ADVANCED

POWERPOINT WORD GUIDE

Welcome to the Advanced PowerPoint

Guide. Your Comprehensive Handbook to
Mastering PowerPoint’s Powerful Features!

Clark M. Poulton.
 Welcome to the Advanced Guide to PowerPoint Mastery!

Greetings, and thank you for embarking on this journey into the
realm of advanced PowerPoint techniques. As technology continues
to evolve, so does the need for presentations that captivate, engage,
and leave a lasting impact. Whether you're a seasoned presenter or
eager to elevate your skills, this comprehensive guide is designed to
equip you with the knowledge and tools to create presentations that
stand out in today's dynamic landscape.

In the following chapters, we'll delve into the intricacies of mastering

slide layouts, harnessing advanced animation techniques,
seamlessly integrating multimedia elements, and collaborating in
real-time with colleagues through innovative features. Discover the
power of data visualization, explore accessibility and inclusivity, and
learn troubleshooting tips to overcome common challenges.

Our exploration extends beyond the basics, offering insights from

real-world case studies and valuable tips from industry experts.
From designing accessible slides to incorporating cutting-edge
technologies, this guide covers a spectrum of advanced topics,
ensuring you are well-equipped to navigate the complexities of
modern presentations.
 © Copyright Clark M. Poulton - All rights reserved.

Legal notice: This book,guide, or document is copyright protected;

no part of it may be duplicated, directly or indirectly, in any
form, without the publisher's or author's express written consent.

No legal liability or blame will ever be placed against on the

publisher or author for any losses, damages, or financial losses
resulting from the material in this document, whether caused by
direct or indirect means.

Notice of disclaimer:

By using and or reading this document, the reader and or user

accepts that the author will not be directly responsible for any
losses, whether direct or indirect, that result from using the
information it contains, including but not limited to errors,
omissions, or inaccuracies.

All trademarks belong to the owner, this material has been made
only by the author no other third parties are involved directly or
indirectly.
TABLE OF CONTENTS
1. Introduction ........................................................................................ 1
1.1 Purpose of the Guide .................................................................... 1
1.2 Target Audience ............................................................................ 1
1.3 Prerequisites ................................................................................... 2
2. Mastering Slide Layouts ................................................................... 3
2.1 Custom Slide Masters .................................................................... 3
2.2 Applying Master Slides ................................................................. 4
2.3 Working with Multiple Slide Masters ........................................... 5
3. Advanced Text Formatting .............................................................. 6
3.1 Text Boxes and WordArt ............................................................... 6
3.2 Formatting Text with Styles ........................................................... 7
3.3 Using SmartArt for Text Representation...................................... 7
4. Mastering Shapes and Objects ....................................................... 8
4.1 Drawing Shapes ............................................................................. 8
4.2 Grouping and Ungrouping Objects ............................................ 9
4.3 Using 3D Models and Effects ....................................................... 9
4.4 Object Animation Techniques.................................................... 10
5. Data Visualization with Charts ...................................................... 11
5.1 Advanced Chart Types ................................................................ 11
5.2 Customizing Chart Elements ...................................................... 12
5.3 Data Labels and Axis Formatting ............................................... 13
6. Multimedia Integration .................................................................. 15
6.1 Inserting and Editing Audio ........................................................ 15
6.2 Video Integration and Editing .................................................... 16
6.3 Hyperlinks and Action Buttons ................................................... 17
7. Advanced Animation Techniques ................................................ 19
7.1 Custom Animation Paths ............................................................ 19
7.2 Triggering Animations ................................................................ 20
7.3 Animation Painter ........................................................................ 21
7.4 Advanced Timing......................................................................... 22
8. Collaborative Features ................................................................... 24
8.1 Co-authoring and Real-time Collaboration .............................. 24
8.2 Comments and Annotations ...................................................... 25
8.3 Integrating with Microsoft Teams .............................................. 26
9. PowerPoint Add-ins and Macros.................................................. 28
9.1 Installing and Managing Add-ins ............................................... 28
9.2 Creating and Running Macros ................................................... 29
10. Advanced Presentation Delivery ............................................... 32
10. 1Presenter View ........................................................................... 32
10.2 Custom Slideshow Settings ...................................................... 33
10.3 Presenter Coach and Feedback .............................................. 34
11. Accessibility and Inclusivity ........................................................ 36
11. 1Designing Accessible Slides .................................................... 36
11.2 Using Accessibility Checker ..................................................... 37
11.3 Subtitling and Translation......................................................... 38
12. Troubleshooting and Tips ........................................................... 40
12. 1 Common Issues and Solutions ................................................ 40
12. 2 Performance Optimization ...................................................... 41
12.3 Keyboard Shortcuts for Power Users ...................................... 43
Conclusion ............................................................................................. 45
1
INTRODUCTION

