8. Add sound and movement to slides
In this chapter
Animate text and pictures on slides
Compress media to decrease file size
Add and manage slide transitions
Practice files
For this chapter, use the practice files from the PowerPoint2016SBSCh08 folder. For practice file download instructions, see the introduction.
A PowerPoint presentation might be designed to provide ancillary information for a live presentation, or to stand alone as an information source. Regardless of the method of delivery, a presentation has no value if it doesn’t keep the attention of the audience. An element that can make the difference between an adequate presentation and a great presentation is the judicious use of animated content, sound, and videos. By incorporating these dynamic effects, you can grab and keep the attention of your audience. You can emphasize key points, control the focus of the discussion, and entertain in ways that will make your message memorable.
With PowerPoint 2016, you have so many opportunities to add pizzazz to your slides that it is easy to end up with a presentation that looks more like an amateur experiment than a professional slide show. When you first start adding animations, sound, and videos to your slides, it is best to err on the conservative side. As you gain more experience, you’ll learn how to mix and match effects to get the results you want for a particular audience.
This chapter guides you through procedures related to animating text and pictures on slides, customizing animation effects, adding audio and video content to slides, compressing media to decrease file size, and adding and managing slide transitions.
Animate text and pictures on slides
In the context of PowerPoint, animation refers to the movement of an element on a slide. When used appropriately, animated slide elements can both capture the audience’s attention and effectively convey information. You can animate any individual objects on a slide, including text containers, pictures, and shapes. (You can’t animate objects that are part of the slide background or slide master, other than as part of the transition between slides.)
SEE ALSO
For information about the movement that occurs between slides, see “Add and manage slide transitions” later in this chapter.
Thoughtfully designed animations can be very informative, particularly for audience members who are more receptive to visual input than to auditory input. Animations have the added benefit of providing a consistent message with or without a presenter to discuss or externally illustrate a process.
The elements of a multipart animation
You can configure four types of animations: the appearance, movement, emphasis, and disappearance of objects on the slide. There are multiple options within these four categories. The options are categorized as Basic, Subtle, Moderate, and Exciting (although you might have a different concept of “exciting” than the PowerPoint developer who categorized the effects). A few more animation effects are available for text than for other slide objects.
Here’s a breakdown of the animation effects that are available in PowerPoint 2016:
Entrance animations An object with an animated entrance is not visible when the slide first appears. (It is visible during the development process, but not when you present the slide show.) It then appears on the slide in the manner specified by the entrance effect. Some entrance effects are available in the Animation gallery. They’re illustrated in green, and their icons provide some idea of the movement associated with the effect.
Have fun experimenting with the different effects
Clicking More Entrance Effects at the bottom of the Animation menu opens a dialog box that displays all the available entrance animations by category to help you choose an appropriate effect.
The entrance animation effects available for text
Emphasis animations These effects animate an object that is already visible on the slide to draw attention to it, without changing its location. The emphasis effects that are available in the Animation gallery are illustrated in yellow.
Effects range from subtle to bold
Clicking More Emphasis Effects at the bottom of the Animation menu opens a dialog box that displays all the available emphasis animations by category.
The emphasis animations available for text and images
Motion Path animations These effects move an object along a path that you specify, over a period of time that you specify. A few simple motion paths are available from the Animation gallery, but a surprisingly large variety is available from the dialog box that opens when you click More Motion Paths at the bottom of the Animation menu.
The motion path animations available for text
Exit animations These effects take an existing object through a process that results in the object no longer being visible on the slide. The exit effects that are available in the Animation gallery are illustrated in red.
Choose an effect that suits the style of your presentation
Additional exit effects are available from the Change Exit Effect dialog box.
Animations can be very simple, or very complex. Many animations have options that you can configure, such as the direction, speed, size, or color. For example, when you configure an entrance effect for a bulleted list, you can specify whether to have the entire list enter the slide at the same time, or to have only one bulleted item enter at a time. After you choose an effect, the applicable options are available on the Effect Options menu.
Some animations have options, and others don’t
You can apply multiple animation effects (for example, an entrance effect and an emphasis effect) to a single object. As you assign animations to slide objects, numbers appear on the objects to specify the order of the animation effects. The numbers are visible only when the Animation tab is active.
Each number represents one animation
As you build an animated slide, you can add and animate individual elements, or you can add all the elements to the slide first, and then animate them. Regardless of the process you choose, position the objects on the slide as follows:
Entrance effects Position the object where you want it to end up after it enters the slide.
Emphasis effects Position the object where it will be before and after the effect.
Exit effects Position the object where it will be before it leaves the slide.
After all the elements are in place, animate them in the order you want the animations to occur. (If you’re animating multiple objects, it might be helpful to write out a description of the process before starting.) If you animate something out of order, don’t worry—you can reorder the animations from within the Animation Pane.
