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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.
When you need to organize content into columns and rows, PowerPoint allows you to insert tables to do so, and there is a couple of different ways to do it. We are going to take a look now using our TwoTreesTale presentation. And we are going to start by moving down the Navigation pane, dragging our scrollbar to slide number 12. You'll notice there are two slides, 11 and 12, talking about our products. When we click 12, we can see it's a continued slide, listing the last three products. Next, we want to add a slide, let's say, that's going to show our product pricing. In that case, we want our products to line up with the prices. It could be a contact list, could be a matrix, could be a number of different scenarios where you want to line things up and a table is perfect for that.
So the first thing is to insert the new slide. We'll do that by clicking the New Slide button, which will insert the default, exactly what we need: a title and content. We'll click to add title, and we'll just type in Product Pricing. We'll click off the slide now, and just scroll up, so you can see our Product Pricing slide now appears after our product list. So in the content area you'll notice Click to add text. That will allow us to add our own text, but to get it to line up, we really need a table.
Well, there are some icons that appear in the middle of the slide, different types of content, and the first icon is the table icon. Click this, and you get to choose the number of columns and rows. So if you click it, you can see the default is set to 2 and 2. Let's just click Cancel, because there is another option. You can also go to the Tables tab, where you have access to all of your table commands in one place on this Ribbon. The very first button is the New button. So this is another option for inserting a new table. Just give it a click, and then you get to move across and down to the desired number of columns and rows, and say, we want 4 x 6.
We have got six products and we want four columns. So we give it a click, and there is our Product Pricing table. Notice it appears automatically in the content area. This is the equivalent of us using the table icon and choosing four columns and six rows. Now by default, you are going to see some formatting. For example, the table goes from the far left to the far right, and we've got four equal columns. You'll also see some shading on the inside, but we can change all of that. We will talk a bit about that a little bit later. Right now, let's just get the content in.
The very first row is what we call a header row, and here is where we put in titles; for example, in our Product Pricing table we might want to put in the various flavors and sizes here. So we are going to type in headings for Flavor. Hit your Tab key on the keyboard to move to the next cell, and now we'll do our different sizes. So let's say we've got a 10- ounce bottle, and then we'll hit Tab. We have also got a 16-ounce bottle and a 20-ounce bottle.
So here is where we list our flavors, and here is where we list the prices for the different sizes. So we'll start entering some of this content now. When you press Return, you can see it actually gives you extra space. It doesn't take you down to the next cell, if that's what you're thinking. So hit your Delete key or Backspace key, and just click down below to move into that cell. You can also use your arrow keys to move up, down, left, and right. Under Mandarin, we'll continue adding our flavors. When we get to Jalapeno, we realize we are short a row here, and now we need an extra row for our last flavor, which is garlic.
There is some different options for that as well. One, you can hit your Tab key. You know that takes you to the next cell. And when you reach the last cell, pressing Tab again will add a new row. You could also right-click anywhere in your table, and you can see you have an Insert option here from the menu to Insert Columns and Rows. And you can choose where it's going to go, Above or Below your flashing cursor. But we've already inserted, so all we need to do now is click in the cell under Jalapeno and type in 'Garlic,' and that will just fill in the various prices for the different sized bottles.
And once we get to the end, we filled in our table and notice how everything is perfectly lined up. We've got our columns; we've without our rows and everything is easy to read, thanks to the formatting we also see in the background, but because everything is lined up using the table, we are well organized. So whenever you need to create that organization of content, think about contact lists and matrices and so on, where you want to make it easy for the viewer to understand what they're seeing. A table is an excellent option.
There is a couple of different ways to insert those tables, as you have learned, and there are many ways to format the table. That's coming up next.
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