IntroductionWelcome| 00:01 | Hi! I am Alicia Katz Pollock and I would like to
welcome you to PowerPoint 2010 Power Shortcuts.
| | 00:09 | In this course, I will show you a number of
tips and tricks designed to make you more
| | 00:12 | effective and efficient with PowerPoint 2010.
I will show you how to customize the interface
| | 00:17 | with helpful tools. We will take a look at
techniques to speed up slideshow development
| | 00:21 | from keyboard shortcuts
to working with outlines.
| | 00:23 | I will walk you through ways to import and
export content for Microsoft Word, previous
| | 00:28 | PowerPoint slideshows, and other applications.
We will also explore a number of ways to work
| | 00:32 | with images so you don't have to roundtrip
your artwork into advanced graphic applications.
| | 00:37 | Whether you are new to PowerPoint or a
master presenter, I am going to show you a number
| | 00:40 | of techniques that will save you time and
effort. As a PowerPoint user who loves any
| | 00:44 | shortcuts that shave minutes or even seconds
of my development time, I am excited to share
| | 00:48 | my tricks with you. So let's start right
in with PowerPoint 2010 Power Shortcuts.
| | 00:53 |
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| Using the exercise files| 00:00 | If you are a premium member of the Lynda.com
Online Training Library, you have access to
| | 00:04 | the Exercise Files used throughout this title.
As you watch this course, you'll see that
| | 00:09 | I have the Exercise Files folder saved on
my Desktop, and I drag the folder
| | 00:13 | into my Favorites for easy access.
| | 00:16 | The Exercise Files are organized in folders
labeled Chapter 1, 2, 3 down to 10.
| | 00:23 | Inside each folder are files numbered to match
each video in the course. 01_02_masters
| | 00:29 | means Chapter 1, video 2 about slide masters.
Use these files to follow along with the video.
| | 00:35 | Any additional images or documents used in the
video are also included in the folder.
| | 00:40 | If you are a monthly member or annual number
of Lynda.com, you don't have access to the
| | 00:44 | Exercise Files, but, you're welcome to try
the techniques on your own slideshows.
| | 00:48 | Let's get started.
| | 00:53 |
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1. Top Ten TipsAutofitting text| 00:00 | By default, when you enter content in PowerPoint
that's longer than the space available
| | 00:04 | in a Placeholder, the text will automatically
shrink to fit. Sometimes it's perfect,
| | 00:09 | but other times overflowing the textbox is fine
or resizing the textbox may be even better.
| | 00:15 | Let's take a look at three places where AutoFit
is controlled. I'm going to click on Slide 2,
| | 00:19 | and in the Placeholder, I'm going to type
Since 1973, our museum has been at the forefront
| | 00:25 | of contemporary art and design. Notice that
as I type the text shrunk to fit the box.
| | 00:31 | Now over on the left-hand side there's a Smart
Tag and when I click on it by default it says
| | 00:37 | AutoFit Text to Placeholder, but I can tell it
to stop fitting the text to this Placeholder
| | 00:42 | and then it will overflow the box. This
effect is just for this one Placeholder.
| | 00:49 | Now back on that Smart Tag, at the bottom
it says Control AutoCorrect Options.
| | 00:54 | When I click on it, it takes me to an AutoCorrect
window and I am on the AutoFormat As You Type.
| | 00:59 | And at the bottom I have two options,
AutoFit title text to placeholder
| | 01:04 | and AutoFit body text to placeholder.
The title text refers to the title of the slide
| | 01:10 | and the body text refers to any of the other
placeholders in the body of the slide.
| | 01:14 | If I uncheck them it will no longer do the
AutoFit and the text will stay the size that
| | 01:20 | it was originally. Now this is a default not
just for this file but for all of PowerPoint,
| | 01:26 | plus most the time I do find it helpful, so I am
going to leave this checked, and I'll click Cancel.
| | 01:34 | You can also get to that same AutoCorrect
options by going to File, down to Options,
| | 01:41 | over to Proofing and then here under AutoCorrect
Options, and again, here we are on AutoFormat
| | 01:48 | As You Type, and I'll cancel this window too.
| | 01:54 | Now there is one more thing that I can do,
while I'm clicked in this Placeholder
| | 01:59 | I have a new tab up here for Drawing Tools,
and so I'll click on Format. If I use the Launch
| | 02:05 | button in Shape Styles down here at the bottom
I have options for Text Box, and here in addition
| | 02:14 | to not Autofitting or autofitting the text to
Shrink it on overflow. I have a third option,
| | 02:20 | I can resize the shape to fit the text.
And notice that this box all of a sudden got
| | 02:24 | a little bit larger. I'll click Close. Now
the box is big enough for all of the text.
| | 02:31 | With these three methods for adjusting your
text Placeholder's AutoFit, you can choose
| | 02:35 | the default action that works best for you
and customize other text boxes
| | 02:40 | on an as needed basis.
| | 02:45 |
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| Working with slide and handout masters| 00:00 | I've had clients come to me for advanced PowerPoint
training, taking pride in how much they're
| | 00:04 | able to accomplish with the software.
But I've been surprised at how many people
| | 00:08 | don't take advantage of this one shortcut;
instead of applying formatting changes to all your
| | 00:12 | slides one at a time, you can make them
on the Slide Masters so that your changes are
| | 00:17 | made to all the slides at once. You can also
take a similar approach to the Masters for
| | 00:22 | your handouts and speaker notes as well.
Slide Masters are also covered in the PowerPoint
| | 00:26 | 2010 Essential Training, but I would be remiss in
leaving them out of this Power Shortcuts title.
| | 00:31 | So let's go to the View tab and over here we
have Slide Master. When I look at the Slide
| | 00:38 | Masters on the left-hand side, there's one
Main Master and then individual layouts below.
| | 00:44 | Any changes I make to the Main Master will
cascade down to all of the slides;
| | 00:50 | any changes I make to just one of these
layouts will only appear on that one layout.
| | 00:55 | So let's start at the top. I'm going to add
my logo to the presentation. I'll go to Insert
| | 01:02 | and Picture. And in my Exercise Files for
Chapter 1, I'll look at the images and here
| | 01:12 | I'll choose the SAMOCA logo. I'll come up
here to Height, type in 1 inch and then click
| | 01:18 | on Width to accept the change, and I'll pick up
my logo and move it up to the upper right-hand
| | 01:23 | corner. Notice that it instantly
cascades down to all of my slides.
| | 01:28 | Now, let's change one of the sub-layouts.
Scroll down to the bottom and choose the
| | 01:33 | Section Header Layout: used by slide 1. I'm going
to go ahead and click on the box, go to
| | 01:39 | Home and change this to 28 point. I'll make it Bold
and I'm also going to move it up a little bit,
| | 01:45 | so it's centered a little better. One
of my favorite changes to make in the Masters
| | 01:50 | is to customize the bullets, and
we'll do that later in the course.
| | 01:53 | Now, I'm going to go back to the Slide
Master tab and close it. Now, while we're talking
| | 01:59 | about Masters, let's go back to the View tab,
there is also a Handout Master as well. Right
| | 02:04 | here I can turn on and off the placeholders
at the top and the bottom for the Header,
| | 02:09 | the Footer, the Date, and the Page Number.
| | 02:12 | I want to go ahead and put my company name
at the top and my website down at the bottom.
| | 02:19 | Now, one of my favorite tricks is to change the
date so that every time I print the handouts,
| | 02:24 | the date updates automatically.
| | 02:27 | To do that, I'll go to the Insert tab and
over to Date & Time. I'll change the format,
| | 02:34 | and then down here I'll put a checkmark in
front of update automatically, and click OK.
| | 02:39 | Now, back on the Handout Master, I can also
change the Handout Orientation from Portrait
| | 02:46 | to Landscape and the direction of the slides
themselves, although it's very rare that you
| | 02:53 | are going to do a presentation with Portrait-
oriented slides, so I'll change that back.
| | 02:58 | Now that I have changed my Handout Master so
that it has my company contact information,
| | 03:02 | I'm going to go ahead and close the Master
View. Now let's go up here one more time to
| | 03:07 | View and let's look at the Notes Master. The
notes are printouts you can make so that when
| | 03:11 | you're speaking up at the podium you
know what's happening on your slides.
| | 03:15 | So one of the things that I like to do is
highlight the text and bump up the Font Size
| | 03:22 | so that I can actually read it. I'll also
do the same thing to the date. I'll go to
| | 03:26 | Insert>Date & Time and make sure that the
date prints the current date automatically.
| | 03:30 | And when I'm done, I'll go back
to the Notes Master and close it.
| | 03:38 | Taking control of your PowerPoint slides at
the Master level means that you don't have
| | 03:42 | to repeat the same formatting on every single
slide. This can save hours and hours of work
| | 03:47 | and prevent inconsistent formatting. The
ability to customize your handouts and notes
| | 03:52 | is also quite useful, so that you
present your best work to the public.
| | 03:57 |
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| Working in Outline view| 00:00 | PowerPoint pros will tell to you that it's
much more efficient to build your presentation's
| | 00:04 | content first than to worry that its appearance.
To this end, instead of clicking around in
| | 00:09 | all your Placeholders to do your typing, PowerPoint
has an outline view, that allows you to focus
| | 00:15 | directly on your content. When I look at the
thumbnails on the left-hand side, I see that
| | 00:20 | there is a tab right here that says Outline,
and when I click on it, it focuses on the content.
| | 00:24 | I can resize this box by holding my cursor
over the edge until I get a double-headed arrow
| | 00:29 | and then dragging it to make it
narrower or wider as needed.
| | 00:34 | I can see that my slides are numbered and
this little icon here, I can click on it
| | 00:38 | to go to a slide, and when I click on it,
you can see that it highlights all the content
| | 00:43 | on the slide. So if I want to do any formatting
all I have to do is click on the slide icon
| | 00:47 | and anything that I change will be
applied to everything all at once.
| | 00:52 | You'll also notice that the content Placeholders
are numbered. Number one refers to this box.
| | 00:57 | Number two is referring to this box, and number
three is referring to this box. These features
| | 01:02 | make it easy to rearrange your slides.
For example, if I want to move slide number 6,
| | 01:08 | Customer Service Basics up above Rules of
Conduct, all I have to do is click on the
| | 01:12 | Placeholder and drag, and when I
let go, it will reorder the slides.
| | 01:18 | Using the Outline View also allows me to see
where I have extra spaces that I might not
| | 01:22 | have noticed. At the bottom of the left column
on slide 6, it just looks like an open space,
| | 01:27 | but when I see the Outline View, I can see
that there is actually a blank line there,
| | 01:31 | and sure enough when I click I can see where
the bullet is. So I can use the Outline View
| | 01:36 | to delete any extra spaces and unfilled bullets.
That tightens my outline just a little bit.
| | 01:43 | Now the best part of using Outline View is
entering new content. I want to add a new
| | 01:47 | slide 6 right after Customer Service Basics.
If I want to enter a new slide, all I have
| | 01:53 | to do is click at the end of this title placeholder
and hit Enter, whenever I hit Enter it will
| | 01:57 | always make another one of whatever I'm clicked on.
What that means is that because I was
| | 02:02 | clicked on the title of slide 5, it made a
new side 6 and got me ready to type-in the
| | 02:07 | title right here. Later when I want to add
a new bullet all I have to do is hit Enter
| | 02:11 | and it will make a new
bullet at that same level.
| | 02:14 | So let's add some new content right here.
Now, when I get to the end of my title,
| | 02:19 | Volunteer Roles and Responsibilities, and I
hit Enter, it makes another slide just like it
| | 02:24 | did before, but all I have to do is hit the
Tab key on my keyboard, and now that gets
| | 02:29 | demoted to a bullet on the same slide.
| | 02:30 | I will put in my first item and when I hit
Enter again, it gives me another bullet at
| | 02:35 | the same level. Again, I will hit tab to go
to the next sub-level, when I hit Enter again,
| | 02:40 | it makes another sub-bullet, but this time,
I will hold down my Shift key on my keyboard
| | 02:44 | and then hit tab to do a Shift tab and it
promotes the bullet up to the first level
| | 02:50 | of bullets again. I will hit Enter, makes
another bullet. I'll hit Shift to demote it
| | 02:55 | and when ready for my next bullet, I'll again do a
Shift tab to promote it up to the main bullet level.
| | 03:01 | And there you go, I put in all the text for this
slide without even clicking in the Placeholder
| | 03:05 | once. Using the Outline View eliminates distractions
and the need to click around on your Placeholders
| | 03:11 | from slide-to-slide when
building your content.
| | 03:16 |
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| Adding photo albums| 00:00 | Most of PowerPoint's built-in slide layouts
are text oriented. When you want to create
| | 00:04 | a presentation that's focused on images instead,
you don't need to build an entire gallery
| | 00:09 | by hand, instead take advantage
of PowerPoint's Photo Album tool.
| | 00:14 | So here I have a slideshow about our museum
and it would be nice to end the slideshow
| | 00:17 | with a few slides highlighting the
kinds of art that are featured at SAMOCA.
| | 00:21 | Now normally I would have created these
slides by inserting a picture, adding a caption,
| | 00:26 | and then moving on and repeating those steps.
Instead, I am going to go to the Insert tab,
| | 00:32 | and click on Photo Album.
| | 00:34 | First, I'll insert my images by clicking
Insert Picture from File/Disk. I'll go over to my
| | 00:41 | Exercise Files for this course in Chapter 1,
and here I have five different images.
| | 00:46 | I can add them one at a time, or I can click
on the first one, hold the Shift key and click
| | 00:52 | on the last one. I'm not going to insert my
logo. I'll click on the Insert button
| | 00:58 | and now all my pictures are listed.
| | 01:00 | If I want to add a text slide, for example,
to introduce a section of images, I can click
| | 01:05 | on New Text Box. Once that's inserted, I can use
the Up Arrow to move it where I want it to go.
| | 01:11 | If you have a text box or an image that you
no longer want, you can click on Remove and
| | 01:16 | it will disappear.
| | 01:17 | Now, I am going to go to my third picture
that has the flowers. Under the Preview
| | 01:22 | you have buttons for Rotating your images,
adjusting the Contrast to make it lighter and darker,
| | 01:32 | and working with the Brightness as well.
| | 01:34 | You also have a button on the left-hand side
that will make all your pictures black and white,
| | 01:38 | but that doesn't work very well
for a museum, so I'll uncheck it.
| | 01:41 | Now, notice that this Captions button is grayed out.
This is only available for some of the layouts
| | 01:46 | that we're about to see. Now, down at the
bottom of the window we have Picture layout.
| | 01:49 | Right now it says Fit to slide, which will
expand our images to take up the entire slide.
| | 01:54 | I'll drop that down, and I can have
one, two, or four pictures on a slide,
| | 02:00 | with or without a title.
| | 02:01 | I'm going to go ahead and choose 1 picture
with title and I can see the Preview right here.
| | 02:06 | I'll click Create. It will think for a
minute and then the Photo Album is actually
| | 02:11 | going to open up in a brand-new presentation.
It automatically titles itself Photo Album
| | 02:18 | and then here are each of my
pictures with a place to put a title.
| | 02:23 | Now, I have a lot of other options available
to me as well. I want to go back to the Insert tab,
| | 02:29 | and under the Photo Album button there is a
drop-down. The bottom option is Edit Photo Album.
| | 02:34 | And when I click on it, it takes me
right back to my dialog box. I want to
| | 02:39 | change my picture layout to 2 pictures with
no title. This time I am going to add the
| | 02:45 | Captions below the pictures, and I am going
to change the Frame shape from Rectangle to
| | 02:50 | Rounded Rectangle to give
it a little bit of flair.
| | 02:53 | When I look back at my pictures in the album
I can see here's my first slide with these
| | 02:58 | two pictures, here is my second slide
with these two pictures, and my third slide.
| | 03:02 | I think I am going to make my flowers my
stand alone picture. So I'll click on that image
| | 03:07 | and use my Down Arrow to move it down to the
bottom. When I'm done, I'll click on Update.
| | 03:15 | Now each of my slides has two images and rounded
rectangles with a caption right below that I can edit.
| | 03:24 | Now when my slides are ready, I am going to
click on my first slide that I want and hold
| | 03:28 | the Shift key down, click on my last slide,
so that these three slides are highlighted.
| | 03:32 | I will use Ctrl+C to copy. So now I'll go over
to my other slideshow, click on the last slide,
| | 03:38 | and I will do a Ctrl+V to paste the slides.
There they are now at the bottom.
| | 03:43 | Now, because of my theme, I do see that they
overlap the bar a little bit, so I am going
| | 03:48 | to Shift+Click on both of my two pictures and
drag them down, and do that on each of the slides.
| | 03:53 | And I am going to resize my watercolor so it's a
little smaller, then move it in to the center.
| | 04:05 | Using the Photo Album feature can save hours
of time by letting PowerPoint create the slides,
| | 04:10 | insert the images, caption them, and
format them as a group instead of individually.
| | 04:15 |
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| Creating custom bullets| 00:00 | Let's take a look at Slide 5 in our presentation.
By default, many design themes use round bullets
| | 00:06 | for first level bullets and dashes for second level;
others have variations, but for the most part
| | 00:11 | the bullets are fairly straightforward.
You have the ability to customize your bullets,
| | 00:16 | including changing the size, the shape,
or the color. You can even use images.
| | 00:21 | So the first question I always ask myself is
do I only want to change the bullets on
| | 00:25 | this one slide, or do I want to change the
bullets across the whole entire deck?
| | 00:30 | And if that's the case, which it usually is,
I'll go to View, and turn on the Slide Master.
| | 00:36 | The next question is do I want to change all the
slides with bullets or just certain master layouts?
| | 00:40 | In this case I am going to work on the
Slide Master. I am going to start with the
| | 00:47 | third level and work my way up to the first,
so that I can demonstrate to you the
| | 00:51 | increasing complexity.
| | 00:52 | I am going to start by clicking in the third
level and then I am going to go to the Home Ribbon,
| | 00:57 | here's my Bullets button, and if I use
the dropdown, I can choose Bullets and Numbering.
| | 01:02 | I have several built-in options that
I could choose, but I am going to come
| | 01:08 | down here and click on Customize. This shows
me all the characters associated with text fonts,
| | 01:14 | and I am going to use this dropdown
to go straight down to Wingdings, which has
| | 01:20 | a lot of pictures and flourishes. I am going
to scroll down just a little bit until I find
| | 01:26 | these flourishes right here. I'll click
on this one and I am going to click on OK.
| | 01:32 | Now that I have a new shape for my bullet,
I want to change the color. So I am going
| | 01:36 | to dropdown Color and
choose the second to last, Aqua.
| | 01:42 | The next thing I am going to do is bump up
the size a little bit and make it 105% of my text,
| | 01:46 | just a little bit larger, and I'll click Ok.
