PowerPoint 2016 Advanced

Presentation application for on-screen slide shows for PC9 H 6 M

Are you getting the most out of PowerPoint? In this course, learn advanced skills like using slide masters, embedding content, collaboration, and more.

Just you? Training a whole team? There's an ITProTV plan that fits.

Start Training Today
  • Customize Presentations
    • Rehearse and Record
    • Custom Shows
    • Zoom
    • Draw
  • File Properties and Interface
    • Advanced File Properties
    • Customize Interface
  • Additional Topics
    • Photo Slideshow with Sound
    • PowerPoint Best Practices
  • Advanced Content
    • Overview
    • Slide Master
    • Slide Master Part 2
    • Slide Master: Troubleshooting
    • Audio and Video: Introduction
    • Audio and Video
    • Audio and Video Part 2
    • Link and Embed External Content: Introduction
    • LInk and Embed External Content
  • Collaborate
    • Comment and Compare
    • OneDrive and PowerPoint
    • Collaborate: As Owner
    • Collaborate: As Recipient

Rehearse and Record

29 M

itprotv course thumbnailitprotv course thumbnailitprotv course thumbnail
  • Episode Description
  • Transcript

Aubri and Vonne demonstrate different ways to deliver slideshow presentations with rehearse timings and record narration for a slide show. They also explore how to export as a video for distribution.