1.1 Purpose of the Guide

W
elcome to the Advanced PowerPoint Guide! This
comprehensive resource is designed to elevate
your PowerPoint skills and empower you to create
professional and impactful presentations. Whether you're a
business professional, educator, or designer, this guide will
delve into advanced features and techniques, helping you
unleash the full potential of Microsoft PowerPoint.

1.2 Target Audience

This guide is tailored for intermediate to advanced users of
PowerPoint who are looking to enhance their proficiency and
explore the deeper functionalities of the software. If you're
already comfortable with basic PowerPoint features and want

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CLARK M. POULTON.

to take your presentations to the next level, you're in the right

place.

1.3 Prerequisites
To make the most of this guide, it is recommended that you
have a solid understanding of fundamental PowerPoint
operations. Familiarity with basic slide creation, text
formatting, and slide transitions will be beneficial. Additionally,
a working knowledge of Microsoft Office suite and the
Windows operating system will aid in the application of
advanced features discussed in this guide.

If you are new to PowerPoint or need a refresher on the basics,

consider reviewing introductory guides or tutorials provided
by Microsoft to ensure a smooth learning experience.

Now, let's dive into the advanced features and techniques that
will empower you to create compelling presentations that
stand out in any professional setting.

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2
MASTERING SLIDE LAYOUTS

2.1 Custom Slide Masters

1. Access Slide Master View:

• Open your PowerPoint presentation.

• Navigate to the "View" tab in the ribbon.
• Click on "Slide Master" in the Master Views group.

2. Modify Slide Master:

• In Slide Master view, you'll see the main slide master at

the top.
• Customize fonts, colors, backgrounds, and placeholders
directly on this master slide.
• Changes made here will be applied to all slides using
this master.

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3. Create Additional Slide Masters:

• If you need different designs for specific sections, click

on the "Slide Master" tab.
• Choose "Insert Slide Master" to add a new master slide.
• Customize the new slide master as per your
requirements.

2.2 Applying Master Slides

1. Apply to Individual Slides:

• Go back to the normal view by clicking on "Normal" in

the View tab.
• Right-click on the slide where you want to apply a
specific layout.
• Choose "Apply Layout" and select the desired layout
from the options.

2. Apply to the Entire Presentation:

• In Slide Master view, click on the master slide you want

to apply.
• This will apply the selected master to the entire
presentation.

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2.3 Working with Multiple Slide Masters

1. Managing Slide Masters:

• In Slide Master view, manage multiple slide masters by

navigating between them on the left pane.
• Right-click on a master to rename, delete, or rearrange.

2. Applying Different Slide Masters:

• In Normal view, right-click on a specific slide.

• Choose "Apply Layout" and select the slide master you
want to apply.

3. Consistent Design Across Presentations:

• Save your customized template with slide masters for

consistent design in future presentations.

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3
ADVANCED TEXT FORMATTING

3.1 Text Boxes and WordArt

1. Text Boxes:

• Go to the "Insert" tab and select "Text Box."

• Click on the slide to insert a text box.
• Customize text box properties, such as fill color,
borders, and transparency in the "Format" tab.

2. WordArt:

• In the "Insert" tab, click on "WordArt."