A bulleted list that adds one item to the list at a time. For greater impact, display an image related to the current list item, and replace the image as each new list item appears.
A pie chart that displays each chart wedge individually, and finishes with the complete pie. Make this even more informative by displaying a detailed breakdown of the chart data for each category as you display its chart wedge.
To animate an object on a slide
1. Display the slide in the Slide pane, and select the object that you want to animate, or its container. (For example, if you want to animate the entrance of a bulleted list, select the text box that contains the bulleted list.)
2. On the Animations tab, in the Animation group, click the More button to display the Animation menu and gallery.
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If the menu expands to cover the slide content, you can drag the handle in the lower-right corner of the menu to resize it.
The Animation gallery and menu
3. Do either of the following:
• In the Animation gallery, click the icon that represents the animation you want to apply.
• On the Animation menu, click the More command for the type of animation you want to apply, and then in the Change Type Effect dialog box, click the animation you want.
PowerPoint displays a live preview of the selected animation effect and adds an animation number adjacent to the object. A star appears next to the slide thumbnail to indicate that the slide contains either an animation or a transition.
In the Thumbnails pane, the star below the slide number indicates the presence of movement on the slide
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When you apply an animation, PowerPoint automatically previews (plays) the animation. If this is distracting to you, you can turn off this feature by clicking the Preview arrow (in the Preview group on the Animations tab) and then clicking AutoPreview to remove the check mark that indicates the option is turned on.
To select an applied animation
1. On the slide or in the Animation Pane, click the animation number.
To display or hide the Animation Pane
1. On the Animations tab, in the Advanced Animation group, click the Animation Pane button.
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You can expand and collapse sets of animation effects in the Animation Pane to help you focus on those you want to work with.
To configure animation options
1. Apply the animation, or select a previously applied animation.
2. On the Animations tab, in the Animation group, click the Effect Options button. (If the button is unavailable, the animation has no configurable options.)
The Effect Options menu has one titled section for each option that you can configure.
3. On the Effect Options menu, click one option in each section.
To apply multiple animation effects to one object
1. Apply the first animation effect and configure any options.
2. Select the object (not the animation). The existing animation information is highlighted on the Animations tab and in the Animation Pane.
3. On the Animations tab, in the Advanced Animation group, click the Add Animation button. In the Add Animation gallery, click the additional animation you want to apply.
To copy a set of animation effects from one object to another object
1. Select the source object.
2. On the Animations tab, in the Advanced Animation group, click the Animation Painter button.
3. Point to the object you want to format. When a paintbrush appears to the right of the cursor, click the object to apply the formatting.
The Animation Painter is similar to the Format Painter. If you click the Animation Painter button one time, you can copy the formatting to one other object. If you double-click the Animation Painter button, you can copy the formatting to many other objects, until you click the button again or press Esc to deactivate it.
To preview animations
1. Do any of the following:
• To preview all animations on a slide in order, on the Animations tab, in the Preview group, click the Preview button.
• To preview a specific animation and those that follow, in the Animation Pane, click the first animation, and then click the Play From button.
• To preview one animation, select the animation on the slide and then, in the Animation Pane, click the Play Selected button.
To remove animation effects from slide objects
1. Do either of the following in the Animation Pane:
• To remove one animation, right-click the animation, and then click Remove.
• To remove all animations, click any animation, press Ctrl+A to select all the animations, and then press Delete.
Customize animation effects
Many presentations don’t require much in the way of animation, and you might find that transitions and ready-made animation effects will meet all your animation needs. However, for those occasions when you want a presentation with pizzazz, you can customize the animation effects.
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Animations can be useful for self-running presentations, where there is no presenter to lead the audience from one concept to another.
After you apply an animation effect, you can fine-tune its action in the following ways:
Specify the direction, shape, or sequence of the animation. (The options vary depending on the type of animation you apply.)
Specify what action will trigger the animation. For example, you can specify that clicking a different object on the slide will animate the selected object.
As an alternative to clicking the mouse button to build animated slides, have PowerPoint build the slide for you.
Control the implementation speed (duration) of each animation, or delay an animation effect.
Change the order of the animation effects.
Entrance and exit effects cause objects to appear and disappear when you’re previewing or presenting a slide. However, all the objects are visible while you’re working in the Slide pane. A very helpful tool when managing multiple animated objects on a slide is the Animation Pane. Each numbered animation on the slide has a corresponding entry in the Animation Pane that provides information and options for managing the animations.
Manage all aspects of animations from the Animation Pane
The color coding of the Entrance, Emphasis, and Exit effects is visible in the Animation Pane, and a timeline is available at the bottom of the pane. The visual indicators to the right of each object name represent the type, starting point, and duration of each animation event, as follows:
The indicator color represents the animation type (green for Entrance, yellow for Emphasis, blue for Motion Path, and red for Exit).