[MUSIC] Hello, and welcome to another empowering episode here at Office Pro TV. I'm your host, Aubri Spurgin, and this is PowerPoint 2016 advanced. In this episode, we are gonna Rehearse and record, kind of like we do here, except actually we don't do any rehearsals. This is all off the cuff, I'm just making up these words right now, snarf snarf, I don't know. But here is Ms. Vonne Smith to guide us along to rehearse and record in Powerpoint that is. >> I'm so proud. Snarf snarf. [LAUGH] [LAUGH] She says it all the time. [LAUGH] >> [LAUGH] Yeah. So I'm over here, going, like, [SOUND]. I'm so excited. And yeah, we don't rehearse any of this. >> It's true. Yeah. >> I have notes. >> Mm-hm. >> But this is not scripted, folks. >> Nope. >> I'm sure you figured that out. [LAUGH] So we're going to rehearse and record in PowerPoint when we're doing our presentations. And we've talked about this. Many other episodes, you need to practice. You don't wanna get in front of the board of directors and have your PowerPoint presentation go [SOUND]. That will be bad, [LAUGH]. >> Not good. >> Yeah, not so good. You gotta check fro technical issues. The other thing is like you need to rehearse what you're gonna say. I needed to make sure that I know each slide and how much time am I gonna spend on each slide and hey, maybe you have a time limit, maybe you've got five minutes. You're gonna get up there and you've got your slides, and I wanna make sure that when I say what I need to say, it stays under that five minutes, and maybe you go through on the first time and that was seven minutes. I need to cut some stuff out. It's always good to practice. So that's what we're going to do. We're going to rehearse a presentation and it's going to give you the timings. That's pretty neat and that's all it does. It's just going to allow you to rehearse and then record any time that you spent one each slide that's going to become the transition. That's going to become where it would automatically advance Through your slide show. So why don't we go ahead and get started, and that way we can start demonstrating and you can start seeing as I tell you about this wonderful feature in PowerPoint. I'm gonna need a file, first of all so go on [INAUDIBLE] here. I am back on the SurfacePro and so if I get a little lost Still not use this touchpad, but we'll get there. And I'm gonna go to record slide show. Now, record slide is gonna be in our second half of this episode. But for now we're just talking about the rehearse. So I've got five slides, right? You've seen these guys throughout the entire time. I do have some audio in here, an audio clip that I'm going to talk about when we do the recording and why you might wanna reconsider any audio and video when you're recording a presentation And then slide five, that's the wrong button. There we go. So I've got my slides. I want to practice this and I want to see how long it's going to take me. We come over here to slide show. And there is Rehearse Timings, and I wish I could zoom in, but it just basically says, practice makes perfect. Start in fullscreen mode, and as you rehearse, it will record how much time you spend on each slide. Once you get the timings right, you can use them to run the show automatically. Great definition. And I explained sort of like. If I'm going to give a presentation in person. Or I'm going to be narrating, I want to like walk around the room and do like Steve Jobs. Where somebody else is controlling the Power Point presentation. Or I could say be keynote for doing an Apple. I'm sure they don't use Power Point. And so you want to keep your hands free and not actually go ahead and advance the slides on your own. You've rehearsed it so much and you've got your script memorized to win the slide advances. You're already talking about that as you present. So it's going to, again, use those timings, if you wanted to run it automatically. So let's try it. We're gonna go to Rehearse timings, and it automatically starts. So there's no countdown, I'm going. And you see up in that top left-hand corner? >> Yeah. >> Just a little timer, isn't it? >> Yep. >> It's telling me, okay, right now, we're at 10 seconds. This is how long I have been talking about Introducing my cats, Fuego and Bishop. So I'm clicking on my mouse and the keyboard and everything to advance this. Let's talk about the brothers, they love each other. Sometimes they fight and do all that good stuff, and so I just keep on going. >> Okay, so I noticed that it is Stopping the first time when we switched to the next slide and it starts a new timer, right? >> Correct. >> Okay. >> Yeah so you've got like the ocntinious timer on the right hand side over here- >> Yes. >> And how long you've been on each slide. >> Got it. >> Perfect. So when we get to the next one, yeah. That middle timer goes back to zero and then it's saying that I've already been, I'm at 50 seconds right now in my presentation Here's Fuego, he loves to sit in the tree. All the neighbors come by and wave at him and he just, I almost said waves back. >> [LAUGH] >> He just looks at them. [LAUGH] And then there's Bishop, what a cute little guy. He's my little [INAUDIBLE] cat. And then [SOUND] sorry. I guess the sound comes on when you advance it. [LAUGH] >> [LAUGH] >> And it really scared me. [LAUGH] >> [LAUGH] >> Cuz I forgot, I was using the arrow- >> Yeah, >> On the keyboard, and I have it programmed to in sequence,- >> Got it. >> The click in sequence, so I clicked my mouse, The next thing that's gonna happen is play the sound. And I totally forgot it and I really scared myself. So I'm gonna go ahead and use this button down here to make sure I get to the next slide. See? Good for practicing. >> Yep. >> And