Now I have a graceful little flourish for a bullet.
| | 01:53 | On the second level, I am going to try using
a picture. It will start the same way.
| | 01:57 | I'll go up to my Bullets button, drop it down and
choose Bullets and Numbering. I am going to
| | 02:04 | come over here and click on the Picture button.
Now your pictures may look different than mine,
| | 02:07 | depending on how your computer is set up.
I am going to go down about 30% or 40%
| | 02:11 | of my way down, and I am going to find this
teal bullet right here. I am going to
| | 02:18 | click on it and click OK, and now
I have a ball for my second level bullet.
| | 02:23 | Now, for your last trick, let's go up to the
main bullet level, same first step, dropdown
| | 02:28 | the bullets, and choose Bullets and Numbering.
We'll click on the Picture button again and
| | 02:34 | this time go down to the Import button. I'm
going to go to my Exercise Files, into Chapter 1,
| | 02:40 | and the images folder, and I'm going to choose
this image right here and double-click on it.
| | 02:46 | Now I'm going to click Ok. It has now
imported my image and it's using it as a bullet point.
| | 02:55 | I'll go back to the Slide Master tab in the
upper left-hand corner and close the Master View.
| | 03:00 | And now when I look at my slide 5, I can see
my new art image and the ball as my new bullets.
| | 03:08 | The ability to customize your bullets will
certainly give your slide decks much more
| | 03:11 | panache than they would have if you had
simply based them on PowerPoint's built-in themes.
| | 03:16 |
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| Using shapes to mask images and videos| 00:00 | For maximum wow factor, consider placing your
image or video inside a shape, so that instead
| | 00:05 | of a rectangle, it looks like a diamond, a
heart, or other appropriate form. We're going
| | 00:09 | to work down on Slide 11, and we'll start
by inserting a shape into the slideshow.
| | 00:15 | I'm going to go to the Insert tab and click
on Shapes. I'm going to insert a heart down
| | 00:21 | here under Basic Shapes. I hold the
Shift key down, so that as I click and drag
| | 00:26 | the heart stays proportional.
| | 00:29 | While the heart is selected, I'll go up to
Drawing Tools and Format. Here I have a button
| | 00:34 | for Shape Fill, I'll click on it and come
down here to Picture. I'll navigate to my
| | 00:40 | Exercise Files/Chapter 1/images and here I
have a picture of a couple looking at our art.
| | 00:46 | I'll double-click on it and now it inserts
itself into the shape. After your shape is
| | 00:51 | filled with an image, you can continue
to stylize the media with borders
| | 00:55 | and other shape effects, as we'll
describe later in this course.
| | 00:58 | To apply this effect to a video, it works
just a little bit differently. I will go to
| | 01:02 | Slide 10, here I have a video, we'll play
it in a little while. I'll click on it and
| | 01:08 | now I have a Video Tools Ribbon, I'll click on
Format, and this button right here says Video Shape.
| | 01:14 | When I dropdown the gallery, I'm going to look
over here to the Basic Shapes and find this teardrop.
| | 01:18 | It's important, again, to find a shape that
matches the concept being expressed in the video.
| | 01:24 | Since SAMOCA features design, the teardrop
gives it a little bit of interest, but it's
| | 01:28 | not tacky. Now, some of these shapes may cut
off your media though, so try and find one
| | 01:33 | with a large center area.
| | 01:35 | For example, we can't usually use the heart
shape like we did on the image, because the
| | 01:39 | photographer in the video will get cut
off by the cleft in the middle.
| | 01:43 | So I will click on this teardrop.
| | 01:45 | Now to refine it a little further, look for
a yellow diamond. Not all the shapes have them,
| | 01:49 | but some do. When I click and drag it,
it alters the shape subtly.
| | 01:54 | Once I have my video in place, I'll play my
slide, and I'll click on the video to start it.
| | 02:00 | (Jim Sugar: Photography was something that,
from an early age, it felt right to me.)
| | 02:06 | (Jim Sugar: And more importantly it
made me happy. And one of the very--)
| | 02:10 | I'll press Esc to stop the video, and press
Esc again to go back to the Normal View.
| | 02:15 | By inserting my images or playing my video
inside a shape, it departs from the normal
| | 02:20 | boring rectangles and allows me to further
enhance the attitude of my presentation by
| | 02:25 | choosing shapes relevant to my topic.
| | 02:30 |
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| Copying formats| 00:00 | Once you create a look-and-feel for your text,
you may want to use that formatting again.
| | 00:05 | You don't need to go to each location, and
apply the same font, size, color and effects
| | 00:09 | over and over again; you can replicate
the font formatting in four different ways.
| | 00:14 | The first way is to use the Slide Master
as we discussed earlier in this course.
| | 00:19 | This allows you to set your type formatting in
one place, and have it cascade throughout your
| | 00:23 | whole entire presentation.
Let me close the Master View.
| | 00:26 | The second way is to use the Format Painter
which applies an entire collection of custom
| | 00:30 | formats with just one click. I start by clicking
in the text that has the desired format.
| | 00:36 | This one has teal and shadow. Actually clicking
in the text is the hardest step to remember.
| | 00:41 | Now that I am clicked in it, on the Home ribbon
I will click one time on Format Painter,
| | 00:46 | and the next thing that I click on or drag
across will take on that same formatting.
| | 00:50 | Now, take a look at slide 7. Here, the word
Handle has several font formats applied,
| | 00:59 | and I want to apply those same formats
to all of the words in that acronym.
| | 01:05 | So again, I'll start by clicking in the word
Handle, and this time instead of clicking
| | 01:09 | one time on the Format Painter,
I am going to double-click on it.
| | 01:11 | This time, my cursor also has the addition
of the paintbrush, and so I literally can
| | 01:16 | paint across my words either by dragging or
double-click on a word to apply that same formatting.
| | 01:22 | When I'm done, I have to remember to
come up and click on Format Painter again
| | 01:28 | to turn it off, or hit the Esc key.
If you don't, the very next thing you click on
| | 01:33 | will also take on that formatting.
| | 01:34 | Now, the Format Painter has another version
of the same tool. Let's go to slide 6, and
| | 01:39 | take a look at the Animation Painter.
When I click in my left column of bullets,
| | 01:44 | and go up to the Animations Tab, I can see that I
have the Fade animation applied to all of my bullets.
| | 01:49 | I can easily apply it to the other side by
clicking on the Animation Painter, and then
| | 01:54 | simply clicking in this text holder,
and it takes on all the same animation.
| | 01:59 | We'll explore the Animation Painter
later in this course as well.
| | 02:01 | Now, my third way of applying text formatting
to multiple objects is to select them before
| | 02:06 | I start. I'll click on the word Do, and hold
my Shift key down, and click on Do Not.
| | 02:12 | Now, both of these two text boxes are
selected at the same time. Any formatting
| | 02:17 | I apply to one will apply to both.
| | 02:18 | I'll go up to Drawing Tools in the Format Tab,
click on the WordArt Styles gallery,
| | 02:23 | and I'll drop it down using the More button.
I'll choose this fourth option right here.
| | 02:30 | I'll change the Text Outline to the dark teal.
Then, I'll go Home, and make them both bold.
| | 02:38 | This way, I just cut my
formatting time in half.
| | 02:41 | Now, my last method, and one of my favorites, is using
keyboard shortcuts to replicate your formatting.
| | 02:45 | This is a true power shortcut.
I am going to go down to slide 8,
| | 02:51 | and start again by clicking in the
text that I want to copy.
| | 02:53 | Now, you're probably familiar with using Ctrl+C
to copy and Ctrl+V to paste text. If you add
| | 02:59 | in the Shift key, so that I'm doing Ctrl+Shift+C,
I'm doing a copy. But now, when I highlight
| | 03:07 | my target text, and I do Ctrl+Shift+V for
paste; instead of pasting the content,
| | 03:14 | I'm only pasting the formatting.
| | 03:16 | So, using all of these techniques to replicate
your formatting, instead of manually applying
| | 03:20 | the same effects over and over,
will not just save time but it also
| | 03:25 | helps you style your text consistently
across your entire presentation.
| | 03:30 |
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| Arranging graphics| 00:00 | When you have several images that need to
look harmonious on the page, you don't have
| | 00:04 | to align them by eye. There are extensive
tools to arrange the images. In addition,
| | 00:09 | once you've set them perfectly, it's a good idea to
group them into one large object that you can then
| | 00:13 | move and manipulate with ease, instead of struggling
to keep multiple independent graphics united.
| | 00:18 | I want to start by going to the View tab
and fitting my slide to the window.
| | 00:24 | Now let's go down to the last slide, Slide 10.
My next step is to insert several graphics and
| | 00:30 | I am going to show you how to do it all at one time.
| | 00:32 | Go to the Insert tab and click on Picture.
I'm looking in the images folder of my Chapter 1,
| | 00:38 | Exercise Files, and here I have six
pictures that I want to use and the logo.
| | 00:43 | I am going to click on the first picture and
then hold the Shift key down so that all of
| | 00:48 | them are highlighted, but then I am going
to hold down the Ctrl key and click again
| | 00:52 | on the SAMOCA logo, so that it's no longer
highlighted and won't be inserted onto the page.
| | 00:57 | Then I'll click on Insert.
| | 01:00 | All the pictures have been inserted onto
my slide, but they're all very, very large.
| | 01:05 | While they're all still highlighted, I'll
come up here to Height and I'll change the
| | 01:09 | Height to 1.5 inches, and then click on
Width and they'll all resize themselves.
| | 01:14 | Now I need to distribute them around the slide.
So I am going to move my images roughly to
| | 01:19 | where I want them to be on the slide.
| | 01:22 | Now, I want to make sure that they're all
lined up nicely. So I'm going to start by
| | 01:28 | setting my outside graphics roughly into place.
So this one needs to move over a little to
| | 01:33 | the left and I'll click on the first one and hold
the Shift key to click on the other left one.
| | 01:39 | Now I will come up here to the Align button
and I'm going to tell this to align the selected
| | 01:44 | objects, and now when I go up to Align, I'll
Align these to the Left and then I'm going
| | 01:51 | to click on this object in the upper right- hand
corner and Shift+click on this subject,
| | 01:56 | and I'm going to come up to Align again and
Align them Right, so that they move into place
| | 02:00 | Next, I want to do my top row. So I'm going
to click on the first image, Shift+click the
| | 02:07 | second, Shift+click the third. I am going to
come up to Align and I want these to align
| | 02:13 | right in the middle of the picture. So I'll
use Align Middle, and I'll do the same on
| | 02:18 | the bottom, Shift, Shift, Align Middle.
So when I do Align Middle, it's
| | 02:27 | aligning itself on these middle handles.
| | 02:31 | My next step is to make them equal spaced
from each other. So I'm going to go up to
| | 02:36 | the Align button again and this time I am
going to Distribute them Horizontally.
| | 02:41 | What this does is use the outer images as
anchors and move the middle one accordingly.
| | 02:46 | So I will Distribute Horizontally and then
I will do the same on the top, Shift+click
| | 02:52 | all three objects, Align>Distribute Horizontally
now they're all equal spaced.
| | 02:58 | The next step that I want to do is align all
of these nicely with the Welcome. So I want
| | 03:03 | these three to work as a group and these
three to work as a group. While I have them
| | 03:07 | all highlighted, I'm going to come up here
to the Group button and choose Group.
| | 03:12 | Now instead of three objects, they are going
to turn into one. I can see the handles
| | 03:17 | on the outside of the three objects.
| | 03:18 | And then I'll do the same to the bottom.
I'll Shift+Click all three pictures
| | 03:24 | and click on Group and group them.
| | 03:27 | Now that they are grouped, I can easily pick
up all three and move them down a little bit.
| | 03:34 | And then I'll Shift+click on the upper group of
three and I'm going to Shift+click on Welcome
| | 03:38 | as well. I'm going to come up here to Align,
I want these all evenly spaced, so this time
| | 03:44 | I am going to Distribute them Vertically so
that Welcome is right in between my images.
| | 03:48 | And I'm going to go up to Align again, this
time I want all three of these to center in
| | 03:54 | the middle of the slide. So I am going to
change it from Align Selected Objects to
| | 04:00 | Align to Slide. This time when I align using the
center handles, these middle ones in the boxes,
| | 04:09 | everything lines up to the middle of the
slide according to the size of the box.
| | 04:12 | If I am not completely satisfied, I can do
further adjustments. So I am going to click
| | 04:17 | on the edge of the box to select the entire
Welcome box, not just the text in the middle,
| | 04:21 | and I'm going to use my keyboard to fine-tune my
placement, and then I'll click off and I am done.
| | 04:27 | So when you align and group several images,
regular patterns and symmetry help the viewer
| | 04:32 | make sense of your content. Grouping
them makes it much easier to manipulate,
| | 04:36 | so that multiple items connect as one.
| | 04:41 |
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| Importing outlines from Word| 00:00 | If your Word document has been properly formatted
using Heading 1, Heading 2, and Heading 3 styles,
| | 00:05 | or you've been making good use of the
Outline View, you can use your file to
| | 00:09 | create an instant PowerPoint presentation.
There's no need to retype your content
| | 00:14 | in PowerPoint or to copy and
paste, phrase by phrase.
| | 00:17 | So for example, I have up opened this SAMOCA
Employee Handbook. I can see that all the
| | 00:22 | sections have been properly formatted using
Heading 1, Heading 2, and Heading 3 styles.
| | 00:27 | And if I come down here to the Outline View,
I can read the whole thing as an outline.
| | 00:32 | If I change Show Level to Level 1, I can
see what my title slides will be. If I change
| | 00:38 | it to Heading 2, I can see my bullet points.
So I am going to close my Outline View and
| | 00:43 | close this document altogether.
| | 00:45 | Here's my presentation and I have my first slide,
and instead of recreating all of those sections,
| | 00:50 | I am going to go over to where it says
New Slide and choose the lower half
| | 00:54 | of the button. At the bottom
it says Slides from Outline.
| | 01:00 | In the Chapter 1 folder of my Exercise Files
I have a Word file called SAMOCA Employee Handbook.
| | 01:05 | So I'll click on it and then Insert it.
Instantly I have all new slides.
| | 01:12 | Each of my Heading 1 now says Introduction,
Definitions Of Employee Status, and then
| | 01:19 | everything that was formatted as a
Heading 2 is now in as a bullet point.
| | 01:23 | Now granted, I do have some formatting to do,
but this was a lot faster than having
| | 01:28 | to recreate all the slides manually.
If I am later going to apply a design theme,
| | 01:33 | a lot of that reformatting
will be taken care of for me.
| | 01:36 | So if you have a Word document that's been properly
formatted in sections using Heading Styles,
| | 01:41 | it's infinitely faster to import it
and reformat it than it is
| | 01:47 | to build the slideshow by hand.
| | 01:52 |
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| Embedding fonts in the file| 00:00 | So you've made some fabulous PowerPoint decks
in your time and they looked great when you
| | 00:04 | printed them out, but did you ever have the
disappointment of calling up your presentation
| | 00:08 | on someone else's computer and everything
turned to Arial or another default font?
| | 00:12 | Take a look at Slide 2. This can happen because
the fonts available on the font list are specific
| | 00:18 | to your computer. You can't guarantee that other
computers will have the same fonts that you have.
| | 00:25 | So for example, this presentation was done
in the font Gautami, but if you don't have
| | 00:29 | Gautami, you'll probably see something
else up here, maybe Calibri, maybe Arial.
| | 00:35 | To prevent this from happening and tocensure that
your presentation has the fonts that you designed,
| | 00:39 | go up to the File tab and down to Options,
click on Save, and look down at the bottom,
| | 00:46 | there is an option here for Embed fonts
in the file. When I click on it
| | 00:52 | the font will get saved along with
the PowerPoint presentation.
| | 00:55 | You have two options; Embed only the characters
used in the presentation, which will keep
| | 01:00 | the file size low, or Embed all the characters,
which is best for editing by other people.
| | 01:06 | Now, what that means is if I only embed the
characters that I've used, it will only store
| | 01:12 | the font information for the letters that are
in my presentation. But if I edit it later on,
| | 01:17 | for example, I change a word so that there's
a Q in there that wasn't there before,
| | 01:22 | that Q will come up in the plain text default
font, not in your special font. So unless size
| | 01:28 | is really critical, I always embed
all the characters, and I'll click OK.
| | 01:34 | This way as you move your document from
computer to computer, your presentation
| | 01:39 | will look exactly the same, so that you
get your point across perfectly.
| | 01:44 |
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2. File-Management TechniquesOpening recent files| 00:00 | When you're working on a document, it's rare
that you'll finish it in one sitting.
| | 00:04 | It's not really good idea anyway. It takes time
and distance to proofread a document, to catch
| | 00:08 | all your errors. Here are four ways to
return to a recently used document quickly.
| | 00:13 | Let's start with Windows. I am going to come
down to my Start button, and click on it.
| | 00:18 | I don't see PowerPoint on this list right here,
so I can search. And all I have to do is
| | 00:23 | type-in pow before PowerPoint appears at
the top of the menu. I'll right-click on it,
| | 00:28 | and I have two options right here, Pin to Taskbar,
which primarily attaches it to the Task Bar,
| | 00:32 | or Pin to Start Menu, which is the one
that I like. I am going to click on
| | 00:37 | Pin to Start Menu, and then click on my
Start Menu again. I'll close it and then open.
| | 00:43 | Now that I've pinned it, PowerPoint appears at
the top of the menu. What I like about this
| | 00:48 | is this little arrow right here will fly out
my most recent files, so that I can easily
| | 00:53 | get back to a file that I've used recently,
without having to navigate to it.
| | 00:57 | Now let's take a look inside PowerPoint.
Go up to your File tab in the upper left-hand
| | 01:02 | corner, and down to Recent. Here is a list of
your recent files that you've opened. Right
| | 01:08 | here you'll find the folders that they are in.
So this way I can jump straight to a
| | 01:12 | recent folder, or to a presentation.
| | 01:15 | To change the number of files on this list,
go down to the Options button on the lower
| | 01:19 | left-hand side, and then click on Advanced.
Down here under Display, there is an option
| | 01:25 | for Show this number of Recent Documents and
you can take it down as low as 1 and up to 50.
| | 01:30 | I'll move that up to 30, and then click OK.
| | 01:35 | Back under File and under Recent again, is my
third option. At the bottom there's a checkmark
| | 01:41 | that says, Quickly access this number of Recent
Presentations. I will click on the check box,
| | 01:46 | it defaults to 4. And here are four files.
