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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.
As you continue to work with PowerPoint 2011, you're going to notice there are certain settings that are set for you by default. And if you find yourself changing those settings on a regular basis, you might want to consider changing them permanently by accessing the PowerPoint Preferences. We're going to take a look at some of them right now. It really doesn't matter what presentation you have on your screen at this time; you don't even need to have a presentation open. We're going to work with customizing. So we are going to go you to PowerPoint and select Preferences.
You'll notice the number of categories across the top. With the General selected, you'll see the General options down below. And there is a couple of things here that are important. First of all, enabling macro virus protection is important now with this new file format. The extension PPTX that you see at the end of the files you saved indicate this is an XML-based format that we're saving to that allow us for macros. So sometimes macros are used in a malicious way, and they can be hidden inside a presentation using this format.
You'll want to enable the macro virus protection if you consider this. Also, when you go to open up your presentations, you'll notice a certain number of recently used documents or presentations appear in the Open Recent section - the default being 10 - so you can bump that up or down as you need. When we go to the View category by clicking the View button, down at the bottom here under the Slide Show, there is one interesting one that you might want to think about: End with black slide. If you're presenting in front of groups, you know how quite often it, when you hit the last slide, if you accidentally go past that last slide, it takes you back to Normal view, and your audience can see all of your slide thumbnails and all of your settings, and so on.
So you might want to consider using a black slide, and that way everyone knows that it's end of the presentation. Simply check that box before continuing. Under Edit, you'll see some things such as drag-and-drop text editing. This is something I like to keep on. When selecting, automatically select entire words. This is something I like to turn off. Sometimes you want to select a part of a word and you can't. As you start to drag across the word, it automatically selects the entire word for you, but you can turn it off from here. Also, you'll notice the maximum number of undos is defaulted to 20, and you can change this by using the arrows or typing in your value.
Under the Save, we see all of our Save options, such as AutoRecover. This is something we took a peek at earlier on. But what's interesting here is if you find that you're saving your presentations back to an earlier format - maybe you're collaborating with people who haven't upgraded yet to the new PowerPoint - you can change the default save format from here back to the old PPT extension, and that way you don't have to use Save As every time you want to save it back to that version; it will happen automatically. And then on those rare occasions where you need to save to the new format, you can do so using Save As, just a little time saver.
The other thing we're going to look at is Compatibility. And here you can see documents are checked automatically for compatibility. That compatibility checker that pops up with Save As is an automatic setting that can be turned off if you don't like using the Compatibility Report, but it's an excellent tool for making sure that your presentations will be compatible with those other formats. So we'll click OK to save our settings. It takes us back to PowerPoint, and then in the next movie, we'll take it a step further by customizing your user interface and the Ribbon.
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