that concludes my show. Thank you so much for talking with me about my cats. Then I end, and it says the total time for your slide show was 1 minute and 46 seconds. Do you want to save the new slide timings? This is where if you're like, man, that was just all wrong, just hit No. But if you're like, no, I like that. I think it's good, you click Yes. Then it brings you back out to the presentation and, like, okay, so what happened? Easiest way to see this in action, would be if you come over and look in your slide sorter view. When you go to the slide sorter view and yes, you can go down on the bottom, but I just figured going up on the ribbon, there's my times. >> Yeah. >> It remembers, I spent 20 seconds on this slide and 3, and 18, and 37, 8. So don't look for the stars next to the slides, cuz the stars, that's really you have a transition, but a visual transition. But the fade, if it's just recording the amount of time you spent on a slide. It's a transition but it's not a visual transition. That's why you are not gonna get little starts next to it. And the reason I have a star here is because I have the sound, and that kind of constituents to the animation. Because of that clicking sequence. And if I come back over here to transitions, notice that it has over on the right-hand side It has that time of it's going to advance the slide after that amount of time, and it will do that. So cool. I like that. So if I wanted to, we'll just so you can see it, I'm going to play from the beginning. And I'm just going to go ahead and try to make a little filler time right now to get past that 20 seconds, because my My hands are up here. So pretend I'm ready and making my presentation, I'm introducing everything. I've gone through my script and my speech as I'm going. And, man, 20 seconds seems a long time in a way [LAUGH]. >> Yeah, it feels like a long time. >> It does. >> It does, doesn't it? >> My goodness. Okay, there we go. I was like, is it working? >> Seriously, I did the same thing. I'm like [LAUGH] no, I swear this is what it does. I really mean that it will advance and yeah, that felt good. All right, but you get the idea now it will go ahead and advance automatically based on my timings. I'm gonna go ahead and hit the Esc to get out of that because if we couldn't wait for 20 seconds, 23 seconds is gonna be forever. >> Yeah. >> [LAUGH] So I've got my timings and I could use them. But I've come back and I'm like, you know what, I don't like that. I need to start over, okay? I need to get rid of these. There's two ways that you can remove the time for each slide in the advancement. There's the old way and then the new way. I'm gonna show you the old way. If you go back to Transitions, you select one of the slides. It doesn't matter which one. I'll just go ahead and select the first one. You take this checkbox off. I do not want you to move after this amount. It does not delete the number. If it makes you feel better, go ahead and put that to zero, that's fine. But if you check it off, it takes it off. Notice that there's no number here, right? So it's not going to advance. It only will advance on the click. It's the only way you're gonna get to the next one. So then you just click Apply to All. So I'm taking the off or taking off the after advance. That was a weird sentence. [LAUGH] And then I'm gonna click the Apply All and then it clears all my timings. Great, I'm gonna undo that just so you can see that there's a new way. And it does correlate into the next major part of the show which is recording a slideshow. I'll get there in just a minute, but in the record slideshow, they finally did this. They finally added to where you could clear everything from a recording all in one command. You'll see when we get there of what it does when we record of how awesome this is. This is a newer feature. This has not been around for one time. >> Like a month or- >> Relatively speaking. >> Relatively, yeah, okay. >> I would say- >> Cuz I don't remember this, I don't. >> Yeah. >> Yeah okay. >> The last time, well, one, it's not available in the Mac. >> Okay, yeah. >> Cuz we did our Mac, we'll I say that now and of course maybe by the time that they've done the updates. Cuz with Office 365, it updates all the time, they might actually have this. >> Maybe. >> At the time that we record the show, we had to do the old school way. >> Got you. >> Yeah, so this is newer, one, for PC, and two, in the most recent version of the updates as they've done for PowerPoint. And it might have been a couple updates ago. >> Yeah. >> But for me, coming back to this application and doing a series on it, I'm like, that's a new feature, okay? So that's why I'm saying relatively new. >> Yeah. >> It could be out for a year, I don't know. [LAUGH] What am I doing? I'm clearing all the slides. See, clear timings on all slides, boom. That's pretty awesome, okay? Still on the whole rehearsing, then you would go back and do it again. Okay, now I've got my advancements and now I'm gonna go ahead and talk with the brothers. And this is how long they talk about Fuego. I'm gonna click the button down here so I skip the auto. And [SOUND] I did it anyways. >> [LAUGH] >> I should have known that because that's the same thing. Sorry guys. Anyways, now I get to here and I'm done. 20 seconds for the whole show. >> Wow. >> That's what we need. [LAUGH] Perfect, that's it, that's what rehearse does. You keep the slides timing or you don't. You can just use them for practice and you can clear them however you want, or leave them and have it used as advancing the slideshow automatically. And the reason why it's doing that, by the way, by default. Do you see on the slideshow tab, do you see these