• Choose a style and type your text.
• Modify WordArt styles, colors, and effects using the
options in the "Format" tab.

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3.2 Formatting Text with Styles

1. Text Styles:

• Select the text you want to format.

• Use the built-in styles under the "Home" tab for
consistency.
• Customize styles or create new ones by right-clicking on
a style in the Styles group.

2. Text Effects:

• Click on the "Text Effects" button in the "Format" tab to

apply shadow, reflection, and other effects.

3.3 Using SmartArt for Text Representation

1. Inserting SmartArt:

• Navigate to the "Insert" tab and select "SmartArt."

• Choose a graphic that best represents your text
hierarchy.
• Enter your text in the SmartArt shapes.

2. Customizing SmartArt:

• Click on the SmartArt graphic.

• Use the "Design" tab to modify colors, styles, and
layouts.

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4
MASTERING SHAPES
AND OBJECTS

4.1 Drawing Shapes

1. Inserting Shapes:

• In the "Insert" tab, click on "Shapes."

• Choose a shape and click on the slide to draw it.
• Customize shapes by adjusting their size, color, and
other properties in the "Format" tab.

2. Combining Shapes:

• Select multiple shapes.

• Under the "Format" tab, use the "Merge Shapes" tool to
create custom shapes.

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4.2 Grouping and Ungrouping Objects

1. Grouping Objects:

• Select multiple objects by holding down the Shift key.

• Right-click and choose "Group" to manipulate them
collectively.

2. Ungrouping Objects:

• Right-click on a grouped object and choose "Ungroup"

to separate individual objects.

4.3 Using 3D Models and Effects

1. Inserting 3D Models:

• Click on the "Insert" tab and select "3D Models."

• Choose the source of your 3D model and insert it onto
your slide.

2. Applying 3D Effects:

• Select the 3D model.

• Use the "3D Model Format" tab to customize lighting,
rotation, and other effects.

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4.4 Object Animation Techniques

1. Entrance, Exit, and Emphasis Animations:

• Select an object.
• Go to the "Animations" tab and choose an animation
effect.
• Customize animation settings in the Animation Pane.

In the next sections, we'll delve into data visualization with

charts and multimedia integration. Stay tuned for advanced
techniques in creating dynamic and interactive presentations.

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5
DATA VISUALIZATION
WITH CHARTS

E
ffectively presenting data through charts is a key aspect
of creating compelling PowerPoint presentations. Let's
delve into advanced techniques for data visualization.

5.1 Advanced Chart Types

1. Inserting a Chart:

• Go to the "Insert" tab and select "Chart."

• Choose the type of chart that best represents your data,
such as stacked bar, radar, or waterfall charts.

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2. Switching Chart Types:

• After inserting a chart, right-click on it.
• Select "Change Chart Type" to switch to a different chart
type while retaining your existing data.

3. Combining Chart Types:

• Create a combination chart by selecting a series and
choosing a different chart type for that specific data
series.

5.2 Customizing Chart Elements

1. Accessing Chart Elements:

• Click on the chart to reveal the "Chart Tools" in the
ribbon.
• Navigate to the "Design" and "Format" tabs for
customization options.

2. Modifying Chart Titles:

• Click on the chart title to edit text.
• Use the "Format" tab for advanced formatting options,
such as font, size, and color.

3. Customizing Axes:
• Click on the axis labels or title.
• Use the "Format Axis" pane to adjust scale, formatting,
and other options.

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4. Changing Legend Position:

• Click on the legend.

• Use the "Format Legend" options to change its position,
font, or remove it entirely.

5. Adjusting Data Series Formatting:

• Click on a data series within the chart.

• Use the "Format Data Series" options to customize
colors, markers, and line styles.

5.3 Data Labels and Axis Formatting

1. Adding Data Labels:

• Click on a data series in the chart.

• Go to the "Chart Elements" button (plus icon) and check
"Data Labels."

2. Customizing Data Labels:

• Right-click on a data label.

• Select "Format Data Labels" to modify font, color, and
label position.

