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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
Whether you create a new blank presentation or use one of the templates to create a presentation in PowerPoint 2011, the need will arise to add new slides to your presentation, perhaps remove existing slides, and change the order of the slides. And those are the things we are going to do right now. In a previous lesson, we started up new blank presentation, which gave us a single blank slide, which is a title slide. We have an area for a title and a subtitle. If you want to follow along, and you don't have this, just go up to your File menu and choose New Presentation.
You will have exactly what we have here. Now at this point, we could type in a title. Let's type in "A Tale of Two Trees." That's the name of our company, Two Trees Olive Oil Company, and if you wanted to, you could click to add a subtitle or just click off to the edge to deselect that text box, and leave it as is. Now when you are ready for a new slide there are number of different ways to add a new slide. You will notice on the Ribbon, with the Home tab selected, right in the left-hand corner, there is a New Slide button.
Clicking the New Slide button will add a new slide, and it will automatically add default layout, which is title and content. You will have an area for your title and an area down below for different types of content. If you want to be able to choose a layout, just click the dropdown arrow that's off to the right of that button, and you'll see the different layouts, including another title slide. There is Title and Content, the default. We have also got one called Section Header. If you want contents side by side, you can choose Two Content. That is Blank.
It won't even have placeholders for a title and subtitle. So lots of different options, depending on your needs. Let's go to Title and Content, and when you select that, it's added. Now you can add a title to this slide, and down below, the content could be a bulleted list, Click to add text, or you go to the icons to add different types of content, like tables, charts. It could be a graph or like an org chart, for example, using a SmartArt graphic. You could add different types of media, including movies. And if you wanted to, you could choose ClipArt, or if you wanted to insert a picture from an existing file, you could do that too. Lots of different content that can be added.
Now let's move to an existing presentation where we have more slides to work with. So we will close up our new presentation. No need to save it; just click Don't Save. If you've got the exercise files, you can open up this one called Orientation2, and you can see we have a number of slides in our Navigation pane, as we drag the slider down. There are quite a few slides. And if we look at the status bar at the very bottom, we're at slide 1 of a total of 14. The first one here is a testimonial. And it looks like we need a title slide, so we are going to insert a new slide a different way this time.
Let's use the Insert menu. Click Insert, and you will see New Slide right at the top, and there is the keyboard shortcut: Command+Shift+N as in New. You could insert a duplicate slide, so you end up with two slides the same and then just change the content. Or if you want to insert a new slide from another presentation, an existing presentation, you could use this option that allows you to select the presentation, select the slide, and it will be inserted. The question is, 'Where will it be inserted?' Let's choose New Slide right at the top. Well, by default it's going to go after the selected slide in our Navigation pane.
So it becomes the new slide number two, and you will notice the default layout. It has a title and content down below. But really what we want as a title slide, and we want it to be slide number one. So we have some different options now. One option is to change the existing layout and then move it, or if we wanted to, we could just remove this slide. So to remove a slide, it just has to be selected over here on the left-hand side, and press your Delete key on the keyboard. Gone, just like that. Now we will go back to the first slide and click, because this is the vicinity where we want our title slide to go.
We will try another method. This time right-click and when you right-click that thumbnail, you'll notice an option is New Slide. There it is. We also have Duplicate Slide. We can delete the slide if we wanted to, as well. So if we choose New Slide, it gets inserted, and now to move it, all we have to do is click and drag it up. Now you will notice when you get above the first slide, it kind of shifts down on you, and then it means it's safe to let go, and you've just rearranged your slides.
Now as we scroll down a little bit, we see we do have two slides that are exactly the same. Let's say we want to delete this one. Let's try right-clicking slide 5 and choose Delete Slide from here. So if you don't like using the keyboard, just right-click and choose Delete from that pop-up menu. Also, if you need to rearrange slides and you have got many of them, you may not want to work in the Navigation pane. In that case, you could change views to the Slide Sorter view. Down in the bottom left-hand corner, it's the second button. And when you click it, you are going to see a whole screen full of your thumbnails.
These are representations of your slides, so this is a great view for rearranging slides. May be the Introductions should go before the Testimonial. So you just click and drag that thumbnail and slip it in between slides 1 and 2. Now you have rearranged them. And you could do the same thing if you wanted the Management Team after the Photo Album: just click and drag. Now you can select multiple slides here as well. For example, if you wanted the Testimonial and Our Story, click Testimonial, hold down your Shift key and click Our Story. Now you have got two slides selected, so you can move them both after the Photo Album perhaps, just by clicking and dragging.
Notice the 2 that appears in the bottom corner and when you release after slide 5, they have been rearranged. So rearranging your slides, this is the ideal view - I am going to move this one back after our Management Team - called Slide Sorter view, and when you are done rearranging your slides, you can go back to the Normal view, which is our Slide view, by clicking that first button in the bottom left-hand corner, and you'll be looking at the slide you just left off, in this case the photo album, for me. So let's go back up to the top here.
Notice that our first slide here is not really a title slide, so we can change the layout just by simply going to that same section of our Ribbon, click the Layout dropdown, and just choose one of the other layouts that we can choose from, and that's the Title Slide, and there we go. So when you need to insert, remove, and rearrange slides in your presentation, you have a number of options, depending on your preference. Some people like to use the Ribbon. It's brand-new. It's context-sensitive. It's always going to have those tools handy when you need them. If you prefer to use keyboard shortcuts, you can do that.
There is also the menu bar with the Insert menu, and don't forget, right-clicking, or Ctrl+Clicking, allows you to select from a pop-up menu. In either case, you will be able to insert, remove, and rearrange your slides.
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