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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.
Indenting text is not only reserved for bulleted or numbered lists; it also applies to paragraph text. And the other adjustment we can make to make text easier to read is to adjust the spacing. We're going to look at those two things now using our TwoTrees presentation. We left off looking at the Management Team, but we are going to go to slide number 5, where we see a paragraph of text under the title, Our Story. In this case, we're using the Title and Content layout, and in this case the layout is text.
Now, whoever typed this in typed it in and a bullet was created automatically. So that's something we can turn off. So let's go inside this paragraph and click and drag to select the entire paragraph. You'll notice you can't drag over the bullet. All you can do now is turn that off by going up to the Paragraph group, with the Home tab selected on your Ribbon, and click Bulleted List. That turns it off. So you can see what happened. There was a little bit of space before and after the bullet, and that's part of the indentation. But we can also adjust the indentation for an entire paragraph by going into the Paragraph group here on the Ribbon, and you'll notice that the Indent button is still available to us.
So we can increase or decrease indents, just like we did with bulleted and numbered Lists. If we click Increase Indent, you'll notice it's increased by the default value, which can be adjusted by the way, and it looks to be about a half inch. Click it again, and it's indented again. Notice the font size is shrinking to accommodate the extra indents and the lack of width that we're creating because of it. Now, we can also go to the opposite button to decrease the indent, and with each click, we remove those indents.
Sometimes you just want to indent the first line, and in that case you wouldn't use either of these buttons. You'd just click before the very first word, in this case, the Year, in our paragraph, and then press your Tab key, and that indents the first line only, known as a first-line indent. Well, let's hit the Backspace key or Delete key on your keyboard to take that out, and we're going to go up to our Line Spacing options now. This looks a little bit crowded, and we can increase the space between the lines without actually using our Return key. We want to keep it as a paragraph, and as soon as you hit Return at the end of a line, you're starting a new paragraph.
So, to be able to apply some of these Paragraph options, we need to keep it as a paragraph, but we'll adjust the spacing. If you have multiple paragraphs, you can click and drag over them. Let's just select the entire first paragraph here by clicking and dragging, and go to the Line Spacing button that appears right next to the Indent buttons. So, when we click this, you're going to see a list of preset options to choose from, including the one that's currently selected; that's the check mark 1.0, or what we would call single spacing. If you want to try out double spacing, that would be - you guessed it - 2.0. Let's try it.
Now with double-spaced, it's still a single paragraph. We got those extra spaces in between each line, but they were put there by our Line Spacing option. So that's a little bit too much; we can go back to the same button now and try maybe 1.5. And when we do that, you can see that's a little bit easier to read, and it's not overly spaced. There are some additional options to check out too, if you want. Click the Line Spacing button and then click Line Spacing Options down below. This is a shortcut to the Format Text window that we would access from the Format menu.
In this case, you can see Paragraph is selected and all of our paragraph formatting options, including alignment, are there. There's the indentation options, and you've also got those spacing options. So, the spacing that you see here for Before and After mean before or after a paragraph. If you've ever typed in a paragraph and then you press the Return key, you know it goes down to the next line and starts a new paragraph. If you want extra space between those paragraphs, you shouldn't be hitting the Return key another time; just adjust the Spacing here, so the extra space is inserted for you.
That way you're not creating a new blank paragraph and then pressing Return to start another paragraph. Here is our Line spacing; you could see it is set to 1.5 lines. When we click this, there are some other options here, but not as many as we saw from the Ribbon. We'll just click OK, and it takes us back to our slide. We'll click off the slide to deselect it, and that looks much easier to read.
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