manage multiple presentations powerpoint 2016

Working with multiple presentations

To open another presentation, in the File tab, choose Open or click Ctrl+O and select the presentation.

When more than one presentation is open, you can switch among them by selecting the one you want to see from the taskbar in Windows. E.g.:

Alternatively, you can do one of the following:

   1.   On the View tab, in the Window group, click the Switch Windows button:

Select any open presentation from there:

   2.   Switch between open windows of all applications by:

• holding down the Alt key and pressing Tab to browse thumbnails of open windows ( Alt+Tab ) - not just PowerPoint;
• pressing Alt+Esc repeatedly to cycle through them - not just PowerPoint;
• pressing Ctrl+F6 to switch between just PowerPoint presentations.

See also this tip in French: Travailler avec plusieurs présentations .

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Switch Views Between Multiple Presentations in PowerPoint 2016 for Windows

Learn how to switch views between multiple presentations in PowerPoint 2016 for Windows. Switching can sometimes be easier than tiling or arranging slide decks.

Author: Geetesh Bajaj

Product/Version: PowerPoint 2016 for Windows

OS: Microsoft Windows 7 and higher

Date Created: February 3, 2016 Last Updated: November 28, 2023

Learn PowerPoint

Slide Numbers: Make Slide #1 Start on the Third, Fourth, or Another Slide

If you want to work with more than one presentation in PowerPoint, you can open two or more presentations next to each other. This arrangement makes it easy to compare presentations and edit them as well. This is also helpful when you want to copy or move slides from one presentation to another . Let's imagine you have four presentations open and you can only see the one that is active. What about the other three presentations? How do you navigate to those presentations without having to close, or minimize the active presentation?

In this tutorial, you will learn how to switch between multiple open presentations in PowerPoint. With this option, you can easily switch between different presentation windows, without reducing the window size.

Follow these steps to switch views between multiple presentations in PowerPoint 2016 for Windows :

• Open multiple presentations in PowerPoint, as shown in Figure 1 , below. Do note that only the last opened presentation is visible. Are you wondering about where the other presentations disappeared?

See All Presentations?

• You cannot see how many presentations you have opened within PowerPoint as only the active presentation can be seen within the interface, as shown in Figure 1 , above.
• There are two ways in which you can access other open presentations. The first way works in all versions of Windows whereas the second way will only work in Windows 7, 8, and perhaps newer versions of PowerPoint:
• Access the View tab on the Ribbon , as shown highlighted in red within Figure 2 , below.

• Within the View tab, click the Switch Windows button, as shown highlighted in blue within Figure 2 , above.
• Doing so opens the Switch Windows drop-down menu, as shown in Figure 3 , below.

• This drop-down list displays all the presentations which are open. To navigate to any of these open presentations, click on the name of the presentation within this menu.
• When your presentations are open, you will find an instance of PowerPoint on the Taskbar, as shown highlighted in red within Figure 4 , below.

• Hover your cursor over the PowerPoint instance to see a preview of all open presentations, as shown in Figure 5 , below. Then, click on the preview of the presentation you want to access now.

• Save your presentation often.

01 09 21 - Working with Slides: Switch Views Between Multiple Presentations in PowerPoint (Glossary Page)

Switch Views Between Multiple Presentations in PowerPoint 2016 for Mac Switch Views Between Multiple Presentations in PowerPoint 2013 for Windows Switch Views Between Multiple Presentations in PowerPoint 2011 for Mac Switch Views Between Multiple Presentations in PowerPoint 2010 for Windows

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PowerPoint 2016  - Managing Slides

Powerpoint 2016  -, managing slides, powerpoint 2016 managing slides.

PowerPoint 2016: Managing Slides

Lesson 9: managing slides.

/en/powerpoint2016/applying-transitions/content/

Introduction

As you add more slides to a presentation, it can be difficult to keep everything organized . Fortunately, PowerPoint offers tools to help you organize and prepare your slide show.

Optional: Download our practice presentation .

Watch the video below to learn more about managing slides in PowerPoint.

About slide views

PowerPoint includes several different slide views , which are all useful for various tasks. The slide view commands are located in the bottom-right of the PowerPoint window. There are four main slide views.

Outline view

Outline view shows your slide text in outline form. This allows you to quickly edit your slide text and view the content of multiple slides at once. You could use this layout to review the organization of your slide show and prepare to deliver your presentation.

To view an outline:

• An outline of your slide text will appear in the slide navigation pane.

Slide notes

You can add notes to your slides from the Notes pane. Often called speaker notes , they can help you deliver or prepare for your presentation.

To add notes:

You can also access Notes Page view to edit and review your notes. Just click the Notes Page command from the View tab. From there, you can type notes in the text box below each slide.

Slide sections

If you have a lot of slides, you can organize them into sections to make your presentation easier to navigate. Sections can be collapsed or expanded in the Slide Navigation pane and named for easy reference.