It doesn't matter which of these tabs I am on,
| | 01:52 | those four files will always show. If I
want I can increase that up to 10 files.
| | 01:58 | But I am going to leave it on 4.
| | 02:00 | Now my favorite thing about this recent view,
is that there are thumbtacks along the side,
| | 02:06 | and what these do is pin your files to the
top of the list. So for example, maybe I need
| | 02:12 | to use this shapemask file frequently. If I
click on the thumbtack, it pins it to the
| | 02:17 | top of the list, and it will stay here even
if it's not one of my most recent files.
| | 02:22 | It will stay at the top indefinitely.
| | 02:23 | I can leave it up there, until it I no
longer need it at which point, I'll click on
| | 02:28 | the Pushpin again, and it will disappear.
You can pin files to the Start Menu in
| | 02:33 | the same way. Anything I've pinned will stay
up there permanently until I unpin it again.
| | 02:42 | So setting these preferences to view your
recent files, will keep them readily available,
| | 02:46 | saving you from having to navigate
through your file system, to find
| | 02:49 | what you're looking for.
| | 02:54 |
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| Changing the AutoRecover settings| 00:00 | PowerPoint automatically saves your document every 10
minutes, in case of computer crash or power failure.
| | 00:04 | That way when you open the program again,
you won't lose your most recent changes.
| | 00:10 | But I can make a lot of changes in just a few minutes,
and I don't want to have to do that work twice.
| | 00:14 | So I have PowerPoint AutoSave every two minutes
instead. To do this, go up to the File menu,
| | 00:19 | and down to Options. Click on Save,
and right here you'll see Save AutoRecover
| | 00:26 | information every 10 minutes. You can
change this to any number you'd like.
| | 00:31 | I am going to go ahead and make it two.
| | 00:34 | The next option says Keep the last
autosaved version if I close without saving.
| | 00:39 | I will definitely keep that checked. That way,
if my computer crashes, when PowerPoint opens again,
| | 00:43 | it will ask me if I want to recover my file.
I may still lose my very last changes,
| | 00:48 | but at least I won't lose everything back to the
last time I remembered to save the file myself.
| | 00:53 | If you ever need to manually get back to your AutoRecover
files, here's the path where you can find them.
| | 00:59 | So, shortening the duration of PowerPoint's
AutoRecover can save you precious minutes
| | 01:03 | of recreating lost data, in case of a
computer crash or when the power goes out.
| | 01:08 |
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| Changing the default saving location| 00:00 | When you save a file, PowerPoint puts it in
your documents folder by default; that's a
| | 00:04 | great start for file management. But if you're
working on a project, and always have to save
| | 00:08 | your file into a subfolder or into another
location, you can tell PowerPoint to always
| | 00:13 | go straight there instead.
| | 00:14 | I will go to my File tab, and down to Options.
Here I'll go to Save. This is where my default
| | 00:22 | file location is set. I already have a folder
called SAMOCA, where I put all my projects for work,
| | 00:27 | so I'll go ahead and type in that folder
name here. It does have to match exactly,
| | 00:32 | and because it's a folder
I'll end it with a backslash.
| | 00:36 | If you type in location here that doesn't
exist, PowerPoint will let you know.
| | 00:40 | Now that I have my default location, I'll click OK.
I'll go ahead and press Ctrl+N to make a new
| | 00:46 | presentation. And now when I go to save it,
it automatically goes to my documents,
| | 00:51 | to my SAMOCA folder.
| | 00:54 | In the same way, when I go to File, and Open,
it also looks to my SAMOCA folder as the default.
| | 01:00 | So by changing my default file location,
I'll save myself from having to drill down
| | 01:05 | into my documents folder every time
I want to open or save a file.
| | 01:10 |
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3. Arranging the InterfaceTailoring the status bar| 00:00 | The status bar is the gray bar across
the bottom of your PowerPoint window.
| | 00:05 | You're used to looking at it to change
your view, but it does so much more.
| | 00:09 | On the left it starts by telling you what
slide number you are on. Here, it tells you
| | 00:13 | the name of the theme that you're using.
If you have any spelling errors, this button
| | 00:17 | will take you into the spellchecker. On the
far right, you can use these buttons to switch
| | 00:24 | your view. You can click on the percentage
to Zoom in or out on your slide. You can also
| | 00:35 | use the minus and the plus, to Zoom in and out
or pick up the little arrow and drag it.
| | 00:43 | On the far right, if you click on the Fit
slide to current window, you'll get a perfectly
| | 00:47 | sized slide. But that's not all the status
bar can do; right click anywhere on it and
| | 00:53 | you'll get a list of tools that you can add.
| | 00:55 | Notice that most are already checked by default
but they don't show up. They appear when the
| | 01:00 | context is right. For example, you won't see
the spell check icon, if there are no typos,
| | 01:05 | or you won't see anything about permissions appear
until you actually lock down the document.
| | 01:10 | If you're not using some of the features,
like these two for collaborating on SharePoint,
| | 01:14 | you can't turn them off. But there's no harm
in leaving them checked, since they only
| | 01:19 | show up as needed anyway.
| | 01:21 | By customizing your status bar, you can know
where you are in your document, change the
| | 01:25 | view, and make tools available to help you
see the status of your document at a glance.
| | 01:30 |
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| Using gridlines and guides| 00:00 | Because PowerPoint is a visual tool, combining
content and layout, it's important that the
| | 00:05 | elements on your slides line up nicely. This is
partially an aesthetic so your slides look good.
| | 00:11 | Our brains are wired for symmetry and
balance. If your elements are off center,
| | 00:15 | it takes extra mind power to process the
layout before turning to the content.
| | 00:20 | You have some tools to help you line up
your slides. Go to the View tab and over
| | 00:25 | here in the Show group you have Ruler, Gridlines
and Guides. It's nice to know that you can
| | 00:30 | activate these from the keyboard as well.
Shift+F9 turns on and off your Gridlines;
| | 00:37 | Alt+F9 turns on and off your Guides; and
Alt+Shift+F9 turns on and off your Ruler.
| | 00:41 | Now let's click on the Launch button in
the Show group and we have a dialog box.
| | 00:47 | First there is checkmarks for Snap objects to
grid and Snap objects to other objects.
| | 00:52 | Let me show you what happens when I turn these off.
When they're both off, I can pick up my images
| | 00:58 | and they are just kind of move slowly wherever
I move them on the slide. I have full control
| | 01:03 | over their position. When I turn these on,
notice that as I drag they jerk a little bit.
| | 01:10 | They are automatically snapping to the dots
in the guidelines. They'll also try and
| | 01:14 | snap to other objects as well.
| | 01:18 | Now let's refine these further. You can adjust
your Grid settings, the dots in the gridlines,
| | 01:24 | so that they are closer together or further
apart. I'll go ahead and put these back to
| | 01:32 | 1/24th of an inch. This checkmark
simply displays the grid on the screen.
| | 01:38 | Under Guide settings, here you can turn on
and off the guide, and this last checkmark,
| | 01:43 | displays smart guides when shapes are aligned,
so that when I drag a shape, when the centers
| | 01:47 | or the right or left or top or bottom
edges line up, you'll see a marker.
| | 01:52 | If you have particular settings that you like,
you can use the Set as Default, so that every
| | 01:56 | new PowerPoint presentation has these settings.
I'll go ahead and click OK. So I've already
| | 02:02 | shown you how you can pick up the images
and they will snap to aesthetic positions.
| | 02:08 | I'm going to go down to Slide 6, and watch
what happens when I drag the star.
| | 02:13 | When I drag it up or down, as soon as the centers
match up, you see that little line up here,
| | 02:19 | that's telling me that my center dots in the image
are lined up with the center dots right here.
| | 02:25 | Now let's take a look at the Guides. These
are the two lines bisecting your slide both
| | 02:30 | vertically and horizontally. Notice on the
ruler that they start at zero, the origin.
| | 02:36 | When I click on one of the guide lines and
hold the mouse down, I can see my exact position
| | 02:41 | from center. I can move it up; it will show
me how far from the center I am. It will show
| | 02:47 | me again, how far down from the center I am.
| | 02:50 | The reason why I like these guides, if I have
a shape that I need to position in an exact
| | 02:55 | location on my slide, I can make an intersection
where I want it to go, and then, for example,
| | 03:02 | if I wanted to insert, let's say an action button,
which we'll talk about later in the course,
| | 03:06 | I can use these guides as an intersection
to make sure that I have my button
| | 03:11 | positioned exactly where I want it to be.
| | 03:14 | By taking advantage of gridlines and guides
and snapping to objects as you drag, you can
| | 03:19 | save a lot of time in aligning your objects
on screen. It also does your audience a favor,
| | 03:24 | since they can spend their time focusing
on your content, instead of noticing
| | 03:28 | objects that are just slightly out of alignment.
| | 03:33 |
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4. Keyboard ShortcutsSelecting Ribbon commands using KeyTips| 00:00 | While the Ribbon makes it easy to access
most of PowerPoint's commands,
| | 00:05 | many Power users would rather activate commands
without constantly reaching for the mouse.
| | 00:09 | This is particularly helpful if you're
repeating the same set of steps.
| | 00:13 | Once you get the keyboard sequence in muscle
memory, it's much faster than clicking.
| | 00:16 | Here is how to navigate ribbons and dialog
boxes using key tips. So let's say I'm on
| | 00:21 | Slide 2 and I want to resize this text. I'll
go ahead and highlight it. Now press Alt on
| | 00:27 | your keyboard. On some keyboards you can also
press the F10 key. Now little letters appear
| | 00:33 | over each of the tabs and the Quick Access
Toolbar has a 1, 2, 3 on the buttons.
| | 00:38 | Some of the letters are the
first letters of the tab name.
| | 00:42 | Context-sensitive tools like the Drawing Tools
over here always start with the J. Next press
| | 00:47 | the letter for the button you want. So I
want to be on the Home ribbon, so I'll press H.
| | 00:52 | I want to change my Font Size and notice the
FS, so I'll type FS. Now I'm in the Font Size
| | 00:59 | and I'll type 24 and press Enter.
My font has now changed to 24.
| | 01:05 | Now that might have seemed a little long, but
watch what happens when I do it in rhythm.
| | 01:08 | I'm going to go down to Slide 9 and highlight
this text down here, so again, Alt+H, FS 24.
| | 01:17 | That was faster than reaching for my mouse,
changing the Font Size and putting
| | 01:21 | my hands back on the keyboard.
| | 01:22 | So now you can also use the keyboard to
navigate the ribbons. Let's go down to Slide 11.
| | 01:28 | I'm going to actually insert an image without
even touching my mouse. Again, press Alt
| | 01:33 | on your keyboard to activate the ribbon.
| | 01:35 | Now we already saw that you can press the
letter of the tab that you want, but you can
| | 01:39 | also use your left and right arrows to switch
from ribbon to ribbon. I'm going to hit the
| | 01:43 | right arrow once to go to Insert. Now I'll
press the down arrow and it takes me by buttons
| | 01:48 | and I'll use my right arrow to move over to
picture, and then hit Enter to activate the command.
| | 01:54 | Navigate to the folder that has the picture
that you want. Notice my cursor is flashing
| | 01:57 | down in File name. If I hit Shift+Tab, I can
go up to my Files and then I'll press my Down
| | 02:03 | arrow one time to highlight the picture
that I want and press Enter to insert it.
| | 02:08 | Now let's change the size of this picture
just by using the keyboard, although,
| | 02:12 | I do have to press my mouse one time to go to
the Size Group and click the Launcher button.
| | 02:18 | I can now press my Tab keys to scroll
through all the items in the dialog box,
| | 02:23 | and if I need to go up, I'll hold down the
Shift key and then press Tab to go backwards.
| | 02:28 | I can use Up and Down Arrows on my keyboard
to adjust the numbers or to change
| | 02:33 | the Size quickly, I can just type the
dimension that I want and press Tab.
| | 02:36 | Also notice that many of the commands have
little lines under one of the letters.
| | 02:40 | So for example, if I want to turn off the
Relative to original picture size, I'll hold down
| | 02:45 | the Alt key and tap R, and it unchecks itself.
Notice the Close button in the bottom right
| | 02:51 | corner of the dialog box is outlined in blue.
That means that I can just hit Enter
| | 02:55 | which is the same as clicking the button.
| | 02:58 | Now that I've my picture, I can use my
arrows on my keyboard to move it, although,
| | 03:03 | this is one case where it will be
faster just to pick it up and drag it.
| | 03:06 | By learning to navigate ribbons and dialog
boxes with your keyboard, you can get a lot
| | 03:10 | of your frequent tasks done faster than you
can by reaching for your mouse every time.
| | 03:15 |
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| Using keyboard commands and function keys| 00:00 | While the Ribbon makes it easy to access most
of PowerPoint's commands, many people would
| | 00:04 | rather perform them without constantly
taking the time to reach for the mouse.
| | 00:08 | Here's how to access common
techniques using your keyboard.
| | 00:11 | First, let's talk about how to do a keyboard
shortcut. Ctrl is the most common modifier key.
| | 00:16 | Hold down the modifiers then tap lightly
on the letter. Don't push too hard or hold
| | 00:21 | too long, or you'll perform the command several
times. Sometimes you'll add in or use additional
| | 00:26 | keys like Shift or Alt. Shift will frequently
do the opposite, for example, if I go down
| | 00:31 | to Slide 5 and click in my table, when I
press my Tab key I'll go from cell to cell,
| | 00:36 | but if I hold down my Shift key with my
thumb and then press Tab, I'll go backwards.
| | 00:42 | Many of the basic functions are standardized
across Microsoft Office. So many of these
| | 00:46 | commands will work in Word and Excel as well.
Ctrl+S and Ctrl+Z are great to get into your
| | 00:51 | muscle memory to save your file or to undo
a mistake. Ctrl+X, Ctrl+C, and Ctrl+V
| | 00:57 | cut, copy and paste your content. Ctrl+A is one of
my most used. If you're inside a placeholder,
| | 01:03 | pressing Ctrl+A will select all the text;
if you've clicked on a placeholder,
| | 01:08 | Ctrl+A will select all the placeholders on the slide.
Ctrl+B, Ctrl+I, and Ctrl+U will format your text in
| | 01:13 | bold, italic, and underline. Ctrl+Left Bracket and
Right Bracket will decrease and increase your font size.
| | 01:20 | To quickly erase content I love Ctrl+Delete to
delete an entire word in front of the cursor
| | 01:25 | or Ctrl+Backspace to delete an entire word behind
the cursor. Now Ctrl+Enter does something
| | 01:31 | interesting in PowerPoint. So I'll go to the
Slide 2 and click in my title, pressing Ctrl+Enter
| | 01:37 | scrolls me through the placeholders on my
slide. When I get to the last placeholder
| | 01:41 | and press Ctrl+Enter again, it creates a new
slide in the same layout as my previous slide.
| | 01:47 | When I'm creating a slide show from scratch,
using Ctrl+Enter to move through my slide
| | 01:51 | placeholders allows me to quickly enter my
content and add the next slide on-the-fly.
| | 01:57 | There are also hundreds more shortcuts than
the ones I've covered here. To find out more
| | 02:01 | keyboard shortcuts, you can either use PowerPoint's
Help or go to Microsoft's website. At microsoft.com
| | 02:07 | the keyboard shortcuts are categorized by
topic, when you click on the Plus (+) signs,
| | 02:12 | it will expand out to show you all of the
commands under that category. At the top of
| | 02:17 | the page you can click on Show All and it
will show you all of the keyboard commands,
| | 02:21 | all at once. I keep this page bookmarked in my
browser so I can look up keyboard commands anytime.
| | 02:28 | Function keys, also known as F keys, are the row
of keys at the top of your keyboard. PowerPoint
| | 02:33 | assigns them practical tasks and more are
available by using the Ctrl, Shift and Alt
| | 02:38 | modifier keys. Here are just a few of my
favorite useful F keys: F1 opens the help;
| | 02:44 | F4 will repeat your last action over and over again;
F7 opens up the spelling and grammar checker;
| | 02:50 | Shift+F9 and Alt+F9, like we saw in a previous
video, will toggle on and off the grid & guidelines;
| | 02:56 | F12 does a Save As; and Shift+F3 will
change the capitalization of your text.
| | 03:03 | There are also a separate set of keyboard
commands for when you're giving a presentation
| | 03:07 | that are only available in Slide Show mode.
There are several different keys you can press
| | 03:11 | to move through your slide show. If you press
a number and Enter, you can jump to a specific
| | 03:16 | slide number, press B or W to instantly call
up a black or white screen. Ctrl+P will change
| | 03:23 | your pointer to a pen, so you can actually
write on your slides, and Ctrl+A will
| | 03:28 | change the pointer to an arrow.
| | 03:29 | By learning common keyboard shortcuts,
you can get a lot of work done faster
| | 03:33 | than you can by using your mouse.
| | 03:38 |
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| Navigating with the keyboard| 00:00 | While you can always rely on the thumbnails
and the mouse to move around in your document
| | 00:04 | you can get around much faster by using
the navigation keys on your keyboard.
| | 00:09 | Let's go down to the slide 6. We will work
in the text box on the left. Click anywhere
| | 00:13 | in the text, take a look at the six pack of
keys on the right side of your extended keyboard.
| | 00:18 | The ones above the Up and Down arrows where
it says Home, End, Page Up, and Page Down.
| | 00:23 | Home takes you to the beginning of a row.
End takes you to the end of a row.
| | 00:29 | Ctrl+Home takes to the beginning of a text box, and
Ctrl+End takes it to the end of a text box.
| | 00:34 | You already know that the Left and Right arrows
will go one letter at a time,
| | 00:39 | if you do Ctrl+Left and Ctrl+Right,
you can jump around one word at a time.
| | 00:44 | The Up and Down arrows will take you one line
at a time, but Ctrl+Down and Ctrl+Up will take
| | 00:49 | you one bullet point at a time. Page Up and
Page Down will move you one slide at a time.
| | 00:56 | One of my favorite techniques is deleting a
whole word at a time. If I do a Ctrl+Delete,
| | 01:02 | it will delete a whole word to the right,
I'll undo that, and if I do a Ctrl+Backspace,
| | 01:07 | it will erase one word to the left. I am going to
press End to go to the end of my Bullet Point.
| | 01:12 | And one of my most useful techniques is holding
down the Shift key as a modifier for any of
| | 01:16 | these navigation techniques. As I hold down
the Shift key, it will select the text as
| | 01:21 | I move. That way I can highlight it to do
another keyboard command. For instance if
| | 01:26 | I want to make this bold, I could do a Ctrl+B.
| | 01:29 | Personally, the ability to get around in my
text without having to point and click
| | 01:34 | increases my productivity greatly.
