Need to create and share a presentation? If so, you in all probability flip to the preferred presentation utility on the planet, PowerPoint, one of many core apps that make up Microsoft’s Office suite.
Microsoft sells Office underneath two fashions: Individuals and companies will pay for the software program license up entrance and personal it ceaselessly (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 variations between Microsoft Office 2019 and Office 365?”)
This cheat sheet will get you up to the mark on the options that have 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, and then we wrap up with helpful keyboard shortcuts for each variations.
Share this story: IT people, we hope you will move this information on to your customers to assist them be taught to get essentially the most from PowerPoint 2016 and 2019.
Use the Ribbon
The 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 conversant in 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 much less cluttered than in PowerPoint 2010 and 2007. The newer Ribbon is smaller than it was in PowerPoint 2013, the title bar is purple quite than white, and the textual content for the Ribbon tabs (File, Home, Insert and so on) is a mixture of upper- and lowercase quite than all caps. But it nonetheless works in the identical approach, and you will discover many of the instructions in the identical areas as in PowerPoint 2013.
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 under.
As in earlier variations of PowerPoint, if you need 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 on — keep seen.)
You’ve received 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, 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 exhibits the tabs however hides the instructions beneath them. It’s the identical as urgent Ctrl-F1. To show the instructions beneath the tabs once 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 exhibits each tabs and instructions.
And if for some cause that good purple shade 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 purple once more, as a substitute select the “Colorful” choice from the drop-down listing. Just above the Office Theme menu is an Office Background drop-down menu — right here you possibly can select to show a sample reminiscent of a circuit board or circles and stripes within the title bar.
There’s a really helpful change in what Microsoft calls the backstage space that seems whenever 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 related to your Office account, reminiscent of ShareLevel and OneDrive. Each location shows its related e-mail handle beneath it. This is kind of useful in the event you use a cloud service with multiple account, reminiscent of if in case you have one OneDrive account for private use and one other one for enterprise. You’ll have the ability to see at a look which is which.
You also can simply add new cloud-based companies. From the display that exhibits 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.
Use Tell Me to perform duties shortly
PowerPoint is so chock-full of highly effective options that it may be powerful to recollect the place to search 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 wish to do” textual content to the correct of the Help tab on the Ribbon. (Those preferring keyboard shortcuts can as a substitute press Alt-Q.) Then sort in a job you wish to do, reminiscent of “change handout orientation.” You’ll get a menu exhibiting potential matches for the duty.
In this occasion, the highest result’s a Handout Orientation itemizing that when clicked offers you two choices — one to set the orientation to horizontal and the opposite to vertical. Just click on the one you wish to use. If you want extra details about your job, the final two objects that seem within the Tell Me menu let you choose from associated Help matters or seek for your phrase utilizing Smart Lookup. (More on Smart Lookup under.)
Even in the event you think about your self a PowerPoint professional, give Tell Me a attempt. It’ll prevent numerous time and is far more environment friendly than searching by the Ribbon to discover a command. It additionally remembers the options you have beforehand clicked on within the field, so whenever 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 regularly carry out are all the time inside straightforward attain, whereas on the identical time making duties you hardly ever do simply accessible.
Try Smart Lookup for on-line analysis
If you do analysis to collect info for displays, you’ll wish to take a look at one other characteristic, Smart Lookup. It helps you to do on-line analysis from proper inside PowerPoint when you’re engaged on a presentation, so there’s no want to fireplace up your browser, search the online, and then 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 correct. If you simply desire a definition of the phrase, click on the Define tab within the pane.
Smart Lookup has been getting smarter over time. When the characteristic first launched, it wasn’t excellent at discovering particular, well timed info reminiscent of the present inflation price within the United States. It was significantly better at discovering extra basic info, reminiscent of a biography of the bogus intelligence pioneer Arthur Samuel. But Microsoft has finished a number 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 some content material out of your displays and different paperwork. (If you are involved about privateness, you will must resolve whether or not the privateness hit is well worth the comfort of doing analysis from proper throughout the app.) If you have not enabled it, you will see a display whenever you click on Smart Lookup asking you to show it on. Once you accomplish that, it is going to be turned on throughout all of your Office purposes.
The most essential characteristic that launched with PowerPoint 2016 for individuals who work with others is stay collaboration that lets individuals work on displays collectively from wherever on the 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 modifications that different customers of these variations make to a shared presentation in actual time as they occur, PowerPoint 2016 and 2019 customers have to avoid wasting their displays periodically to see and share modifications. So whereas it’s stay collaboration, it’s not real-time visibility into that collaboration. Still, it does can help you work with others on the identical presentation on the identical time.
To collaborate on a presentation, open it, then click on the Share icon within the upper-right a part of the display. 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. Think of the pane as command central for collaboration. At the highest of the pane, sort within the e-mail addresses of the individuals with whom you wish to collaborate on the presentation, separated by commas. As you sort, PowerPoint seems to be by your handle e-book and shows the matches it finds; click on the individual you wish to invite. If you’re on a company community, you possibly can click on the handle e-book on the correct to go looking by your company e-mail handle e-book. If an individual isn’t in your handle e-book, sort within the full e-mail handle.
After you enter the addresses, choose both “Can edit” or “Can view” within the drop-down to permit collaborators full enhancing or read-only privileges. (If you wish 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 title within the Share pane.) Type a message within the textual content field if you need. When you’re finished, click on Share. An e-mail is shipped out to everybody with whom you’ve shared the file, exhibiting a button that they will click on to open the presentation.
There’s one other technique to share a file saved in a private OneDrive for collaboration: At the underside of the Share pane, click on “Get a sharing hyperlink,” and from the display that seems, select “Create an edit hyperlink” if you wish to create a hyperlink to the file that may enable individuals to edit the file, or “Create a view-only hyperlink” if you wish to create a hyperlink that may enable them to view the file solely. Then create an e-mail utilizing any e-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 quite than within the PowerPoint desktop shopper. 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 enhancing 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 shopper model of PowerPoint, or Edit in Browser to work within the free internet model.
The internet model isn’t as absolutely featured because the shopper model — as an illustration, there aren’t as many transitions and animations, you possibly can’t file your display from inside PowerPoint, and you possibly can’t give slideshows or use a number of different options. But for primary enhancing, it really works effective.
When a number of collaborators are working in a shared presentation, the Share button will change to replicate the variety of individuals engaged on it (together with you). As talked about above, you’ll have to avoid wasting your presentation periodically to see their modifications or have them see yours. After you save, your collaborators’ additions seem in your presentation.
Be conscious that how properly real-time collaboration works is determined by the energy of your web connection. On sluggish or flaky connections, you received’t instantly see edits that different individuals make and they received’t see yours instantly — there will probably be a lag. So it’s all the time greatest, when attainable, to have the strongest connection attainable when collaborating.
In addition to seeing one another’s modifications to the presentation, you possibly can talk together with your collaborators in different methods. The Share pane exhibits a listing of people that have entry to the presentation, with a be aware beneath their title indicating if they’re at present enhancing the presentation, and if not, whether or not they have enhancing or viewing entry.
Click or hover your cursor over the icon of anybody engaged on the presentation, and a display pops out with the assorted methods you possibly can contact that individual, together with textual content chat, cellphone and video through Skype (if the individual has Skype) and e-mail. That helps you to discuss or textual content when you’re engaged on the presentation collectively, making collaboration that rather more efficient.