3. Formatting Axes:

• Click on the axis you want to format.

• Use the "Format Axis" pane to adjust axis options,
including scale, number format, and tick marks.

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CLARK M. POULTON.

4. Secondary Axes for Dual Data Sets:

• If your chart has dual data sets, right-click on a data

series.
• Choose "Format Data Series" and select the secondary
axis.

5. Data Table for Detailed Information:

• Click on the chart.

• Go to the "Chart Elements" button and check "Data
Table" to display raw data beneath the chart.

Remember, the goal is not only to present data but to do so in

a visually appealing and easily understandable way.
Experiment with various chart types and customization options
to find the best representation for your data in PowerPoint.

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6
MULTIMEDIA INTEGRATION

E
nhancing your presentations with multimedia elements
can significantly elevate engagement. Let's explore
advanced techniques for integrating and editing audio,
video, as well as incorporating hyperlinks and action buttons.

6.1 Inserting and Editing Audio

1. Inserting Audio:

• Navigate to the slide where you want to add audio.

• Go to the "Insert" tab and click on "Audio."
• Choose "Audio on my PC" or "Online Audio" to insert
sound.

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CLARK M. POULTON.

2. Editing Audio:

• Click on the inserted audio icon.

• The "Audio Tools" tab will appear. Use the "Playback"
and "Format" tabs to trim, fade in/out, or adjust volume.

3. Adding Multiple Audio Tracks:

• To overlay multiple audio tracks, insert each one

separately and use the "Playback" options to
synchronize them.

6.2 Video Integration and Editing

1. Inserting Video:

• Navigate to the slide where you want to add a video.

• Go to the "Insert" tab and click on "Video."
• Choose "Video on my PC" or "Online Video" to insert
the video file.

2. Editing Video:

• Click on the video to reveal the "Video Tools" tab.

• Use the "Playback" tab to trim, add bookmarks, or
adjust playback options.

3. Setting Video Start Options:

• Right-click on the video.

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• Choose "Start" and select how you want the video to

start (Automatically, On Click, or After Previous).

4. Adding Video Effects:

• Under the "Format" tab, explore video effects such as

corrections, artistic effects, and styles.

6.3 Hyperlinks and Action Buttons

1. Creating Hyperlinks:

• Highlight the text or object you want to hyperlink.

• Right-click and choose "Link" or use Ctrl + K.
• Select "Place in This Document" for internal links or
input the URL for external links.

2. Hyperlinking to Other Slides:

• Choose "Place in This Document" when creating a

hyperlink.
• Select the slide you want to link to from the list.

3. Adding Action Buttons:

• Go to the "Insert" tab and click on "Shapes."

• Choose a shape for your action button.
• Right-click on the shape, select "Action," and set the
action you want (e.g., hyperlink to a slide or play a
sound).

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4. Customizing Action Button Appearance:

• Right-click on the action button and choose "Format

Shape."
• Adjust the fill color, outline, and effects to match your
presentation's theme.

5. Creating Interactive Navigation:

• Use action buttons to create interactive navigation

elements, allowing users to jump to specific slides or
sections.

These advanced multimedia integration techniques will add a

dynamic and interactive dimension to your PowerPoint
presentations. Experiment with different audio and video
effects, and leverage hyperlinks and action buttons to create
engaging and interactive content for your audience.

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7
ADVANCED ANIMATION
TECHNIQUES

M
aking your presentation dynamic and visually
engaging involves mastering advanced animation
techniques. Let's explore how to use custom
animation paths, trigger animations, employ the Animation
Painter, and manage advanced timing.

7.1 Custom Animation Paths

1. Selecting an Object:

• Click on the object you want to animate.

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CLARK M. POULTON.

2. Applying Motion Path:

• Go to the "Animations" tab.

• Click on "Motion Paths" and select the desired path,
such as Line, Curve, or Custom Path.

3. Editing Custom Paths:

• For custom paths, click and drag the green and red dots
to adjust the path.
• Right-click the path and choose "Edit Points" for more
precise adjustments.