three checkboxes in the middle? >> Yes. >> Use timing is on. So that's on default. So that's why when I rehearsed recorded, or it logged the times and then played from the beginning, it will automatically reset. You could always turn that off, keep the timings, but not use them. You have all sorts of options for you. Yay, now, recording narration of the entire presentation. Back to the whole this is new, they have revamped this since the last time I was going to teach this stuff. So maybe in the last six months, maybe it's only been in the last month. At the time of this recording which is December of 2018, I like how they've done this. Because a lot of times, what people will do, I know professors do this a lot. I know a lot of people I used to work with at the university, this is how they would record their lectures. Cuz if they were teaching their class and they're teaching it online, a lot of them, they have their regular presentations that they would do in person. And so now they would need to record that and put it up onto their online course, they use PowerPoint. You come in and record the slideshow and what does it do? It's going to record, keep all the timings as you advance through, and it's gonna record your narration. So you record you speaking and lecturing through the PowerPoint presentation, and then there you go. So you just recorded your lecture without going through screen capturings and all the fancy software and everything like that. You could use PowerPoint to do it. It's been around for a long time but they've got a new feature in it now. They will actually allow you to record just like this. The way that you guys are seeing it, me, picture and picture, you see me down here in the corner. Why am I pointing this way? [LAUGH] >> The corner. >> Yeah, right? [LAUGH] Right here, now you can see Aubri too, right? And we got all of that, up in- >> Up in- >> You see what we've got, okay? PowerPoint does this now. >> Cool. >> It will actually record your camera, if you have a webcam and if you text it, it'll see it. And you could have the same thing. That's pretty sweet! So what I'm gonna do here, I'm gonna ask Michelle, hey just, yeah, there you go. >> She already knew. >> So guess what? I'm gonna pop back up in just a second through PowerPoint, okay? So I'm going to record from the beginning. And by the way, if you mess up the recording, the whole clear thing? That's where it's like it's easy, you just take it off and do it again, okay? So don't think you only get one shot. So let's go from record from beginning. This is the new interface, okay? There I am. >> There she is. >> And of course it's gotta get that horrible angle, so I wanna- >> Hello. >> There I go. [LAUGH] but you can see that it is actually going to record based on my webcam right there by default. But down here, down in these buttons, if you didn't want them, you could have it turning off the camera. Maybe I don't want people to see my face. I'm just having a bad hair day, or something like that. So you could say no, don't use the recording. And if I wanted to, I could tell it to turn the microphone off. It won't turn on my microphone here and do an actual studio recording, but I could say that. But I think the whole reason why you'd wanna use record a sideshow would be to do this. I'm giving a lecture and I want people to see me, and then see my presentation. So I'm gonna keep my head right there so the light doesn't blind y'all. And notice you can annotate on your slides, you could get your speaker notes up here for each one. Cuz remember it's not recording that, it's only recording the slide and the video. And then up here, you can get into if you had multiple microphones or multiple cameras, you can pick them. And notice it also has front and rear because this machine is actually picking up that it has- >> [INAUDIBLE] camera. >> I know. >> I usually do that one so everybody can see me. >> I actually haven't tried it. Let's see what happens. There's the desk! [LAUGH] There you go. [LAUGH] One of those like, I hope it works, I never actually turned it on to the rear facing camera. [LAUGH] So now as you can see that we'll do that. It wouldn't do that with my Mac cuz I don't have one of those. All right, and then all you gotta do is then get ready, you hit record. It will count you down, all right? And then we'll say hey guys, we're recording our video about our cats. I keep trying to look up there, but I really should just look down here. And then we advance through and hey, these are the brothers. They love each other. That's wonderful until they fight. And then we click advance again. That's Fuego and stop looking up, look down here. [LAUGH] There's Fuego in a tree. And there is Mr. Bishop. I am gonna play this cuz there's a reason why. >> [SOUND] >> Have him meowing. >> [SOUND] >> Sorry, I clicked it twice. [LAUGH] We're going to advance to the next slide. Here we go, and then we end it. And give it a minute, okay? Turns it down, ends the slideshow, click to exit, and then I'm back out. Cool, so what just happened? You can even see it. >> Yeah. >> Isn't that neat? >> It is cool. >> I think that's pretty cool. >> Yeah. >> Again, this is a newer feature that they added or enhanced with recording. It's not just narration, it will record video. It does have to detect that you have the hardware and everything. You actually have a webcam. Cuz if you don't have the webcam, it might not do that. The thing is you need to be aware of, of what it's doing, okay? I'm gonna double-click on this cuz this actually takes it into normal mode. Let's go ahead and that take me out of this. You can see that what it will do is it's recording the narration slash video individually. It