The left side of the indicator aligns with the animation starting point. If the left sides of two indicators align, those animations start at the same time. If the left side of an indicator aligns with the right side of the previous indicator, the animations run in order.
The width of the indicator is the animation duration as it relates to the timeline at the bottom of the Animation Pane.
The right side of the indicator is either triangular or square. A square indicates that the animation has a fixed duration; a triangular edge indicates that the duration is set to Auto.
Each animation is an individual event. By default, each animation starts immediately “on click,” meaning when you switch to the slide, click the mouse button, tap the screen, or press an arrow key—any action that would otherwise move to the next slide. You can change the animation “trigger” either to run with or after another event, to run it after a certain length of time, or to run it when you click a specific screen element or reach a bookmark in an audio or video clip. You control these settings either from the Advanced Animation and Timing groups on the Animations tab, or from the Animation Pane.
Clicking an animation in the Animation Pane selects the animation and displays an arrow to the right of the animation timing indicators. Clicking the arrow displays a menu of actions. Some of these actions are available from the Animations tab, but the effect options available from this menu are more complex than those on the Effect Options menu in the Animation group.
You can configure these actions from the Animation Pane to customize an animation
Clicking Effect Options on the shortcut menu provides access to an effect-specific dialog box where you can refine that type of animation in the following ways:
Specify whether the animation should be accompanied by a sound effect.
Dim or hide the element after the animation, or have it change to a specific color.
If the animation is applied to text, animate all the text at once or animate it word by word or letter by letter.
Repeat an animation and specify what triggers its action.
If a slide has more than one level of bullet points, animate different levels separately.
If an object has text, animate the object and the text together (the default) or separately, or animate one but not the other.
The dialog box title is the animation type, and the options available in the dialog box are specific to that type of animation.
Some of the settings available through the Animation Pane Effect Options menu
To open the effect-specific dialog box for an animation
1. Do either of the following in the Animation Pane:
• Point to the animation, click the arrow, and then click Effect Options.
• Double-click the animation.
To change the order of animation effects on a slide
1. On the slide or in the Animation Pane, select the animation you want to reorder.
2. On the Animations tab, in the Timing group, click Move Earlier or Move Later.
Or
1. In the Animation Pane, select the animation or animations that you want to move.
2. Drag the selection to the new position in the Animation Pane. The animation numbers change to reflect the new positions.
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After reordering animations, it’s a good idea to preview the animations to ensure that the actions happen in a logical order.
To set the trigger for a selected animation
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Many of the following settings can be configured on the Animations tab, in the Animation Pane, or in the effect-specific options dialog box. We’ve provided one path to the setting, but use the interface that you’re most comfortable with.
1. Do any of the following in the Timing group on the Animations tab:
• To start the animation manually, click the Start list, and then click On Click.
• To start the animation based on the previous animation, click the Start list, and then click With Previous or After Previous.
• To start the animation a specific period of time after the trigger, specify the Delay in seconds.
Or
1. Do either of the following in the Advanced Animation group on the Animations tab:
• To start the animation when you click an object on the slide, click the Trigger button, click On Click of, and then click a trigger object on the slide.
• To start the animation at a specific point during the playback of an audio clip or video clip, in the Trigger list, click On Bookmark, and then click a bookmark that you’ve set in an audio or video clip.
SEE ALSO
For information about setting bookmarks, see the sidebar “Bookmark points of interest in media clips” later in this chapter.
Or
1. In the Animation Pane, drag the colored indicator bar to the starting point you want.
To set the duration of a selected animation
1. Do either of the following:
• On the Animations tab, in the Timing group, specify the Duration in seconds.
• In the Animation Pane, drag the right side of the colored indicator bar to set the duration in accordance with the timeline at the bottom of the pane.
To add a sound effect to an animation
1. In the Animation Pane, double-click the animation to open the animation-specific effect options dialog box.
2. On the Effect tab, click the Sound list, and then click the sound effect you want to assign to the animation.
3. Click the speaker icon to the right of the Sound list to display the volume slider, and set the volume level of the sound effect.
4. Click OK to close the dialog box.
1. Display the slide in Normal view and select the audio or video clip to display the Audio Tools or Video Tools tab group.
2. Play the clip by clicking the Play button on the playback toolbar or in the Preview group on the Playback tool tab.
3. At the point that you want to insert a bookmark, click the Add Bookmark button in the Bookmarks group on the Playback tool tab.