4. Adjusting Path Options:

• Under the "Effect Options" in the "Animations" tab,

customize the path options, like direction and relative
start/end points.

7.2 Triggering Animations

1. Selecting Animations:

• Apply animations to objects using the "Animations" tab.

2. Accessing Trigger Options:

• Under the "Animations" tab, click on "Animation Pane"

to open the Animation Pane.
• Right-click on an animation in the Animation Pane and
choose "Effect Options."

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3. Setting Triggers:

• In the "Effect" tab of the "Effect Options" window, check

the "Start effect on click of" box.
• Choose the object or element that will trigger the
animation.

4. Using Multiple Triggers:

• Apply animations to different objects.

• Set them to trigger based on clicks or other specified
events.

7.3 Animation Painter

1. Applying Animation to Another Object:

• Select the object with the desired animation.

• Go to the "Animations" tab and click on "Animation
Painter" (paintbrush icon).

2. Copying Animation to Multiple Objects:

• Double-click the "Animation Painter" for a one-time use.

• For continuous use, click it once to activate, then click
on multiple objects.

3. Clearing Animation Painter:

• Press "ESC" or click the "Animation Painter" button

again to deactivate.

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CLARK M. POULTON.

7.4 Advanced Timing

1. Accessing Animation Pane:

• Go to the "Animations" tab and click on "Animation

Pane" to open the Animation Pane.

2. Adjusting Start Options:

• In the Animation Pane, right-click on an animation and

choose "Start With Previous" or "Start After Previous."

3. Setting Delay:

• Under "Timing" in the Animation Pane, adjust the delay

to control the time between the previous animation and
the start of the selected one.

4. Using Advanced Timeline:

• Drag animations in the Animation Pane to adjust their

sequencing.
• Customize timing and duration directly on the timeline
for more precision.

5. Syncing Animations:

• Right-click on an animation in the Animation Pane.

• Choose "Sync Animation" to synchronize it with another
animation.

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By mastering custom animation paths, triggers, Animation

Painter, and advanced timing, you can create presentations
that not only convey information effectively but also captivate
your audience with engaging and seamless animations.
Experiment with these features to achieve the desired impact
in your presentations.

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8
COLLABORATIVE FEATURES

C
ollaboration is key in modern workplaces. Utilizing
collaborative features in PowerPoint allows multiple
individuals to work together seamlessly. Let's explore
co-authoring and real-time collaboration, comments and
annotations, and integration with Microsoft Teams.

8.1 Co-authoring and Real-time Collaboration

1. Saving to OneDrive or SharePoint:

• Save your PowerPoint presentation to OneDrive or

SharePoint for cloud-based collaboration.

2. Sharing the Document:

• Click on "Share" in the upper-right corner.

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• Enter the email addresses of collaborators or copy the

shareable link.

3. Co-authoring in Real-time:

• Collaborators can edit the presentation simultaneously.

• Changes made by one user are reflected in real-time for
others.

4. Tracking Changes:

• View changes made by collaborators by clicking on the

"Review" tab.
• Use the "Track Changes" feature to accept or reject
edits.

5. Chatting within PowerPoint:

• Use the "Chat" feature to communicate with

collaborators directly within the PowerPoint interface.

8.2 Comments and Annotations

1. Adding Comments:

• Select the text, object, or slide where you want to add a

comment.
• Right-click and choose "New Comment."

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CLARK M. POULTON.

2. Resolving Comments:

• Once the issue is addressed, right-click on the comment

and choose "Resolve" to clear it.

3. Reviewing Comments:

• Click on the "Review" tab to access the "Comments"

pane.
• Navigate through comments and annotations using the
Reviewing Pane.

4. Using Ink Annotations:

• For touch-enabled devices, use the "Draw" tab to make

ink annotations directly on slides.

8.3 Integrating with Microsoft Teams

1. Creating a Teams Meeting:

• Go to the "Slideshow" tab.

• Click on "Present Online" and choose "Microsoft
Teams."
• Join the Teams meeting to present your slides virtually.

