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From the most basic to the very advanced, instructor David Rivers explores the application's possibilities in PowerPoint 2008 for Mac Essential Training. David teaches users how to create, edit, and share professional slideshows and presentations. He demonstrates how to efficiently navigate presentations, apply custom themes, place and edit text, images, and multimedia files; and bring the whole package together for a self-running or manual slideshow. Exercise files accompany the course.
As we approach the end of this title and look back on the various lessons that we've gone through, we've seen a number of the PowerPoint defaults that are made available to us here in PowerPoint 2008 on the Mac. We know that we can go in and change settings for individual slide presentations, individual slides in a presentation and even the elements on a slide. We know that when we start up PowerPoint we're going to see that Project Gallery. That's a default setting that we can change if we wanted to. The toolbar at the very top appears at the top with a certain set of buttons. You may not know this, you can totally modify that toolbar to suit your needs. So this chapter is all about setting up your own PowerPoint preferences, your own defaults, as well as modifying your user interface to suit your needs.
In this lesson, we're going to start with exploring the PowerPoint preferences. And you can see I've already got a presentation open. It really doesn't matter what presentation you have on your screen right now so long as you have one. Mine is UC12 from the Lesson 12 folder of the exercise files. If you wanted to have exactly what I have go ahead and open that one up. Now we're going to go up to the PowerPoint menu and select Preferences. Notice that the keyboard shortcut is Command + comma. So I'm going to give that a click. Opens up my Preferences window, and I'm going to click on General, the very first button at the beginning of my Preferences dialog box.
Now there are a few preferences that we've seen here already. I just mentioned the Project Gallery. Notice that there's a check mark here next to Show Project Gallery at startup. If you don't like using the Project Gallery, unless you want to use it, you can turn this off by deselecting the check box. I'm going to leave it on because I do like having the Project Gallery open up automatically when I launch PowerPoint. Now down below you'll notice that recently opened documents are being tracked for you. That's why when you go up to the File menu, you can go to Open Recently Used Documents and up to 10 will be tracked for you, unless you wanted to change that number. If you wanted more, you can click the up arrow and less, you can hit the down arrow. The more that you track the more memory that is being used up to track those documents, so keep that in mind.
Now when you open up a document that's greater than, and here's my default 100 kB, there will be a sound just to warn you about the size. You can change that figure as well. If you've got lots of memory and are not too worried about it you might want to bump that up to 200 and you can just highlight what's there and type over it. We've seen the Movie Options and the Web Options, so here's a scenario. If you plan on converting your PowerPoint presentations to webpages or to movies on a regular basis and you find yourself going in there, converting to a movie and then changing the settings over and over and over to the same thing, why not change them here so the next time you convert to a movie you won't have to' We can go to Movie Options. Let's just say that we wanted a custom size here of 1024x768.
You could do that just by typing them in here under Custom, and that becomes our default, meaning every time we convert our PowerPoint presentation to a movie, those are the settings that will be used and we can go in there and make changes if we needed to for individual presentations, but if we don't, this is our new default. And you see we can set for media settings including the slide transitions, and if we wanted backgrounds, soundtrack. Typically you're going to leave that at None, because you probably have different soundtracks playing in the background for different presentations.
You can loop the movie. All those things we talked about when converting a PowerPoint presentation to a movie, can be set up here as a default so you don't have to set them up again. Same thing goes for credits but credits may be different for different presentations as well. I'm just going to click Cancel actually, to not make any changes. Same thing goes for your Web Options. You can go back to the movie about saving your presentation as a webpage to check out those options. Now under View there are a couple of things I want to draw your attention to here under the View preferences. One that I turn on- yours may or may not be on- is the vertical ruler. I like having the ruler over here on the left-hand side and the default units I like to work in is inches but you can choose from centimeters to points to picas.
