears.

For example, tab leaders are useful in a table of contents to carry the eye from the text to the page number. When you insert tab characters, the text to the right of the tab character aligns on the tab stop according to its type.

For example, if you set a center tab stop, pressing the Tab key moves the text so that its center is aligned with the tab stop. To display or hide paragraph marks and other structural characters 1. To insert a line break 1. Position the cursor where you want to break the line.

To insert a tab character 1. Position the cursor where you want to add the tab character. Press the Tab key. To open the Tabs dialog box 1.

Select any portion of one or more paragraphs that you want to manage tab stops for. In the lower-left corner of the Indents and Spacing tab, click the Tabs button. Select any portion of one or more paragraphs that you want to set the tab stop for. When the Tab button shows the alignment you want, click the ruler at the point where you want to set the tab. Open the Tabs dialog box. In the Tab stop position box, enter the position for the new tab stop.

In the Alignment and Leader areas, set the options you want for this tab stop. Click Set to set the tab, and then click OK. To change the position of an existing custom tab stop 1.

In the Tab stop position list, select the tab stop you want to change. Click the Clear button to clear the existing tab stop. Enter the replacement tab stop position in the Tab stop position box, click Set, and then click OK.

Earlier in this chapter, you learned about methods of applying formatting to para- graphs. This topic covers methods of formatting the text of a document. Formatting that you apply to text is referred to as character formatting. By default, the font used for text in a new blank document is point Calibri, but you can change the font of any element at any time. The available fonts vary from one computer to another, depending on the apps installed.

Sometimes you can set additional sizes beyond those listed. The font size is measured in points, from the top of the ascenders letter parts that go up, as in h to the bottom of the descenders letter parts that drop down, as in p. The most common are regular or plain , italic, bold, and bold italic.

For example, you might use a bold font style in various sizes and various shades of green to make words stand out in a newsletter. The available effects match the current theme colors. To change the font of selected text 1. On the Mini Toolbar or in the Font group on the Home tab, in the Font list, click the font you want to apply.

Then press the Enter key. To format selected text as bold, italic, or underlined 1. To cross out selected text by drawing a line through it 1. On the Home tab, in the Font group, click the Strikethrough button. Select the characters you want to reposition. To apply artistic effects to selected text 1. Then make selections on the submenus to apply and modify those effects.

To change the font color of selected text 1. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the selected text. In the Colors dialog box, click the color you want in the honeycomb on the Standard page, or click the color gradient or enter values for a color on the Custom page.

To change the case of selected text 1. If the selection ends in a period, Word does not include the Capitalize Each Word option in the rotation. If the selection does not end in a period, Word does not include Sentence case in the rotation.

To highlight text 3 1. When the pointer changes to a highlighter, drag it across one or more sections of text to apply the highlight. Click the Text Highlight Color button or press the Esc key to deactivate the highlighter. To copy formatting to other text 1. Click anywhere in the text that has the formatting you want to copy.

When the pointer changes to a paintbrush, click or drag across the text you want to apply the copied formatting to. If you activated the Format Painter for multiple targets, repeat step 3 until you finish applying the formatting.

Then click the Format Painter button once, or press the Esc key, to deactivate the tool. To repeat the previous formatting command 1. Select the text to which you want to apply the repeated formatting. To open the Font dialog box 1. To remove character formatting 1. Select the text you want to clear the formatting from. To change the character spacing 1.

Select the text you want to change. Open the Font dialog box, and then click the Advanced tab to display character spacing and typographic features. In the Spacing list, click Expanded or Condensed. In the adjacent By box, set the number of points you want to expand or condense the character spacing. In the Font dialog box, click OK. Used judiciously, character formatting can make a plain document look attractive and professional, but excessive use can make it look amateurish and detract from the message.

Bear in mind that lowercase letters tend to recede, so using all uppercase capital letters can be useful for titles and headings or for certain kinds of emphasis. However, large blocks of uppercase letters are tiring to the eye.

Until the advent of computers, individual characters made of lead were assembled to form the words that would appear on a printed page. The characters were stored alphabetically in cases, with the capital letters in the upper case and the small letters in the lower case. Create and modify lists Lists are paragraphs that start with a character usually a number or bullet and are formatted with a hanging indent so that the characters stand out on the left end of each list item.