Every second saved, really does add up.
| | 01:39 |
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|
|
5. Creating ContentUsing paste options| 00:00 | When you copy content from other sources,
whether it be from another PowerPoint file,
| | 00:04 | from Word or from the Web, it pastes into
your document and matches the theme formatting.
| | 00:09 | Most of the time this is exactly what you want
so that you don't have to manually format
| | 00:13 | the content to match, but there are other times
when you want to keep the original formatting.
| | 00:18 | You can take advantage of the Paste Options
feature to choose the proper formatting
| | 00:22 | under any circumstance.
| | 00:24 | In your Exercise Files, there is a Word
document called the SAMOCA Employee Handbook.
| | 00:28 | I am down on Page 17 under PUBLIC IMAGE,
and I am going to highlight this phrase right here:
| | 00:34 | The following items are considered inappropriate
working attire, down through the last bullet point.
| | 00:39 | And I will copy it and I am going to
use the keyboard command Ctrl+C.
| | 00:44 | Now I will go back to my presentation
and go down to Slide 7.
| | 00:48 | Now first, it does matter where you paste. If
I just paste onto the slide without clicking
| | 00:53 | on any objects, and I will do that using a
Ctrl+V, the text will be inserted into a new
| | 00:58 | text box placed in the center of the slide.
I am going to Undo that using the Ctrl+Z.
| | 01:04 | Now I am going to click in the Placeholder.
Now when I paste, again Ctrl+V,
| | 01:10 | the content fits into the text box.
| | 01:12 | Now immediately after you paste, look in either
the lower right or the lower left-hand corner,
| | 01:17 | for a little yellow square with a Clipboard.
Click on it or press Ctrl to open it,
| | 01:23 | inside are three or four squares.
| | 01:25 | The first one, Use Destination Theme, is the
default and that maintains the themes formatting.
| | 01:31 | The second one, Keep Source Formatting, keeps
all the font and paragraph formatting from
| | 01:35 | the original that you copied. You may have a
third button that says Picture, now I don't
| | 01:40 | want to paste this as a picture, so I am going
to avoid this one right now.
| | 01:44 | And my last one says Keep Text Only.
Now this abandons all the original formatting
| | 01:50 | and adopts the format of the destination content.
This pastes the content as unformatted text
| | 01:55 | which may be neither the theme nor the source
appearance, depending on your document.
| | 02:00 | For example, in this document you see two
rows of bullets, the bullets on the left
| | 02:04 | are the actual bullets from the theme. The bullets
on the right turned the bulleted list into actual
| | 02:09 | text bullets, those bullets are now characters
that I could actually delete if I wanted to.
| | 02:15 | Now once I've used my Paste Options and chosen
the best fit for my presentation, I can make
| | 02:19 | any additional formatting changes. I'll go
ahead and highlight these bullet points,
| | 02:23 | and then just simply hit Tab, and
they'll all become sub-bullet points.
| | 02:27 | Now I have one more Paste trick for you. Go up
to Slide 3 that has the SmartArt and double-click
| | 02:35 | on the word Executive. It's possible to do a
copy and paste, just copying the formatting
| | 02:40 | instead of the actual content. So, instead
of doing a Ctrl+C to copy this, I am going
| | 02:45 | to do a Ctrl+Shift+C. Now I am going to go
to Slide 4 to my Pie Chart and I am going
| | 02:51 | to highlight the text Labor breakdown last year
and instead of doing a standard Ctrl+V paste,
| | 02:56 | I am going to do Ctrl+Shift+V, that, again,
pastes the formatting, but not the content.
| | 03:03 | When moving content between documents or programs,
being able to choose whether we maintain
| | 03:08 | the source or the destination theme,
will save you from having to apply the font,
| | 03:12 | the size, the color, and more formatting manually.
| | 03:17 |
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| Using AutoCorrect to create abbreviations| 00:00 | PowerPoint's AutoCorrect tool automatically
fixes common typos. You can also use it creatively.
| | 00:06 | Instead of typing my company name or my
address over and over, one of my favorite tricks is
| | 00:10 | is to use AutoCorrect to create an abbreviation
that expands into the full text automatically.
| | 00:15 | Here is a demonstration.
| | 00:17 | I am going to put in the Director's name by
typing .KM and hitting the Spacebar, and it
| | 00:22 | automatically expands into Kimberly McNiel,
HR Director. Let me show you how that is done.
| | 00:28 | Go up to the File menu and then down to Options,
click on Proofing and then on the right-hand side,
| | 00:34 | click on AutoCorrect Options, click on
the AutoCorrect tab and I will scroll over here,
| | 00:41 | and you can see that I have .KM and it will
replace it with Kimberly McNeil, HR Director.
| | 00:49 | Let's make our own. I will click and replace
and I will take .sam. The other reason why
| | 00:54 | I am starting this with the period is that
I have to create an abbreviation that won't
| | 00:59 | get used in regular typing. For example, if I
was going to auto expand my address,
| | 01:04 | I just can't use ADD because, every time I will
type the word add or the word address, my whole
| | 01:09 | street address would appear. So I start mine
with a period. So I have .sam. I'll hit tab
| | 01:16 | key and come over here and I will type in the
name of my museum. And then I will click Add.
| | 01:23 | Now, you can use the same technique to enter
frequently used blocks of text. For example,
| | 01:28 | I am going to put in .contact and type in...
okay, and then I will click Add, then I will
| | 01:38 | click OK to close this box and click OK again.
| | 01:42 | Let's go down to our last slide. So on the
Contact Us slide, I will type in .sam, and
| | 01:49 | I will hit Enter and then I will type in .contact.
So you can see that to save time when typing
| | 01:57 | reoccurring content, you can't be use
an AutoCorrect as a text expansion tool.
| | 02:02 |
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| Adding headers, footers, and today's date| 00:00 | If you'd like your name, your company's name,
today's date, your website, the slide number,
| | 00:06 | or other information on your slides, you
don't have to design it into your content.
| | 00:10 | There are built-in locations for that kind of
information once you know where to find them.
| | 00:14 | Go to Slide 2, then go to the Insert tab and
click on the Header and Footer button in the
| | 00:20 | middle of the Ribbon. Notice in the preview
on the lower right there's three boxes down
| | 00:25 | on the bottom. When I turn on Date and time,
the right-hand box gets filled in.
| | 00:31 | You have two options for your date and time.
One is to update it automatically and one is fixed.
| | 00:36 | If you use Update automatically, you have
several choices for the style of your date.
| | 00:41 | And every time you open up your presentation,
it will have today's date on it.
| | 00:45 | If instead you would like to label your presentation
with a specific date that it was given,
| | 00:50 | you can use Fixed instead. That way the next
time you open this file, you'll be able to see
| | 00:55 | when you last gave the presentation. I'll go
ahead and move this back to Update automatically.
| | 00:59 | There is a checkbox to put on your Slide
number and when I click on it, I can see
| | 01:04 | this box go dark. And then the Footer gives you
a place to put the information that you want,
| | 01:09 | for example, your website.
| | 01:13 | At the bottom is a check mark that says
Don't show on title slide. In general,
| | 01:18 | you don't want to put a slide number or a footer
or even the date on the main slide of the presentation.
| | 01:23 | So I'll go ahead and turn on that check mark.
Once you're done, you can click Apply to All,
| | 01:28 | which will apply these settings to every slide
in your presentation. If you just click Apply,
| | 01:33 | you'll only see these settings on the one slide
you're on when you went into this dialog box.
| | 01:38 | Now before we click Apply to All, let's go
take a look at the Notes and Handouts.
| | 01:43 | You have the same settings for your printouts
as well. I'll definitely include my Date and time.
| | 01:47 | This is one in particular that I like
to leave on Update automatically.
| | 01:52 | That way every time I give this presentation,
when I print out the handouts for my customers,
| | 01:56 | they'll have the date right on them, and I
don't have to lift a finger. I'll put on the
| | 02:00 | Header and I'll put on my name. I'll leave
the Page number and then I'll add my website.
| | 02:12 | Now that I'm done, I'll go ahead and click
Apply to All. Now I can see my website,
| | 02:18 | my slide number, and my date on every single
slide except the first one. Now notice when
| | 02:24 | I go to Slide 3 that some of the information
is covered up by my content. So in this case,
| | 02:30 | I'd like to move my page numbers over to the
lower right-hand corner. To make changes to
| | 02:35 | the locations of these boxes, I'm going to
go to my Slide Master. We talked about slide
| | 02:40 | masters earlier in this course. I'll click
on the View tab and then come over here to
| | 02:45 | the Slide Master button. I'm going to make
my changes on the main Slide Master,
| | 02:51 | so I'll scroll up to the top and
click on the large thumbnail.
| | 02:55 | Now I'll click on the Placeholder at the bottom
for my page number and holding onto the edge of it,
| | 02:59 | I'll drag it over to the lower right-hand
corner and line it up so my page number
| | 03:05 | is right in the middle of this dark bar.
| | 03:06 | Now I have one other option available to me
as well. I'm going to scroll down and find
| | 03:13 | my Multi-Photo Layout that's used on my intro
and outro slides. Right now there's no footer
| | 03:18 | showing at all on this slide. I do have a
checkbox on the Slide Master Ribbon that allows
| | 03:24 | me to toggle on and off my footers. Any changes
that I make will also just be applied on this
| | 03:30 | one Slide Master, so I'll go ahead and delete
my website and the date, and just leave my
| | 03:36 | slide number. Once I'm done fine-tuning my
slide masters, I'll close my Master View,
| | 03:43 | and I can see that my first slide has no
headers and footers because we told them
| | 03:46 | not to appear on the title slide.
The rest of the slides have the website,
| | 03:52 | the date, and the slide number at the bottom.
| | 03:54 | The ability to manipulate the location
and the content of your headers and footers
| | 03:58 | will make your slide design
perfectly tailored to your needs.
| | 04:03 |
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| Creating custom themes| 00:00 | A theme is a set of coordinated colors and fonts.
PowerPoint comes with dozens of built-in layouts,
| | 00:05 | color sets, and font sets that have been
designed by Microsoft and they also appear
| | 00:11 | in other Microsoft Office applications such
as Word. You can modify these theme elements
| | 00:16 | and save them as your own for future use.
| | 00:18 | When you open up a blank presentation, most
people start by applying a design theme. The
| | 00:23 | default theme is Office with black Calibri text.
Now on that Design tab are all the various themes.
| | 00:33 | If you click the More button on the
far right, you can see all the rest of them.
| | 00:39 | I'll change ours to Slipstream. Slipstream
has the same aqua colors, but it also has
| | 00:45 | a white radial gradient in the middle. But
notice that the slide title is down here on
| | 00:50 | the lower right. I'm going to need to
go to my Slide Master to relocate it.
| | 00:55 | We covered the Slide Master in depth
earlier in this course.
| | 00:58 | I'll go to the View Ribbon and to Slide Master,
and I'll scroll up to the top and make sure
| | 01:04 | that I'm on the main Slide Master so that
my change cascades down to all the other slides.
| | 01:08 | I'll pick up the slide title and drag it
to the top, make it a little bigger, and
| | 01:15 | I'll go to the Home Ribbon and I'm going to
make the Size 30 by typing it. I'm also going
| | 01:22 | to move my bullets down a little bit by clicking
on the edge of the box and dragging down.
| | 01:28 | And last, I'll move my title down just a little
bit by using my Down arrow until it looks right.
| | 01:33 | I'll go back to the Slide Master tab on the
upper-left and then close the Master View.
| | 01:40 | Now let's take a look at how the design themes
are put together. I want to go back to the
| | 01:44 | Design tab, and on the right of the themes,
I see buttons for colors, fonts, and effects.
| | 01:51 | Every design theme has its own color set.
Our Slipstream is down here under the Ss.
| | 01:59 | The way that the colors come into play is this;
let's go to Slide 2 and I'm going
| | 02:03 | to highlight this text right here. When
I look at the font color and drop it down,
| | 02:09 | I can see two different color sets. There's
the Theme Colors up top and Standard Colors
| | 02:14 | down below. If I change the color using the
Theme Colors, if I change my design theme,
| | 02:20 | what looks like aqua right here could turn
into orange or green, but at least it'll be
| | 02:24 | coordinated with the rest of the slide.
| | 02:27 | If instead I use the Standard Colors at the
bottom, I'll get the standard rainbow and
| | 02:32 | no matter what theme I apply, these colors will
stay the same. So I do want to use the aqua.
| | 02:38 | Now you can also customize these colors.
If I click on the Colors button, down at the
| | 02:44 | bottom it says Create New Theme Colors. This
list of colors refers to the different elements
| | 02:50 | on the slide and there is a dark and a light
version. So first, I'm going to change my
| | 02:55 | text color and instead of black, I'll make
it a dark aqua. And for my Light 1, I'll make
| | 03:02 | this one light aqua. Down at the bottom I
can name my scheme and I'll call it Samoca,
| | 03:10 | and then click Save. Now my Samoca
color scheme will be available to me
| | 03:17 | whenever I need it, even in new documents.
| | 03:20 | Fonts work exactly the same way. When you
look at the Fonts list, one thing that people
| | 03:24 | find confusing is that the name of the font
set doesn't actually reflect the name of the
| | 03:29 | fonts in the set. So our Slipstream is actually
the font Trebuchet. You can create your own
| | 03:35 | font sets in the same way. Down at the bottom
of the list it says Create New Theme Fonts.
| | 03:40 | I'll click on it, and instead of using
Trebuchet, I'm going to change ours to Maiandra.
| | 03:49 | And I can do this both for the titles on the
slides and for the body text on the slides as well.
| | 03:55 | One other little trick is that if you type
the first letter of the font name, it will
| | 03:59 | scroll to that letter on the list. And
again, I'll call this Samoca and click Save.
| | 04:10 | Themes also have a default special effects
style and you can change it here using this button.
| | 04:14 | Slipstream has its own style, but I can
hold my cursor over several different ones
| | 04:21 | and see what happens to the blue bars
on the sides. I'll go ahead and change this
| | 04:26 | to Paper. Once you've set your design theme,
your colors, and your fonts, you can save
| | 04:33 | the theme for future use. I'll click on the
More button on the right of the Themes Gallery,
| | 04:38 | and down at the bottom it says Save Current Theme.
I'll give this theme the name Samoca, and save it.
| | 04:48 | Now if I make a new presentation, I'll do a
Cmd+N, and when I go to Design and dropdown
| | 04:55 | to Gallery, I'll see my own custom theme
right here, so I can just click on Samoca.
| | 05:02 | Now I have my colors, my Maiandra font, and all
the other settings that I've applied. Notice
| | 05:09 | that even my custom layouts are applied.
| | 05:12 | Being able to design your own themes allows
you to be consistent between projects.
| | 05:18 | By customizing your color and font schemes,
it also ensures that your slideshow won't be
| | 05:21 | it the same as the hundreds of others that
people have to sit through within their lifetimes.
| | 05:26 |
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|
|
6. Working with TextSelecting objects vs. text| 00:00 | Because PowerPoint is more of a layout and
design program than it is a word processor,
| | 00:05 | it's object-oriented, instead of text-based.
This means that everything on this slide,
| | 00:10 | whether it be words or pictures is
contained inside a bounding box.
| | 00:14 | Let's take a look at the ramifications of working
with objects in your PowerPoint presentation.
| | 00:18 | Go to Slide 2. So first, what is an object?
There are two states. When I click in the text,
| | 00:24 | I'm in Edit mode. I can see my cursor flashing
and my box has a dotted line around it.
| | 00:29 | This allows me to drag across my text when
I want to highlight it. Now if I click on the edge
| | 00:33 | of the box, it now has a solid edge and any text
formatting applies to everything inside the box.
| | 00:41 | Object mode also allows you to format
the box itself using the drawing tools.
| | 00:45 | This allows you to play with the object's fills and
outlines with special effects like shadows or 3D.
| | 00:50 | Now I'll go to Slide 3. If you'd like to add
additional text to a slide, you can go to the
| | 00:55 | Insert tab and click on Text Box right in the middle.
I'll click where I want the upper left-hand
| | 01:00 | corner of the box to go and drag down to the
right and then I'll type in 2012-2013.
| | 01:06 | When I click on the box, if I'd like to move it,
I can click on the edge of the box and drag it,
| | 01:09 | I can also use the dots in the corners
as handles to resize the text box.
| | 01:15 | If I copy a box while it's in Object mode,
I just used Ctrl+C, when I go to another slide
| | 01:21 | and paste, I'll use Ctrl+V, that box will
appear in the exact same location.
| | 01:25 | Now go back to Slide 2. If I want to select
all the text inside a box, if I've clicked
| | 01:30 | inside a box, I can drag to highlight my content.
I can double-click to select one word,
| | 01:36 | and if I triple-click, it will select all the
text inside the box. I'll click to remove
| | 01:41 | that highlighting. I can also highlight all the
text inside a box by doing Ctrl+A which selects all.
| | 01:47 | Now if I'm not clicked inside a box and nothing
on my slide is highlighted, when I do a Ctrl+A,
| | 01:53 | all of my placeholders will get selected and any
formatting I do will be applied to everything
| | 01:59 | all at once. Understanding the difference
between Object mode and Edit mode will help you
| | 02:03 | understand what's happening on your slide
as you develop your presentation.
| | 02:08 |
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| Adjusting paragraph spacing| 00:00 | PowerPoint's default bullet point spacing
is both effective and attractive, but there
| | 00:05 | will be times when you'll want to adjust it
manually. Maybe you have more to say than
| | 00:09 | fits in the placeholder or maybe you only
have a few words and a lot of space to fill.
| | 00:13 | Let's take a look at how to
adjust your paragraph spacing.
| | 00:15 | I am going to start on Slide 2 and we'll work
with these bullet points down here.
| | 00:21 | Note that when you work with line spacing and
paragraph spacing, your changes affect either
| | 00:25 | only the bullet point you're clicked on,
or the text that you have highlighted.
| | 00:28 | Now the middle of the Home Ribbon there's a
button for Line Spacing. Line spacing affects
| | 00:33 | the space between the lines within a bullet
point. So 1.5, 2 points, you can see how the
| | 00:39 | lines are spreading out.
| | 00:40 | Note down at the bottom you have Line
Spacing Options. I'll click on it and it takes
| | 00:45 | me into a dialog box. The Indentation is the
space between the edge of the placeholder
| | 00:50 | and the text itself. So I can see that I
have 0.31 inches of space right there.
| | 00:55 | Under Special, the first option is Hanging.
