Microsoft Office

PowerPoint 2016
-Handout-
18 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 2-1
Working with Slide Masters

Data Files
C:\091061Data\Customizing Design Templates\Develetech comms template.potx
C:\091061Data\Customizing Design Templates\Develetech_logo.png

Scenario
The VP of sales has asked that all internal communications directed to sales personnel have a
different look than those for company-wide messaging. You decide to create a template for sales
communications by modifying the slide master in the PowerPoint template you use for all other
communications.

1. Select the slide master.

a) From the C:\091061Data\Customizing Design Templates folder, open the Develetech comms
template.potx file.
b) Select View→Master Views→Slide Master.
c) If necessary, select the slide master in the left pane.

Note: Remember that the slide master is the top thumbnail in the left pane that
is also larger than the thumbnails below it. Make sure that you are selecting
the slide master and not one of the slide layouts.

2. Apply a new theme to the slide master.

a) In the Edit Theme group, select Themes.
b) From the Office gallery, select the Circuit theme.

Note: The themes are listed in alphabetical order.

3. Insert the Develetech logo to the slide master.

a) While in the Slide Master view, select Insert→Images→Pictures.
b) In the Insert Picture dialog box, navigate to the C:\091061Data\Customizing Design Templates
folder, select the Develetech_logo.png file, and select Insert.

4. Scale down the Develetech_logo.png image by 50%.

5. Resize the title text placeholder.

a) If necessary, display the rulers from the View tab.
b) Select the title text placeholder and resize it by dragging the right sizing handle to the left until it is
1.5 inches right of center.

6. Place the Develetech logo in the slide master.

a) Drag the Develetech_logo.png image to the top-right corner of the slide so that it occupies the space
to the right of the title text placeholder.
b) Select various slide layouts in the left pane to verify that the Develetech logo displays on the slide
layouts.

Lesson 2: Customizing Design Templates | Topic A

 Microsoft® Office PowerPoint® 2016: Part 2 | 19

Note: All the placeholders present in the slide master may or may not be
present in a slide layout. Therefore, it is possible that some changes made in
the slide master may not reflect in the slide layouts.

7. Modify the background style of the slide master.

a) Ensure that the Slide Master tab is selected and select the slide master in the left pane.
b) In the Background group, select Background Styles.
c) From the Background Styles gallery, select Style 5, which is the first style in the second row.
d) Verify that the background style has been applied to all of the slide layouts in the left pane.

Note: Leave the Slide Master tab open. It will be needed for the next activity.

8. Save the newly formatted template for the sales team.

a) On the Quick Access Toolbar, select File→Save As.
b) In the Save as type field, ensure that PowerPoint Template (*.potx) is selected.
c) If needed, navigate to the C:\091061Data\Customizing Design Templates folder.
d) In the File name field, type My_Develetech sales comms template
e) Select Save to save the file as a PowerPoint template.

Custom Slide Layouts

Having used PowerPoint 2016 for some time, you know that a slide layout determines the
arrangement of content placeholders and/or on-screen elements on a slide. However, you may not
have known that you can customize and create slide layouts to suit your needs.
You can create and modify slide layouts in the Slide Master view. Slide layouts are displayed below
their associated slide master in the left pane. The layouts that are displayed with the slide master are
the layouts available when you add a slide from the New Slide drop-down menu in the Slide group
on the Home tab. Any changes you make to the slide layouts in the Slide Master view, and any
custom slides you create, are reflected in the New Slide drop-down menu.
Typically, changes made to slide layouts in the Slide Master view affect only that particular layout.
However, changes made to a slide layout in the Edit Theme group on the Slide Master tab will
affect all slides associated with the same slide master.

Lesson 2: Customizing Design Templates | Topic A

 Microsoft® Office PowerPoint® 2016: Part 2 | 21

ACTIVITY 2-2
Creating a Custom Slide Layout

Data File
C:\091061Data\Customizing Design Templates\microphone.jpg

Before You Begin

My_Develetech sales comms template.potx is still open.

Scenario
You have received a request from the Sales department to create a media slide layout for their
presentation template. People in the department frequently include existing video content from the
marketing department in their presentations. They feel it will save a lot of time to have an existing
slide layout for them to use. They have also asked you to remove the title and footers placeholders,
and to add a text placeholder for naming the source video.

1. Insert a new slide layout.

a) Ensure that the presentation is still in the Slide Master view and that the Slide Master tab is
selected.
b) Scroll to the bottom of the left pane and select the last slide layout in the presentation.
c) In the Edit Master group, select Insert Layout.

2. Name the new slide layout.

a) In the Edit Master group, select Rename.
b) In the Layout name field, select the existing text, type Media Slide and then select Rename.