4. To insert additional bookmarks, repeat steps 2 and 3.
Adding a bookmark to a media clip makes it available as a trigger
Add audio content to slides
You can enhance presentations by adding sound to slide transitions, to animated content, to an individual slide, or to the presentation as a whole. For example, you could run a presentation that provides basic information and icebreakers during the time leading up to your actual presentation. You can add a pleasant royalty-free soundtrack that loops while the presentation plays, to avoid the discomfort of a room full of people who don’t want to break the silence.
If you plan to distribute a presentation electronically for people to watch on their own, you might want to add audio narration to an animation, or provide narration for the entire presentation.
SEE ALSO
For information about adding sound effects to animations, see “Customize animation effects” earlier in this chapter; and to slide transitions, see “Add and manage slide transitions” later in this chapter.
You can add prerecorded audio content to a presentation, or record your own content directly within PowerPoint. PowerPoint supports the most common audio formats—MP3, MP4, Windows audio (.wav) and Windows Media audio (.wma), and more specialized formats such as ADTS, AU, FLAC, MIDI, and MKA audio.
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The Insert Online Audio feature that was present in earlier versions of PowerPoint is not available in PowerPoint 2016. However, you can download royalty-free audio music and sound effects from many online sources. Some of these require that you credit the website as the source, so be sure to read the website fine print. When you locate an audio clip that you want to use, you can download it to your computer and follow the instructions in this topic to use it in a PowerPoint presentation.
When you add audio to a slide (rather than to an animation or transition), the audio icon (shaped like a speaker) and an accompanying trigger icon appear on the slide, and the trigger event appears in the Animation Pane.
When the audio icon is selected, the Audio Tools tab group, which includes the Format and Playback tool tabs, appears on the ribbon, and audio playback controls appear on the slide.
The playback controls are simple but provide sufficient options
You can start audio content on a slide automatically or from the playback controls. The playback controls are visible only when the audio icon is selected. The icon isn’t obtrusive, but you can disguise or hide it if you want to.
You can change the size or angle of the audio icon by using the sizing handles or rotation handle
You can customize the audio content by using commands on the Playback tool tab, as follows:
Edit the audio content so that only part of it plays.
Make the sound gradually increase and decrease in volume.
Adjust the volume or mute the sound.
Specify whether the audio content plays:
• Automatically when the slide appears.
• Only if you click its icon.
Make the audio object invisible while the presentation is displayed in Reading view or Slide Show view.
Specify that the audio content should play continuously until you stop it.
Ensure that the audio content starts from the beginning each time it is played.
To insert an audio clip onto a slide
1. Save the audio clip on your computer or on a network-connected location.
2. On the Insert tab, in the Media group, click the Audio button, and then click Audio on My PC to open the Insert Audio dialog box.
3. In the Insert Audio dialog box, browse to and select the audio file, and then click the Insert button.
Or
1. In File Explorer, open the folder that contains the audio file.
2. Arrange the File Explorer and PowerPoint windows on your screen so that both are visible.
3. Drag the audio file from File Explorer to the slide.
To record audio directly onto a slide
1. On the Insert tab, in the Media group, click the Audio button, and then click Record Audio to open the Record Sound dialog box.
2. In the Name box, enter a name to uniquely identify the recording. Then click the Record button (labeled with a red circle).
3. Speak or otherwise provide the audio that you want to record. When you finish, click the Stop button (labeled with a blue square). The audio icon and an accompanying trigger icon appear in the center of the slide, and the trigger event appears in the Animation Pane.
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If you record multiple clips, the audio icons stack up in the same location on the slide. It might be necessary to move one or more out of the way to get to an earlier clip.
To restrict the playback of an audio clip to a specific segment
1. Select the audio icon. On the Playback tool tab, in the Editing group, click the Trim Audio button to open the Trim Audio dialog box.
You can trim audio from the beginning and end of the clip, but not from the middle
2. In the Trim Audio dialog box, do any of the following:
• Click the Play button to play the clip, and then click the Pause button to pause when you locate a point that you want to mark.
• Drag the green Start marker to specify a playback starting point other than the beginning of the clip. (If you drag the marker near the point at which you paused the playback, the marker snaps to that location.)
• Drag the red End marker to specify a playback end point other than the end of the clip.
• Select the Start or End marker, and then click the Previous Frame or Next Frame button to move the selected marker back or forward 0.1 seconds (one-tenth of a second).
3. When you finish, click OK to close the Trim Audio dialog box.
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Trimming the audio affects only the playback of the audio on the slide, not the original audio clip. You can re-trim or restore the audio clip at any time. For information about discarding trimmed content, see “Compress media to decrease file size” later in this chapter.
To fade into or out of an audio clip
1. Select the audio icon. On the Playback tool tab, in the Editing group, do the following:
• In the Fade In box, specify the length of time over which you want to increase the audio to full volume.
• In the Fade Out box, specify the number of seconds at the end of the audio clip over which you want to decrease the audio volume.