Fortunately, Word takes care of the formatting of lists for you. You simply indicate the type of list you want to create. When the order of items is not important�for example, for a list of people or supplies�a bulleted list is the best choice. And when the order is important�for example, for the steps in a procedure� you will probably want to create a numbered list.

If the list is numbered, Word automatically updates the numbers. You can change both the overall indentation of the list and the relationship of the first line to the other lines. To format a new bulleted or numbered list as you enter content 1. When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list.

When you press Enter to start a new item, Word continues the formatting to the new paragraph. Typing items and pressing Enter adds subse- quent bulleted or numbered items. To end the list, press Enter twice; or click the Bullets arrow or Numbering arrow in the Paragraph group on the Home tab, and then in the gallery, click None.

Select the paragraphs that you want to convert to list items. On the Home tab, in the Paragraph group, do either of the following: Click the Bullets button to convert the selection to a bulleted list. To create a list that has multiple levels 1.

Start creating a bulleted or numbered list. In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list, Word changes the type of numbering used, based on a predefined numbering scheme. To modify the indentation of a list 1. To sort bulleted list items into ascending or descending order 1. Select the bulleted list items whose sort order you want to change.

In the Sort by area, click Ascending or Descending. To change the bullet symbol 1. Select the bulleted list whose bullet symbol you want to change. On the Home tab, in the Paragraph group, click the Bullets arrow. In the Bullets gallery, click the new symbol you want to use to replace the bullet character that begins each item in the selected list.

To define a custom bullet 1. In the Bullets gallery, click Define New Bullet. In the Define New Bullet dialog box, click the Symbol, Picture, or Font button, and make a selection from the wide range of options.

Click OK to apply the new bullet style to the list. To change the number style 1. Select the numbered list whose number style you want to change. On the Home tab, in the Paragraph group, click the Numbering arrow to display the Numbering gallery. Make a new selection to change the style of the number that begins each item in the selected list.

Click OK to apply the new numbering style to the list. To start a list or part of a list at a predefined number 1. Place the cursor within an existing list, in the list paragraph whose number you want to set. In the Set value to box, enter the number you want to assign to the list item. You can learn more about these and other AutoFormatting options by exploring the Auto- Correct dialog box, which you can open from the Proofing page of the Word Options dialog box.

You can select and clear options to control automatic formatting behavior One interesting option in this dialog box is Border Lines. With a couple of mouse clicks, you can easily change the look of words, phrases, and paragraphs by using styles. More importantly, you can build a document outline that is reflected in the Navigation pane and can be used to create a table of contents. Apply styles Styles can include character formatting such as font, size, and color , paragraph format- ting such as line spacing and outline level , or a combination of both.

Styles are stored in the template that is attached to a document. By default, blank new documents are based on the Normal template.

The Normal template includes a standard selection of styles that fit the basic needs of most documents. These styles include nine heading levels, various text styles including those for multiple levels of bulleted and numbered lists, index and table of contents entry styles, and many specialized styles such as those for hyperlinks, quotations, placeholders, captions, and other elements.

By default, most common predefined styles are available in the Styles gallery on the Home tab. For this reason, formatting document content by using styles produces a harmonious effect. After you apply named styles, you can easily change the look of an entire document by switching to a different style set that contains styles with the same names but different formatting.

Style sets are available from the Document Formatting gallery on the Design tab. You can also modify style definitions by changing the template on which the document is based. On the Home tab, click the Styles dialog box launcher. To change which styles are displayed in the Styles pane 1. Open the Styles pane, and then click Options. Open the Styles pane, and then select or clear the Show Preview check box.

To add a style to the Styles gallery 3 1. In the Styles pane, point to the style, click the arrow that appears, and then click Add to Style Gallery. To remove a style from the Styles gallery 1. To apply a built-in style 1. Select the text or paragraph to which you want to apply the style. If the style you want to apply is a character style, you must select the text.

In the Styles gallery on the Home tab, or in the Styles pane, click the style you want to apply. To change the style set 1.

On the Design tab, in the Document Formatting group, click the More button if necessary to display all the style sets. Point to any style set to preview its effect on the document. Click the style set you want to apply. Manage outline levels Styles can be used for multiple purposes: to affect the appearance of the content, to build a document outline, and to tag content as a certain type so that you can easily locate it.

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