To create slide sections:

In our example, we will add two sections: one for dogs that are available for adoption, and another for cats and other pets.

• Repeat to add as many sections as you need.

To remove a section, click the Section command, then click Remove Section . You can also click Remove All Sections to remove all sections from your slides.

• Open our practice presentation . If you already downloaded our practice presentation to follow along with the lesson, be sure to download a fresh copy.
• Select the first slide and create a section .
• Rename the section Introduction .
• Select the slide titled Man's Best Friend and create a section named Dogs .
• Select the slide titled The Little Things In Life and create a section named Cats & Other .
• Move the slide titled Pogo so it's in the Dogs section.
• Change to Outline view .
• Create a note on slide 4 that says Move before slide 3 or delete .
• Switch back to Normal view .

/en/powerpoint2016/using-find-replace/content/

PowerPoint 2016: Managing Slides

Introduction.

PowerPoint presentations often contain multiple slides to convey information to an audience. As you build out a slide deck, it’s important to organize your content so it flows logically and makes sense to viewers.

Use Sections to Organize Slides

Sections allow you to group slides together into meaningful categories. This makes it easier to navigate longer presentations.

You can collapse and expand sections by clicking the triangle icon next to the section name. The number in parentheses shows how many slides are in that section.

Rearrange Slides

Delete slides, use master slides for consistent branding.

The Slide Master controls the default look and feel of all slides. This is where you can:

To access the Slide Master:

Copy Slides Between Presentations

You often need to repurpose slides from an existing presentation into a new one. Here’s how to easily copy slides:

Apply Consistent Slide Layouts

Slide layouts control placeholders for elements like titles, text, images, etc.

To apply a layout:

Using consistent layouts makes your presentation look polished and professional.

Insert Notes for Presenter Prompts

Presenters often rely on notes for speaking guidance. PowerPoint enables you to add presenter notes to any slide:

You can access these notes while presenting by enabling Presenter View.

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MOS 2016 Study Guide for Microsoft PowerPoint by Joan E. Lambert

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Objective group 5. Manage multiple presentations

The skills tested in this section of the Microsoft Office Specialist exam for Microsoft PowerPoint 2016 relate to merging content from multiple presentations and finalizing presentations. Specifically, the following objectives are associated with this set of skills:

5.1 Merge content from multiple presentations

5.2 Finalize presentations

When working with colleagues to develop a presentation, you might each develop a separate part of the presentation and then merge the presentations into one, or you might work in multiple versions of the whole presentation and then merge those into one. During the collaboration process, it is frequently necessary to review changes made by one or more people and ...

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Use multiple slide masters in one presentation

When you want to use multiple themes in one presentation , you’ll need multiple slide masters. Each slide master represents a theme .

For example, in the image that follows, there are two slide masters (with associated layouts beneath each) as you would see them in Slide Master view. Each slide master has a different theme applied to it.

Want to know more about slide masters in PowerPoint? See What is a slide master?

To learn how to create or customize your own slide master, see Create or customize a slide master .

Add an additional slide master to a presentation

On the View tab, click Slide Master .

On the Slide Master tab, do one of the following:

In the Edit Master group, click Insert Slide Master .

When you insert a slide master using this procedure, the new slide master appears below any existing slide masters and the without theme colors or effects. You can apply your own custom theme using any of the options in the Background group. To learn more, see Create your own theme in PowerPoint .

On the Slide Master tab, in the Edit Theme group, click Themes , and then select a new theme.

If your presentation has only one slide master, selecting a new theme using this procedure will replace the theme of that slide master with the new theme.

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PowerPoint 2016 Essentials

Course Outline / Topics

Participants will learn to create, edit, and enhance slideshow presentations to create professional-looking sales presentations, employee training, instructional materials, and kiosk slideshows.  Learners will gain a fundamental understanding of the PowerPoint 2016 environment and the correct use of key features of this application.

Workshop Objectives:

• Create Presentations from scratch or templates
• Insert and format slides, handouts and notes
• Change Presentation views and configurations
• Insert and work with text, pictures, audio and video 
• Work with tables, charts, and SmartArt
• Use transitions and animations 
• Prepare for a presentation, including the slide size, narration, and timing
• Manage multiple presentations

Module One: Getting Started

Module Two: Create and Manage Presentations

Module Three: Insert and Format Text, Shapes and Images

Module Four: Insert Tables, Charts, SmartArt, and Media

Module Six: View Slideshows and Work with Multiple Presentations

Module Seven: Wrapping Up

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Microsoft Office Specialist Certification: Microsoft PowerPoint 2016

Exam 77-729: PowerPoint 2016: Core Presentation Design and Delivery Skills

Successful candidates will have a fundamental understanding of the PowerPoint environment and demonstrate the correct application of PowerPoint 2016. Candidates create, edit, and enhance presentations and slide shows. Presentation examples include professional-grade sales presentations, employee training, instructional materials, and kiosk slide shows.

