Need to create and share a presentation? If so, you in all probability flip to the most well-liked presentation utility on this planet, PowerPoint, one of many core apps that make up Microsoft’s Office suite.Microsoft sells Office beneath two fashions: Individuals and companies will pay for the software program license up entrance and personal it perpetually (what the corporate calls the “perpetual” model of the suite), or they will buy an Office 365 or Microsoft 365 subscription, which implies they’ve entry to the software program for under so long as they maintain paying the subscription price.When you buy a perpetual model of the suite — say, Office 2016 or Office 2019 — its purposes won’t ever get new options, whereas apps in an Office 365/Microsoft 365 subscription are regularly up to date with new options. (For extra particulars, see “What are the differences between Microsoft Office 2019 and Office 365?”)This cheat sheet will get you up to the mark on the options that had been launched in PowerPoint 2016 and PowerPoint 2019, the perpetual-license variations of PowerPoint included with Office 2016 and Office 2019, respectively. In Office 365, PowerPoint has all these options, plus a number of extra. We’ll quickly be publishing a separate PowerPoint for Office 365 cheat sheet that covers all its newest options.Most of the information on this article apply to each PowerPoint 2016 and PowerPoint 2019 for Windows. Near the top are suggestions for PowerPoint 2019 solely, after which we wrap up with useful keyboard shortcuts for each variations.Share this story: IT people, we hope you may go this information on to your customers to assist them study to get probably the most from PowerPoint 2016 and 2019.Use the RibbonThe Ribbon interface in PowerPoint 2016 and 2019 hasn’t modified a lot in comparison with earlier variations. Because the Ribbon has been included in Office suite purposes since Office 2007, we assume you are acquainted with the way it works. If you want a refresher, see our PowerPoint 2010 cheat sheet.As in PowerPoint 2013, the Ribbon in PowerPoint 2016 and 2019 has a flattened look that is cleaner and fewer cluttered than in PowerPoint 2010 and 2007. The newer Ribbon is smaller than it was in PowerPoint 2013, the title bar is crimson slightly than white, and the textual content for the Ribbon tabs (File, Home, Insert and so forth) is a mixture of upper- and lowercase slightly than all caps. But it nonetheless works in the identical manner, and you will find many of the instructions in the identical areas as in PowerPoint 2013. IDG
The Ribbon hasn’t modified an amazing deal from PowerPoint 2013. (Click picture to enlarge it.)
To discover out which instructions stay on which tabs on the Ribbon, obtain our PowerPoint 2016 and 2019 Ribbon fast reference. Also see the nifty new Tell Me characteristic described beneath. As in earlier variations of PowerPoint, if you would like the instructions beneath the tabs on the Ribbon to go away, press Ctrl-F1. To make them reappear, press Ctrl-F1 once more. (Note that the Ribbon tabs — File, Home, Insert and so forth — keep seen.)You’ve acquired different choices for displaying the Ribbon as properly. To get to them, click on the Ribbon Display Options icon on the prime proper of the display screen, simply to the left of the icons for minimizing and maximizing PowerPoint. A drop-down menu seems with these three choices:Auto-hide Ribbon: This hides the whole Ribbon, each the tabs and instructions beneath them. To present the Ribbon once more, click on on the prime of PowerPoint.
Show Tabs: This reveals the tabs however hides the instructions beneath them. It’s the identical as urgent Ctrl-F1. To show the instructions beneath the tabs after they’re hidden, press Ctrl-F1, click on a tab, or click on the Ribbon show icon and choose “Show Tabs and Commands.”
Show Tabs and Commands: Selecting this reveals each tabs and instructions.
And if for some cause that good crimson coloration on the title bar is simply an excessive amount of for you, you possibly can flip it white or grey. (In PowerPoint 2019, there’s additionally a black choice.) To do it, choose File > Options > General. In the “Personalize your copy of Microsoft Office” part, click on the down arrow subsequent to Office Theme, and choose Dark Gray or White (or Black) from the drop-down menu. To make the title bar crimson once more, as a substitute select the “Colorful” choice from the drop-down record. Just above the Office Theme menu is an Office Background drop-down menu — right here you possibly can select to show a sample akin to a circuit board or circles and stripes within the title bar. IDG
You can change PowerPoint’s crimson title bar to grey, white, or (in Office 2019) black. (Click picture to enlarge it.)