is not one video track through through the entire thing. This is just the one little piece, if I play it. Hey guys, we are recording our video about. I'm gonna pause that so you can see that this is one video clip. If I come over to slide two, this is the second one. This is the third one, on each slide and yet it will, when I play this back, okay? It will sound like it's a continuous audio track, it's me talking through the whole thing because it does remember. Let's go back over to our transitions right here. It remembers how long it took on each on of them, okay? So let's just see what it does so you can experience it. Hey guys, we are recording our video about our cats. I keep trying to look up there, but I really should just look down here. I'm gonna advance through. Did you see that? >> Yeah. >> They're brothers, they love each other, that's wonderful until they fight. Advance again, that's. I'm gonna escape and stop the show. But did you hear that hiccup? >> Yeah, I was gonna say, with that hiccup, should we try to think about that when we're recording it to kind of pause, and then switch, and then pause and then start talking again in the next slide? Just to make it I guess sound more smooth? I don't know. >> You get a gold star. >> Yay. >> [LAUGH] That's exactly why I wanted to play that back. >> Got you. >> So you could experience that it's because it takes it and breaks it up into individual slides. And each slide has its own video and/or if you only did audio, it would have an audio, it's for each slide. So yes, I would say to make it a little smoother, be very conscientious about pausing when you click to the next slide. So finish your thought on that slide. Move on to the next slide. Because if you keep talking in a continuous voice and then you switch the slide, it is gonna get that like [SOUND] and we keep on going. >> Yeah. [LAUGH] >> It's just the nature of the game. This is just what it means when you go ahead and record the narration or record a slideshow, individual pieces. And that's where yeah, you could come into, this takes little bit of an extra step. Here, I'll just move this one over. But you can take this video clip in here, I could make it bigger. That's a great picture. [LAUGH] I could move it around. I could use all of the different formats that we did with our little visual effects and whatnot. You can trim it, do all the same things, but notice that it's only for this one slide. If I go to slide three or back to slide one, notice it's back in the same place. So if I wanted to move that over into the top left-hand corner, I would have to do it on all the slides. >> Okay, so that answers a question I was about to ask. Can we automate it some way to make it just all go to all the slides? [LAUGH] >> So say everybody moves to the left? >> Each video will move that way and that each video will get the glow and yeah. >> After the fact, no, since it is each individual piece. As soon as you said that, I'm curious, since this is a little newer feature. It captured it when it was down inside. I wonder, let's try something. I have no idea if this is gonna work, okay? We're gonna go to Slide Show. In this part I will show you that the cool thing, again, this was one of those back in the day you'd have to go back and individually delete it on each slide. It was not fun, but here I can clear all iterations, yep, all the videos go away and I, whoops, sorry. Hold on, let me [LAUGH] come back, I wasn't ready. I can also clear all of the timings. Nice, cuz we're starting over, right, cuz I'm gonna do an experiment. I wanted to see that if I go ahead and record the show from the beginning, can I move it? No. >> See, I was wondering if I could take- >> You see it? >> Yeah. >> When I captured it, can you move this to a different location on the screen? >> I guess not. >> I guess not. Okay, so let's go ahead and escape cuz we're not gonna record that again. But yep, you would have to move each one individually. All right, so now we know. But the one I wanted to show you. Let's do this really quickly. So let's go back and record from the current slide. We'll do all the same things, all right? And then we'll record. We'll come on down, and then we'll say hi, this is all about cats. Here are the Fuegos. The Fuegos? >> The brothers. >> [LAUGH] The brothers. >> They are fire. >> There's the Fuego. [LAUGH] And here is Bishop. We're gonna play the sound. >> [SOUND] >> One more. >> [SOUND] >> We will advance. >> [SOUND] >> And I played it again. [LAUGH] There is the end and then we'll stop. Give it a minute. It does its thing. We exit. What I wanted to show you is that when you get to this slide, okay, and let's play it back. Let's play the slideshow from here and I know you can't hear the audio really clearly, but listen. And here's Bishop with sound. >> [SOUND] >> Did you hear it? >> Doubling up? >> [SOUND] >> The double. >> Weird. >> Yes, this is one of those things that you do need to be aware of. If you are going to play audio or video and then record it, if you will get that kinda loop in. We've always talked about this in Macs where it does the feedback. Where it is recording what's coming out of your speakers so that input is recording everything here. And then it's coming out of your speakers and going back into your microphone. So it does this [SOUND] cuz it's playing and recording it. So you will get some kinda doubling up. With played audio within a recorded show. Might not be the end of the world for you. You might play it back and be, that doesn't bother me. But some people might be, my gosh, where are there all these cats coming from. [LAUGH] >> [LAUGH] >> And it might be a little too much for certain people. Especially people