Microsoft powerpoint 2016

Are you getting the most from PowerPoint năm nhâm thìn & 2019 for Windows? Learn about the key features in Microsoft’s powerful presentation tiện ích.

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Need to create & nói qua a presentation? If so, you probably turn to lớn the most popular presentation application in the world, PowerPoint, one of the core apps that make up Microsoft’s Office suite.

Microsoft sells Office under two models: Individuals and businesses can pay for the software license up front & own it forever (what the company calls the “perpetual” version of the suite), or they can purchase an Office 365 or Microsoft 365 subscription, which means they have sầu access khổng lồ the software for only as long as they keep paying the subscription fee.

When you purchase a perpetual version of the suite — say, Office năm 2016 or Office 2019 — its applications will never get new features, whereas apps in an Office 365/Microsoft 365 subscription are continually updated with new features. (For more details, see “What are the differences between Microsoft Office 2019 và Office 365?”)

This cheat sheet gets you up khổng lồ tốc độ on the features that were introduced in PowerPoint năm 2016 & PowerPoint 2019, the perpetual-license versions of PowerPoint included with Office năm nhâm thìn và Office 2019, respectively. In Office 365/Microsoft 365, PowerPoint has all those features, plus several more. See our separate PowerPoint for Microsoft 365 cheat sheet to see all its lathử nghiệm features.

< Related: Microsoft cheat sheets: Dive into Windows and Office apps >

Most of the tips in this article apply to both PowerPoint năm nhâm thìn and PowerPoint 2019 for Windows. Near the end are tips for PowerPoint 2019 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 lớn your users to lớn help them learn lớn get the most from PowerPoint năm 2016 & 2019.

Use the Ribbon

The Ribbon interface in PowerPoint 2016 & 2019 hasn"t changed much compared to lớn earlier versions. Because the Ribbon has been included in Office suite applications since Office 2007, we assume you"re familiar with how it works. If you need a refresher, see our PowerPoint 2010 cheat sheet.


As in PowerPoint 2013, the Ribbon in PowerPoint năm 2016 & 2019 has a flattened look that"s cleaner và less cluttered than in PowerPoint 2010 and 2007. The newer Ribbon is smaller than it was in PowerPoint 2013, the title bar is red rather than White, và the text for the Ribbon tabs (File, Home, Insert & so on) is a mix of upper- & lowercase rather than all caps. But it still works in the same way, & you"ll find most of the commands in the same locations as in PowerPoint 2013.

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The Ribbon hasn"t changed a great khuyến mãi from PowerPoint 2013. (Clichồng image to enlarge it.)

To find out which commands live on which tabs on the Ribbon, tải về our PowerPoint năm 2016 và 2019 Ribbon quiông xã 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 & so on — stay visible.)

You’ve sầu got other options for displaying the Ribbon as well. To get to lớn them, cliông chồng the Ribbon Display Options icon at the top right of the screen, just to the left of the icons for minimizing & maximizing PowerPoint. A drop-down menu appears with these three options:

Auto-hide Ribbon: This hides the entire Ribbon, both the tabs & commands underneath them. To show the Ribbon again, click at the top of PowerPoint.Show Tabs: This shows the tabs but hides the commands underneath them. It’s the same as pressing Ctrl-F1. To display the commands underneath the tabs when they’re hidden, press Ctrl-F1, cliông xã a tab, or cliông xã the Ribbon display inhỏ and select “Show Tabs & Commands.”Show Tabs & Commands: Selecting this shows both tabs & commands.

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. (In PowerPoint 2019, there’s also a blaông chồng option.) To bởi it, select File > Options > General. In the "Personalize your copy of Microsoft Office" section, cliông chồng the down arrow next khổng lồ Office Theme, và select Dark Gray or White (or Black) from the drop-down menu. To make the title bar red again, instead choose the "Colorful" option from the drop-down menu. Just above sầu the Office Theme thực đơn is an Office Background drop-down menu — here you can choose to display a pattern such as a circuit board or circles và stripes in the title bar.