There’s a really helpful change in what Microsoft calls the backstage space that seems while you click on File on the Ribbon: If you click on Open, Save a Copy, Save or Save As from the menu on the left, you possibly can see the cloud-based companies you have linked to your Office account, akin to ShareLevel and OneDrive. Each location shows its related electronic mail tackle beneath it. This is sort of useful should you use a cloud service with multiple account, akin to when you have one OneDrive account for private use and one other one for enterprise. You’ll be capable to see at a look which is which.You may simply add new cloud-based companies. From the display screen that reveals you your on-line areas, click on “Add a Place,” and select which service so as to add. Note, although, that you just’re restricted to ShareLevel and OneDrive. IDG
The backstage space (beneath the File tab) reveals which cloud-based companies you have linked to your Office account and allows you to connect with further ones. (Click picture to enlarge it.)
Use Tell Me to perform duties quicklyPowerPoint is so chock-full of highly effective options that it may be powerful to recollect the place to seek out all of them. Microsoft has made it simpler with a characteristic in PowerPoint 2016 and 2019 known as Tell Me, which places even buried instruments or these you hardly ever use in straightforward attain.To use it, click on the “Tell me what you want to do” textual content to the suitable of the Help tab on the Ribbon. (Those preferring keyboard shortcuts can as a substitute press Alt-Q.) Then sort in a activity you need to do, akin to “change handout orientation.” You’ll get a menu displaying potential matches for the duty.In this occasion, the highest result’s a Handout Orientation itemizing that when clicked provides you two choices — one to set the orientation to horizontal and the opposite to vertical. Just click on the one you need to use. If you need extra details about your activity, the final two objects that seem within the Tell Me menu let you choose from associated Help subjects or seek for your phrase utilizing Smart Lookup. (More on Smart Lookup beneath.) IDG
The Tell Me characteristic makes it straightforward to carry out nearly any activity. (Click picture to enlarge it.)
Even should you contemplate your self a PowerPoint professional, give Tell Me a attempt. It’ll prevent numerous time and is rather more environment friendly than searching by way of the Ribbon to discover a command. It additionally remembers the options you have beforehand clicked on within the field, so while you click on in it, you first see a listing of earlier duties you have looked for. That makes positive that duties that you just ceaselessly carry out are all the time inside straightforward attain, whereas on the similar time making duties you hardly ever do simply accessible.Try Smart Lookup for on-line analysisIf you do analysis to collect info for displays, you’ll need to try one other characteristic, Smart Lookup. It enables you to do on-line analysis from proper inside PowerPoint when you’re engaged on a presentation, so there’s no want to fireside up your browser, search the online, after which copy the knowledge to your presentation.To use Smart Lookup, right-click a phrase or group of phrases and choose Smart Lookup from the menu that seems. PowerPoint then makes use of Bing to do an online search on the phrase or phrase and shows definitions, any associated Wikipedia entries, and different outcomes from the online within the Smart Lookup pane that seems on the suitable. If you simply need a definition of the phrase, click on the Define tab within the pane. IDG
Smart Lookup enables you to do net analysis from proper inside PowerPoint. (Click picture to enlarge it.)
Smart Lookup has been getting smarter over time. When the characteristic first launched, it wasn’t excellent at discovering particular, well timed info akin to the present inflation price within the United States. It was a lot better at discovering extra common info, akin to a biography of the factitious intelligence pioneer Arthur Samuel. But Microsoft has completed a whole lot of work on it, and it now works properly when discovering granular info as properly.Keep in thoughts that to be able to use Smart Lookup in PowerPoint or every other Office app, you would possibly first must allow Microsoft’s clever companies characteristic, which collects your search phrases and a few content material out of your displays and different paperwork. (If you are involved about privateness, you may must resolve whether or not the privateness hit is definitely worth the comfort of doing analysis from proper throughout the app.) If you have not enabled it, you may see a display screen while you click on Smart Lookup asking you to show it on. Once you achieve this, will probably be turned on throughout all of your Office purposes.Collaborate stayThe most necessary characteristic that launched with PowerPoint 2016 for many who work with others is stay collaboration that lets individuals work on displays collectively from wherever on this planet with an web connection. To do it, you should be logged into your Microsoft or Office 365 account, and the presentation should be saved in OneDrive, OneDrive for Business or ShareLevel Online.However, whereas Office 365 subscribers or anybody utilizing PowerPoint Online can see the adjustments that different customers of these variations make to a shared presentation in actual time as they occur, PowerPoint 2016 and 2019 customers have to save lots of their displays periodically to see and share adjustments. So whereas it’s stay collaboration, it’s not real-time visibility into that collaboration. Still, it does assist you to work with others on the identical presentation on the similar time.To collaborate on a presentation, open it, then click on the Share icon within the upper-right a part of the display screen. If you haven’t but saved your file in OneDrive, OneDrive for Business or ShareLevel Online, you’ll be prompted to take action.Clicking the Share button opens the Share pane on the right-hand aspect of the display screen. Think of the pane as command central for collaboration. At the highest of the pane, sort within the electronic mail addresses of the individuals with whom you need to collaborate on the presentation, separated by commas. As you sort, PowerPoint appears to be like by way of your tackle e book and shows the matches it finds; click on the particular person you need to invite. If you’re on a company community, you possibly can click on the tackle e book on the suitable to go looking by way of your company electronic mail tackle e book. If an individual isn’t in your tackle e book, sort within the full electronic mail tackle. IDG
Selecting individuals with whom to collaborate by way of the Share pane. (Click picture to enlarge it.)