that are maybe like a little audio sensitive. >> Mm-hm. >> Just be aware of it, okay? You determine whether you can live with that or not. [LAUGH] So anyways, when I have all of this, that's great, I'm done. I want to be able to distribute this, right? Say I'm a college professor, I wanna take this. I did all the pauses between the slides, and I wanna put this up on here. You don't wanna put a PowerPoint presentation, a PPTX. I'm not saying it won't work, but we also talked about what? With audio and video, you need to what? >> Package it for a CD. >> Yes you need to package it, but then when you play it, you've got to be concern about the playback. When people are actually using it, and I don't have PowerPoint. Well if they don't have PowerPoint, then they can't see it. It's going up online, I just want them to be able to play it. Well, PowerPoint and the web, I don't know about that. You can just export it as a video. >> A video. >> Yes, make it an MP4 file. And once it's in an MP4, that's where, okay now, most computers, if not all computers, should be able to take that MP4 and play through its native player. >> Mm-hm. >> Right, what was it, Groove for audio, and just the TV and movie thing for- >> Yeah. >> Whatever's on the Windows 10. [LAUGH] Right. >> Was it Groove? >> No. >> That was the audio one. >> Yeah. >> Yeah, okay, gotcha, but you could also, if you're a professor, put it on your personal or professional YouTube page. Or whatever, Vimeo, and, yeah, it'll make it a lot easier if it's in this format. >> Wow, that's even better. Because once it's in an MP4, you take the MP4, upload it to YouTube. And then you don't have to worry about the distribution part. >> Yeah. >> Yeah, you just give them the link, and that's even better than even just keeping in the native MP4, great point. Yeah, wonderful. >> Thanks. [LAUGH] >> So now that I'm here in the video, I can either, I'll choose the 1080p, sure, why not? But depending on the file size, and I think with YouTube, I mean, is there a size limit on YouTube? >> I think right now they probably to go up to 4k now, so- >> Yeah, so if you don't have- >> I think you might have to to pay more. I know Vimeo does that, but- [LAUGH] >> That's right, yeah the larger the file is the more storage. You have to pay for the premium membership, or something like that. So with these, and the reason why we're saying or talking about this, is because whether or not you wanna do the 480, 720. It's basically saying the bigger the number, the bigger the file, and how much it can support. And so if you're trying to optimize, especially if you're maybe keeping the MP by itself, and you're putting it up into your college website, or whatever LMS that you are using. You might wanna keep it down here for a smaller file size. But if you putting it up on YouTube or Vimeo, and you have paid accounts, man, let's go for 4k. They can see all of your breakouts and everything. [LAUGH] So let's just go with HD 720. It is going to, notice it says use recorded times narration. I would keep that. Why would I wanna say don't use it? That's the whole point of why we just recorded the slide show. So, yeah, use everything. This one is seconds spent on each slide, that is a hard sentence. You don't have to worry about this, okay? Because you recorded the slide show, it's keeping all those timings. This would be if you did a normal like PowerPoint that didn't have any narration, or didn't have any timed transitions. It would spend five seconds on each slide and then advance. Again, I wouldn't make a video out of a static slide show. >> Mm-hm, that would be- >> Doesn't make any sense. >> Yeah. >> [LAUGH] >> So we'll go ahead and create the video. It will take a little bit of time. I gotta save it under a name. Let's go with, yeah, that sounds good, and we'll put it on the desktop. And we will click Save. Down here it might take a little bit. So don't close out of PowerPoint until it's ready and done. And for now I'll just go ahead and minimize it. It's like watching the bar, it's like waiting for those 20 seconds for the slide to-, [LAUGH] >> Yeah, it takes forever. >> Yeah, this is taking forever too. Are you feeling uncomfortable? >> [LAUGH] >> I am. [LAUGH] Good. >> Yay. >> [LAUGH] Thank you, so now it's done, and you could see it. It's right here, and there's my MP4. Hi, this is all about [CROSSTALK] >> I'm gonna just go ahead and stop that right now. Sorry, guys, because it's that whole playing of video while we're recording a video. >> Yeah. >> This computer plugged into the HDMI port, it gets a little weird. So just trust me, it works. And you could go ahead and take that MP4, and do whatever you want with it. So lots of fun stuff, rehearsing, recording, neat things that you could do when you are actually delivering your PowerPoint presentation to the world about your cats. >> All right, this has been Rehearse and Record. We had lots of fun with making Vonne look down at her computer, I guess I should say. >> [LAUGH] >> And so thank you so much Vonne for getting through that. And thank you all out there for watching. You are one step closer to being a PowerPoint Pro. Signing off for OfficeProTV, I've been your host Aubrey Spurgen. >> And I'm Vonne Smith. >> And we'll catch you later.

Start training today

Just you? Check out our personal plans


$529 per seat/per year


Total seats


$349 per seat/per year


Total seats

Credit card required

This is for your account.
This is for your account.
We will contact you with this phone number about your trial.
We will contact you with this email about your trial.
What is the name of your company?
In which country is your company located?

Step 1 of 2

Get a demo or a start a team trial