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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.
So you've got your presentation ready to display in front of your huge audience, and the last thing you want is to have spelling errors on any of the slides in your presentation, so there is some functionality built into PowerPoint to help you with that. We are going to work with our TT_Tour presentation here. We're on slide number one. And to check the spelling, the easiest way is to simply go up to tools and select Spelling, at the very top. Now this opens up a little window that we can move around our screen, and you can see it's going to go to the first word it doesn't recognize in the dictionary, in this case hometown missing the e, and you can see what slide it's on.
It's selected over here in the Navigation pane. It's slide number two. So now have some options. First of all, you'll see down below Suggestions for the correct spelling of hometown, and since there's only one, it appears in the Change to field. So there's the incorrect spelling at the top, and that's what we can change it to, if we go over to the right-hand side, and we change it by clicking the Change button. Now if you wanted to ignore this - it's not a typo, maybe proper names, for example we'll see in a moment, you've got some Ignore options.
We can change it here or every time we see hometown without the e, change them all in this presentation. It will happen in an instant. We can even add it to the dictionary or get other suggestions, but we've got the right word there. All we have to do now is click Change, and it's fixed for us. So notice, now on the slide, it's corrected, and it moves on to the next word, for word 'favourite.' Now you can spell the word favourite this way. The US spelling we wouldn't the U, but in Canada and Great Britain, for example, we would use the U. So in this case, you'll see the correct spelling - the US dictionary is the default dictionary that's being used - and you can see some other Suggestions down below, including the plural.
So in this case, you might want to add this to the dictionary, by clicking the Add button. That way it will never stop at this word again and treat it as a spelling error, or you might choose to ignore it. By clicking Ignore, you simply skip over it, and it goes on to the next slide where it finds a word that's not in the dictionary; in this case you can see it's a proper name. Now this name does appear throughout our presentation so this is an ideal scenario for clicking the Ignore All button. You could even add it to the dictionary, but you have to be careful about how much you add to the dictionary here in PowerPoint, and keeping in mind that the dictionary we use here is shared amongst all of the applications in the Office 2011 Suite.
So it's usually best just to choose Ignore All, so it won't stop at every occurrence of that proper name, and now we arrive at one that's really just the short form for picking, and that's a good one to Ignore. Here we see the word, or the abbreviation for continued without the period, so in this case we might want to change that. And if you know it appears more than once, choose Change All, and it won't stop at the other. Same thing goes for ounce. You can see that does appear several times. And on your slide, whenever you see something with that red squiggly line under it, that's the spelling being checked and corrected sometimes on the- fly.
In this case, when you see the red squiggly line it hasn't been corrected, but it has been shown to you, and that's spelling as you go: something we'll talk about in a minute when we look at the Preferences. So in this case we do want to choose Change All to change them all, and eventually there will be no other spelling mistakes found, or typos, and you'll see this message, spell check is complete. All I have to do is click OK. That doesn't necessarily mean there are no errors. Sometimes you might mean to type one word and you type another word, just type something by mistake that happens to be an actual word. And in those cases you still want to proof the slides in your presentation.
Let's go up to PowerPoint for a moment, click it, and go to Preferences, because over here you'll see the Spelling option, and there are number of check boxes, most of which are checked off. Check spelling as you type. That's the red squiggly line. If you like seeing that, right away, creates a glaring image on your screen that tells you there's something wrong, if you like that, keep it checked. If you don't like those red squiggly line showing up all over the place, just simply uncheck this. Hide spelling errors is another option, if you want to see them, and you can keep this checked off and just simply turn these on and off as to your liking.
Always suggest corrections. The suggestions that you see are because this is checked off. We can ignore words in uppercase and with numbers. So if there are any combinations where you've got letters and numbers, alphanumerics, or a word is in all uppercase, sometimes acronyms appear that way, they'll be ignored. So you won't have to skip over them when you're running your spellchecker, just so long as these are checked off. So you've also German post-reform rules being used by default, and you can see we've got French modes here, Traditional, New spelling, Traditional and new spellings, combining them both.
So we'll just click Cancel here, so we don't actually change anything, and click off the slide to deselect anything that has been selected. So that's there is to checking your spelling. Once you've got your presentation ready to show in front of your audience - again, the worse thing would be to have typos and spelling errors up there for everyone to see - run the spellchecker as one of the last things you do before saving your presentation and showing it.
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