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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.
Templates allow you to create new presentations with a lot of the formatting and the design created for you, with placeholders telling you where to place text so it looks great. What you can also do in PowerPoint 2011 is create your own templates, and that's what we're going to do right now, using our NewHire8 presentation. It's got a different theme that's being used here, some different content. As you create your presentations, you may realize, down the road, you need to reuse this presentation, maybe with updated information.
In that case, it's an ideal candidate for creating a template. Let's start though, by looking at some of the templates that are available to you by clicking File and then New from Template. Now anytime you go to create a new presentation, by default, you are going to see this Presentation gallery, and under Templates, you'll probably see all selected, allowing you to view all of the templates that are available to you here in PowerPoint. As you hover over the thumbnails, you'll see some of the slides, using that particular template. If you go to My Templates, you should see nothing if you've never created a template in PowerPoint.
That's all going to change. So let's click Cancel. And with our NewHire presentation, we'll create a brand-new template from this. So all we do is go up to File and Save As; it's as simple as that. We're going to change the format. So it won't be a presentation. It would be an actual template. To do that, we go to Format dropdown, and we choose a template format. You can choose the new format that's used in PowerPoint 2008 and 2011 - POTX with the new XML extension - or you can go back to previous versions of templates, going back to PowerPoint 97-2004, if you think that you'll be allowing people who have yet to upgrade to use this particular template.
Well, let's choose PowerPoint Template POTX. Look what happens right away. The location is changed to the My Templates folder, and I'll show you where that is momentarily in case you want to delete templates. That's where it goes. You might want to change the name from NewHire8, the name of our presentation, to just NewHire Template, maybe. Now when you click Save, it will be saved to that default location. You really don't want to fiddle with the location because when you go back to create your new presentation, you'll go to My Templates, and you'll see it there; you won't have to search for it.
Notice that we are now working on the template itself. POTX is the extension. Any changes we make now to what we see here will be changing the actual template, not the original presentation. Let's just minimize this for a second. I want to show you in Finder exactly where you're going to find your NewHire Template. As we scroll back here, you'll notice it's quite a lengthy path. It's hidden away. First of all, on your own hard drive, in the Users folder, you'll look for your own username. Then you'll go to Library.
From there, under Library, you'll select Application Support. Then select Microsoft, then Office, and you can see this list really goes on. From Office, you'll choose User Templates, then My Templates, and that's where you'll see it. I only show you this because if you need to delete a template, this is where you go to find it. Just right-click and move it to the trash if you don't want it anymore. But we're not going to do that; we're going to test this out. So we're going back to PowerPoint. This is the template. We're going to close it up, and we'll go back up to File now, and choose New from Template.
So let's say, a couple of months later, we're going to do another orientation. We'll make sure My Templates is selected, so you might see All by default. There is NewHire Template right there. You'll also see it under My Templates, all by itself. You'll click Choose. Now, you've created a brand-new presentation using the template. Notice the name at the top; you'll see Presentation and then a number next to it, representing a brand-new presentation that has yet to be saved. So you can go in here and start making changes to it.
For example, where it says December 2010, you might change December to January, and it might be 2011. And then you continue through the various slides, making those updates, and then of course, when you go to Save, clicking the Save button assumes that you want to save this new presentation, and you get to choose your location and your name, because you have created a brand-new presentation using one of your templates. We'll just click Cancel.
Hopefully, you can see the time saving that can be accomplished using a template. If you find yourself updating your presentations on a regular basis to reuse them, why not create a template from it and save yourself a lot of time?
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