3. Remove the title and footers from the slide layout.

a) In the Master Layout group, deselect the Title check box.
b) Deselect the Footers check box.

4. Add a media content placeholder to the slide layout.

a) In the Master Layout group, select the Insert Placeholder down arrow, and then select Media.
b) Near the top-left corner of the slide layout, draw in a placeholder approximately 3 inches high by 4
inches wide.

5. Add a text placeholder below the media content placeholder.

a) If necessary, select the Slide Master tab.
b) In the Master Layout group, select the Insert Placeholder down arrow, and then select Text.
c) Draw the text placeholder below the media content placeholder.

6. Add an image to the slide layout.

a) Select Insert→Images→Pictures.
b) From the C:\091061Data\Customizing Design Templates folder, insert the microphone.jpg file.
c) Scale down the image as you see fit and then drag it to the right side of the slide layout.

7. Remove the plain white background from the image.

a) From the Picture Tools contextual tab, select Format→Adjust→Remove Background.

Lesson 2: Customizing Design Templates | Topic A

 Microsoft® Office PowerPoint® 2016: Part 2 | 25

ACTIVITY 2-3
Adding Headers and Footers
Before You Begin
My_Develetech sales comms template.potx is still open.

Scenario
To create more professional-looking presentations and handouts, you decide to include headers and
footers directly in the sales department's PowerPoint template. You feel this will help standardize
the look of all presentations your sales team develops.

1. Add footers to the slides.

a) Select View→Master Views→Slide Master.
b) If necessary, select the slide master in the left pane.

Note: Remember that the slide master is the top thumbnail in the left pane that
is also larger than the thumbnails below it. Make sure that is what you are
selecting and not one of the slide layouts.
c) Select Insert→Text→Header & Footer.
d) Ensure that the Slide tab is selected.
e) Check the Slide number check box.
f) Check the Footer check box and, in the Footer field, type Develetech Industries to add the company
name to the footer.
g) Check the Don't show on title slide check box and select Apply to All.
h) In the slide pane, select the date content placeholder and press the Delete key.

2. Verify that the footer and slide number display on the slides.
a) Select Slide Master→Close→Close Master View.
b) From the Home tab, add any type of slide other than a title slide.
c) Verify that the footer and the slide number appear on the slide, and then delete the slide.

3. Add headers to the notes pages and other handouts.

Note: You can change headers and footers for the notes pages and other
handouts at the same time within the Slide Master. Or headers and footers can
be added individually to notes or handouts from the Notes Master or Handouts
Master view, which are covered in the next topic.
a) Select View→Master Views→Slide Master.
b) Select the slide master in the left pane, and then select Insert→Text→Header & Footer.
c) Select the Notes and Handouts tab.
d) Check the Date and time check box, and then ensure that Update automatically is selected.
e) Check the Header check box and, in the Header field, type Develetech Industries to add the
company name to the header in notes and handouts.
f) Ensure that the Page number check box is checked, and then select Apply to All.
g) Select Slide Master→Close→Close Master View.

4. Use Print Preview to verify that the headers appear on printed materials.
a) Select File→Print.

Lesson 2: Customizing Design Templates | Topic B

26 | Microsoft® Office PowerPoint® 2016: Part 2

b) On the Print screen, under Settings, select the down arrow next to the default Full Page Slides
option.
c) In the Print Layout section, select Notes Pages.
d) Verify that the header, date, and page number appear on the print preview in the right pane.

5. Save the template to the C:\091061Data\Customizing Design Templates folder as My_Develetech sales
comms template.potx

Lesson 2: Customizing Design Templates | Topic B

 Microsoft® Office PowerPoint® 2016: Part 2 | 29

ACTIVITY 2-4
Modifying Notes Masters and Handout Masters

Before You Begin

My_Develetech sales comms template.potx is still open.

Scenario
Members of the sales team have given you feedback regarding the printed materials they have had to
generate from the presentations your department created. They consistently tell you the notes pages
are difficult to read for presenters, and that there are too many slides per page on the handouts for
audience members to take notes. You decide to use the notes master and the handout master in your
template to make global changes to the sales team's printed materials.

1. Decrease the size of the slide image on the notes pages.

a) Select View→Master Views→Notes Master.
b) Select the slide image on the notes master, and then use the sizing handles to decrease its size.
c) Using the gridlines and guides as necessary, center the slide image near the top of the notes
master.

2. Increase the size of the notes text placeholder.

a) Select the notes text placeholder.
b) Drag the top-center sizing handle up until it is close to the slide image.

3. Increase the default size of notes text on the notes pages.

a) Select all of the text in the notes text placeholder.
b) Select Home→Font→Font Size down arrow.
c) Select 18 as the new font size.