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You can change PowerPoint’s red title bar to gray, White, or (in Office 2019) blaông xã. (Cliông xã image to enlarge it.)

There’s a very useful change in what Microsoft calls the backstage area that appears when you clichồng File on the Ribbon: If you click xuất hiện, Save a Copy, Save or Save sầu As from the thực đơn on the left, you can see the cloud-based services you"ve connected khổng lồ your Office account, such as SharePoint & OneDrive. Each location displays its associated tin nhắn address underneath it. This is quite helpful if you use a cloud service with more than one tài khoản, such as if you have sầu one OneDrive sầu trương mục for personal use và another one for business. You"ll be able to lớn see at a glance which is which.

You can also easily add new cloud-based services. From the screen that shows you your online locations, clichồng “Add a Place,” và choose which service to add. Note, though, that you’re limited to SharePoint & OneDrive.

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The backstage area (under the File tab) shows which cloud-based services you"ve connected lớn your Office account and lets you connect to lớn additional ones. (Clichồng image to lớn enlarge it.)

Use Tell Me to lớn accomplish tasks quickly

PowerPoint is so chock-full of powerful features that it can be tough khổng lồ rethành viên where khổng lồ find them all. Microsoft has made it easier with a feature in PowerPoint 2016 và 2019 called Tell Me, which puts even buried tools or those you rarely use in easy reach.

To use it, clichồng the "Tell me what you want lớn do" text lớn the right of the Ribbon tabs. (Those who prefer keyboard shortcuts can instead press Alt-Q.) Then type in a task you want lớn bởi, such as "change handout orientation." You"ll get a menu showing potential matches for the task.

In this instance, the top result is a Handout Orientation listing that when clicked gives you two options — one to lớn set the orientation lớn horizontal and the other lớn vertical. Just clichồng the one you want to lớn use. If you"d lượt thích 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.)

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The Tell Me feature makes it easy khổng lồ persize just about any task. (Click image to lớn enlarge it.)

Even if you consider yourself a PowerPoint pro, give sầu Tell Me a try. It"ll save sầu you lots of time và is much more efficient than hunting through the Ribbon khổng lồ find a command. It also remembers the features you"ve sầu previously clicked on in the box, so when you cliông chồng in it, you first see a danh mục of previous tasks you"ve sầu 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 bởi vì easily accessible.

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Try Smart Lookup for online research

If you bởi retìm kiếm lớn gather information for presentations, you’ll want lớn check out another feature, Smart Lookup. It lets you do online research from right within PowerPoint while you"re working on a presentation, so there’s no need khổng lồ fire up your browser, tìm kiếm the website, and then copy the information to lớn your presentation.

To use Smart Lookup, right-cliông chồng a word or group of words and select Smart Lookup from the menu that appears. PowerPoint then uses Bing to vị a website search on the word or phrase và displays definitions, any related Wikipedia entries, và other results from the web in the Smart Lookup pane that appears on the right. If you just want a definition of the word, cliông chồng the Define tab in the pane.

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Smart Lookup lets you vị website retìm kiếm from right within PowerPoint. (Cliông xã image to lớn enlarge it.)

Smart Lookup has been getting smarter over time. When the feature first launched, it wasn’t very good at finding specific, timely information such as the current inflation rate in the United States. 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 lớn use Smart Lookup in PowerPoint or any other Office ứng dụng, you might first need lớn enable Microsoft"s intelligent services feature, which collects your tìm kiếm terms & some nội dung from your presentations và other documents. (If you"re concerned about privacy, you"ll need khổng lồ decide whether the privacy hit is worth the convenience of doing retìm kiếm 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 bởi vì so, it will be turned on across all your Office applications.

Collaborate live

The most important feature that launched with PowerPoint 2016 for those who work with others is live collaboration that lets people work on presentations together from anywhere in the world with an mạng internet connection. To do it, you must be logged into lớn your Microsoft or Office 365 trương mục, và the presentation must be stored in OneDrive sầu, OneDrive for Business or SharePoint Online.

