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i
Introduction
Welcome! This Step by Step book has been designed so you can read it from the 
beginning to learn about Microsoft PowerPoint 2016 and then build your skills as you 
learn to perform increasingly specialized procedures. Or, if you prefer, you can jump 
in wherever you need ready guidance for performing tasks. The how-to steps are 
delivered crisply and concisely—just the facts. You’ll also find informative, full-color 
graphics that support the instructional content.
Who this book is for
Microsoft PowerPoint 2016 Step by Step is designed for use as a learning and reference 
resource by home and business users of Microsoft Office programs who want to use 
PowerPoint to create and present slide presentations and printed materials. The content 
of the book is designed to be useful for people who have previously used earlier ver-
sions of PowerPoint and for people who are discovering PowerPoint for the first time.
The Step by Step approach
The book’s coverage is divided into parts representing general PowerPoint skill sets. 
Each part is divided into chapters representing skill set areas, and each chapter is 
divided into topics that group related skills. Each topic includes expository informa-
tion followed by generic procedures. At the end of the chapter, you’ll find a series of 
practice tasks you can complete on your own by using the skills taught in the chap-
ter. You can use the practice files that are available from this book’s website to work 
through the practice tasks, or you can use your own files.
xi
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Download the practice files
Before you can complete the practice tasks in this book, you need to download 
the book’s practice files to your computer from http://aka.ms/powerpoint2016sbs 
/downloads. Follow the instructions on the webpage.
IMPORTANT PowerPoint 2016 is not available from the book’s website. You should 
install that app before working through the procedures and practice tasks in this book.
You can open the files that are supplied for the practice tasks and save the finished 
versions of each file. If you later want to repeat practice tasks, you can download the 
original practice files again.
SEE ALSO For information about opening and saving files, see “Open and navigate 
presentations” in Chapter 2, “Create and manage presentations.”
The following table lists the practice files for this book.
Chapter
Folder
File
Part 1: Get started with PowerPoint 2016
1: PowerPoint 2016 basics
Ch01
None
2: Create and manage presentations
Ch02
NavigateSlides.pptx
3: Create and manage slides
Ch03
AddRemoveSlides.pptx
ApplyThemes.pptx
ChangeBackgrounds.pptx
CreateSections.pptx
ImportOutline.docx
RearrangeSlides.pptx
ReuseSlides.pptx
xii
Introduction
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Chapter
Folder
File
Part 2: Insert and manage slide text
4: Enter and edit text on slides
Ch04
ApplyTextEffects.pptx
CheckSpelling.pptx
EditText.pptx
EnterText.pptx
FormatText.pptx
5: Present text in tables
Ch05
FormatTables.pptx
InsertTables.pptx
LinkTables.pptx
ModifyTables.pptx
NewEquipment.xlsx
Part 3: Insert and manage visual elements
6: Insert and manage simple graphics
Ch06
Chickens.jpg
DrawShapes.pptx
EditPictures.pptx
Fish.jpg
Flamingos.jpg
Flowers.jpg
InsertPictures.pptx
InsertScreens.pptx
Penguins01.jpg, Penguins02.jpg
Tiger01.jpg, Tiger02.jpg
YellowBird.jpg
xiii
Introduction
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Chapter
Folder
File
7: Create and manage business graphics Ch07
CreateCharts.pptx
CreateDiagrams.pptx
Flowers01.jpg – Flowers03.jpg
FormatCharts.pptx
FormatDiagrams.pptx
ModifyCharts.pptx
ModifyDiagrams.pptx
Temperatures.xlsx
8: Add sound and movement to slides
Ch08
AddAudio.pptx
AddTransitions.pptx
AddVideo.pptx
AnimateSlides.pptx
Butterfly.wmv
CustomizeAnimations.pptx
SoundTrack.wma
Wildlife.wmv
Part 4: Finalize presentations
9: Review presentations
Ch09
AddNotes.pptx
ConfigureSlides.pptx
InspectPresentations.pptx
PrintSlides.pptx
YinYang.png
10: Prepare and deliver presentations
Ch10
AdaptPresentations.pptx
ApplyTimings.pptx
DeliverPresentations.pptx
xiv
Introduction
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Chapter
Folder
File
Part 5: Use advanced PowerPoint functions
11: Work in PowerPoint more efficiently
Ch11
None
12: Create custom presentation 
elements
Ch12
Background.jpg
CreateThemes.pptx
CustomizeMasters.pptx
SaveTemplates.pptx
13: Save and share presentations
Ch13
AddComments.pptx
RestrictAccess.pptx
SaveSlides.pptx
ShareSlides.pptx
Ebook edition
If you're reading the ebook edition of this book, you can do the following:
Search the full text
Print
Copy and paste
You can purchase and download the ebook edition from the Microsoft Press Store at 
http://aka.ms/powerpoint2016sbs/detail.