4. Remove the footer text box from the notes master.

a) Select the Notes Master tab.
b) In the Placeholders group, uncheck the Footer check box.
c) In the Close group, select Close Master View.

5. In the handout master, change the default number of slides displayed per page from six to three.
a) Select View→Master Views→Handout Master.
b) In the Page Setup group, select Slides Per Page.
c) From the drop-down menu, select 3 Slides.

6. Remove the footer text box from the handout master.

a) In the Placeholders group, uncheck the Footer check box.
b) Close the Handout Master view, and then save and close the template.

Lesson 2: Customizing Design Templates | Topic C

 Microsoft® Office PowerPoint® 2016: Part 2 | 35

ACTIVITY 3-1
Adding SmartArt to a Presentation

Data File
C:\091061Data\Adding SmartArt and Math Equations to a Presentation\Develetech New Products
Internal Release.pptx

Scenario
You are creating an internal communications release to prepare all Develetech employees for the
approaching new product release. As you reviewed the presentation, you noticed that one of the
slides had a lot of text but no graphics. You want the communications release to be more energetic,
so you decide to convert the text on that slide into SmartArt to liven up the presentation.

1. Convert the text to a SmartArt graphic.

a) From the C:\091061Data\Adding SmartArt and Math Equations to a Presentation folder, open the
Develetech New Products Internal Release.pptx file.
b) Navigate to slide 4.
c) Place the cursor anywhere inside the text box.
d) Select Home→Paragraph→Convert to SmartArt.
e) From the SmartArt gallery, select Vertical Block List, which is the second option in the top row.

2. Add text to the SmartArt graphic.

a) If necessary, select the control to display the Text pane.

b) In the Text pane, place the cursor directly after "work" in the last bullet point.
c) Press Enter once, and then type The Protoi: the center of the IGP system. in the text placeholder.

3. Revise text in the SmartArt graphic.

a) In the Text pane, place the cursor directly after the colon in the text placeholder for "The Melius:".
b) Press the Spacebar once, and then type a laptop that's in the text placeholder.
c) Add the word and before "smart for work."

4. Save the presentation to the C:\091061Data\Adding SmartArt and Math Equations to a Presentation
folder as My_Develetech New Products Internal Release.pptx

Lesson 3: Adding SmartArt and Math Equations to a Presentation | Topic A

38 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 3-2
Modifying SmartArt

Before You Begin

My_Develetech New Products Internal Release.pptx is open.

Scenario
You prefer the SmartArt graphic over the plain text for your PowerPoint slide, but you feel it is too
plain looking, and it doesn't blend well with the rest of the presentation. You decide to format the
SmartArt graphic for greater consistency and visual appeal.

1. Demote the product descriptions in the SmartArt graphic hierarchy so that they appear in separate
SmartArt shapes.
a) Ensure that the SmartArt graphic is selected and the Text pane is displayed.
b) In the Text pane, place the cursor directly before the word "our" in the first bullet point, and then
press Enter.
c) On the SmartArt Tools contextual tab, select Design→Create Graphic→Demote.
d) Capitalize the "O" in "our," and remove the colon after "The Knomatico."
e) Repeat the procedure for the remaining products.
f) Close the Text pane.

Note: You can perform most text editing either in the Text pane or directly in
the SmartArt graphic.

2. Modify the layout of the SmartArt graphic.

a) In the Layouts group, select the Layouts gallery's More button.
b) From the gallery, select Grouped List.

3. Modify the style of the SmartArt graphic.

a) In the SmartArt Styles group, select the SmartArt Styles gallery's More button.
b) From the 3-D section, select the Polished style, which is the first style in that section of the gallery.
c) Select the Change Colors button to display the Change Colors gallery.
d) Scroll down to the Accent 6 section, and then select Colored Outline - Accent 6, which is the first
color scheme in the section.
e) Save the presentation.

Lesson 3: Adding SmartArt and Math Equations to a Presentation | Topic B

50 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 4-1
Adding Audio to a Presentation

Data Files
C:\091061Data\Working with Media and Animations\Develetech New Products Internal
Release_Media.pptx
C:\091061Data\Working with Media and Animations\celebrate.wav

Scenario
You feel the internal release presentation looks much better with the SmartArt graphic you created,
but you also think it could use a bit more energy. You decide to add some upbeat music to the final
slide to pump up the audience at the end of the presentation.

1. Insert an audio file.

a) From the C:\091061Data\Working with Media and Animations folder, open the Develetech New
Products Internal Release_Media.pptx file.
b) Navigate to the last slide.
c) Select Insert→Media→Audio.
d) From the Audio drop-down menu, select Audio on My PC.
e) In the Insert Audio dialog box, navigate to the C:\091061Data\Working with Media and Animations
folder, select the celebrate.wav file, and then select Insert.