2. Sharing PowerPoint in Teams Meeting:

• In a Teams meeting, click on the "Share" button.

• Select the PowerPoint window to share your
presentation.

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3. Collaborating in Teams:

• Collaborate in real-time during a Teams meeting.

• Participants can view and provide input on the shared
presentation.

4. Accessing PowerPoint Files in Teams:

• Use the Files tab within a Teams channel to access and

collaborate on PowerPoint files.

5. Commenting in Teams:

• Utilize the chat functionality in Teams to discuss specific

slides or elements in real-time.

6. Saving Changes in Teams:

• Edits made in Teams are automatically saved to the

shared PowerPoint file.

By leveraging collaborative features in PowerPoint, including

co-authoring, comments, annotations, and integration with
Microsoft Teams, you can foster efficient teamwork, streamline
communication, and enhance the overall collaborative
experience. These features are particularly beneficial in remote
or distributed work settings where real-time collaboration and
feedback are essential.

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9
POWERPOINT ADD-INS
AND MACROS

P
owerPoint Add-ins and Macros can significantly
enhance your productivity by providing additional
functionalities and automation. Let's explore the
process of installing and managing add-ins and creating as
well as running macros.

9.1 Installing and Managing Add-ins

1. Accessing the Office Add-ins Store:

• Click on the "Insert" tab in PowerPoint.

• Navigate to the "Get Add-ins" button to open the Office
Add-ins Store.

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2. Browsing and Installing Add-ins:

• Browse through available add-ins in the store.
• Click on an add-in to view details and click "Add" to
install.

3. Managing Installed Add-ins:

• Go to the "Insert" tab and click on "My Add-ins."
• Here, you can manage and remove installed add-ins.

4. Managing COM Add-ins:

• For COM Add-ins, go to "File" > "Options" > "Add-ins."
• Select "COM Add-ins" in the Manage dropdown to view
and manage them.

9.2 Creating and Running Macros

1. Accessing Developer Tab:

• To create and run macros, the Developer tab must be
visible.
• Go to "File" > "Options" > "Customize Ribbon."
• Check "Developer" in the Main Tabs section.

2. Recording a Macro:
• Open the Developer tab and click on "Record Macro."
• Provide a name for your macro and choose where to
store it (This Workbook or New Workbook).
• Perform the actions you want to record in PowerPoint.

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2. Stopping Macro Recording:

• Click on "Stop Recording" in the Developer tab when

you finish recording your actions.

3. Viewing and Editing Macros:

• In the Developer tab, click on "Macros" to view, run, or

edit recorded macros.

4. Assigning Macros to Objects:

• Right-click on an object (button, shape, etc.).

• Choose "Assign Macro" to link it to a recorded macro.

5. Running Macros:

• In the Developer tab, click on "Macros" and select the

macro you want to run.
• Click "Run" to execute the macro.

6. Macro Security Settings:

• Adjust macro security settings by going to "File" >

"Options" > "Trust Center" > "Trust Center Settings."
• Ensure that macros are enabled, or choose the security
level that suits your needs.

7. Creating Custom Ribbon Buttons:

• Use the Developer tab to create custom buttons on the

ribbon for running specific macros.

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By incorporating add-ins and macros into your PowerPoint

workflow, you can automate repetitive tasks, extend the
functionality of the software, and create a more efficient and
personalized experience. Always be cautious about security
when dealing with macros and ensure they come from trusted
sources.

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10
ADVANCED
PRESENTATION DELIVERY

M
astering advanced presentation delivery techniques
can help you engage your audience effectively. Let's
explore Presenter View, custom slideshow settings,
and the Presenter Coach feature for valuable feedback.

10. 1Presenter View

1. Activating Presenter View:

• Connect your computer to the external display or

projector.
• Start your presentation by clicking on "Slide Show" >
"From Beginning."

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2. Viewing Presenter View:

• On the primary screen, the audience sees the slides.

• On your computer, you'll see Presenter View, which
includes the current slide, upcoming slides, speaker
notes, and more.