Get support and give feedback
This topic provides information about getting help with this book and contacting us 
to provide feedback or report errors.
Errata and support
We’ve made every effort to ensure the accuracy of this book and its companion con-
tent. If you discover an error, please submit it to us at http://aka.ms/powerpoint2016sbs 
/errata.
If you need to contact the Microsoft Press Support team, please send an email message 
to mspinput@microsoft.com.
For help with Microsoft software and hardware, go to http://support.microsoft.com.
xv
Introduction
We want to hear from you
At Microsoft Press, your satisfaction is our top priority, and your feedback our most 
valuable asset. Please tell us what you think of this book at http://aka.ms/tellpress.
The survey is short, and we read every one of your comments and ideas. Thanks in 
advance for your input!
Stay in touch
Let’s keep the conversation going! We’re on Twitter at http://twitter.com/MicrosoftPress.
xvi
Introduction
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1
PowerPoint 
2016 basics
In this chapter
Start PowerPoint
Work in the PowerPoint user 
interface
Manage Office and app settings
Practice files
No practice files are necessary to 
complete the practice tasks in this 
chapter.
You can use PowerPoint 2016 to develop professional 
presentations for electronic delivery as on-screen slide 
shows, or for print delivery as slide decks with handouts 
and note pages. You can also use PowerPoint to quite 
easily lay out complex single-page presentations for 
production as flyers, posters, or postcards, or for delivery 
as electronic files, such as pictures.
PowerPoint presentations can be an effective way of 
providing information in small segments. Individual slides 
can include bullet points, pictures, charts, tables, and 
business diagrams. Professionally designed themes visu-
ally enhance your message and provide a professional, 
coordinated appearance.
The elements that control the appearance of PowerPoint 
and the way you interact with it while you create presen-
tations are collectively referred to as the user interface. 
Some user interface elements, such as the color scheme, 
are cosmetic. Others, such as toolbars, menus, and but-
tons, are functional. The default PowerPoint configuration 
and functionality is based on the way that most people 
work with the app. You can modify cosmetic and func-
tional user interface elements to suit your preferences and 
working style.
This chapter guides you through procedures related to 
starting PowerPoint, working in the PowerPoint user 
interface, and managing Office and app settings.
3
Start PowerPoint
The way that you start PowerPoint 2016 is dependent on the operating system you’re 
running on your computer. For example:
In Windows 10, you can start PowerPoint from the Start menu, the All Apps 
menu, the Start screen, or the taskbar search box.
In Windows 8, you can start PowerPoint from the Apps screen or Start screen 
search results.
In Windows 7, you can start PowerPoint from the Start menu, All Programs 
menu, or Start menu search results.
You might also have a shortcut to PowerPoint on your desktop or on the Windows 
taskbar.
When you start PowerPoint without opening a specific presentation, the PowerPoint 
Start screen appears. The Start screen is a hybrid of the Open and New pages of the 
Backstage view. It displays links to recent files in the left pane, and new file templates 
in the right pane.
TIP You can turn off the appearance of the Start screen if you want to go directly to a 
new, blank presentation. For information, see “Change default PowerPoint options” in 
Chapter 11, “Work in PowerPoint more efficiently.”
To start PowerPoint by opening a presentation
1.  Do either of the following:
In File Explorer, double-click the presentation.
TIP File Explorer is the current version of the browsing utility that was 
formerly known as Windows Explorer. If you’re working on a Windows 7 
computer, use Windows Explorer whenever this book refers to File Explorer. 
In Microsoft Outlook, double-click a presentation that is attached to an 
email message.
TIP By default, PowerPoint opens presentations from online sources in 
protected mode.
Chapter 1: PowerPoint 2016 basics
4
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