Hanging is the default and it's what allows
| | 00:59 | the second and third line of a bullet point to
line up directly underneath the text, instead
| | 01:04 | of underneath the bullet. If I change this
to First line, you can see the difference.
| | 01:10 | Now the First line is indented and the left
bullet point it still at that 0.31 inches.
| | 01:15 | You can get into that same dialog box using
the Launch button in the bottom right of the
| | 01:19 | Paragraph group. Let's check out what happens when I
do None, and let's change the Indentation down to 0.
| | 01:26 | When I click OK, my text is all right up against
the left-hand side and there's no indent whatsoever.
| | 01:32 | Highlight again and go back into the Paragraph
Launcher. I'm going to put this back to Hanging.
| | 01:39 | By refers to how far the first
line of text is from the left margin.
| | 01:43 | Now let's take a look at Spacing. This is the
distance between the bullet points. Changing
| | 01:48 | before and after will either spread out or
tighten up the space between your bullets.
| | 01:54 | This Line Spacing is the same as the line spacing
we saw earlier on the Ribbon. And I'll click OK.
| | 02:00 | The ability to customize the spacing between
and around your bullet points gives you the
| | 02:04 | ultimate flexibility in how your
text flows inside your placeholders.
| | 02:09 |
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| Inserting and removing hyperlinks| 00:00 | When you type in an email address or a website
in the slideshow, PowerPoint automatically
| | 00:04 | turns the text into a clickable hyperlink.
If you have an Internet connection during
| | 00:09 | your presentation, you can jump right on to
the Web browser during the slideshow.
| | 00:13 | Here is how to manage your hyperlinks to find
your own and remove the formatting when
| | 00:17 | you don't want them to be underlined.
Go to the last slide in our presentation.
| | 00:22 | I'll click under my name and type in my email
address. When I tap the Spacebar or press Enter
| | 00:27 | it automatically turns the email address
into a link. It's colored blue and underlined.
| | 00:33 | You can also assign a hyperlink to text that's not
a URL. After you've typed it in, highlight it.
| | 00:39 | Go to the Insert Ribbon and then to the
Hyperlink button to the left of the middle.
| | 00:46 | Down at the bottom in the Address box, I'll type
in the URL. Up at the top, you can change the
| | 00:51 | text that you want to display. I like to write
out the full address in PowerPoint especially
| | 00:55 | on the closing slide, so that people can
jot it down. Click OK when you're done.
| | 01:00 | To follow the hyperlink while you're in Normal
mode, right-click on it and choose Open Hyperlink,
| | 01:06 | your default Web browser will open. Now I'll
close it. Now let's start a slideshow.
| | 01:12 | Now I can just click on the link and if I have
an Internet connection, my browser will open
| | 01:17 | to the webpage. I'll close that as well.
| | 01:20 | If you click on an email address, Outlook
will open and a new email will be started
| | 01:24 | automatically waiting for you to type the
subject line. I'll go ahead and close that.
| | 01:30 | And I'll hit Escape to leave my slideshow.
| | 01:32 | If your email address or URL got capitalized
and you don't want it to be, hold your cursor
| | 01:37 | over the blue and white rectangle in the corner
and it gives me the option to undo the automatic
| | 01:42 | capitalization. Now if you don't want your link
to be underlined and turned into an automatic
| | 01:47 | hyperlink, you can right-click on it and choose
Remove Hyperlink and it will go back to normal text.
| | 01:53 | If you want to turn this feature off permanently
go up to the File tab and then down to Options
| | 01:59 | and then go over to Proofing and then click
on the AutoCorrect Options button. On the
| | 02:04 | AutoFormat As You Type tab there's a checkbox
for Internet and network paths with hyperlinks.
| | 02:10 | Once you unclick this box, none of your URLs
or email addresses will become hyperlinks,
| | 02:15 | and click OK, and then OK again.
| | 02:19 | Hyperlinks can be more than just Internet
addresses. Hyperlinks can also open documents,
| | 02:23 | create blank documents and jump to different
parts of your file. At the end of your text
| | 02:28 | hit Enter twice and I'm going to type in Open
Employee Handbook. I'll highlight it and then
| | 02:35 | on the Insert tab click on Hyperlink again.
I do want to open an existing file and notice
| | 02:40 | that I have options for looking in your Current
Folder or at Recent Files that you've used.
| | 02:45 | I want to go back to Current Folder and
I want to open up my Employee Handbook,
| | 02:50 | so I'll click on it here. I can see the file
name at the bottom in the Address box,
| | 02:55 | and up at the top, I can see the Text to display
and I can edit that if I choose. I'll click OK.
| | 03:01 | Now note that if you send this PowerPoint
presentation to other people, you do need
| | 03:05 | to include this target file as well. When
I give my presentation and I click on the
| | 03:10 | Open Employee Handbook link, Word opens up
automatically and there's my Employee Handbook.
| | 03:17 | Now I'll go back to my PowerPoint
presentation and hit Escape.
| | 03:21 | Now another way that you can use a hyperlink
is to jump around in your document.
| | 03:26 | While I'm on the Insert Ribbon, I'm going to click
on Text Box and down at the lower left-hand
| | 03:30 | corner, I'm going to click and drag a box
about this big and type in Back to the beginning.
| | 03:36 | I'll highlight the text, go back to the Insert
tab, click on the Hyperlink button. This time
| | 03:44 | in the left column, I'm going to click Place
in This Document, and it gives me many options.
| | 03:49 | At the top, I can see the First Slide or the
Last Slide, the Next Slide or the Previous
| | 03:53 | Slide, or specific slides if I want to jump
to an exact location. I'm going to click on
| | 03:59 | First Slide and then click OK. When I'm giving
my presentation and I click on this link,
| | 04:06 | Back to the beginning, my presentation will cycle
around and I'll press Escape to go back again.
| | 04:12 | The ability to manage your hyperlinks allows
your document to be interactive and you also
| | 04:16 | have the power to ignore the
feature when it's inconvenient.
| | 04:21 |
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| Using the Font dialog box| 00:00 | PowerPoint has beautiful special word artifacts
to make your text look terrific, but sometimes
| | 00:05 | you want to work with the underlying
font itself. Let's take a look at Slide 4.
| | 00:10 | My Chart Title already uses Word Art, but we are
going to take a step further by reshaping the letters.
| | 00:14 | I will start by highlighting it, and then
look up in the Font group on the Home Ribbon.
| | 00:17 | This button right here will change the case.
So, if you don't like your capitalization,
| | 00:21 | you can easily change it. If you had
your capitals and lowercase backwards,
| | 00:26 | you can even reverse them. I will go ahead
and Capitalize Each Word. Now, if I right
| | 00:31 | click on my text, it gives me a mini toolbar
down here where I can change the Font, the Size,
| | 00:37 | Increase and Decrease the Size, do Bold and Italic,
Left, Center, Right Justify, Colors and more.
| | 00:43 | Now, up on the Home Ribbon the Font Group
has a launch button for even more options.
| | 00:49 | I can change all the same settings we just
saw on the mini toolbar, the Font, the Style,
| | 00:55 | the Size, the Color. There are Strikethroughs
and Superscript and Subscript, Small Caps
| | 01:01 | is a great effect, Small Caps will make all
your text capital letters, but each of your
| | 01:05 | true capital letters will be slightly larger.
Now, I will go back in there again. I will
| | 01:10 | turn off the Small Caps and turn on Equalize
Character Height. This effect makes all your
| | 01:16 | letters the same height, even though some
of the letters are uppercase and some of
| | 01:19 | the letters are lowercase.
This is a great creative effect.
| | 01:22 | I am going to highlight my text again, go
back on the Home Ribbon; you have another
| | 01:28 | button for Character Spacing. This allows
you to condense or expand the text between
| | 01:32 | your letters. The last option on the list,
More Spacing, takes you into the same dialog
| | 01:38 | box, you were in before the Font, but takes
it to the Character Spacing tab.
| | 01:43 | We just expanded the Spacing by 3 points
and that's what spread out our letters.
| | 01:46 | Now, there is also an option for Kerning your
fonts. Kerning is automatic spacing between
| | 01:51 | letter combinations as created by the Font
designer. So if the designer created specific
| | 01:56 | letter sets, two letters that go together,
they will show up when your font size is this
| | 02:00 | number of points or greater. I will go
ahead and expand this by a half more point,
| | 02:05 | and click OK. Being able to expand and contract
your text or change the shape of its letters,
| | 02:10 | gives you great power in perfecting
the design of your slide show.
| | 02:15 |
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| Clearing formatting| 00:00 | When you format your text on your slide,
instead of in the slide master, when you press Enter
| | 00:05 | to start a new bullet, then next slide will
carry forward all of your formatting.
| | 00:09 | If you don't want it to, instead of returning
each setting individually back to normal,
| | 00:13 | you can do all at once with Clear
Formatting. Let's take a look at slide 6.
| | 00:18 | In my Do Not column, my text is bold and teal.
If I click at the end of it and hit Enter
| | 00:23 | and type my next bullet point, it will maintain
the same formatting. To change this back to
| | 00:28 | normal, highlight it and then up in the
middle of the home ribbon there is a button
| | 00:32 | that says Clear All Formatting. And I will click
on it and my text will go back to normal.
| | 00:37 | There is a second way to do the same thing.
Go up to slide 4 and highlight the text label
| | 00:42 | under the chart. In addition to using the
Clear Formatting button, there is a keyboard
| | 00:47 | command that I can use. Hold down your Ctrl
key and tap the Spacebar, and your text will
| | 00:51 | go back to its original unformatted appearance.
Clear Formatting is crucial for turning your
| | 00:56 | text back to normal saving you the effort
of undoing each step one at a time.
| | 01:01 |
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|
|
7. Working with PicturesWorking with screenshots| 00:00 | If you want to grab images off your
computer screen to use in your presentation,
| | 00:04 | you no longer have to turn to Print Screen or
other third party solutions. PowerPoint now
| | 00:09 | has the ability to capture Screenshots and
paste them into your slide immediately.
| | 00:13 | There are two ways to do this. If you want
to capture all the contents in one window,
| | 00:18 | first set it up so it features what you
want to see. In my Web browser, I have gone
| | 00:22 | to samoca-art.com. I will adjust the scrolling
so that it features the content that I want
| | 00:27 | to see in my screenshot, and then I will
return back to my PowerPoint presentation,
| | 00:32 | and I am going to go down to Slide 11.
| | 00:34 | Now, go to the Insert tab and click on the
Screenshot button. There are two ways to use this;
| | 00:41 | the first will show you all the available
windows you have open. Now if you are one of
| | 00:45 | those people who have 12 windows open at
once, you will see all 12 of them here,
| | 00:49 | by clicking on our samoca-art website. I will
then resize the image, so it fits on the slide.
| | 00:59 | Maybe you just want part of the window, because
here I can see my browser controls, so let's
| | 01:03 | delete this image and try it again. Go back
to the browser and again make sure that what
| | 01:08 | you want to see is showing. I will go back
to the Insert tab and down to Screenshot.
| | 01:13 | This time, I am going to choose Screen Clipping.
PowerPoint will disappear, show me the window
| | 01:18 | directly behind it, notice that the window
goes white and I have a crosshair. I will
| | 01:23 | click and drag across the section of the
window that I want to see. When I have exactly what
| | 01:28 | I want, I will let go and that part of the
image will be inserted into my Presentation.
| | 01:32 | I will go ahead make it smaller, and move it into
place. While I am at it I will give it a style, too.
| | 01:39 | This technique works great for creating images
on the fly, instead of having to use picture
| | 01:43 | editing software for cropping and resizing.
The ability to capture what you see on your
| | 01:47 | screen also makes it a perfect tool for
creating training materials for your staff.
| | 01:52 |
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| Using SmartArt with picture placeholders| 00:00 | There's a cliche that pictures speak louder
than words. PowerPoint is the perfect vehicle
| | 00:04 | to demonstrate just how very true this is.
SmartArt is an easy tool that produces advanced
| | 00:10 | graphics in just a few clicks, and it
even allows you to incorporate pictures.
| | 00:14 | Go down to slide 8. Here, I have a bulleted list
of the kind of art that can be found in SAMOCA.
| | 00:18 | Sure! I could add a few images to the slide,
but let's make it artistic too.
| | 00:23 | Go ahead and select the bulleted list,
and on the Home ribbon, just to the right
| | 00:28 | of center, there is a
button for Convert to SmartArt.
| | 00:31 | It shows a few sample SmartArts, but let's use
the More SmartArt Graphics option at the bottom.
| | 00:37 | When you look at the SmartArt window,
there are all kinds of different categories
| | 00:40 | for the kinds of SmartArt that you'll find.
But down at the bottom there's an option
| | 00:44 | for picture. This pulls all of the SmartArt
from the various types that include pictures
| | 00:49 | which is perfect for a museum.
| | 00:52 | Scroll down in the gallery, and look for the
Hexagon Cluster. I'll click on it and click OK.
| | 00:57 | Now, I have a SmartArt, and on the left-hand
side I have my bulleted list. Highlight Oil
| | 01:03 | and Watercolor, and Mixed Media.
| | 01:05 | Up on the ribbon, click on the Promote
button to make the main bullet levels.
| | 01:10 | Let's add another one, click at the end of Mixed Media
and then back up on the ribbon, there's an
| | 01:14 | option for Add Shape. Drop that down,
and Add Shape After, type in Photography.
| | 01:21 | Now that I have all my text in place, I can
close this window. If you ever want to open
| | 01:25 | it again, just click on these little arrows. I
am going to use the handle on the bottom-right
| | 01:29 | corner to stretch out my SmartArt
and make it a little bit bigger.
| | 01:32 | Now let's format it. I am going to click on
Change Colors, scroll down in the gallery,
| | 01:39 | and make this Accent 5, the Gradient Loop.
Under the SmartArt styles, use Intense Effect.
| | 01:46 | Now, our text is too light for that. So, go
back to the Home tab, drop down the Font Color,
| | 01:54 | and change it to the darkest Aqua.
| | 01:56 | Last, let's make the text bold, so it really
stands out. Now, we're ready for our pictures.
| | 02:02 | Notice in each of these hexagons, there is a
matching pair. So, this is my Mixed Media.
| | 02:07 | I'll click on the picture, and it opens up
the dialog box. Right now, I'm in my Chapter 7
| | 02:12 | folder of my Exercise Files, and here's
my Mixed Media artwork. I can double-click
| | 02:17 | on it or click on it, and click Insert. PowerPoint will
think for a minute, and then put the art into place.
| | 02:23 | Now, let's do the same thing for Oil and Watercolor.
I'll click on the picture, double-click on
| | 02:28 | my art, and it will get inserted into the
placeholder, and last, Photography,
| | 02:34 | click the picture, click Insert.
| | 02:36 | Now what's nice is that when I play my slide,
even though I have nothing in this particular
| | 02:41 | placeholder, when I show my slideshow, it
doesn't have the picture placeholder, it shows
| | 02:46 | up as an empty hexagon.
| | 02:47 | Now, doesn't that look nicer than a bulleted
list? By incorporating SmartArt into my museum
| | 02:52 | slide show, the examples from our collections
are much more suited to the creative atmosphere
| | 02:56 | of the San Angelico Museum of Contemporary Art
than my plane boring bulleted list.
| | 03:01 |
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| Creating transparent spot colors| 00:00 | PowerPoint's graphics have certainly come
a long way. You can now use picture tools
| | 00:04 | to knockout backgrounds and remove spot
color from images. No longer do you need to edit
| | 00:08 | the images in Photoshop and then import them
or suffer a logo with a white background.
| | 00:14 | There are two tools that we can use,
Remove Background or Set Transparent Color.
| | 00:19 | You can see how to use the Remove Background
tool in the PowerPoint 2010 Essential Training,
| | 00:23 | so I am not going to repeat that here, so
let's take a look at Set Transparent Color.
| | 00:28 | This works best for GIFs and drawings with
areas of flat color, such as a logo that was
| | 00:32 | created on white. It doesn't work quite as
well in photographs. Now our Samoca logo is
| | 00:38 | on our Slide Master, so I am going to click
on the View tab and then come over and click
| | 00:42 | on Slide Master, scroll up to the
top master and then click on the logo.
| | 00:48 | Now, go up to the Picture Tools, Format tab
and click on the Color button, at the bottom
| | 00:53 | you'll find Set Transparent Color. Now notice
that your cursor becomes a pen with a black
| | 00:58 | angle, click on the color in the picture that
you want to remove and all the pixels of that
| | 01:03 | color will disappear.
| | 01:04 | I'll go back to my Slide Master and close
the Master View. This way you can let your
| | 01:09 | slides background become the logo background
or in a different scenario, if you're printing
| | 01:14 | on colored paper, the paper
color will shine through.
| | 01:17 | The ability to remove backgrounds and colors
from your images right inside PowerPoint cuts
| | 01:21 | down round tripping from image editors,
saving you hours of time and workflow headaches.
| | 01:26 |
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| Deconstructing and editing clip art| 00:00 | Have you ever wanted to use a clipart but
it had the wrong colors or an element you
| | 00:04 | didn't like? Scroll down to the last slide
in our presentation. It's actually possible
| | 00:08 | to edit graphics you've found in
the Microsoft Office Clipart Gallery.
| | 00:12 | Note that this only works on drawings, not
on photographs, and not on all of them, but
| | 00:17 | it's usually possible. The first is to
ungroup the graphic. I'll click on the picture
| | 00:21 | and on the Picture Tools Format Ribbon, I'll
come over here to the Group button and drop it
| | 00:26 | down and Ungroup. I get an alert message that
says This is an imported picture, not a group.
| | 00:33 | Do you want to convert it to Microsoft
Office drawing object? And I'll say Yes.
| | 00:37 | Now when I click around in my graphic, I'll
be able to see different objects. But I've
| | 00:42 | actually found if I go a level deeper and
ungroup it a second time; now notice by the
| | 00:47 | way that this Arrange button on the Home Ribbon
also has Ungroup. This time when I Ungroup it,
| | 00:53 | I see a zillion little objects. I can see
all of the resizing handles to know where
| | 00:57 | they are. I'll click off of the object.
| | 00:59 | So the first thing I want to do is I would
like to get rid of this lamppost. It can be
| | 01:04 | a little hard to click on all of those
little objects, so if you find that you click
| | 01:08 | on something and it's not the right thing,
you can just click somewhere else
| | 01:12 | or undo the step and it try again.
| | 01:14 | So I'll click on my lamppost and click Delete
and it's gone. I'll click this little flash
| | 01:18 | and delete that and I'll come down here to
this little tower and delete all the elements
| | 01:22 | that made up that little tower and I'll get
rid of this little mailbox too. I am also
| | 01:27 | going to get rid of this brown square in
the background, now that looks a lot better.
| | 01:32 | In addition to deleting elements, you can
also add them. Go up to the Insert tab and
| | 01:36 | then click on the Shapes button on the Ribbon,
I want to come down to Basic Shapes and click
| | 01:40 | on the sun. I'll come over to the right side
of my picture; and I am going to Shift key
| | 01:44 | to make sure that my sun
stays round, and there it is,
| | 01:48 | although it is the wrong color. So let's take
the opportunity to recolor, not just the sun,
| | 01:53 | but most of our image. I'll hold down my Shift
key and start clicking on the different objects
| | 01:57 | that make up my clipart.
| | 01:59 | It's going to take a little bit of trial and
error until you learn which parts to relate
| | 02:03 | to what, but once I have what I think are
the right ones, I'll go up to the Drawing
| | 02:07 | Tools Ribbon and go up to Shape Fill and I'll
change them to dark aqua. I'll click off and
| | 02:13 | then repeat that step for anything
else that I missed the first time around.
| | 02:19 | In this case I am going to leave my little
windows brown. I'll go back up to Shape Fill
| | 02:23 | again and one more right here and right here,
okay good. I'll even go a step further and
| | 02:31 | do some more shading; I'll click on that
background and fill that with light aqua.
| | 02:39 | Now I'll take these and make
them a slightly darker aqua.
| | 02:41 | Once I am satisfied with how the image looks,
I'll draw a marquee box around it that means
| | 02:47 | clicking above into the left of the graphic
and then dragging across the graphic until
| | 02:51 | the whole thing is surrounded and letting go.
| | 02:53 | I'll come up to the Arrange button and then
Regroup. Now doesn't that look a lot better?
| | 03:00 | The ability to edit PowerPoint's clipart and
other GIFS widens the range of graphics that
| | 03:05 | you can use in your documents and saves you
from the vast learning curve of Photoshop
| | 03:09 | and other graphics editors.
| | 03:14 |
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| Disabling hardware graphics acceleration| 00:00 | One of the innovations in Office 2010 is
that it includes GPU acceleration, which stands
| | 00:05 | for Graphics Processing Unit. PowerPoint
will harness some of your graphic card's power
| | 00:10 | to make the image effects less
draining on your computer itself.
| | 00:13 | The system requirements of Office 2010 include
a DirectX 9.0c compatible graphics card with
| | 00:20 | 64 MB or higher of video memory. If you're
running an older computer, you may get an
| | 00:25 | error message every time you try graphic
intensive feature, or PowerPoint may crash a lot.
| | 00:31 | Other symptoms of the inability to use graphics
acceleration include black or missing images.
| | 00:36 | If this is happening to you, turn off
PowerPoint's built-in Hardware Graphics Acceleration
| | 00:41 | option, it's on by default.
| | 00:42 | For example, go up to the File tab and come
down to Options, click on Advanced.
| | 00:49 | Now, look down in the Display section.