2. Edit the audio clip.

a) On the Audio Tools contextual tab, select Playback→Editing→Trim Audio.
b) Drag the end point or use the spin buttons in the End Time field to trim the audio file to end at
exactly 00:49, and then select OK.
c) In the Editing group, use the spin buttons in the Fade Out field to add a 00.50 second fade out at the
end of the audio file.

3. Lower the volume of the audio clip.

a) In the Audio Options group, select the Volume button.
b) From the Volume drop-down menu, select Medium.

4. Set the audio file to play automatically when the slide displays and hide the audio controls.
a) In the Start field, select the down arrow.
b) From the drop-down menu, select Automatically.
c) Check the Hide During Show check box to hide the audio controls during the slide show.

5. Preview the slide and save it.

a) Select Slide Show→Start Slide Show→From Current Slide.
b) Press Esc to end the slide show after the audio clip plays.

6. Save the presentation to the C:\091061Data\Working with Media and Animations folder as
My_Develetech New Products Internal Release_Media.pptx

Lesson 4: Working with Media and Animations | Topic A

54 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 4-2
Adding Video to a Presentation

Data File
C:\091061Data\Working with Media and Animations\Develetech new products promo.wmv

Before You Begin

My_Develetech New Products Internal Release_Media.pptx is open.

Scenario
A colleague of yours recommended including a video produced by the marketing team in the new
product release presentation. You feel it would add further excitement to the presentation and agree
it should be included. You decide to use the media slide layout you created earlier to display the
video following the slide that introduces the new products.

1. Insert the video file.

a) Navigate to slide 3, and then insert a new media slide.
b) In the media placeholder, select the Insert Video icon.
c) In the Insert Video window, navigate to the C:\091061Data\Working with Media and Animations
folder, select the Develetech new products promo.wmv file, and then select Insert.
d) If necessary, use the sizing handles to resize the video, and then use the guides to center the video
on the slide.
e) Delete the text placeholder.

2. Set a poster frame that will appear in the video player before the video plays.
a) Use the video controls or click along the video timeline to place the scrubber at the desired frame of
video. (Hint: The Develetech logo appears at about 00:06.00.)
b) On the Video Tools contextual tab, select Format→Adjust→Poster Frame, and then select Current
Frame from the drop-down menu.
c) In the video timeline, observe that the message Poster Frame Set appears.

3. Add a video style to the video and preview it.

a) In the Video Styles group, select the More button to display the Video Styles gallery.
b) From the Intense section, select Beveled Rounded Rectangle, which is the second style in the top
row.
c) In the Preview group, select Play to view the video clip.
d) Save the presentation.

The Playback Tab

The Playback tab contains the commands you will use to edit video and to set playback options for
video during slide shows. It is divided into four groups.

Playback Tab Group Provides Commands For

Preview Previewing your video files.

Lesson 4: Working with Media and Animations | Topic B

56 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 4-3
Setting Video Playback Options

Before You Begin

My_Develetech New Products Internal Release_Media.pptx is open.

Scenario
You realize you will need to adjust some of the playback settings for the video file in order for it to
play the way you would like. Also, you noticed there is a lot of blank space at the beginning and the
end of the clip, so you decide to trim the ends of the video and add fades at the beginning and the
end.

1. Set the playback settings for the video.

a) If necessary, select the video and, on the Video Tools contextual tab, access the Playback tab.
b) In the Video Options group, select Volume, and then from the drop-down menu, select Medium.
c) In the Start field, select the down arrow, and then from the drop-down menu, select Automatically.
d) Check the Rewind after Playing check box.

2. Trim the beginning and the end of the clip to eliminate the blank spaces.
a) In the Editing group, select Trim Video.
b) In the Trim Video dialog box, drag the start and end points or use the spin buttons in the Start Time
and End Time fields to trim out the blank spaces at the beginning and the end of the video, leaving
about 2 seconds of blank space just before and after the video.
c) Select OK.

3. Add a 0.5 second fade at the beginning and at the end of the video and preview the video.
a) In the Editing group, set the Fade In field to 00.50.
b) Set the Fade Out field to 00.50.
c) In the Preview group, select Play to view the video clip.
d) Save the presentation.

Lesson 4: Working with Media and Animations | Topic B

 Microsoft® Office PowerPoint® 2016: Part 2 | 59

ACTIVITY 4-4
Creating Custom Animation Effects

Before You Begin

My_Develetech New Products Internal Release_Media.pptx is open.

Scenario
After adding the audio and video files to the presentation, you feel that the static images of the new
products on slide 3 are too dull. You decide to add animation to the images to begin building the
presentation's energy even before the video plays.