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The Fade In and Fade Out times can be specified precisely down to a hundredth of a second.
To modify or hide the audio icon
1. Select the audio icon, and then do any of the following:
• Drag the sizing handles to make the icon larger or smaller.
• Drag the icon to a different location on the slide, or to a location slightly off the slide but still on the development canvas.
• Use the commands on the Format tool tab to change the icon’s appearance.
• Replace the default icon with a different image (such as a picture or logo).
To manually start audio playback
1. Do any of the following:
• In Normal view, Reading view, or Slide Show view, point to the audio icon. When the playback controls appear, click the Play button.
• In Normal view, click the audio icon, and then click the Play button on the playback toolbar or in the Preview group on the Playback tool tab.
• In Slide Show view, after the audio icon has had focus, press Alt+P.
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To play sounds and other audio content, you must have a sound card and speakers installed.
To automatically start audio playback
1. On the Playback tool tab, in the Audio Options group, in the Start list, click Automatically. Then select the Loop until Stopped check box.
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If your presentation might be viewed by people using assistive technologies such as screen readers or text-to-speech tools, you should avoid starting audio clips or files automatically. Instead, allow the user to play the audio content after the tool has finished communicating the slide content.
To prevent an audio clip from stopping when the slide changes
1. On the Playback tool tab, do either of the following:
• To play to the end of the audio and then stop, in the Audio Options group, select the Play Across Slides check box.
• To loop the audio until the end of the slide show regardless of other audio tracks, in the Audio Styles group, click the Play in Background button.
To loop (repeat) an audio clip
1. On the Playback tool tab, in the Audio Options group, select the Loop until Stopped check box.
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To automatically start and continuously play an audio clip through an entire slide show, configure the settings as follows: On the Playback tool tab, in the Audio Options group, change the Start setting to Automatically. Then select the Play Across Slides, Loop Until Stopped, and Hide During Show check boxes.
Add video content to slides
Sometimes the best way to ensure that your audience understands your message is to show a video. For example, if your company has developed a short advertising video, it makes more sense to include the video in a presentation about marketing plans than to try to describe it by using bullet points or even pictures. To save you the trouble of switching between PowerPoint and a video player, you can embed a video recording directly onto a slide, and then play the video as part of presenting the slide show. This is a much smoother way of presenting information from multiple sources than switching between them.
You can insert a video onto a slide from your computer or a connected local storage device, from your Facebook account, from YouTube, or from a website that provides an “embed code” (basically, an address that you can link to).
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If a publicly posted video clip has an “embed code” available, you can link to the online video rather than embedding it in the slide show. PowerPoint uses the embed code to locate and play the video. As long as the video remains available in its original location (and you have an active Internet connection), you will be able to access and play the video from the slide at any time.
After you insert the video, you can format its representation on the slide in all the ways that you can other imagery. You can move and resize it, display it in a frame of your choice, and even adjust the brightness or color contrast.
You can resize the video frame
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The changes that you make to an image on a slide also affect the video playback. So, for example, if you change the aspect ratio of the video representation on the slide, imagery in the video might appear to be skewed.
When working with local videos that you embed rather than online videos that you link to, you can fade into and out from the video playback, and manage the content of the video by trimming it to play only a specific portion. You can insert bookmarks to use as triggers for other events (for example, you might display a list of selling points as each is presented in the advertising video).
When you’re previewing or presenting a slide show, you can play (and pause) embedded audio or video, move around within the recording, and control the volume by using the controls that appear when the audio icon or video placeholder image is active. When playing back a video, you can display it at the embedded size or full screen.
Many of the processes for managing video clips are the same as those for managing audio clips:
Restricting the playback of a video clip to a specific segment
Fading into or out of a video clip
Manually or automatically starting video playback
Preventing a video clip from stopping when the slide changes
Looping a video clip
SEE ALSO
For additional information related to the preceding processes, see “Add audio content to slides” earlier in this chapter.
To insert a video clip onto a slide
1. On a slide that includes a content placeholder, click the Insert Video button in the content placeholder to display the Insert Video window that contains links to all the video sources you’ve configured Office to connect to.
You can insert video clips from a variety of sources
2. In the Insert Video window, click the source of the video that you want to insert, and then follow the process to insert a video from the selected source.
Or
1. On any slide, on the Insert tab, in the Media group, click the Insert Video button, and then do either of the following:
• Click Online Video to open the Insert Video window. In the Insert Video window, click the source of the video that you want to insert, and then follow the process to insert a video from the selected source.
• Click Video on My PC to open the Insert Video dialog box. In the Insert Video dialog box, browse to and select the video file, and then click the Insert button.
1. Click the video image one time. Selection handles appear around the video image, the playback toolbar appears below it, and the Video Tools tab group appears on the ribbon.