3. Navigating Presenter View:

• Use the arrows to move between slides in Presenter

View.
• Access tools like a timer, pen, and highlighter for
annotations.

4. Switching Monitors:

• If the Presenter View appears on the wrong screen, click

"Display Settings" and choose the correct monitor.

10.2 Custom Slideshow Settings

1. Setting Up Custom Slideshows:

• Navigate to the "Slide Show" tab.

• Click on "Set Up Slide Show" to access custom
slideshow settings.

2. Choosing Specific Slides:

• Select "From" and enter the slide numbers for a custom

presentation.

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CLARK M. POULTON.

• Useful for presenting specific content without showing

the entire presentation.

3. Browsing Non-Linearly:

• Enable "Manually" for non-linear navigation during the

slideshow.
• Allows flexibility in responding to audience queries
without following a strict linear order.

4. Looping Slideshows:

• Select "Browsed at a kiosk" to loop the presentation

continuously.
• Ideal for exhibitions or unattended displays.

10.3 Presenter Coach and Feedback

1. Activating Presenter Coach:

• Go to the "Slide Show" tab.

• Click on "Rehearse with Coach" to activate Presenter
Coach.

2. Rehearsing with Feedback:

• Deliver your presentation while Presenter Coach

provides real-time feedback on pacing, language, and
more.

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3. Viewing Feedback Summary:

• After rehearsal, review the feedback summary.

• Insights include pacing, filler words, and inclusive
language suggestions.

4. Practicing Pronunciation:

• For non-native speakers, Presenter Coach helps with

pronunciation suggestions.

5. Leveraging Inclusive Language:

• Presenter Coach encourages the use of inclusive

language, promoting effective communication.

By utilizing Presenter View, custom slideshow settings, and the

Presenter Coach feature, you can deliver polished and
engaging presentations. These features provide tools for
smooth navigation, audience interaction, and valuable
feedback to enhance your overall presentation delivery.

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11
ACCESSIBILITY AND
INCLUSIVITY

D
esigning accessible slides is crucial to ensure that
your presentations can be understood and navigated
by individuals with diverse needs. Let's explore how
to create accessible slides, use the Accessibility Checker, and
incorporate subtitling and translation.

11. 1Designing Accessible Slides

1. Use Descriptive Slide Titles:

• Assign clear and descriptive titles to each slide.

• Screen readers use these titles to provide context.

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2. Provide Alt Text for Images:

• Right-click on images and select "Edit Alt Text."
• Write concise and descriptive alt text to explain the
content of the image.

3. Use High Contrast Colors:

• Ensure a sufficient contrast between text and
background colors.
• This helps users with visual impairments or color
blindness.

4. Choose Readable Fonts:

• Opt for sans-serif fonts for better readability.
• Keep font size at least 18 points for body text.

5. Structure Content with Headings:

• Use heading styles (Heading 1, Heading 2, etc.) for
proper document structure.
• This aids navigation and comprehension for screen
reader users.

11.2 Using Accessibility Checker

1. Accessing Accessibility Checker:

• Click on "Review" in the ribbon.
• Select "Check Accessibility" to run the Accessibility
Checker.

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CLARK M. POULTON.

2. Reviewing Accessibility Issues:

• The Accessibility Checker will identify and list potential

issues.
• Click on each issue to get recommendations for fixing
them.

3. Addressing Alt Text:

• If an image lacks alt text, click on the issue to add

descriptive text.

4. Resolving Color Contrast Issues:

• For color contrast problems, modify text or background

colors as suggested.

5. Heading Structure Corrections:

• If heading structures are incorrect, use the "Outline

View" or adjust formatting accordingly.

11.3 Subtitling and Translation

1. Adding Subtitles to Videos:

• In the "Insert" tab, click on "Video" to add a video to

your slide.
• Right-click on the video and choose "Edit Alt Text."
• Add subtitles or captions within the video editing
options.

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2. Using PowerPoint Translator:

• In the "Slideshow" tab, click on "Translate Slides."