There is a checkmark allowing you to Disable the
| | 00:54 | hardware graphics acceleration; then click OK.
| | 00:57 | Because Microsoft Office's Graphics Acceleration
is on by default, rendering graphics happens
| | 01:02 | much faster than in previous versions of PowerPoint.
But if you have complex graphics in your PowerPoint
| | 01:07 | document that aren't behaving quite as expected,
toggling this advanced option on or off,
| | 01:13 | may just solve your problem.
| | 01:18 |
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| Compressing images| 00:00 | Most photos are taken at a very large size
and resolution, so they can be used for a
| | 00:04 | variety of purposes. Every time you add an
image to your PowerPoint document, the full
| | 00:09 | size of the graphic is added to your file size.
| | 00:11 | For example, if you insert a 2 Megabyte picture,
your PowerPoint document grows by 2 Megabytes.
| | 00:17 | If you have a lot of graphics, your file size
can become unwieldy. It can make PowerPoint
| | 00:21 | slow down or even crash and it can
make it impossible to email your file.
| | 00:26 | Compressing your images allows you to
specify the quality of the graphic so that you can
| | 00:29 | discard extra pixels keeping your file size
as small as possible. In addition, if you
| | 00:34 | have videos embedded in your presentation,
if you trim the beginning or end, you can
| | 00:38 | use the compress tools to delete the extraneous
footage. Trimming videos is covered in detail
| | 00:43 | in the PowerPoint 2010 Audio
Video In-Depth course.
| | 00:47 | Let's take a look at this file, 07_06_compress
in Windows Explorer. Here I can see that it's
| | 00:52 | almost 142,000 Kilobytes or 138 Megabytes.
That's pretty large. Certainly, too large
| | 00:59 | to easily transfer to another computer over
the Internet, and it may make your PowerPoint
| | 01:04 | very, very slow. So let's compress our images.
| | 01:07 | Now note, if you are planning to apply artistic
effects to your images, compress your pictures
| | 01:12 | first so that you don't reduce the quality of
your special effects. I'll start by clicking
| | 01:17 | on one of my photographs. Do note that
compressing doesn't work on shapes or some clipart.
| | 01:22 | On the Picture Tools ribbon that appears I'll
click on the Format tab. On the left-hand side,
| | 01:27 | click on Compress Pictures. Now
let's take a look at this dialog box.
| | 01:32 | Apply only to this picture will just compress
the one picture that I'm clicked on. We want
| | 01:36 | to compress all the photographs in the slide
deck. So I'm going to uncheck this checkmark.
| | 01:41 | Delete cropped areas of pictures will completely
remove areas of an image that you've cropped.
| | 01:46 | This is a great way to remove large areas
of the picture completely, but do note that
| | 01:50 | you won't be able to reset your picture later.
| | 01:53 | Target output determines how much compression
PowerPoint will apply. Choose according to
| | 01:57 | your final purpose. PPI means Pixels Per Inch.
Now a printer can print more dots than you
| | 02:02 | can actually see on your screen. So the
document will be printed, click on Print (220 ppi).
| | 02:08 | Otherwise, your graphics will be fuzzy.
| | 02:11 | Screen (150 ppi) is perfect for documents
that will be viewed on a computer or projected,
| | 02:17 | but not for printers. Email (96 ppi) will
create the smallest file. Large files can't
| | 02:22 | be emailed to some email addresses. So under 2
Megabytes is always safe. Use document resolution
| | 02:28 | will default to the target output specified
in PowerPoint's options and we'll take
| | 02:32 | a look at those later on.
| | 02:33 | Now let me go ahead and choose Screen and
then click OK. PowerPoint will think about
| | 02:38 | it for a minute and now
your pictures are compressed.
| | 02:41 | So next, let's look at compressing your video
and audio files. This will delete extraneous
| | 02:46 | image and sound data and remove the beginning
or endings of media that you've cropped and
| | 02:50 | trimmed. This does result in lower quality
images and videos, so only perform these steps
| | 02:54 | if your file really is too large.
| | 02:56 | First, let's save a copy of our presentation
so that we can always go back to the original.
| | 03:01 | This will give us two copies of the file;
a high-resolution version to play on our own
| | 03:06 | computer, and a smaller version for sharing.
Since we're going to do our Save As now,
| | 03:10 | our 07_06_compress file will still maintain all
of our pictures that we just compressed in
| | 03:15 | their original state. So I'm going to go to
File and do a Save As and I'm going to add
| | 03:21 | _compressed at the end.
| | 03:24 | Next, go to the File tab and take a look at
Info. Under Media Size and Performance,
| | 03:31 | we can see information about our movie. I can
see that the movie that we have on slide 10
| | 03:35 | is 20 Megabytes and it does contain some trimmed
regions. So I'm going to click on the Compress
| | 03:40 | Media button. It gives me three levels of
compression just like we saw with the images;
| | 03:46 | Presentation Quality, Internet Quality, and
Low Quality. For this presentation I'll choose
| | 03:51 | Internet Quality. It's a medium level of
compression and this choice is great if your
| | 03:56 | playback is going to happen at a
smaller size instead of full-screen.
| | 04:00 | After I click my quality, a Compress Media
dialog box opens and I can actually watch
| | 04:05 | as each asset is compressed. I can see the
green progress bar at the bottom and when
| | 04:09 | it done I'll see the final result for how
much file size I saved. Sometimes the savings
| | 04:14 | will be insignificant, but some media
clips make it significantly smaller.
| | 04:18 | So check this out. I saved almost 10 Megabytes.
This can definitely help me squeeze my file
| | 04:22 | onto the flash drive, save upload time, and
avoid maximum file size constraints.
| | 04:27 | I'll click Close. Notice that my Info screen
now has some additional information.
| | 04:32 | It tells about my compression, and if I click
on the Compress Media button, it also gives me
| | 04:36 | an option for undoing the compression. That
will take me back to my original resolution.
| | 04:41 | Now here's one troubleshooting tip. If you get a
message that one of the videos is unsupported,
| | 04:46 | check its dimension. To take advantage of
compression, both the width and the height
| | 04:49 | need to be divisible by 4. If your movie has
been resized, adjust it again so that both
| | 04:54 | the dimensions can be divided
by 4 and you should be fine.
| | 04:57 | Now let me go back Home and let's go check
out slide 10. This is the one that has my
| | 05:01 | video on it. Let me go ahead and
play a few seconds of the video.
| | 05:05 | (Jim Sugar: Later I got involved with
some friends of mine at the Geographic,)
| | 05:09 | (mostly Rick Orr who was a
great science writer at that point.)
| | 05:14 | I can see that the image is a little bit grainy,
but it's subtle enough that I don't really mind.
| | 05:17 | Let's save our file again and then go check
out Windows Explorer. Whereas my original
| | 05:22 | file was 138 Megabytes, my new file is only
10.2 Megabytes. That's a huge savings at
| | 05:30 | only a small sacrifice of quality.
| | 05:32 | Now let's go take a look at the default
settings for compression. Go up to the File tab
| | 05:38 | and down to Options. Click on Advanced, and over
here look at Image Size and Quality. Compression
| | 05:44 | defaults are applied to just this one document.
Discard editing data will automatically delete
| | 05:49 | all the information about your original image
and you won't be able to use the Reset button
| | 05:53 | to start over again. For example, PowerPoint
will permanently forget its original size,
| | 05:58 | color, and cropping. To remove any formatting you had
applied you'd have to delete the image and reinsert it.
| | 06:05 | The next two settings, Do not compress images in
file and Set default target output work together.
| | 06:09 | While this is checked off, all the images
will be inserted into the file in their
| | 06:14 | original dimensions. If I uncheck it, I can
set the target output to either the print
| | 06:19 | quality, screen quality, or email quality.
That way every time I insert a picture,
| | 06:24 | it will automatically compress to 150 ppi. Well,
let me go ahead and click Cancel on this window.
| | 06:33 | Compressing your images is a necessary step
when you have a lot of images or you want
| | 06:37 | to email your file. But do remember to save
a copy first in case the quality degradation
| | 06:42 | is more than you're willing to sacrifice.
| | 06:47 |
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|
|
8. Working with Shapes, Objects, and AnimationsCreating 3D shapes| 00:00 | You can literally make your images and videos
pop off the screen by applying 3D formatting
| | 00:05 | and rotations. This makes your objects look
like they're moving towards the viewer.
| | 00:09 | On Slide 1 click on the picture of the sunflowers
and then go up to the Picture Tools Format
| | 00:14 | tab that appears. Click on the Picture Effects
button and we'll start by giving it a Bevel
| | 00:20 | which rounds out the sides. Use the one in
the bottom right-hand corner, Art Deco,
| | 00:26 | which gives it an interesting frame edge.
| | 00:28 | Now go back up to the Picture Effects button
and go down to 3D Rotation. Let's start tilting
| | 00:34 | the image towards the viewer. Scroll down to
the bottom to the Obliques and we're going
| | 00:39 | to choose the very, very last one. Right now
the effect is subtle, but you'll see it more
| | 00:44 | when we increase the depth.
So let's go ahead and do that.
| | 00:49 | In the bottom right corner of the Picture
Styles group there's a Launch button and I'll
| | 00:53 | click it and then come over on the left-hand
inside to 3D Format. Here's the Depth setting
| | 00:59 | and we're going to increase this to 15. Instantly
I can see a bottom edge and a right edge and
| | 01:05 | I can see that my image extends around the
edge of the effect. If I wanted to, I could
| | 01:10 | also change the color of that edge. I
can dropdown Color and make this teal.
| | 01:16 | In the PowerPoint 2010 Audio and Video In-Depth
course I go into complete detail on how each
| | 01:22 | one of the 3D Format and rotation settings
are applied. If I change a lot of settings
| | 01:28 | and don't like the way it looks, I can
always use the Reset button to put it back to the
| | 01:31 | way it was originally. But I like
what I have. So I'll click Close.
| | 01:38 | Now look at the difference between my sunflowers
and all of my other artwork. Now they look
| | 01:43 | completely flat. So let's apply that formatting
to all of the images in the presentation.
| | 01:48 | I'll click back on my sunflower again and
go to the Home ribbon. Double-click on the
| | 01:54 | Format Painter. We talked about the Format
Painter earlier in this course. Double-clicking
| | 01:58 | allows me to apply the formatting to
multiple objects. So I'll click twice and then
| | 02:03 | I'll click on each of the images and they will
all take on the formatting of the sunflowers.
| | 02:08 | I'll do this on all the other slides as well so
that my look and feel is consistent throughout
| | 02:12 | the presentation. When I'm done, I click on
Format Painter again or hit Escape.
| | 02:26 | When I play my presentation, you can
truly see how effective this is.
| | 02:30 | Adding a bevel and 3D formatting to your
image or video clips is a great way to add visual
| | 02:35 | interest and a modern look
and feel to your slideshow.
| | 02:40 |
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| Working with picture effects| 00:00 | PowerPoint's advance graphics capability allows
you to apply professional strength formatting
| | 00:05 | to your images and videos. Effects that formerly
would've taken a designer hours in Photoshop.
| | 00:11 | Now you can do it with a
few clicks of your mouse.
| | 00:14 | Let's go to slide 2 and click on our picture.
The Picture Tools ribbon appears and I'll
| | 00:20 | click on the Format tab. Let's explore some
of the presets under Picture Effects.
| | 00:25 | Let's look under Shadow. As you hold your cursor
over, it will show you what they look like.
| | 00:30 | We're going to go ahead with the first
Outer Shadow. Go back up to the Picture Effects
| | 00:36 | button, let's choose Reflection, let's
choose the second one right here.
| | 00:46 | We'll go up to Glows and let's give it a
subtle Aqua glow. Back up in Picture Effects
| | 00:55 | again now we'll go to Soft Edges.
| | 00:56 | Now as I start accumulating my effects, you'll
see that some of them are going to override others.
| | 01:00 | But let's give this picture a 2.5
Point Soft Edge. Now we've already looked
| | 01:08 | at Bevels and 3D Rotation in a
previous video, so we'll skip them for now.
| | 01:14 | Once you've applied the basic style and
effect that you like, you can go further with it.
| | 01:19 | At the bottom corner of the Picture Styles
group is a Launcher button. That takes us
| | 01:23 | into the Format Picture window, then I'll
slide that over to the side. Let's take a
| | 01:28 | look at our Shadows. Here's the preset that
we already chose. If I wanted, I can change
| | 01:34 | the color of the shadow to another color.
| | 01:37 | Now that we're in the dialog box, we have
sliders to affect all of the settings.
| | 01:43 | So we can make the shadow transparent or dark,
we can increase the size of it. Let's go ahead
| | 01:51 | and bump it up just a little bit. Let's make
that a 103. You can affect how blurry it is
| | 01:59 | or how sharp the edges are, the angle of
the shadow, and how far from the image it is.
| | 02:11 | When we go to Reflection, we have the same
kinds of settings. The original preset, how
| | 02:18 | transparent the reflection is, how big it is,
how far away from the picture it starts,
| | 02:33 | and how blurry or how sharp it is. Glow and
Soft Edges have their own settings as well.
| | 02:39 | We can change the thickness of the Glow and
then the Transparency of the edge will brighten
| | 02:46 | it and fade it. And last, but not
least, how soft the Soft Edges are.
| | 02:52 | Now notice that there are detailed settings
in this dialog box for other effects too.
| | 02:57 | Line Colors and Styles, Picture Corrections
with Brightness and Contrast, all kinds of things.
| | 03:03 | These settings allow you to fine-tune the
commands from the ribbon by using sliders.
| | 03:10 | Once I'm done I'll click Close and we'll
apply these same settings to the other graphics
| | 03:15 | in our presentation. I'll go back to the Home
ribbon, double-click on the Format Painter,
| | 03:21 | and we did cover the Format Painter earlier
in this course. And I'll scroll down to
| | 03:26 | Slide 8 and Slide 9, and then I'll hit
Escape to turn the Format Painter off.
| | 03:35 | As you can see, PowerPoint 2010 allows you
to create intricate special effects for your
| | 03:40 | graphical objects without knowing
anything at all about graphic design.
| | 03:45 |
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| Perfecting gradients| 00:00 | Gradients enliven an object by gently morphing
from one color to another. You can apply gradients
| | 00:05 | to shapes, text boxes, and even the text itself.
When using the gradient as a fill you can
| | 00:11 | use PowerPoint's presets or adjust the colors
to your liking. Let's go down to the Slide 3
| | 00:16 | and we are going to apply
gradients to the people's positions.
| | 00:20 | I'll click on Executive Director, hold down
the Shift key, and click on the other positions.
| | 00:25 | Now notice I do want to have a four-headed
arrow when I click. I'll click on Executive
| | 00:29 | Director, hold down my Shift key, and
click on the other positions as well.
| | 00:35 | Now let's go up to the SmartArt Tools. Note
that if we weren't in a SmartArt, if we were
| | 00:40 | on a regular shape or box, this would say
Drawing Tools instead. Then I will click on
| | 00:44 | the Format tab and then we will come over
here to Shape Fill. If I hold my cursor over
| | 00:51 | Gradients, I can see a number of different
gradients here. Sometimes you may see light
| | 00:56 | or dark variations. We are going to come down
here to More Gradients where we can control
| | 01:02 | the gradients ourselves.
| | 01:03 | I am going to move the dialog box over to
the left so we can see what we are doing.
| | 01:07 | We are already in Fill and now I will come
over here and I will click the radio button
| | 01:12 | in front of Gradient fill. Our first option
are Microsoft's Presets. You can use these
| | 01:18 | as is or further modify them using the steps
we are about to take. I am going to click off.
| | 01:23 | I don't want to use a preset right now.
| | 01:26 | Now Type and Direction work together. Let's
take a look at the four types. This one is
| | 01:31 | Linear, here is Radial, Rectangular, and Path.
Notice that it affects the shape of the gradient
| | 01:41 | and I'll bring this to Radial.
| | 01:44 | Next is the Direction of the gradient and I
can click on each of the four From the Bottom
| | 01:49 | Left-hand Corner, From the Center, From the
Top Right-hand corner, or the Top Left-hand
| | 01:57 | Corner, and I'll leave it on that last option.
| | 01:59 | Next, let's take a look at the Gradient stops.
