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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.
With PowerPoint 2011, you can create your own drawings or graphics by using some of the drawing tools available to you. Here we're going to take a look at some of them, with a focus on something called SmartArt. So, still working with our album presentation, let's go to slide number 5 by clicking it in the Thumbnail pane. Here we have a blank slide with a title for our Management Team at a GLANCE, a perfect slide for creating an organizational chart. There is a couple of different ways we can do this. Traditionally with the Home tab selected on the Ribbon, you probably think about going up to the Shape button, give that a click, go down to rectangles and select a rectangle, for example.
Then click and drag to draw it, double-click inside to start typing text, maybe even change up the style a little bit. Then go back to the Home tab and insert a subordinate by clicking Shape again, down to Rectangle, selecting the rectangle and drawing another one. Maybe this time when you double- click, it will be the EVP for Sales. Now you want to connect these, so you would go back to the Home tab, back to the Shape button, and at the top you've got Lines and Connectors.
A standard line will allow you to draw lines that connect, but there are some fairly intelligent options here, like the Elbow Connector. These connectors, anything that says connector, will stay connected, so there are some options here with intelligence. Let's go to the Elbow Connector and test it out. When you move your mouse pointer inside a shape, you'll see the handles turn red. That's because you're about to connect them. So let's go to the bottom center, for example, for CEO. When you get over the red connector, click and drag diagonally down to the EVP-Sales and let go in the red connector at the top center.
They are now connected. We know they are because we see the red at each end, so you didn't miss. So what is the intelligence? Well, if we go into our EVP rectangle with the four-sided arrow, click and drag this down and over to the left, notice it stays connected. We drag it back up, it stays connected. It's redrawn for us. So it's somewhat smart, but it's very tedious. You have to draw all of your boxes and enter your text. Eventually, you'll have a nice looking art chart, but there is a better way. So let's press Delete to remove each of the items we drew. Just click once to select and press Delete until they are all gone.
This time I'm going to go to SmartArt. SmartArt has its own tab on the Ribbon. When you give it a click, you'll see different types of SmartArt graphics that can be drawn: pictures, relationships, lists at the beginning. When you click these you'll see a number of different styles to choose from. Lots of different lists, for example, lots of different processes, lots of different diagrams that can be used here. If we go to Hierarchy, that's where we find the org chart. A number of org chart options, including this fourth one. I like it because you can add text and a picture even.
We'll select it, and we'll experiment a little bit with this. So we can size this and move it around by going to the border. You'll notice now, you've got text, and you've got icons representing the pictures. You may also be looking at the Text pane. The Text pane appears on the left. Usually by default it opens up if you never used this before, but it remembers the state you were in the last time you used it. So if you close it up, this what it's going to look like the next time you use this feature.
So let's open it back up. Now we can do our editing here inside the graphic or in our Outline View, depending on your preference. Right now, you can see the cursor flashing at the very top, and that's the equivalent of clicking Text over here at the top. Notice how the whole thing is selected now in our Text pane. Let's just type in CEO. Notice the size of the font. I say that because when we click Text for one of the subordinates, say the one down on the left-hand side, and type EVP - so far so goo - but we're going to add Sales.
So leave a space and type in Sales. Notice it's too big to fit inside the placeholder, so it's sized down and wraps around, but everything else is also sized down. So it's consistent. That's part of SmartArt. We go over to the other subordinate and type in EVP Marketing, a bigger word even, and again, everything sized down accordingly. So we could be doing that by clicking anywhere in our outline. You also have buttons for adding additional subordinates or removing them.
So let's say, for example, our EVP of Sales here, if we click what it says Text and click the border, you'll notice the entire thing is selected inside our outline in the Text pane. Hit Delete on your keyboard. You just removed one of the subordinate, and all of the graphics are resized for you and the fonts inside the text placeholders. If we go back down to our EVP of Marketing now and just click anywhere in the empty Text and add one by clicking the Add button, you can see now everything is resized again.
We've got our brand-new subordinate. So I'll just remove that by clicking the Remove button if we don't need it. So you have the Text pane to help you along with this, but you can also just continue to work inside the diagram itself. Let's go up to the CEO and click the Picture icon. This allows us to navigate to the location of our headshot - if you got the exercise files - and insert it. It gets inserted inside the circle, just like that.
Now we can also change the look and feel of our SmartArt Graphic. Let's just go up to the dropdown here and take a look at some of the options. Here're some 3D options. It kind of looks like a button now. But notice it affects all of the graphics here, not just the one we're working on. Again, it's SmartArt. You can click the dropdown one more time. Let's go to one that's got a beveled look maybe. Metallic Scene, it's called. That's a cool effect. There's our CEO at the top.
We've got our SmartArt Graphics that we can add or remove subordinates as needed, and everything will be adjusted accordingly for us, saving us a lot of time and energy. So I'll just click off slide to see the end result. Very nice!
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