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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.
Sometimes, a text you place on a slide in PowerPoint needs to be a list of points, or maybe a list that needs to appear in a certain order. In those cases, you want to take advantage of the list functionality in PowerPoint for creating bulleted or numbered lists, and that's what we're going to do right now. We're going to start with our TwoTrees5 presentation here. We're looking at the title slide. And if we go to the New Slide dropdown, and we go to any of the slides that have content, such as Title and Content and click there, you'll notice that down below, where it says Click to add text, you're automatically creating a bullet.
When you click in there and start typing, you're actually creating your first bullet. So let's say you want to type in your own name and press Return: you get the second bullet. But we actually don't need the slide, so we'll just click the thumbnail on the left-hand side and press your Delete key. Now, if you look at the next slide that actually appears in our presentation with the Introductions, you can see there's an order here: your name, your hometown, favorite olive oil, job position. All of these items should be listed, and they could be either bullets or numbered, because in this case, there is a certain order to follow.
So I'll just click and drag across all that text, so you don't have type it in. It's already there. And to create a bulleted list, simply go up to the Home tab on your Ribbon, in the Paragraph group, you'll see two buttons there: one for creating a bulleted list, the other, a numbered list. Each of these buttons also has a dropdown so you can choose different styles. So let's start just by clicking the Bulleted List button. This gives us those default bullets we saw when we created a brand-new slide with content. Click the button again.
It turns the bullets off. Maybe it should be a numbered list. We'll click the Numbered List button, and here you can see now they're ordered: 1, 2, 3, 4. Click that button, and it toggles off. Let's go to the dropdown next to Bullets now and look at some of the bullet styles you can choose from, so if you want to spice it up a little bit; for example, check marks. This would apply to such a list where we have to check off each item. Or if we go to the Numbered List dropdown, you'll notice different numbering styles as well: with periods, without, with round brackets, circled numbers, we even have Roman numerals if you want to do that.
Let's leave it at Roman numerals, and we'll just scroll down our list of slides here until we get into the History section, and you'll see slide number 6 has the management team. Here's an example where we're going to use a bulleted list, and some of these people are actually subordinates of others. So we're going to talk about indenting as well. So let's just go inside here. We'll just click and drag across all of the names, so they're all highlighted. We'll go to the Bulleted List dropdown, and let's just choose something like the diamonds. So, we've got a list of names here.
Let's say Tony and Andrew are subordinates of Maria. Well, in that case, we could select those two, by clicking and dragging again, and use the Indent button, which is in the Paragraph group. This allows us to increase the indent. Right now, we can't decrease it, because we're at the first level. Click Increase Indent, and you can see there's a style applied to our bullet here. Click it again and you go to the third level, which is a mistake, so you can go back by using the Decrease Indent. By the way, the keyboard shortcuts for this are Tab and Shift+Tab.
Let's say Andy Young is a subordinate of Jimmy Vitalia. So we'll just click. We don't have to select the name because it's only one, and we'll increase that indent, and now we've got our bulleted list appearing the way we want. And of course, you can go in and make changes to the bullet and number styles as well, aside from those presets we saw. Let's just click and drag across the whole thing now, and we'll go up to the dropdown next to our bulleted list. This is shorter than going up to the Format menu. When you click Define New Bullet, it's going to open up the Format Text window here, with Bullets and Numbering already selected. And you can see your current selection.
We have the style for Bullets already selected here; Numbering also appears up here. If we want to change the color, the size, or even create a custom bullet, we could do that. Let's start with the custom bullet. You'll see some presets to choose from. You can go and select your own characters. You can even choose the pictures. If you had a little picture of yourself, for example, that could go next to your name, that would be an option. Let's just try one of these 3D check boxes here. It now becomes the selected one. If you want to change the color, you can do that as well.
Let's go to a nice, dark olive green and click OK. You can see, there it is. It's the same size as the text, in other words, 100%, and that was another option. If we go back to the dropdown and click Define New Bullet, if you wanted the bullets to be a little bit smaller than the font size, you can just click the down arrow or type in a figure. We'll go down to 90 and click OK. Now the bullets are slightly smaller than the text, and of course, you can make them larger if you wanted to; it's totally up to you.
We'll deselect to see the end result; it looks pretty good. So, when you need to create order for a list of items, you might consider a numbered list. If there are point forms, list items that need to be bulleted, you also have Bullet options. They're all available to you here using the Bulleted and Numbered List functionality here in PowerPoint.
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