After you enter the addresses, choose both “Can edit” or “Can view” within the drop-down to permit collaborators full modifying or read-only privileges. (If you need to assign totally different rights to totally different customers, ship separate emails, or you possibly can change any collaborator’s permissions later by right-clicking their identify within the Share pane.) Type a message within the textual content field if you would like. When you’re completed, click on Share. An electronic mail is distributed out to everybody with whom you’ve shared the file, displaying a button that they will click on to open the presentation. IDG
Your collaborators get an electronic mail message like this while you share a doc. (Click picture to enlarge it.)
There’s one other strategy to share a file saved in a private OneDrive for collaboration: At the underside of the Share pane, click on “Get a sharing link,” and from the display screen that seems, select “Create an edit link” if you wish to create a hyperlink to the file that can permit individuals to edit the file, or “Create a view-only link” if you wish to create a hyperlink that can permit them to view the file solely. Then create an electronic mail utilizing any electronic mail program, copy the hyperlink and ship it.When your recipients get the e-mail invitation from you, they click on a button or hyperlink to open the presentation, which opens in PowerPoint Online in an online browser slightly than within the PowerPoint desktop consumer. At this level, they will view the presentation however not edit it. Users who aren’t signed right into a Microsoft account will see an Edit in Browser button; as soon as they click on that, they will begin modifying of their browser window. Logged in customers will see an Edit Presentation menu, from which they will select Edit in PowerPoint to open the file within the consumer model of PowerPoint, or Edit in Browser to work within the free net model.The net model isn’t as absolutely featured because the consumer model — as an example, there aren’t as many transitions and animations, you possibly can’t file your display screen from inside PowerPoint, and you’ll’t give slideshows or use a number of different options. But for fundamental modifying, it really works high quality.When a number of collaborators are working in a shared presentation, the Share button will change to mirror the variety of individuals engaged on it (together with you). As talked about above, you’ll have to save lots of your presentation periodically to see their adjustments or have them see yours. After you save, your collaborators’ additions seem in your presentation. IDG
When collaborating in PowerPoint 2016 and 2019, you have to save the doc to see adjustments made by others and to share your adjustments with them. (Click picture to enlarge it.)
Be conscious that how properly real-time collaboration works relies on the energy of your web connection. On sluggish or flaky connections, you gained’t instantly see edits that different individuals make they usually gained’t see yours instantly — there will probably be a lag. So it’s all the time greatest, when potential, to have the strongest connection potential when collaborating.In addition to seeing one another’s adjustments to the presentation, you possibly can talk along with your collaborators in different methods. The Share pane reveals a listing of people that have entry to the presentation, with a word beneath their identify indicating if they’re at present modifying the presentation, and if not, whether or not they have modifying or viewing entry.Click or hover your cursor over the icon of anybody engaged on the presentation, and a display screen pops out with the assorted methods you possibly can contact that particular person, together with textual content chat, telephone and video by way of Skype (if the particular person has Skype) and electronic mail. That enables you to discuss or textual content when you’re engaged on the presentation collectively, making collaboration that rather more efficient. IDG
Click the icon of somebody working with you on a doc to see different methods you possibly can contact that particular person. (Click picture to enlarge it.)
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