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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 been typing away, adding text to a slide in your presentation, and you know you've made a typing error and you go back to fix it, and it's not there, the good news is you're not losing your mind; what's happening is PowerPoint is automatically correcting certain things for you. AutoCorrect is part of the Microsoft Office Suite, and it's available here in PowerPoint of course. We're going to take a look at it now, using our TT_Tour presentation. We're going to go to slide two, where we see our bulleted list. First, let's see it in action. We'll click after the fourth bullet point, press Return like we are going to start a new one, and let's type in, 'Your most embarrassing moment.' We'll type in the word Your without capitalizing it, y-o-u-r, and then leave a space.
Automatically, it's capitalized, and you may have seen something flash under the Y. Well if you click anywhere inside the word 'Your,' you'll see what it was. It's that little icon representing the AutoCorrect button. And it's actually a menu. When you click this, you'll see a few options. We can undo that capitalization if we really didn't want it, but we do so, we won't select that. We can stop automatically capitalizing first letters of sentences, which is an option that can be turned on or off. We can do it right from here. Or we can go right to the AutoCorrect Options, which is the same as going to PowerPoint > Preferences and selecting AutoCorrect.
Let's just leave it for now. We'll just fill in the rest of our text by clicking after 'Your,' and we'll just type in 'most embarrassing moment.' There we go. We don't need another one after 5. That's good. So there we go. We've got our text in there, and it was automatically fixed for us. Other things happen as well. Let's go up to 'Your favourite olive oil flavor.' Over here, just left of 'flavor,' you can click before the f and put in a round bracket. And really, your favorite olive oil means 'the flavors.' So let's type in the word the, but we'll type t-e-h, a common typo, and hit the Spacebar.
It gets fix. It's automatically replaced with the correct word, t-h-e. So you can see, AutoCorrect is automatically on, doing things for us. So let's check out those Preferences. Again, we could click in the word, click the button, and select Control AutoCorrect Options, or go to PowerPoint, select Preferences, and make sure AutoCorrect is selected. Here you'll see AutoCorrect and AutoFormat options in this window. So what's going on here? Well, Show AutoCorrect Options Button, we saw the button when we click back in the word.
It appeared under the letter that was fixed. Correct TWo INitial CApitals. If you accidentally hold the Shift key too long when you're trying to capitalize something and you get two capitals, it will take out the second one for you. Capitalizing the first letter of sentences, we saw that with our new Bullet point. Names of days will automatically be fixed. You can turn any of these off with their check boxes and then down below, Replace text as you type. And this is the long list, down below, of things that will be replaced.
You'll see in the left-hand column what's being replaced and in the right-hand column what it's being replaced with. Sometimes people type corporation without the r. It is a common typo. There is the correct spelling. You can select any one of these and delete them if you don't want them, but you can also add things as well. Let's just scroll down to the Ts because the one that we tried was the word t-e-h, and it was replaced with the word 'the,' and if you scroll down you'll find it there.
There we go; teh is replaced with the. So let's say you want to add your own. Maybe you get tired of typing Two Trees Olive Oil Company. Well, in that case, in the Replace field you type in what it is you're going to type. Let's try ttooc, short for Two Trees Olive Oil Company. Well in that case, it's a bunch of letters that would never appear as a word on their own anyway. So we'll go over to the With field now and type it in the way we want it to appear: Two Trees Olive Oil Company.
I better spell it correctly. There we go. This is something I've used forever. I once worked for a number of years at the Children's Hospital of Eastern Ontario and what a pain it was to type that all the time, so using the short form like this is a great option. Now all you do is click Add to add it, and from now on you'll be able to type ttooc to get the Two Trees Olive Oil Company. So let's click OK, and let's try this out.
Let's double-click the Introductions title here on slide two, and type 'ttooc,' and nothing happens till you either press Return or hit the Spacebar, so PowerPoint knows that's the end of what you're typing. We'll hit the Spacebar. There it is: Two Trees Olive Oil Company, just like that. What a nice time saver. So anytime where you think you're making a typo, you go back to fix it, it's been fixed for you, it's AutoCorrect. If they're certain options that you don't like about AutoCorrect, remember you can go to the Preferences and change them anytime.
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