This affects the colors across the gradient.
| | 02:06 | Right now it came up as a blue, but that doesn't
really match our presentation. So I'll click
| | 02:10 | on my first stop, and come down here to Color,
and I'll choose the darkest of my Aquas.
| | 02:18 | I'll take the middle stop and click on the middle
of the Aquas. Then I will click on the last
| | 02:24 | gradient, click on color again, and
choose the lightest of the Aquas.
| | 02:30 | You can slide these gradient stops to affect
the transition of the color. You can also
| | 02:37 | Position them manually by clicking the Up
and Down Arrows or by typing the number
| | 02:45 | that you want. In addition, you also have Brightness
and Transparency sliders. If I slide to the left,
| | 02:51 | it will go to black and if I slide Brightness
to the right, that color will go towards white.
| | 02:56 | I will find a happy medium. Transparency will
actually allow you to see any shapes behind.
| | 03:04 | I'll bring that back down.
| | 03:06 | You can also add additional color stops simply
by clicking inside the Gradient Bar and then
| | 03:11 | you can change those as you like as well.
To really see this one in action, I'll color
| | 03:15 | it green. If you have a Gradient stop that
you don't like, you can delete it using the
| | 03:26 | red X on the far right, Remove gradient stop.
So now we have a really attractive gradient.
| | 03:31 | Last, there is a checkmark here for Rotate
with shape. While it's on, if I rotate my
| | 03:37 | shapes, the gradient will travel with the
shape itself. I'll go ahead and press Ctrl+Z
| | 03:42 | to undo that. If I uncheck the box, when I
rotate the shape the gradient will actually
| | 03:48 | stay where it is on the page and just my
shape will rotate inside that gradient.
| | 03:59 | See the difference? I will go ahead and I will
leave it back on and then I will click Close.
| | 04:10 | Taking control of your gradients allows you
to specify the exact shades of color and the
| | 04:15 | rate of transitions across the shape.
| | 04:20 |
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| Adding action buttons| 00:00 | Action buttons are little squares that you
could insert into your slides that perform
| | 00:04 | actions. Some of them are pre-programmed,
to do things like navigate to other slides.
| | 00:09 | You can also program them to do your bidding.
| | 00:12 | Whenever I work with Action buttons I always
start by going to the View Ribbon and then
| | 00:16 | turning on the Guides. This will allow me
to position each button in the same place
| | 00:21 | on every slide. I will click on the Horizontal
guide and drag it down to the 2 inch mark.
| | 00:28 | Then I'll click on the Vertical
guide and drag this over to 4.6.
| | 00:36 | Now let's go to the Insert Ribbon. Click on
the Shapes button and down at the bottom you
| | 00:40 | will see a row of Action Buttons. Each of
the images is pre-programmed for a specific task,
| | 00:46 | but you do have the ability to choose an image and
then assign it to any function that you'd like.
| | 00:51 | We are going to use the information action button,
the i in the circle and I will click on it.
| | 00:58 | When I hold my cursor over the slide, it
becomes a thin crosshair, which I will position
| | 01:02 | at the intersection of my guides. I am also
going to hold down the Shift key on my keyboard,
| | 01:07 | so as I drag the shape of the button, it
stays proportional and square. When I let go
| | 01:13 | an Action Settings dialog box opens, and I can
see right now the button doesn't do anything,
| | 01:18 | but I will change this to Hyperlink to, and
dropdown the list. It starts off with navigation
| | 01:23 | tools, Next Slide, Previous Slide, First Slide, Last
Slide, Last Slide Viewed or just simply End the Show.
| | 01:32 | If I scroll down I have a lot of other options
as well including jumping to a specific slide number,
| | 01:38 | but I am going to choose URL and I am going to
send the viewers to our website's About Us page.
| | 01:42 | When I'm done I'll click OK. Down at the
bottom I have the option of playing a sound.
| | 01:48 | Now a lot of these are really tacky, but
some of them are fun. For kicks I'll scroll
| | 01:54 | down to the bottom and choose Whoosh.
| | 01:56 | Now notice that you have a second tab for
Mouse Over. You have all the same settings,
| | 02:02 | but instead of actually clicking on the button,
all you have to do is wave your mouse over
| | 02:06 | it and you'll get that effect.
I'll stick to Mouse Click and click OK.
| | 02:13 | Once your Action button is inserted you can
format it the same way you would any other object.
| | 02:17 | I'll go up to Drawing Tools and choose Format.
I'll go to the Shape Styles gallery and
| | 02:24 | click on the More button and I am going to
choose the Subtle Effect - Aqua, Accent 5.
| | 02:29 | Now one of the things that's nice about
Action Buttons is that if I copy this,
| | 02:34 | I can paste it on any slide and it will go to
the same position. So I am going to press Ctrl+C
| | 02:39 | on my keyboard and I'm going to go to Slide 3
to my Organizational chart and press Ctrl+V
| | 02:45 | on my keyboard and the same
button appears in the same location.
| | 02:48 | Now let's go to our last slide. Here I'd like
to add a button that jumps back to the beginning
| | 02:54 | of the presentation. So I will take the same steps.
I'll go to the Insert Ribbon, click on the
| | 02:59 | Shapes button, and come down to the Action Buttons.
This time I am going to choose the third one
| | 03:06 | that sends me back to the beginning.
I will hold my Shift key down, position my
| | 03:12 | crosshairs over the intersection of the guides
and drag the button to about the same size
| | 03:17 | as the button before, and let go.
| | 03:22 | Now because this one was pre-programmed it is
going to Hyperlink back to the First Slide,
| | 03:26 | which is exactly what I want. To stay consistent
I'll also give it the sound Whoosh. I'll click OK,
| | 03:35 | and then go to the Drawing Tools Format
ribbon and change the style so it matches
| | 03:41 | the other buttons, Subtle Effect - Aqua, Accent 5.
| | 03:45 | Now let's see these in action. I will go to
the Slide Show Ribbon and click From Beginning.
| | 03:54 | There's my Action Button. I can see that it's a
hyperlink, because my cursor becomes a pointer
| | 03:59 | finger. When I click on it I hear the Whoosh
sound and it opens up my Web browser to the
| | 04:04 | page that I want. Now I will go to my third slide.
There's the same button and it performs the same action.
| | 04:14 | Now I am going to right-click on my presentation
and tell it to Go to Slide and I am just going
| | 04:19 | to jump down to Slide 10. This is the
button that sends it back to the beginning,
| | 04:27 | and sure enough when click on it,
back to the beginning I go.
| | 04:31 | In the PowerPoint 2010: Audio and Video in
Depth course I demonstrated how to use Action
| | 04:36 | Buttons to trigger macros and do many more
complex actions. If you're developing a PowerPoint
| | 04:42 | deck that people will watch on their own,
providing them navigation buttons can really
| | 04:46 | help with the usability of your slide show.
| | 04:51 |
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| Animating bulleted lists| 00:00 | One of my go-to PowerPoint techniques is to
have my bullet points show up on the screen
| | 00:04 | one at a time. Then have them fade as I
call up the next point. This allows me to talk
| | 00:09 | about each point without distracting the
audience with hints of what's to come.
| | 00:14 | Let's take a look at how to set this up on
your own presentations. Go to Slide 6, here
| | 00:19 | I have two bulleted lists, and right now if
I play this slide, all the bullet points are
| | 00:24 | just there on the screen. So I'll hit Escape.
I'm going to set the animations on
| | 00:28 | both boxes at the same time. So I'll click
in the first box, hold down my Shift key
| | 00:33 | and click on the second box, and notice
that both objects are highlighted.
| | 00:37 | Now let's go to the Animations Ribbon.
There's a gallery here of different animations.
| | 00:41 | If I click the More button on the right of the
Gallery, I can see Entrance effects which are
| | 00:45 | how objects show up on the slide; Emphasis,
which is what they do while they're on the slide;
| | 00:50 | or Exit, which is how things leave the slide.
| | 00:54 | We are going to come down here to More Entrance
Effects. These are broken up into Basic, Subtle,
| | 01:03 | Moderate, and Exciting, based on the level
of animation. In the Moderate group we are
| | 01:08 | going to choose Rise Up and then click OK.
| | 01:17 | Notice now that all my bullet points are numbered.
To learn more about what's going on behind the scenes,
| | 01:21 | let's use this Animation Pane button on
the Animations ribbon, and it opens up a pane
| | 01:26 | on the right-hand side. I can see each of
my placeholders, but if I click these
| | 01:32 | down arrows I can see all of the bullets on
the slides. I want to make sure that each
| | 01:36 | of these bullet points shows up on the slide
when I'm ready for it. So I am going to come
| | 01:40 | up here to Start, drop that down and make
sure that it says, On Click. With Previous
| | 01:46 | would have all of them show up at the same
time. After Previous would have them show
| | 01:51 | up sequentially, but one right after another
without waiting for me to click. So again,
| | 01:56 | I will leave this on, On Click.
| | 01:59 | Now let's take a look at this Effect Options
button right here. If I have them come in
| | 02:03 | As One Object, everything inside that placeholder
comes up at the same time. All at Once refers
| | 02:10 | to the contents of the placeholder, but in
this case that's the same thing. We are going
| | 02:16 | to leave it on By Paragraph so that
each bullet point comes up one at a time.
| | 02:23 | Now let's go into even more detail. On the right
side of the Animation group is a Launch button.
| | 02:28 | Let's go ahead and click on that to see
additional effect options. Here's where
| | 02:32 | we set our dimming. It says After animation:
Don't Dim. We are going to drop that down.
| | 02:38 | Now none of these default colors here match our
presentation, so I am going to go to More Colors.
| | 02:44 | Now the Dim Effect is used best when you choose
a color that's a shade darker than your regular text.
| | 02:49 | For example, if you had white text on
a colored background, you'd choose a level
| | 02:53 | of gray as your dim color. If your text was
yellow, you might choose a darker yellow.
| | 02:59 | Since our text is aqua I am going to
choose a dark aqua and I'll click OK.
| | 03:05 | Here there's an option for Animate text.
This has the entire bullet point come in at
| | 03:10 | one time, but if you wanted, you could have the
bullet points show up one word at a time,
| | 03:14 | or even one letter at a time. This is a professional level
slide show, so I am going to leave this on All at once.
| | 03:21 | Another feature that I'd like you to see is
under the Text Animation tab. Here the text
| | 03:27 | this grouped By 1st Level Paragraphs. If
you noticed when my bullet points came up,
| | 03:32 | my bullet point 2 and its sub-bullets all came
up at the same time. If I would like these
| | 03:37 | two sub-bullets to come up individually on
their own, I will change this from By 1st
| | 03:42 | Level Paragraphs to By 2nd Level Paragraphs.
If I had a third level of bullet points or
| | 03:47 | fourth level, I might choose these options.
But because I've two levels, I will choose
| | 03:52 | By 2nd Level. Now this bullet point will come up,
then this one, then this one, and I'll click OK.
| | 04:03 | In the preview I can see the bullet points
arrive one at a time and the text gets darker.
| | 04:10 | I'd also like to point out that if you want
to apply these animation settings to another
| | 04:14 | slide, you can click on the Animation Painter
and it works just like the Format Painter
| | 04:19 | that we saw earlier in this course. If I
double-click on Animation Painter I can then
| | 04:24 | go to other slides and apply the same effect.
| | 04:28 | When I'm done, I'll hit Escape. Let's go
back to Slide 6 and play the slide show.
| | 04:42 | Using bullet animation as a way to highlight and
call attention to your current topic of interest
| | 04:47 | is a perfect way to use PowerPoint's tools.
It enhances your viewers understanding
| | 04:52 | of your content.
| | 04:57 |
| | Collapse this transcript |
| Designing motion paths| 00:00 | After watching the PowerPoint 2010 Essential Training
or fooling around with PowerPoint on your own,
| | 00:05 | you've probably played with animation,
the tool that allows your text to arrive
| | 00:09 | on screen bullet point by bullet point or
cause an object to fly onto your slide and then
| | 00:14 | fly away again. But did you know that you
can completely customize the path your objects
| | 00:19 | take on your slide? Let's take a detailed
look at the animation tools, and design a
| | 00:24 | creative custom motion path for the
pie chart that we have on Slide 4.
| | 00:29 | We're going to set up this pie chart so that all the
slices fly onto the screen all at the same time.
| | 00:33 | Start by clicking on the pie chart.
You want all the slices highlighted,
| | 00:40 | so that you can see a dot at the
intersection of each of the four slices.
| | 00:43 | Now, let's go to the Animations tab. Turn on
this Animation pane, so that we have controls
| | 00:49 | on the right-hand side. Now, take a look at
the animation gallery, and use the More button
| | 00:55 | on the lower-right corner. Scroll down to
the very bottom below Exit, and you'll see
| | 01:00 | a row of motion paths. We're going to
choose the last one for Custom Path.
| | 01:06 | Now, before we begin, go up to the Effect
Options button, and we've three different types;
| | 01:12 | a Curve, a Line, and a Scribble.
A Scribble would follow your cursor
| | 01:17 | exactly wherever you move it on the screen,
but those can get a little junky.
| | 01:21 | Line goes a straight line. We're going to
do a curve so that we have a little bit of
| | 01:26 | elegance. Before I draw the curve, I do want
to resize my normal view, so that I have more
| | 01:30 | room around my slide. Click down here where
it says 90% or whatever percentage yours says,
| | 01:37 | and change it to 50%. We're going to start our
objects in the gray workspace around the slide.
| | 01:43 | So I am going to start out here in the gray
area, and click one time. As I move onto my
| | 01:48 | slide, it draws a line, and wherever I want
my arch to be, I will click again, and then
| | 01:55 | I'll move to the middle of my pie chart,
and I will double-click to end the line.
| | 02:00 | Now, because my whole pie chart was selected,
I just moved the whole chart, but now we're
| | 02:05 | going to separate that with the pie slices.
Go up to the Effect Options button on the ribbon,
| | 02:10 | click on it, and change the sequence to
By Category instead of By One Object.
| | 02:18 | As I hold my cursor there, notice that first,
the title comes in, then Volunteers, Full-time
| | 02:24 | staff, Part-time staff, and last, Consultants.
| | 02:31 | Over there in the Animation pane, this has
changed a little bit. Click on the arrow so
| | 02:36 | that it drops down, and now I can see all
five of my pie slices and label individually.
| | 02:42 | Right now, they're all following the same
motion path. So now here's the hard part.
| | 02:46 | We have to separate out the motion paths for
each of the pie slices. I am going to start
| | 02:50 | by clicking off of the slide so that nothing
is highlighted, and then I am going to click
| | 02:55 | one time on the arrow.
| | 02:56 | I can see that my fifth object, the Consultant
slice is the one that's highlighted. So we're
| | 03:02 | going to move this arrow. Now, here's the
hardest part is knowing what to click and
| | 03:07 | where, and honestly, it's not an exact
science, it's definitely more of an art form.
| | 03:11 | The green dot will spin the arrows, and right now
I am just going to hit Undo after everything,
| | 03:17 | so that I can show you the pieces. The corner dots
will change the sizes of the line in different ways.
| | 03:26 | And again, I'm hitting Undo after each one
for the moment. I can also click on the arrow
| | 03:32 | itself, and move the whole entire arc. So I
want consultants to come in from the top.
| | 03:39 | I am looking for an arc that goes kind of
like this. So the first thing that I am going
| | 03:43 | to do is rotate it, so it's a little bit
more vertical, and then I'll click on the line
| | 03:49 | itself, and drag it up, so that the
red arrow is towards the center again.
| | 03:53 | I am going to rotate it a little bit more,
so it's a little bit more vertical, and move
| | 03:59 | it into place again. So there is our Consultants.
Now I am going to click on this arrow again,
| | 04:08 | and this time, we have the Part-time staff.
I am going to click on my middle handle,
| | 04:12 | and flip this arrow to the other side, and then
use the Rotate, so it's a little bit more vertical,
| | 04:18 | and then drag it into place so that
my red arrow is in the middle again.
| | 04:23 | All right! Next arrow! This one is the Full-time
Staff. So I will start the same way;
| | 04:29 | gI am oing to grab my middle handle and drag it
over to this side. I am going to use my rotate
| | 04:35 | handle, notice I get the circles, and change
the angle, pick up the line, and drag it down
| | 04:43 | again until the red arrow is in the middle.
And last but not least, we have my Volunteers.
| | 04:50 | So, all of that looks pretty good. Let's take
look and see what adjustments we have to make.
| | 04:55 | I am going to come down to the bottom right-hand
corner and click the Slideshow button to start
| | 04:59 | the slideshow. There's the finished product,
and when I click, each of the pie slices
| | 05:08 | is coming into place.
| | 05:13 | So I do have an issue with this. Each of my
pieces came in one at a time. I want them
| | 05:18 | all to come in at the same time. So I'll press Esc
and I am going to come up here to my Animation
| | 05:24 | pane and click on the first one, hold down
the Shift key and click on the fifth one,
| | 05:29 | so that they're all highlighted. And instead
of starting On Click, I am going to drop this down,
| | 05:35 | and change it to With Previous, so
that they all come in at the same time.
| | 05:41 | I'm also going to change the Duration to 2.5
seconds so that the effect is a little bit slower,
| | 05:45 | and let's look at it again. I will press
the Slideshow button down in the bottom-right.
| | 05:53 | So, this time, the chart came in perfectly.
However, it did show the chart before the effect.
| | 06:00 | This is a little bit hard to control.
Let me show you a workaround that I like
| | 06:05 | to do; one of my favorite tricks.
| | 06:07 | What I am going to do is put a white rectangle
over the entire pie chart, so that it's hidden
| | 06:12 | behind it, then make that rectangle disappear.