To move the video image on the slide
1. Select the video, and then do either of the following:
• Drag the video to the new location. Smart guides might appear on the slide to help you align the video with other objects.
• Press the arrow keys to move the video by small amounts.
To resize the video image on the slide and retain its aspect ratio
1. Do either of the following:
• Drag any corner handle. Smart guides appear on the slide to help you align the video with other objects.
• On the Format tool tab, in the Size group, set a specific Video Height or Video Width, and then press Enter to change both settings.
To format the video image on the slide
1. Select the video, and then apply formatting from the Format tool tab just as you would for a picture.
SEE ALSO
For information about formatting pictures, see “Edit and format pictures” in Chapter 6, “Insert and manage simple graphics.”
To configure an embedded video to play back at full screen size
1. Select the video.
2. On the Playback tool tab, in the Video Options group, select the Play Full Screen check box.
To set the relative volume of a video soundtrack
1. Select the video.
2. On the Playback tool tab, in the Video Options group, click the Volume button.
3. In the Volume list, click Low, Medium, High, or Mute.
Compress media to decrease file size
Trimming an audio or video clip affects only the playback of the media on the slide, not the original media clip. The original media clip is stored in its entirety as part of the presentation, and you can re-trim or restore the media clip at any time.
You can decrease the size of a PowerPoint file that contains trimmed media clips by discarding the unused portions of the clips. PowerPoint 2016 offers three compression configurations designed to balance size and quality.
Choose the size and quality that best fits your needs
When you save and close the file after compressing the media, the trimmed portions of the videos are discarded and no longer available. You can reverse the compression operation until you save and close the file.
To attach a hyperlink to an object, follow these steps:
1. Select the object that you want to hyperlink from.
2. Open the Insert Hyperlink box by doing either of the following:
• On the Insert tab, in the Links group, click Hyperlink.
• Press Ctrl+K.
3. In the Link to list, click the type of target you’re linking to. Often this is a webpage or another place in the file.
You can link to internal, local, and online locations
4. If you’re linking to a webpage, enter the URL in the Address box. If you’re linking to a slide or heading in the current file, click it in the Select a place in this document pane. Then click OK.
1. Save the PowerPoint presentation, and then display the Info page of the Backstage view.
Info page of the Backstage view
2. Note the total size of the presentation, the size of the media files in the presentation, and the number of files that have been trimmed.
3. On the Info page, click the Compress Media button, and then click the level of compression you want. In the Compress Media window, PowerPoint itemizes the media elements and their compression levels, and reports the total space savings.
Compressing media files can make a big difference in file size
4. In the Compress Media window, click the Close button. In the Media Size And Performance area of the Info page, the Compress Media button is active to indicate that media has been compressed, and specifics about the compression are available.
You can undo the compression if you don’t like the results
5. Play the presentation to assess the quality, and then save the file if the quality is acceptable.
To reverse the compression of media files
1. On the Info page, click the Compress Media button, and then click Undo. PowerPoint immediately reverts to the uncompressed files.
Add and manage slide transitions
When you deliver a presentation, you can manually specify when to display the next slide, or you can have PowerPoint move automatically to the next slide after a specific amount of time. Rather than simply replacing one slide with the next, you can use transitions to control the way each slide appears on the screen.
PowerPoint 2016 has 48 basic transition effects divided into three categories: Subtle, Exciting, and Dynamic Content. Many of these have multiple options, such as the direction or specific form of the content in the effect.
As with animations, take care when using transitions to not overdo it. That being said, transitions can be a useful way of visually drawing the audience’s attention to the display of a new slide. The effects in the Subtle category are designed to make the incoming slide content available to the audience members with the least amount of movement.
Here are some ideas about other ways to use transitions:
In a multisection presentation, use one transition on all the slides, and then use a different transition at the beginning of each new section of the presentation to signal a change in topic.
Use a more dramatic slide transition to get the audience’s attention at a specific point in a presentation.
You apply and manage transition effects by using the commands on the Transitions tab of the ribbon. The basic transition effects are available from the Transition To This Slide gallery. If you apply a transition that has additional options, the Effect Options button becomes active and you can choose an option from the list. You can specify the duration of the transition effect, or add a sound effect if you want to.
Options are available for many transition effects
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You can add a sound effect even when the Transition is set to None. If you do, the sound effect plays during the normal slide replacement.
You can apply a transition effect or configure effect options for one slide at a time, for a group of slides, or for an entire presentation by first selecting the slide or slides you want to work with. (You can also apply and configure a transition effect on one slide and then apply that effect to all slides.) When you apply a transition effect or select an effect option, PowerPoint immediately demonstrates it.
As mentioned in “Animate text and pictures on slides” earlier in this chapter, PowerPoint displays a star next to the slide thumbnail to indicate that a slide has an animation or transition. (There is no indication on the slide itself.) In the Thumbnails pane or in Slide Sorter view, you can click the star to preview the animated slide elements beginning with the transition.