1. Apply an animation effect to a graphic.

a) Navigate to slide 3.
b) Select the image of the laptop computer, and then select the Animations tab.
c) In the Animation group, select the Animation gallery's More button, and then select More Entrance
Effects.
d) In the Moderate section, select Basic Zoom, and then select OK.

2. Modify the animation effect.

a) In the Animation group, select Effect Options.
b) From the drop-down menu, select In From Screen Center.

3. Add a sound effect to the animation.

a) In the Animation group, select the dialog box launcher.
b) In the Basic Zoom dialog box, verify that the Effect tab is selected.
c) In the Enhancements section, in the Sound field, select the down arrow, and then select Push.
d) Select OK.

4. Set the animation effect to automatically play when the slide is displayed.
a) In the Animation group, select the dialog box launcher.
b) In the Start field, select the down arrow.
c) In the drop-down menu, select After Previous and then select OK.

5. Adjust the animation effect timing.

a) In the Basic Zoom dialog box, select the Timing tab.
b) Select the text in the Duration field, and then type 2.25 and select OK.

6. Apply the effect to the remaining graphics on the slide and preview the effects.
a) Select the image of the laptop computer, and then, in the Advanced Animation group, double-click
Animation Painter to activate sticky mode.

Note: If you click anywhere outside of the objects on your slide, you will
deactivate sticky mode. Also, Animation Painter needs to be double-clicked. If
you single click the Animation Painter, the sticky mode will not work properly.
b) Select the remaining graphics in the following order to apply the animation effect to each: the mobile
phone, the tablet computer, the television, and the video game console.
c) Select Animation Painter to deactivate sticky mode.
d) In the Preview group, select Preview to view the animation effects.

Lesson 4: Working with Media and Animations | Topic C

60 | Microsoft® Office PowerPoint® 2016: Part 2

7. Alter the order of the animations so that the image of the television is the last one to be displayed.
a) In the Advanced Animation group, select Animation Pane.
b) In the Animation Pane, select Picture 8, and then select the Down Arrow Reorder button until the
image of the television is last.
c) Close the Animation Pane.

8. Preview the animation effects to verify that the order has changed, and then save the presentation.
a) In the Preview group, select Preview to verify that the order has changed.
b) Save the presentation.

Lesson 4: Working with Media and Animations | Topic C

 Microsoft® Office PowerPoint® 2016: Part 2 | 61

ACTIVITY 4-5
Timing Slide Transitions

Before You Begin

My_Develetech New Products Internal Release_Media.pptx is open.

Scenario
As you are emailing the New Product Launch presentation to Develetech employees to view on
their own, you decide to time some of the slides to play automatically when they view the slide
show. Because there is not a lot of text to read until after the video on slide 4, you decide to time the
first four slides to advance automatically.

1. Apply a transition to the slide.

a) Navigate to slide 1.
b) Select the Transitions tab.
c) In the Transition to This Slide group, from the Transitions gallery, select Push.

2. Adjust the transition timing.

a) In the Timing group, use the spin buttons in the Duration field to set the transition duration to 1.25
seconds.
b) In the Advance Slide section, uncheck the On Mouse Click check box.
c) Check the After check box, and then use the spin buttons to set the transition timing to 3.00
seconds.

3. Apply transitions and timings to other slides.

a) Apply the same transition to slides 2 and 3.
b) Navigate to slide 4, and then apply the Push transition with the same duration as the previous slides.
However, leave slide 4 set to advance on mouse click.

4. Preview the slide show through slide 4.

a) Select Slide Show→Start Slide Show→From Beginning.
b) View the first four slides of the slide show.
c) Press Esc to end the slide show.
d) Save and close the presentation.

Lesson 4: Working with Media and Animations | Topic C

84 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 5-1
Annotating a Presentation

Data File
C:\091061Data\Customizing a Slide Show\Develetech New Products Internal Release_final
version.pptx

Scenario
All of Develetech's department heads and several VPs have reviewed your presentation. You have
incorporated all feedback and feel the presentation is nearly ready to be distributed. However, you
aren't sure if some of the images on your slides adhere to Develetech's visual guidelines. You ask
one of the company's graphic designers to review the images with you. Because he works in a
separate building, you decide to use web conferencing to review the presentation together. You use
PowerPoint's annotation tools to point out specific areas of concern.
Note: During this activity, if you are using web conferencing software in your class, do not
actually share your desktop or the PowerPoint 2016 application.

1. Start the slide show from slide 7.

a) From the C:\091061Data\Customizing a Slide Show folder, open the Develetech New Products
Internal Release_final version.pptx file.
b) Navigate to slide 7 and select Slide Show→Start Slide Show→From Current Slide.

