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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.
If you've ever used the Find and Replace functionality often found in word processing applications like Microsoft Word, you'll be happy to know that PowerPoint has that same functionality; they are shared throughout the Office suite. So if you need to find content quickly, it's easier to use PowerPoint than to try and do it yourself - probably a lot faster - and if you need to find something and replace it with something else, you can save even more time. So let's start with our TwoTrees presentation here, trying to find some content.
We could go to the Edit menu, but you'll also notice, up on the toolbar in the very far right-hand corner, you'll see Search in Presentation. There is a field there for searching. You just click inside, and type what we are looking for. Let's type in the work 'garlic,' for example. Now when you press your Return key on the keyboard, you are going to go to the first occurrence of the word 'garlic' in this presentation. You'll notice it's in our Products slide. Not only does it take you to that slide, but it also highlights the word for you, so you see it there, and if you needed to make changes to it, you could.
So this is slide 12. If we press Return again, you can see what happens. It moves us to that next slide, and in this case it's looped around to slide 11, and it also appears there on slide 11. Press Return again, and you are back to slide 12. So it only appears on those two slides. Each time you press Return, you are going to flip-flop between the two slides. What if you want to find something and replace it with something else? Well, you could go to the Edit menu again. Notice also that this little field here we typed in garlic has a magnifying glass and a dropdown.
You can access the Replace function from there as well. So let's click Replace. It opens up this little window. Now what you search for last will appear there, but it is selected, so you can type right over it. Let's say, for example, that we typed in someone's name incorrectly. We'll just navigate up to the slide with our management team. And this whole family with the last name Vitalia, really it's incorrectly spelled, should be Votalia. So there's so many occurrences that this is going to be a lot faster using a replace functionality.
So in the Find what field, we are going to type in what we are looking for, type in the Vitalia, and down below the correct spelling. And now we have some options here. We can match case, so only occurrences where we see the capital V in this case, or it could be the whole word only, and this is handy if you are looking for shorter words that might be included in bigger words, like the word 'the' which might be part of the word Theme, for example.
So we don't really need that in this case, because we are looking at a proper name. Now we have some buttons on the right- hand side. Find next is going to take us to the first occurrence, which is right at the top. Now when we click Find next, it's highlighted, so we can now move a little further down and choose Replace, which will replace it, and move to the next one. And we can keep clicking the Replace button until they're all fixed. Or, if you're confident that the word - in this case, 'Vitalia' - won't be included in some larger word or maybe somewhere it exists this way and doesn't need to be changed, well, then you might want to consider using the Replace All button.
When you click Replace All, look at that. There were four more replacements that were made, and you click OK. So it did it a lot faster than we could have. And this is throughout our presentation, not just this slide, so we saved a lot of time not having to locate the incorrect spelling of Votalia, and we saved a lot of time by not having to edit the incorrect spelling. So that's all fixed for us. We can click the close button now to return to our presentation. And as we scroll up, for example, and go to our story, notice that it's fixed here on slide number 5, and we weren't even on slide 5 when we ran the Find and Replace function.
There is some advanced functionality as well. This time let's go to the Edit menu, and we'll go down to Find, and you'll notice Find is available here. We have also got Replace. And there it is: Advanced Find. We could have got that from the very top- right corner of our screen as well, but here you can see we can type in what it is we are looking for. We can match case, find whole words only, all the stuff we saw from the Replace. There is the Replace button. It gives us the double option now to find something and replace it with.
So we can go through the Edit menu or we can go through the Find field that appears in the top right- hand corner on our toolbar. However you go about selecting it, it's going to save you a lot of time when it comes to locating content and replacing that contact with something else.
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