Every transition effect has a default duration of between 0.1 seconds and 6 seconds based on the complexity of the effect; most are from 1 to 2 seconds. You can change the duration of an effect so that the animation completes in less or more time. The duration is specified in seconds and can be from a minimum of .01 seconds to a maximum of 59 seconds.
When you configure a transition, it affects the entrance of the slide. You can’t specifically configure an exit transition, but some of the transitions have an effect on the exit of the preceding slide. You can, however, configure whether the move to the next slide is manually initiated or happens automatically after the slide has been displayed for a specific length of time (which can be from 0.01 seconds to just under 24 minutes).
SEE ALSO
For more information about slide timings, see “Rehearse a presentation and set slide timings” in Chapter 10, “Prepare and deliver presentations.”
To select slides to apply or configure transitions
1. Do either of the following:
• Display the presentation in Normal view, and select one or more slides in the Thumbnails pane.
• Display the presentation in Slide Sorter view, and select one or more slides in the Slides pane.
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To select multiple contiguous slides, click the first slide, hold down the Shift key, and then click the last slide. To select multiple noncontiguous slides, click the first slide, hold down the Ctrl key, and then click each additional slide.
To apply a transition to one or more slides
1. Select the slide or slides you want to apply the transition to.
2. On the Transitions tab, in the Transition to This Slide gallery, click the transition effect you want to apply.
To apply a transition to all slides in a presentation
1. Select all the slides, apply the transition, and then configure the transition and timing options.
Or
1. Apply the transition to one slide, and then configure transition and timing options.
2. On the Transitions tab, in the Timing group, click the Apply To All button.
To modify a transition
1. On the Transitions tab, in the Transition to This Slide group, click the Effect Options button, and then click the option you want. PowerPoint previews the modified transition effect.
To add a sound effect to a transition
1. On the Transitions tab, in the Timing group, click the Sound arrow, and then click the sound you want to play. PowerPoint doesn’t automatically play the sound when you select it; only when you preview the transition.
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If you want to use a sound file of your own, click Other Sound… at the bottom of the Sound list. In the Add Audio dialog box that opens, browse to and select the audio file you want to use, and then click OK. The audio file must be in the .wav file format.
2. If you want the sound to repeat until another sound effect plays, select the sound effect and then, in the Sound list, click Loop Until Next Sound.
3. If you loop the sound effect and want it to stop when you move to the next slide, do either of the following on the next slide:
• In the Sound list, click [Stop Previous Sound].
• In the Sound list, click any sound effect other than the one on the preceding slide.
To specify the duration of a transition
1. On the Transitions tab, in the Timing group, enter or set the duration in seconds in the Duration box.
To preview slide transitions
1. To preview one slide transition, do any of following:
• Display the slide in Normal view. On the Transitions tab, in the Preview group, click the Preview button.
• Display the slide in Normal view. In the Thumbnails pane, click the star next to the slide number.
• Display the presentation in Slide Sorter view, and then click the star next to the slide number.
Or
1. To preview multiple slide transitions, select the first slide that you want to preview, and then do either of the following:
• On the Slide Show tab, in the Start Slide Show group, click the From Current Slide button.
• Press Shift+F5.
2. Advance through the slide show to preview each slide transition as the slide appears.
Or
1. To preview all slide transitions, do any of the following to start the slide show from the beginning, and then advance through the slide show to preview each slide transition as the slide appears:
• On the Quick Access Toolbar, click the Start From Beginning button.
• On the Slide Show tab, in the Start Slide Show group, click the From Beginning button.
• Press F5.
1. Display or select the slides you want to remove the transitions from.
2. On the Transitions tab, in the Transition to This Slide gallery, in the Subtle section, click None.
Skills review
In this chapter, you learned how to:
Animate text and pictures on slides
Compress media to decrease file size
Add and manage slide transitions
Practice tasks
The practice files for these tasks are located in the PowerPoint2016SBSCh08 folder. You can save the results of the tasks in the same folder.
Animate text and pictures on slides
Open the AnimateSlides presentation, and then perform the following tasks:
1. On slide 1, apply the Shape entrance animation to the slide title and then to the subtitle. Notice that the animation numbers 1 and 2 appear to the left of the animated objects.
2. Display slide 2, and apply the Shape entrance animation to the left content placeholder. Notice that boxes containing the numbers 1 through 3 appear to the left of the bullet points to indicate the order of their animations.