However, while Office 365 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 năm 2016 và 2019 users have sầu to save sầu their presentations periodically khổng lồ see and cốt truyện changes. So while it is live collaboration, it’s not real-time visibility into lớn that collaboration. Still, it does allow you lớn work with others on the same presentation at the same time.

To collaborate on a presentation, open it, then cliông xã the Share icon in the upper-right part of the screen. If you haven’t yet saved your tệp tin in OneDrive, OneDrive for Business or SharePoint Online, you’ll be prompted lớn do so.

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 tin nhắn addresses of the people with whom you want khổng lồ collaborate on the presentation, separated by commas. As you type, PowerPoint looks through your address book and displays the matches it finds; cliông chồng the person you want lớn invite. If you’re on a corporate network, you can click the address book on the right to tìm kiếm through your corporate gmail address book. If a person isn’t in your address book, type in the complete email address.

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Selecting people with whom khổng lồ collaborate via the Share pane. (Clichồng image khổng lồ enlarge it.)

After you enter the addresses, select either "Can edit" or "Can view" in the drop-down lớn allow collaborators full editing or read-only privileges. (If you want to lớn assign different rights to different users, skết thúc separate emails, or you can change any collaborator’s permissions later by right-clicking their name in the Share pane.) Type a message in the text box if you want. When you’re done, cliông chồng Share. An gmail is sent out lớn everyone with whom you’ve shared the file, showing a button that they can cliông xã to lớn open the presentation.

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Your collaborators get an gmail message lượt thích this when you mô tả a document. (Click image khổng lồ enlarge it.)

There’s another way to nói qua a file stored in a personal OneDrive for collaboration: At the bottom of the Share pane, clichồng “Get a sharing liên kết,” và from the screen that appears, choose “Create an edit link” if you want khổng lồ create a link lớn the file that will allow people to lớn edit the file, or “Create a view-only link” if you want khổng lồ create a link that will allow them to view the file only. Then create an tin nhắn using any gmail program, copy the liên kết and skết thúc it.

When your recipients get the email invitation from you, they clichồng a button or liên kết khổng lồ 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. Users who aren’t signed into lớn a Microsoft account will see an Edit in Browser button; once they cliông chồng that, they can start editing in their browser window. Logged in users will see an Edit Presentation menu, from which they can choose Edit in PowerPoint to lớn open the file in the client version of PowerPoint, or Edit in Browser to lớn work in the free website version.

The web version isn’t as fully featured as the client version — for instance, there aren’t as many transitions và animations, you can’t record your screen from inside PowerPoint, và you can’t give slideshows or use several other features. But for basic editing, it works fine.

When one or more collaborators are working in a shared presentation, the Share button will change lớn reflect the number of people working on it (including you). As mentioned above, you’ll have lớn save sầu your presentation periodically lớn see their changes or have them see yours. After you save, your collaborators’ additions appear in your presentation.

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When collaborating in PowerPoint 2016 và 2019, you must save sầu the document khổng lồ see changes made by others and lớn mô tả your changes with them. (Clichồng image to lớn enlarge it.)

Be aware that how well real-time collaboration works depends on the strength of your internet connection. On slow or flaky connections, you won’t immediately see edits that other people make và they won’t see yours immediately — there will be a lag. So it’s always best, when possible, lớn have the strongest connection possible when collaborating.

In addition khổng lồ seeing each other’s changes to the presentation, you can communicate with your collaborators in other ways. The Share pane shows a menu of people who have access to lớn the presentation, with a note underneath their name indicating if they are currently editing the presentation, and if not, whether they have sầu editing or viewing access.

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Clichồng or hover your cursor over the icon of anyone working on the presentation, & a screen pops out with the various ways you can contact that person, including text chat, phone & đoạn phim via Skype (if the person has Skype) and gmail. That lets you talk or text while you"re working on the presentation together, making collaboration that much more effective sầu.

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Cliông xã the inhỏ of someone working with you on a document to lớn see other ways you can liên hệ that person. (Clichồng image to enlarge it.)