2. Use the Pen tool to annotate the presentation.

a) Right-click the screen, select Pointer Options, and then select Pen from the secondary menu.
b) Drag the Pen tool to draw a circle around the highlight on the image of the circle.
c) Advance to the next slide, and then draw a line below "Africa" on the image of the globe.

3. Use the Highlighter to annotate the presentation.

a) Advance to slide number 10, right-click the screen, and select Pointer Options→Highlighter.
b) Right-click the screen and select Pointer Options→Ink Color.
c) Select a color from the tertiary menu.
d) Drag to highlight the dark blue wedge at the bottom of the pie chart and the bars along the bottom of
the image.

4. Exit the slide show and delete all annotations.

a) Press Esc to deactivate the highlighter, and then exit the slide show.
b) In the Microsoft PowerPoint dialog box, select Discard to delete all annotations.

Lesson 6: Customizing a Slide Show | Topic A

88 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 5-2
Setting Up a Slide Show

Before You Begin

Develetech New Products Internal Release_final version.pptx is open.

Scenario
The graphic designer informed you that all of the images in your presentation comply with
Develetech's visual guidelines, so your presentation is final. You want to run this presentation at a
kiosk in your team room to gauge your team member's reaction before sending out the presentation
to the entire company. So, you decide to set the presentation to be run at a kiosk.

1. Set the presentation to be viewed by an individual.

a) On the Slide Show tab, in the Set Up group, select Set Up Slide Show.
b) In the Show type section, select Browsed at a kiosk (full screen).
c) Select OK.

2. Select Slide Show→From Beginning to view the slide show.

Note: Observe that you will not be able to advance slides in the presentation.

3. Exit the slide show and save the presentation to the C:\091061Data\Customizing a Slide Show folder as
My_Develetech New Products Internal Release_final version.pptx

Lesson 6: Customizing a Slide Show | Topic B

 Microsoft® Office PowerPoint® 2016: Part 2 | 91

ACTIVITY 5-3
Creating a Custom Slide Show

Before You Begin

My_Develetech New Products Internal Release_final version.pptx is open.

Scenario
The VP of sales asked you to provide some key sales reps with a version of the presentation to show
to big Develetech distributors. He doesn't think that the target audience needs to view all of the
slides, so he has asked you to remove some of them. You feel that you should also rearrange some
of the other slides so that the presentation makes sense with the changes made. Instead of creating a
whole separate file, you decide to set up a custom slide show for the sales reps to use when
presenting the new products.

1. Set up a custom slide show.

a) Ensure that the Slide Show tab is selected.
b) In the Start Slide Show group, select Custom Slide Show→Custom Shows.
c) In the Custom Shows dialog box, select New.
d) In the Slide show name field, type Sales Reps Custom Show
e) In the Slides in presentation field, check the check boxes for slides 1, 2, 3, 5, 6, 7, and 8, and then
select Add.
f) In the Slides in custom show field, select slide 4, The New Products! slide, and then select the Up
arrow button to move it above the New Visions Now slide.
g) Select OK.

2. Preview the new custom slide show.

a) In the Custom Shows dialog box, verify that the Sales Reps Custom Show is displayed.
b) Select Show to review the custom slide show.

3. Exit the slide show and save the presentation.

Lesson 6: Customizing a Slide Show | Topic C

94 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 5-4
Adding Action Buttons to a Presentation

Before You Begin

My_Develetech New Products Internal Release_final version.pptx is open.

Scenario
Some of your slides are timed, but not all of them. The audience will have to navigate through some
of the slides on their own. You decide it would be a good idea to add action buttons to help the
audience more easily navigate the presentation. As you want the action buttons on all of the slides,
you decide to add them to the slide master.

1. Select the slide master.

a) Select View→Master Views→Slide Master.
b) In the left pane, select the slide master.

Note: Remember the slide master is the large thumbnail at the top of the left
pane in the Slide Master view. Make sure you select the slide master and not
a slide layout.

2. Add action buttons.

a) Select Insert→Illustrations→Shapes.

b) In the Shapes gallery, in the Action Buttons section, select Action Button: Beginning.
c) Draw the action button near the footer placeholder at the bottom-left of the slide so that it is
approximately the same height as the footer placeholder, while ensuring that you leave room for
three additional action buttons between the footer and the page number placeholders.
d) In the Action Settings dialog box, on the Mouse Click tab, ensure that Hyperlink to is selected and
that, in the Hyperlink to field, First Slide is selected.
e) Check the Play sound check box, and then from the Play sound drop-down menu, select the desired
sound effect to add a sound to play when clicked.
f) Select OK.
g) Repeat steps 2a through 2f three more times, adding the following action buttons to form a row, in
order, from left to right, between the footer placeholder and the page number placeholder: Action

Button: Back or Previous, Action Button: Forward or Next, and Action Button: End.

