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Need to create and share a presentation? This cheat sheet gets you up to speed on the features that were introduced in PowerPoint and PowerPoint , the perpetual-license versions of PowerPoint included with Office and Office , respectively. See our separate PowerPoint for Microsoft cheat sheet to see all its latest features. Near the end are tips for PowerPoint only, and then we wrap up with handy keyboard shortcuts for both versions. Share this story: IT folks, we hope you’ll pass this guide on to your users to help them learn to get the most from PowerPoint and The Ribbon interface in PowerPoint and hasn’t changed much compared to earlier versions.
Because the Ribbon has been included in Office suite applications since Office , we assume you’re familiar with how it works. If you need a refresher, see our PowerPoint cheat sheet. As in PowerPoint , the Ribbon in PowerPoint and has a flattened look that’s cleaner and less cluttered than in PowerPoint and The newer Ribbon is smaller than it was in PowerPoint , the title bar is red rather than white, and the text for the Ribbon tabs File, Home, Insert and so on is a mix of upper- and lowercase rather than all caps.
But it still works in the same way, and you’ll find most of the commands in the same locations as in PowerPoint To find out which commands live on which tabs on the Ribbon, download our PowerPoint and Ribbon quick reference.
Also see the nifty new Tell Me feature described below. As in previous versions of PowerPoint, if you want the commands underneath the tabs on the Ribbon to go away, press Ctrl-F1. To make them reappear, press Ctrl-F1 again. Note that the Ribbon tabs — File, Home, Insert and so on — stay visible.
To get to them, click the Ribbon Display Options icon at the top right of the screen, just to the left of the icons for minimizing and maximizing PowerPoint. A drop-down menu appears with these three options:. And if for some reason that nice red color on the title bar is just too much for you, you can turn it white or gray.
To make the title bar red again, instead choose the “Colorful” option from the drop-down list. Just above the Office Theme menu is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles and stripes in the title bar. Click image to enlarge it. Each location displays its associated email address underneath it. This is quite helpful if you use a cloud service with more than one account, such as if you have one OneDrive account for personal use and another one for business.
You’ll be able to see at a glance which is which. You can also easily add new cloud-based services. The backstage area under the File tab shows which cloud-based services you’ve connected to your Office account and lets you connect to additional ones. PowerPoint is so chock-full of powerful features that it can be tough to remember where to find them all.
Microsoft has made it easier with a feature in PowerPoint and called Tell Me, which puts even buried tools or those you rarely use in easy reach. To use it, click the “Tell me what you want to do” text to the right of the Ribbon tabs.
Those who prefer keyboard shortcuts can instead press Alt-Q. Then type in a task you want to do, such as “change handout orientation. In this instance, the top result is a Handout Orientation listing that when clicked gives you two options — one to set the orientation to horizontal and the other to vertical.
Just click the one you want to use. If you’d like more information about your task, the last two items that appear in the Tell Me menu let you select from related Help topics or search for your phrase using Smart Lookup. More on Smart Lookup below. Even if you consider yourself a PowerPoint pro, give Tell Me a try.
It’ll save you lots of time and is much more efficient than hunting through the Ribbon to find a command. It also remembers the features you’ve previously clicked on in the box, so when you click in it, you first see a list of previous tasks you’ve searched for. That makes sure that tasks that you frequently perform are always within easy reach, while at the same time making tasks you rarely do easily accessible.
To use Smart Lookup, right-click a word or group of words and select Smart Lookup from the menu that appears. PowerPoint then uses Bing to do a web search on the word or phrase and displays definitions, any related Wikipedia entries, and other results from the web in the Smart Lookup pane that appears on the right. If you just want a definition of the word, click the Define tab in the pane.
Smart Lookup has been getting smarter over time. It was much better at finding more general information, such as a biography of the artificial intelligence pioneer Arthur Samuel. But Microsoft has done a lot of work on it, and it now works well when finding granular information as well. Keep in mind that in order to use Smart Lookup in PowerPoint or any other Office app, you might first need to enable Microsoft’s intelligent services feature, which collects your search terms and some content from your presentations and other documents.
If you’re concerned about privacy, you’ll need to decide whether the privacy hit is worth the convenience of doing research from right within the app. If you haven’t enabled it, you’ll see a screen when you click Smart Lookup asking you to turn it on. Once you do so, it will be turned on across all your Office applications.
The most important feature that launched with PowerPoint for those who work with others is live collaboration that lets people work on presentations together from anywhere in the world with an internet connection.
However, while Office subscribers or anyone using PowerPoint Online can see the changes that other users of those versions make to a shared presentation in real time as they happen, PowerPoint and users have to save their presentations periodically to see and share changes. Still, it does allow you to work with others on the same presentation at the same time. To collaborate on a presentation, open it, then click the Share icon in the upper-right part of the screen. Clicking the Share button opens the Share pane on the right-hand side of the screen.
Think of the pane as command central for collaboration. At the top of the pane, type in the email addresses of the people with whom you want to collaborate on the presentation, separated by commas. As you type, PowerPoint looks through your address book and displays the matches it finds; click the person you want to invite.
After you enter the addresses, select either “Can edit” or “Can view” in the drop-down to allow collaborators full editing or read-only privileges. Type a message in the text box if you want. Your collaborators get an email message like this when you share a document. Then create an email using any email program, copy the link and send it. When your recipients get the email invitation from you, they click a button or link to open the presentation, which opens in PowerPoint Online in a web browser rather than in the PowerPoint desktop client.
At this point, they can view the presentation but not edit it. Logged in users will see an Edit Presentation menu, from which they can choose Edit in PowerPoint to open the file in the client version of PowerPoint, or Edit in Browser to work in the free web version.
But for basic editing, it works fine. When one or more collaborators are working in a shared presentation, the Share button will change to reflect the number of people working on it including you. When collaborating in PowerPoint and , you must save the document to see changes made by others and to share your changes with them. Be aware that how well real-time collaboration works depends on the strength of your internet connection.
The Share pane shows a list of people who have access to the presentation, with a note underneath their name indicating if they are currently editing the presentation, and if not, whether they have editing or viewing access. Click or hover your cursor over the icon of anyone working on the presentation, and a screen pops out with the various ways you can contact that person, including text chat, phone and video via Skype if the person has Skype and email.
That lets you talk or text while you’re working on the presentation together, making collaboration that much more effective. Click the icon of someone working with you on a document to see other ways you can contact that person.
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