Microsoft Office Specialist (MOS) 2016 certification exams introduce a new performance-based format for improved testing of a candidate’s knowledge, skills, and abilities using the MOS 2016 programs:

• MOS 2016 exam task instructions generally do not include the command name, as in previous versions. For example, function names are avoided and are replaced with descriptors. This means candidates must understand the purpose and common usage of the program functionality in order to successfully complete the tasks in each of the projects.
• The MOS 2016 exam format incorporates multiple projects.

Skills Measured

• Create and manage presentations (30-35%)
• Insert and format text, shapes, and images (20-25%)
• Insert tables, charts, SmartArt, and media (20-25%)
• Apply transitions and animations (10-15%)
• Manage multiple presentations (5-10%)

Value of Microsoft certification

Microsoft certification gives students and workforce candidates the power to chart their own course, fulfill their ambition, and realize their potential. See the statistics that validate that these certifications give you the tools to build a brighter future and prepare yourself for a successful career.

Course Outline

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Share slides in Microsoft Teams meetings with PowerPoint Live

PowerPoint Live in Teams gives both the presenter and audience an inclusive and engaging experience, combining the best parts of presenting in PowerPoint with the connection and collaboration of a Microsoft Teams meeting.

When you’re the presenter, you have a unique view that lets you control your presentation while staying engaged with your audience, seeing people’s video, raised hands, reactions, and chat as needed.

And if you’re an audience member, you can interact with the presentation and personalize your viewing experience with captions, high contrast slides, and slides translated into your native language.

Here’s how it works:  

Tip:  Are you an audience member? Jump down to learn more about how you can interact during the presentation.

Presenter view

Present your slides

If you're in PowerPoint for the web, select Present > Present in Teams .

Your slides will appear in the Teams meeting, with your Notes next to them.

Navigate through the slides

Use the navigation arrows to go forward and backward.

Use the thumbnail strip to jump ahead or backwards.

Select Go to slide to see a grid view of all slides in the presentation. Select one to jump to it.

Stay connected to the audience

One of the benefits of using PowerPoint Live to present instead of sharing your screen is that you have quick access to all your meeting tools you need to engage with the audience and to read the room in one view. This is especially true if you’re presenting from a single screen.

Turn Chat on or off to view what your audience is saying.

See audience reactions and raised hands in real-time.

Change the Layout of your presentation and choose how your live camera feed appears in your presentation, like Standout or Cameo . It helps the audience read your non-verbal cues and keeps them engaged.

Use the Laser pointer , Pen , Highlighter , or Eraser to clearly reference items on your slides.

Audience view

As an audience member, you’re able to personalize your experience without affecting anyone else. Try these options to find what works best for you:

Note:  If presenters don't want people to be able to independently navigate through a PowerPoint file they are sharing, use the  Private view  toggle to turn it off.

Click any hyperlink on slides to get more context right away.

Interact with videos on slides to adjust the volume or jump to a timestamp and consume it at your own pace.

Use a screen reader to get full access to the slide content.

Switch to a high contrast view to make the slides easier to view if you have low vision. Select More options > View slides in high contrast .

Your viewing experience will be at a higher fidelity, letting you see crisp text and smooth animations. PowerPoint Live also requires significantly less network bandwidth than typical sharing, making it the best option when network connectivity is a problem.

Independent magnifying and panning

You can zoom in and pan on a presentation slide without affecting what others see. Use your mouse, trackpad, keyboard, touch, or the Magnify Slide option as applicable. 

To zoom in or out on a slide, do any one of the following: 

Hover over the slideshow and pinch or stretch on trackpad.

Pinch or use the stretch touch gesture (on a touch-enabled device).

Press the + or – keys.

Hover over slide, hold down Ctrl key and scroll with mouse wheel.

In the More Actions menu, click the + or – buttons.

To pan around your slide, do any one of the following:

Press the arrow keys.

Click and drag using a mouse.

Click and drag on a trackpad.

Use one finger to touch and drag (on touch-enabled device).

When done zooming and panning, press  Esc to reset your screen.   

Important: 

PowerPoint Live is not supported in Teams live events, CVI devices, and VTC devices.

If you're using Teams on the web, you’ll need Microsoft Edge 18 or later, or Google Chrome 65 or later, to see the presenter view.

Presenter view is hidden by default for small screen devices but can be turned on by selecting More options below the current slide and then Show presenter view (or by selecting the sharing window and then pressing Ctrl+Shift+x).

Meetings recordings won’t capture any videos, animations, or annotation marks in the PowerPoint Live session.

When you share from Teams, the PowerPoint Live section lists the most recent files you've opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting. Their access permissions to the file outside of the meeting won't change.

If you select Browse and choose to present a PowerPoint file that hasn't been uploaded to Teams before, it will get uploaded as part of the meeting. If you're presenting in a channel meeting, the file is uploaded to the Files tab in the channel, where all team members will have access to it. If you're presenting in a private meeting, the file is uploaded to your OneDrive, where only the meeting participants will be able to access it.

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