Note: The default settings will be a bit different depending on the action button
you are adding. Ensure that the settings in the Hyperlink to field in the Action
Settings dialog box are appropriate for each of the action buttons.
h) Resize and arrange the action buttons so that they are centered between the footer placeholder and
the page number placeholder, and so that they are the same size and shape.

3. Group the action buttons together.

a) Select all of the action buttons.
b) On the Drawing Tools contextual tab, on the Format tab, select Arrange→Group, and from the drop-
down menu, select Group.

4. Apply shape styles to the action buttons.

Lesson 6: Customizing a Slide Show | Topic D

 Microsoft® Office PowerPoint® 2016: Part 2 | 95

a) With the grouped action buttons still selected, from the Shape Styles group, select the Shape Styles

gallery's More button.

b) Select the desired style.

Note: When you hover over a shape style in the gallery, the buttons change to
display a preview of how the buttons will look with the selected shape style
applied.

5. Verify the functionality of the action buttons.

a) Select Slide Master→Close→Close Master View.
b) Verify that the action buttons display on all of the slides in the presentation and perform the
appropriate actions when presented in a slide show.

6. Save the presentation.

Lesson 6: Customizing a Slide Show | Topic D

98 | Microsoft® Office PowerPoint® 2016: Part 2

ACTIVITY 5-5
Recording a Presentation

Before You Begin

My_Develetech New Products Internal Release_final version.pptx is open.

Scenario
You have timings set for some of the slides in your presentation, but not all of them. You decide
you would like the entire presentation to play by itself so viewers don't have to navigate through the
slides unless they choose to. You can use the Rehearse Timings feature to adjust the slide timing for
the first few slides to give viewers a reasonable amount of time to view the content on the slides
before they advance automatically.

1. Record the first slide.

a) Select Slide Show→Set Up→Record Slide Show down arrow, and then select Start Recording from
Beginning.
b) Uncheck Narrations, ink, and laser pointer, and then select Start Recording.
c) Read the text on the first slide, leaving a reasonable amount of extra time to account for differing
reading rates, and then in the Recording shortcut menu, select Next.

Note: To pause the recording at any point during the activity, in the Recording
shortcut menu, select Pause. To resume recording, in the Microsoft
PowerPoint dialog box, select Resume Recording.

Note: If at any point in the recording you need to re-time a slide, in the
Recording shortcut menu, select Repeat.

2. Record the other slides.

a) Repeat step 1 for the second slide and select Next.
b) Allow the animations to play out on the third slide before selecting Next.
c) Allow the video to play out on the fourth slide and then in the Recording shortcut menu, select
Close.
d) In the Microsoft PowerPoint dialog box, verify your slide time and select Yes to save your slide
timings.

3. Verify the slide show with the slide timings.

a) View the slide show to verify that the slide timings have been applied.
b) Save and close the file.

Lesson 6: Customizing a Slide Show | Topic E

Mastery Builders

Mastery Builders are provided for certain lessons as additional learning resources for this
course. Mastery Builders are developed for selected lessons within a course in cases when
they seem most instructionally useful as well as technically feasible. In general, Mastery
Builders are supplemental, optional unguided practice and may or may not be performed as
part of the classroom activities. Your instructor will consider setup requirements, classroom
timing, and instructional needs to determine which Mastery Builders are appropriate for you
to perform, and at what point during the class. If you do not perform the Mastery Builders
in class, your instructor can tell you if you can perform them independently as self-study,
and if there are any special setup requirements.
 Microsoft® Office PowerPoint® 2016: Part 2 | 127

Mastery Builder 2-1

Customizing a Template

Activity Time: 10 minutes

Data Files
C:\091061Data\Customizing Design Templates\Training Presentation.pptx
C:\091061Data\Customizing Design Templates\delivery van.WMF

Scenario
You are a human resources specialist for a chain of flower shops that specializes in delivering
extravagant arrangements anywhere in the world. You have been asked to create a training and
orientation template for various departments within the company. You have a presentation you
would like to use as a template, but it doesn't fit your company's branding guidelines, and you want
to customize the template so that it's a bit different for each of the departments. You decide to
begin by creating a template for the drivers in the shipping department.

1. Launch the Training Presentation.pptx file.

2. Apply the Wisp theme to the slide master.

3. Apply the delivery van.WMF file as a background picture fill on all slide layouts, with the transparency
set to 85%.

4. Remove the footers from the title slide layout.

5. Add a new slide layout to the template, and name it Org Chart.

6. Move the title text placeholder to the bottom of the Org Chart layout.

7. Add a SmartArt graphic placeholder to the Org Chart layout that fills most of the layout above the title
text placeholder.