3. Repeat task 2 for the placeholder on the right.
4. Preview all the animations on slide 2.
5. Display slide 3. Apply the Shape entrance animation to the frog photo, and then add the Pulse emphasis animation.
6. Copy the animations from the frog photo to the crow photo and to the cat photo.
7. Preview the animations on the slide, and then preview the entire presentation.
8. Return to Normal view.
9. Save and close the presentation.
Customize animation effects
Open the CustomizeAnimations presentation, and then perform the following tasks:
1. On slide 1, apply the Diamond entrance effect to the slide title. Set the direction to Out.
2. Copy the animation from the slide title to the subtitle. Then change the timing of the subtitle animation to After Previous.
3. Switch to Reading view, and preview the animation effects on slide 1.
4. Switch back to Normal view, display slide 2, and then click anywhere in the bulleted list on the left.
5. Display the Animation Pane. Right-click animation 1, and then click Effect Options to open the Circle dialog box.
6. In the Circle dialog box, do the following:
• Apply the Chime sound.
• Dim the text color to Red after the animation.
• Animate the text by letter.
• Set the duration to 3 seconds (Slow).
7. Watch the effects of your changes to the animation effects.
The Shape animation doesn’t work very well with the selected effect options, so let’s adjust them.
8. On the slide, click the left content placeholder. Notice that in the Animation Pane, all the animations for the bullet points in the placeholder are selected.
9. Apply the Float In entrance animation to the entire placeholder, and then display the effect options.
10. In the Float Up dialog box, do the following:
• Apply the Chime sound.
• Dim the text color to Red after the animation.
• Animate text by letter.
• Set the duration to 1 seconds (Fast).
11. Preview the animations, and make any additional adjustments you want to your custom animation effects.
12. Copy the animation effects of the bullet points on the left to those on the right.
13. Switch to Reading view, and then click the Next button to display the animated bullet points on slide 2.
14. When all the bullet points are visible and dimmed to red, press the Esc key to return to Normal view.
15. Save and close the presentation.
Add audio content to slides
Open the AddAudio presentation, display slide 1, and then perform the following tasks:
1. On the Insert tab, in the Media group, click the Audio button, and then click Audio on My PC to open the Insert Audio dialog box.
2. In the Insert Audio dialog box, browse to the practice file folder, and double-click the SoundTrack file to insert the audio clip on the slide.
3. On the Playback tool tab, in the Audio Options group, change the Start setting to Automatically. Then select the Play Across Slides, Loop until Stopped, and Hide During Show check boxes.
4. Switch to Reading view, and listen to the audio file as the presentation moves from slide to slide.
5. Press Esc to stop the presentation and return to Normal view.
6. Save and close the presentation.
Add video content to slides
Open the AddVideo presentation, and then perform the following tasks:
1. In the left content placeholder, insert the Butterfly video from the practice file folder.
2. On the playback toolbar, click the Play/Pause button, and then watch the video.
3. Insert the Wildlife video from the practice file folder into the content placeholder on the right, and then play the video.
4. With the Wildlife video selected, open the Trim Video dialog box, and drag the green start marker until it sits at about the 00:17.020 mark. Then, frame-by-frame, adjust the starting point until the first marmot frame comes into view at about the 00:17.292 mark.
5. Drag the red stop marker until it sits at about the 00:20.900 mark. Then, frame-by-frame, adjust the ending point until the last marmot frame comes into view at about the 00:20.790 mark.
6. Play the trimmed video, and then click OK to close the Trim Video dialog box.
7. Change the height of the Butterfly video representation to 3”.
8. Change the height of the Wildlife video representation to 3”, and then crop it to a width of 4”.
9. Drag the video representations until they are evenly spaced on the slide and center-aligned with each other.
10. Apply the Reflected Bevel, Black (in the Intense area of the Video Styles gallery) video style to both video objects.
11. Set up the Butterfly video to play back on mute, to start automatically, and to loop until stopped.
12. Set up the Wildlife video to play back on mute, to start on click, and to loop until stopped.
13. Preview and pause the Butterfly video. Then preview and pause the Wildlife video.
14. Return to Normal view.
15. Save and close the presentation.
Compress media to decrease file size
There are no practice tasks for this topic.
Add and manage slide transitions
Open the AddTransitions presentation, and then perform the following tasks:
1. Display slide 2 in Normal view.
2. Apply the Cover transition effect (from the Subtle category) to the slide.
3. Configure the transition effect options so that the transition starts from the upper-left corner of the slide.
4. Apply the configured slide transition to all slides in the presentation.
5. In the Thumbnails pane, display the effect of the Cover transition from slide 2 to slide 3.
6. Remove the transition from slide 1.
7. Preview the slide show and notice the transitions. When you exit the slide show, switch to Slide Sorter view.
8. Select all the slides that have transitions (slides 2 through 7), add the Wind sound effect to the transition, and then set the duration of the transition effect to 1.75 seconds.
9. Preview the transition effect on one slide.
10. Save and close the presentation.