• Choose the language you want to translate to and click
"Insert All."

3. Adding Manual Translations:

• For finer control, create duplicate slides for each

language.
• Translate the content manually on each duplicated
slide.

4. Reviewing Layout for Translations:

• Adjust slide layouts to accommodate translated text,

ensuring it fits without overlapping.

5. Exporting Translated Versions:

• Export each language version separately using the "File"

> "Export" option.

By incorporating these accessibility and inclusivity features,

you make your presentations more accessible to a wider
audience, including those with disabilities and speakers of
different languages. Ensuring that your slides are designed
with inclusivity in mind is not only a best practice but also a
requirement in many professional and educational settings.

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12
TROUBLESHOOTING AND TIPS

A
ddressing common issues, optimizing performance,
and using keyboard shortcuts can enhance your
PowerPoint experience. Let's explore troubleshooting
solutions, performance optimization tips, and keyboard
shortcuts for power users.

12. 1 Common Issues and Solutions

1. Slides Not Advancing:

• Check for animations or triggers causing delays.

• Ensure there are no overlapping objects preventing
click functionality.

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2. Corrupted File:

• Try opening the presentation in a different PowerPoint

instance.
• Use the "Open and Repair" option by going to "File" >
"Open" > "Browse."

3. Missing Fonts:

• Embed fonts in your presentation to avoid font-related

issues.
• Use common fonts to ensure compatibility on other
devices.

4. Audio/Video Playback Issues:

• Ensure media files are in a supported format.

• Check for codec compatibility and update if necessary.

5. Unexpected Font Changes:

• Standardize fonts across your presentation.

• Use the "Format Painter" to copy font settings.

12. 2 Performance Optimization

1. Reduce Image File Sizes:

• Compress images before inserting them into

PowerPoint.

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CLARK M. POULTON.

• Use the "Compress Pictures" option under the "Picture

Tools" Format tab.

2. Limit Use of Transitions and Animations:

• Too many transitions and animations can slow down

your presentation.
• Opt for subtle effects and use them selectively.

3. Manage Background Processes:

• Close unnecessary applications running in the

background.
• Free up system resources for smoother PowerPoint
performance.

4. Use Slide Master Sparingly:

• Excessive customization in Slide Master can affect

performance.
• Keep modifications minimal for improved
responsiveness.

5. Update Graphics Drivers:

• Ensure your graphics drivers are up-to-date.

• Outdated drivers can lead to rendering issues.

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12.3 Keyboard Shortcuts for Power Users

1. Navigation Shortcuts:

• Ctrl + N: New presentation

• Ctrl + O: Open presentation
• Ctrl + S: Save presentation

2. Slide Show Shortcuts:

• F5: Start Slide Show from the beginning

• Shift + F5: Start Slide Show from the current slide
• B or period (.): Blank screen during a presentation

3. Text Formatting Shortcuts:

• Ctrl + B, I, U: Bold, italicize, or underline selected text

• Ctrl + Shift + > or <: Increase or decrease font size

4. Editing Shortcuts:

• Ctrl + C, X, V: Copy, cut, or paste

• Ctrl + Z, Y: Undo or redo

5. Slide Show Navigation:

• Spacebar or Enter: Move to the next slide

• Backspace or Arrow keys: Move to the previous slide

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CLARK M. POULTON.

6. Presenter View Shortcuts:

• Alt + F5: Start Presenter View

• Ctrl + P: Pen tool in Presenter View

By troubleshooting common issues, optimizing performance,

and using keyboard shortcuts, you can streamline your
PowerPoint workflow and enhance your efficiency as a power
user. Regularly updating your software, being mindful of file
size, and leveraging keyboard shortcuts contribute to a
smoother presentation creation and delivery process.

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CONCLUSION

I
n this advanced guide to PowerPoint, we've explored a
wide range of topics to empower you in creating,
delivering, and optimizing impactful presentations. From
mastering advanced features to incorporating industry best
practices, the guide provides a comprehensive roadmap for
advanced users.

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