8. Close the Slide Master view, and then remove the Vocabulary, Topic One, and Topic Two slides from
the presentation.

9. Insert an Org Chart slide after the Overview slide.

10. Set the default number of slides to print on handouts to 3.

11. Save the presentation as a template to the C:\091061Data\Customizing Design Templates folder as
My_Training Presentation_shipping.potx.

12. Close the file.

Mastery Builders
128 | Microsoft® Office PowerPoint® 2016: Part 2

Mastery Builder 3-1

Creating a SmartArt Graphic

Activity Time: 10 minutes

Data File
C:\091061Data\Adding SmartArt and Math Equations to a Presentation\Fiscal Year
Restructuring Plan.pptx

Scenario
Your company's board of directors is considering implementing a restructuring plan in
an effort to strengthen the company's finances. As the operations manager, you report
directly to the VP of operations, who has been asked to propose a new organizational
structure. Your boss has started developing a PowerPoint presentation to deliver to the
board of directors. However, as he is less familiar with the organizational structure of
the company below the executive management level, he has asked you to review and
complete the organizational chart he has started. You decide you would first like to
convert the text version of the org chart into a SmartArt graphic, so it will be easier for
you to view and arrange.

1. Launch the Fiscal Year Restructuring Plan.pptx file.

2. On slide 3, convert the bulleted list text to a SmartArt graphic by using the Organization
Chart layout from the Hierarchy SmartArt category.

3. Apply the Metallic Scene style to the SmartArt graphic.

4. Add a SmartArt shape above Communications Director and Director of Marketing, and
type V.P. of Communications in the shape.

5. Change the text for the Communications Director to Director of Communications.

6. Increase the size of the SmartArt shapes for the VP of Communications and the Director
of Communications to accommodate the text.

7. Save the presentation to the C:\091061Data\Adding SmartArt and Math Equations to a

Presentation folder as My_Fiscal Year Restructuring Plan.pptx.

8. Close the file.

Mastery Builders
 Microsoft® Office PowerPoint® 2016: Part 2 | 129

Mastery Builder 4-1

Adding Audio and Animation to a Slide

Activity Time: 10 minutes

Data Files
C:\091061Data\Working with Media and Animations\store display.pptx
C:\091061Data\Working with Media and Animations\swing.wav

Scenario
You own a store that specializes in vintage toys and collectibles, and you are developing a
presentation that you would like to display on in-store monitors and in the front window to grab the
attention of potential customers. You have designed the first slide, which is meant to give people an
idea of the kinds of items your store carries. You feel the static text and the lack of multimedia will
not have the effect you're looking for. So, you decide to animate the text and add some music to
make the initial slide more captivating.

1. Launch the store display.pptx file.

2. Insert the swing.wav file on the slide.

3. Set the audio file to start automatically, and set its volume level as low.

4. Hide the audio controls and the icon during slide shows.

5. Add the Checkerboard entrance animation effect to the text box that contains the list of store items.

Note: Make sure you apply the animation effect to the text box and not the text
itself.

6. Set the animation effect to start With Previous.

7. Set the duration of the animation effect to 02.50 seconds.

8. Set the animation effect to sequence by paragraph.

Note: As all of the paragraphs are at the same hierarchical level, you will need to
set the animation to sequence by 1st level paragraphs.

9. Set the animation effect for each of the words in the list, except for "Toys," to start after the previous
effect.

10. View the slide show to preview the animation effects and audio.

11. Save the file to the C:\091061Data\Working with Media and Animations folder as My_store display.pptx.

12. Close the file.

Mastery Builders
 Microsoft® Office PowerPoint® 2016: Part 2 | 131

Mastery Builder 5-1

Customizing a Slide Show

Activity Time: 10 minutes

Data File
C:\091061Data\Customizing a Slide Show\store display_final.pptx

Scenario
You are the owner of a vintage toy and collectibles store. You have finished creating a PowerPoint
presentation that you want to run on monitors throughout your store and in the front window to
promote your merchandise to potential customers. As you want it to run on a continuous loop, you
set it up to run at a kiosk display, and to repeat after the final slide plays. Also, you need to adjust
the slide timing to give viewers a reasonable amount of time to view the content on the slides before
they advance automatically.

1. Launch the store display_final.pptx file.

2. Set the slide show to be displayed at a kiosk, in a loop.

3. Use the Rehearse Timings feature to adjust the slide timings.

4. Run the slide show to verify that the slide timings have been applied.

5. End the slide show.

6. Save the presentation to the C:\091061Data\Customizing a Slide Show folder as My_store

display_final.pptx.

7. Close the file.

Mastery Builders