I'm going to leave it at inches. The default view for a new presentation. when you create a new presentation is Normal View. Now let's say you're a type of person who likes to work in the Outline View more than Normal View. Now Normal View is what you see back here. We've got a list of slides down the left. We've got our slide being displayed here in the main part of our screen that we can work on, but if you like to work in Outline View, you would come up here and click and change to Outline View. Now you can do it as a default by coming here, choosing Outline View, and now all your new presentations will automatically open up in Outline View. Personally, I work in Normal View most often. That's why I'm leaving mine set up that way We saw when we are playing slideshows that we had some options when it came to slide show navigation. There's a little pop-up menu button down in the bottom left corner that we can click on with our mouse to show some options like going back a slide or advancing to the next slide or ending the presentation and so on. So the slideshow navigation pop-up menu button is selected here, but if we wanted no controls we can also choose that. I don't mind having that there.
Also if you right-click or hold down Control and click your mouse, you'll see the same menu because this is checked off by default. If you don't like that option, deselect it. Now this next one is very important to me. You may recall that when we talked about the scenario of presenting to an audience, I added a blank slide to the end of my presentation, just a blank slide that was black. And the reason for that is when you get to the last slide in your presentation and you're not quite sure you're there yet and you hit Return or click your mouse, it will take you back to this Normal View, and you don't watch your audience seeing all of this.
You just want them seeing your slide. So by putting a black slide at the end, when you accidentally go too far, you see the black screen and you know to stop and turn off your projector. You don't have to go through the process of adding a blank slide to the back of every presentation if you click this check box, End with black slide. That means now every time I create a presentation I won't need that extra slide at the end. When I play the presentation that will end with a blank black screen. Perfect. I'm going to leave that one checked off.
We've seen some of these other options under Editing. Under Save, you can see some of the Save options here, in saving slides as graphic files. We went through these when we were saving our slide presentations as pictures, and if you wanted to change the default settings, here is where you do it. So every time you save your presentation to pictures these will be the settings that are used, unless you change them for that one individual presentation. Also we saw Spelling and AutoCorrect options in those lessons, but let's go to the Gallery for a second, meaning the Elements Gallery.
Now the Elements Gallery in the background are these tabs, slide themes, layouts, transitions and so on. And we see the Elements Gallery in all of the applications throughout the Office Suite. It is a little bit different in each of the applications but down below we have some preferences. You can have the Elements Gallery showing at start up. So when you launch PowerPoint, the Elements Galley is there wide open and ready for you to choose from themes and layouts and so on. This is not selected by default, and the thumbnails that you see when you move across the various sections are magnified because of this checkmark.
If you're trying to conserve memory, you can deselect that one if you like. I'm going to leave it on. Also the appearance of the Elements Gallery is using the color PowerPoint Orange with a bit of a transparency, set about halfway here to 5%. So if I click okay right now, and go up to my Elements Gallery, I'll click on slide layouts. There's that orange-y color we're talking about, and you can see, as I move over the thumbnails how they're are magnified. So it's just a bit of an animation effect. So I'm going to go back to PowerPoint preferences.
Let's go over to the Advanced options, which by the way are not really advanced. It is just more options. Under here's where you can set the default file location when ever you save one of your presentations, where is it going to go. You can see mine's just going to my Documents folder here. Clicking Select allows you to go wherever you want to go. If it's the desktop, you can select the desktop and click Choose to save that setting. I'll click Cancel. I like mine going to my documents folder. Same thing for default narration files. So if you're using recordings and you're narrating for your slides. You see it's going to the same location. The user information should be your own name and your own initials down here. So when you are saving presentations, some of this information is saved with the presentation. We call that metadata but also you saw when we were writing comments and using the reviewing options, that our initial showed up for the Comment button that you can access to view comments and then we would see who wrote the comments. That's the name we see here under User Information.
When you click OK, any of the settings that you just changed have been saved and become your brand-new defaults in PowerPoint. In the next lesson we'll look at modifying toolbars and manipulating your user interface.
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