So I am going to go to the Insert ribbon,
| | 06:18 | and over to Shapes, and I am going to choose
a basic rectangle, and I am going to draw
| | 06:25 | it over the area where the pie chart is.
| | 06:28 | Now, I need to make it white, so I will go
to Drawing Tools and Format, change the Fill
| | 06:34 | to White, change the Outline to No Outline,
and I can see that there is a little bit of
| | 06:41 | a shadow on it, by default. So I am going to
come down to Shape Effects, click on Shadow,
| | 06:47 | and change this to No Shadow. So when
I click off, everything has disappeared.
| | 06:52 | The next step is to give it an exit animation,
so that it leaves before the pie chart comes on.
| | 06:56 | So I will click back on my rectangle,
come up to the Animations ribbon, dropdown
| | 07:03 | the gallery, and I'm simply going to give
it an Exit Disappear. I want that to be the
| | 07:10 | first thing that happens. So in the Animation
pane on the right, I am going to pick up Rectangle,
| | 07:15 | drag it up to the top, and I am going to
change the Start from On Click to With Previous,
| | 07:21 | and I am going to double check to make sure that
the rest are going to happen with previous as well.
| | 07:27 | So now, when I play my slide, everything happens
smoothly. This is just the tip of the iceberg
| | 07:36 | for all the creative ways you can use animations
to move elements around on your slide. Whether
| | 07:41 | it's customizing the entrance, exit, and
emphasis effects, creating your own motion paths
| | 07:47 | or setting multiple effects to occur in sequence,
the ability to fine-tune the actions will
| | 07:51 | leave your audience wanting more.
| | 07:56 |
| | Collapse this transcript |
| Creating cumulative animations| 00:00 | When designing a PowerPoint slideshow, you want
to strike a balance between attention-getting
| | 00:04 | and distracting. Animating your objects will
certainly help your audience focus on your
| | 00:09 | slideshow, but it's crucial that you design
them in a way that enhances your content instead
| | 00:14 | of pulling your viewer into their own reverie.
| | 00:18 | At the end of our slideshow, I have a slide
with some animation. I'll come down to the
| | 00:22 | Slideshow button and play it for you. Now, to make
that happen, there is a lot of complexity involved.
| | 00:31 | We had to animate the sculpture, so it
both entered in and rolled at the same
| | 00:36 | time, grew and shrunk, and exited. We had to do
the same thing for the text, but without the exit.
| | 00:43 | So let's take a look at how to build this
from scratch. Go up to the New Slide button
| | 00:49 | and add a Title Only slide. Go to the Insert Ribbon,
and click on Picture. In our Exercise Files,
| | 00:56 | we have file number 87495374 and I'll double-click
on it to insert it. Now that's too big.
| | 01:04 | So I am going to come immediately up to the
Size settings in the upper right-hand corner.
| | 01:08 | I am going to set the Height to 3.5, click
in the Width, and then click off of the object.
| | 01:15 | When I click back on the object, I can see
that the Height and Width resize themselves
| | 01:19 | proportionally. I'll bring my little guy
down into the middle of the slide.
| | 01:25 | I'll even go to the Align button and align
it in the center just to make sure.
| | 01:30 | The next thing that I want to do to the sculpture
is get rid of the white background, so that
| | 01:34 | as it's spinning, the white box doesn't
overlap this line. We did this in an earlier video.
| | 01:40 | I'll go up to the Color button and down at
the bottom, choose Set Transparent Color,
| | 01:46 | and then click on the white background.
| | 01:48 | I won't see any changes right now, but again,
the spinning corners won't overlap this blue line.
| | 01:53 | Let's start setting the animation. Go to
the Animation ribbon, and we're going to
| | 01:59 | have the artwork fly in, so I will click on
Fly In, in the gallery. Then we'll go to Effect
| | 02:05 | Options to the right and choose From Left.
That's how he arrives on the slide.
| | 02:13 | I am also going to click back on the image
and go up to start, and change it from On Click
| | 02:18 | to With Previous, so that it happens
as soon as we arrive on this slide.
| | 02:23 | I need to add the spin. I am going to come over
here to Add Animation so that it makes the effects
| | 02:28 | cumulative, and down under
Emphasis, I will choose Spin.
| | 02:36 | I also want this one to start With Previous,
so that it happens at the same time.
| | 02:42 | I open up the Animation pane by clicking this
button on the ribbon right here. This allows us
| | 02:46 | to see what's actually happening with all of
our animations. Right now, the Duration is
| | 02:51 | 2 seconds for the animation. I am going to
Shift+click on both of the two effects,
| | 02:57 | and change the Duration to 0.5 for both of them.
| | 03:00 | The next animation we need to do is the
effect that makes it grow, and shrink.
| | 03:04 | So I'll click back on the picture, come up to
Add Animation, and add the EmphasisGrow/Shrink.
| | 03:14 | Now this we want to happen after it rolls
onto the screen. So I am going to choose the Start,
| | 03:19 | and make this After Previous. I also want
to customize the effect a little bit more.
| | 03:24 | Click on the dropdown arrow to the right
of the picture effect in the Animation pane,
| | 03:30 | and choose Effect Options.
| | 03:34 | Change the size to 115 using the Custom on the
dropdown menu. Also, set it to Auto-reverse.
| | 03:45 | Grow/Shrink generally grows really big
and then snaps back to the original size.
| | 03:51 | We want it to gently shrink back down.
So I will make sure I have a check here
| | 03:56 | in front of Auto-reverse, and I'll click OK.
| | 04:02 | After that happens, we want it to exit.
So I will go up to Add Animation and again,
| | 04:08 | we'll do Fly Out, and this time, I'll click on
Effect Options so that the effect happens to the right,
| | 04:17 | and I want to make sure that this starts after the
Grow/Shrink and then last, we need to set the spin.
| | 04:26 | Again, I'll use the Add Animation button,
ask it to spin, have it spin with the fly out,
| | 04:38 | Shift+click on the 2, and set the duration to 0.5
so that it flies out at the same speed that it flew in.
| | 04:47 | So now we have our animation. Now, we have to
add our textbox. I want to go to the Insert Ribbon,
| | 04:53 | and over to textbox in the middle.
I am going to click over here on the side
| | 04:59 | so that it's easier to read what I'm typing.
In all caps, I am going to type in SAMOCA
| | 05:06 | and the on then next line, without the all caps,
I'll put in my address, and now we'll format it.
| | 05:11 | I will click on the edge of the box, so that my
first formatting is applied to all the letters.
| | 05:16 | I'll come up to the font colors and
make this the darkest teal. Now, my lines
| | 05:22 | are too close together, so I will come over
here to Line Spacing, and set that to 1,
| | 05:29 | and I'll center all the text.
| | 05:32 | I am now going to highlight SAMOCA and make
it a little bit bitter. I will change that
| | 05:36 | font size to 28. Now, I am going to move my
text on top of my circle, and as I drag it,
| | 05:43 | I can see lines for both the
horizontal and the vertical alignment.
| | 05:47 | Another way to do this would be to click on
the textbox, hold down the Shift key,
| | 05:52 | and click on your image, so that they're both
highlighted. I will go up to the Arrange button,
| | 05:57 | and down to Align.
| | 05:58 | Now, make sure that this is aligning the objects,
not to the slide. So I will click on Align
| | 06:04 | Selected Objects. Then I will come up to Arrange,
down to align again, and first, I will align
| | 06:10 | it centered, and then I will go to Arrange
again, Align again, and Middle.
| | 06:18 | So now I know that they're perfectly
aligned, and I will click off.
| | 06:21 | My last step is to put the text behind the
image. So I will click on it, go up to the
| | 06:25 | Drawing Tools Format button, and send it backward.
My next step is to apply the first few animation
| | 06:34 | effects to my words as well. So I am going to
click off, and then click just on my image.
| | 06:39 | I am going to go back to the Animations Ribbon
and I am going to use the Animation Painter
| | 06:44 | button right here.
| | 06:46 | I'll click on it, and then click on my textbox
and I can see the animation being applied.
| | 06:52 | Now, I don't want the animation to grow and
shrink and exit. So I am going to come over
| | 06:57 | here to the Animation Pane, and now I can
see where I have my picture, and where my
| | 07:02 | effects are for my textbox. I want to keep
the Fly In, and I want to keep the spin.
| | 07:08 | But I don't want the Grow and Shrink, so I will
just click on it, and click Delete on my keyboard,
| | 07:13 | and then I'll do the same thing for the Exit,
and the Spin on the textbox. So now all the
| | 07:19 | textbox does is fly in with the spin.
| | 07:22 | My very last step is to put my text behind
the image. So I will click on my textbox,
| | 07:28 | go up to the Drawing Tools Format ribbon, and
send the textbox backward. Now, it's behind the image.
| | 07:34 | Let's see how it looks. Let's go down
to the right and click the Slideshow button.
| | 07:41 | Okay, so that was good, but it's not exactly
what I'm looking for. The text came in after
| | 07:49 | the image rolled out, and I think the Grow/Shrink
took a little bit too long as well. So I am
| | 07:54 | going to hit Esc. Let's click on our textbox
animation, and Shift+click on the second one,
| | 08:00 | and drag them up so they occur at the same
time as the picture, and I'll click back on
| | 08:05 | the Animations Pane and double check that
they're With Previous, so that they're
| | 08:10 | happening at the same time.
| | 08:12 | Now, let's change the Duration on the Grow
and Shrink. That's this effect right here
| | 08:17 | that says Picture 2. I can see the little
image right here is growing, and I will change
| | 08:22 | that Duration to 0.5 also,
so everything is consistent.
| | 08:29 | Let's also give our slide a title as well.
Okay, let's play it again.
| | 08:41 | And there we go! As you can see, Entrance, Emphasis,
and Exit effects can be used in combination by
| | 08:46 | setting the Order, Duration,and Triggers, allowing
you to createspecial effects to wow your audience.
| | 08:51 |
| | Collapse this transcript |
| Coordinating transitions| 00:00 | When designing a PowerPoint slideshow, it's a
good idea to create a consistent transition
| | 00:05 | between slides. Sometimes randomizing the
dozens of transition effects is entertaining,
| | 00:10 | but it can also be distracting. A more
professional approach is to find one transition
| | 00:15 | that fits with the theme of your
slideshow deck and vary its direction.
| | 00:18 | Note that you have to wait until the very last
step in doing this. Once we apply directional
| | 00:24 | transitions, if you rearrange your slides,
you'll have to start over again. So what we're
| | 00:27 | going to do is go to the Transitions Ribbon
and click on the fourth transition that says Push.
| | 00:32 | Now when I look at the Effect Options
button to the right of the gallery, I can
| | 00:37 | see that it has four directions. From Bottom is the
default, then From Left, From Right, and From Top.
| | 00:44 | So what we're going to do is set every fourth
slide to one of these directions so that you
| | 00:49 | have a cube effect. So I've clicked on
Slide 1 and now I need to hold down my Ctrl key
| | 00:55 | and click on Slide 5. Ctrl allows you to
select individual slides. Then scroll down and also
| | 01:03 | Ctrl+Click on Slide 9 so that you have these
three highlighted. I'll then click on Push
| | 01:11 | and I'm going to leave the
Effect Options from bottom.
| | 01:16 | Now scroll up to the top of your thumbnails
again and let's do our second set. This time
| | 01:20 | just a regular click, no Ctrl; just a regular
click on Slide 2 so it's the only one selected.
| | 01:26 | Then scroll down, hold down your Ctrl key
and click on Slide 6 and then click on Slide 10.
| | 01:32 | Click on the Push transition again and this time
change the Effect Options' direction to From Left.
| | 01:42 | Okay, let's do our third set. Scroll up to
the top and click on Slide 3, again, no Ctrl
| | 01:48 | key so that you'll only have Slide 3 selected.
Then scroll down and Ctrl+Click on Slide 7,
| | 01:56 | apply the Push transition, and this time
under Effect Options, we're going to skip right
| | 02:01 | and we're going to do From Top. And last,
click on Slide 4, scroll down, Ctrl+Click
| | 02:12 | on Slide 8, apply the Push, and change the
option to From Right. Now press F5 and we
| | 02:22 | can see our slideshow in action.
I'll go ahead and click through.
| | 02:33 | So by applying our transitions in a square,
it adds interest without becoming disjointed.
| | 02:38 |
| | Collapse this transcript |
| Modifying object visibility| 00:00 | When designing a PowerPoint slideshow, it's a
good idea to create a consistent transition
| | 00:05 | between slides. Sometimes randomizing the
dozens of transition effects is entertaining,
| | 00:07 | but it can also be distracting. A more
professional approach is to find one transition that fits
| | 00:10 | with the theme of your
slideshow deck and vary its direction.
| | 00:14 | Note, that you have to wait until the very last
step in doing this. Once we apply directional
| | 00:19 | transitions, if you rearrange your slides,
you'll have to start over again. So what we're
| | 00:22 | going to do is go to the Transitions Ribbon
and click on the fourth transition that says
| | 00:26 | Push. Now when I look at the Effect Options
button to the right of the gallery, I can
| | 00:30 | see that it has four directions. From Bottom is the
default, then From Left, From Right, and From Top.
| | 00:38 | So what we're going to do is set every fourth
slide to one of these directions so that you
| | 00:46 | have a cube effect. So I've clicked on
Slide 1 and now I need to hold down my Ctrl key
| | 00:51 | and click on Slide 5. Ctrl allows you to
select individual slides. Then scroll down and also
| | 00:54 | Ctrl+Click on Slide 9 so that you have these
three highlighted. I'll then click on Push
| | 01:00 | and I'm going to leave the
Effect Options from bottom.
| | 01:03 | Now scroll up to the top of your thumbnails
again and let's do our second set. This time
| | 01:08 | just a regular click, no Ctrl; just a regular
click on Slide 2 so it's the only one selected.
| | 01:14 | Then scroll down, hold down your Ctrl key
and click on Slide 6 and then click on Slide
| | 01:18 | 10. Click on the Push transition again and this time
change the Effect Options' direction to From Left.
| | 01:22 | Okay, let's do our third set. Scroll up to
the top and click on Slide 3; again, no Ctrl
| | 01:29 | key so that you'll only have Slide 3 selected
. Then scroll down and Ctrl+Click on Slide 7,
| | 01:33 | apply the Push transition, and this time
under Effect Options, we're going to skip right
| | 01:37 | and we're going to do From Top. And last,
click on Slide 4, scroll down, Ctrl+Click
| | 01:44 | on Slide 8, apply the Push, and change the
option to From Right. Now press F5 and we
| | 01:47 | can see our slideshow in action.
I'll go ahead and click through.
| | 01:49 | So by applying our transitions in a square,
it adds interest without becoming disjointed.
| | 01:54 |
| | Collapse this transcript |
|
|
9. Integrating with Other Office ApplicationsReusing slides from other presentations| 00:00 | If you standard slides or themes that you
always use in your presentations, for example,
| | 00:06 | closing slides with company information,
you don't need to re-create them every time.
| | 00:10 | You can literally pull them right out of past files.
This presentation doesn't have the artwork
| | 00:15 | that Samoca likes to use as its opening and
closing slides, but Samoca has a slide deck
| | 00:20 | saved on its server that all employees
can use to pull readymade slides.
| | 00:25 | To add these new slides from another file
click on the bottom-half of the New Slide button
| | 00:29 | and down at the bottom choose Reuse Slides.
The pane opens up on the right-hand side.
| | 00:38 | The first option says Open a Slide Library.
This is a tool that you can use if your company
| | 00:44 | is running a SharePoint server. It creates
a library where anyone can store slides
| | 00:49 | in a repository available to all users.
| | 00:51 | We are going to open up one of our own PowerPoint
files. So I'll click on this link right here.
| | 00:59 | I'll navigate to Chapter 9 and click on the
mediaslides presentation. Here are the slides
| | 01:07 | in that presentation. At the bottom there
is a checkmark for Keep source formatting.
| | 01:13 | If you want the slide to maintain these
original settings you would turn on that checkmark,
| | 01:18 | but leave it unchecked if you want to automatically
apply the current theme to the incoming slides.
| | 01:24 | So I'll click on my desired slide and it appears
in my slideshow. I will drag it to the position
| | 01:30 | where I want it in my deck. Now I am going
to go down to the bottom. I will click on
| | 01:34 | my last slide and I will click on this slide
right here. It will take a moment and it will
| | 01:38 | import, and then I'll do my last slide.
| | 01:45 | You can also use this feature to apply an
already existing theme to a new project.
| | 01:51 | Right-click on any of these slides and I'm going to
choose Apply Theme to All Slides. Not only am I applying
| | 01:58 | the design, but all the customizations that I've
made to that theme including colors and fonts.
| | 02:05 | While you could open up multiple files and
simply cut and paste slides from one to another,
| | 02:10 | reusing slides allows you to create a streamlined
workflow. Compiling a repository of frequently
| | 02:15 | used slides into one file gives you one
destination to call together content
| | 02:21 | for your current project.
| | 02:26 |
| | Collapse this transcript |
| Exporting content to Word| 00:00 | In the top ten tips at the beginning
of this course we saw how to create
| | 00:04 | a slideshow out of a Word document.
This is the complete opposite.
| | 00:08 | After you've finished creating your slideshow you
may wish to work with the narrative inside Word.
| | 00:12 | You may want to turn the presentation into
a finished document, flesh out your delivery,
| | 00:17 | or even jazz up the outline
using Word processing tools.
| | 00:20 | The good news is that you don't need to retype
it all by hand. Above the thumbnails click
| | 00:25 | on the Outline tab. This is what you will
see in your Word document. Slides will be
| | 00:30 | exported as a heading 1 style, main bullet
points will be heading 2, and if you have
| | 00:35 | a third level of bullets, they
will become heading 3, and so forth.
| | 00:39 | I'll press F12 on my keyboard to open up the
Save As window. At the bottom where it says
| | 00:44 | Save as type, I'll click on it to drop it down
and choose Outline/RTF and then click Save.
| | 00:52 | Now I'll go to Windows Explorer and there's
my Word document. I will double-click on it
| | 00:56 | to open it and here's my PowerPoint presentation
inside Word. Now notice that it did maintain
| | 01:04 | all of my font styling. You can select the text,
reformat it, right-click on the heading style,
| | 01:13 | and tell it to update to match selection.
| | 01:17 | And I'll do the same thing for this text
right here. I will drop the Font Size down,
| | 01:24 | dropdown my Style Gallery, right-click where
it says Heading 2 and update Heading 2 to
| | 01:31 | match the selection, and so forth.
| | 01:34 | That way I can quickly reformat my document
to set the appearance. We'll talk more about
| | 01:38 | this Word style shortcut in the
Word 2010 Power Shortcuts course.
| | 01:43 |
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10. Printing and PublishingSaving ink and paper when printing| 00:00 | Printing PowerPoint slideshows can deplete
your ink supply very quickly. Here are some
| | 00:04 | tips you can use to save your precious toner.
Your first line of defense is now part of
| | 00:09 | PowerPoint standard tools.
| | 00:11 | Go to File and then choose Print. Now on the
right-hand side there is a preview and you
| | 00:17 | can zoom in and out to see your slides and
scroll through to see what they look like.
| | 00:22 | If you find an error, simply go back to
Home and fix it, back to File and Print again.
| | 00:29 | Now let's take a look at the settings. There
is an option here for Print All the Slides
| | 00:34 | or just the Current Slide that you're on or
you can click on Custom Range and then specify
| | 00:40 | the Slides that you want to print. For example,
I can tell it that I want to print Slides 1-4
| | 00:44 | and then Slides 5 and 8. Now it will just
show those slides. Now come down here where
| | 00:55 | it says Full Page Slide, Print 1 side per page.
| | 00:59 | You can have it print a Full Slide, a Notes
Page, the Outline of your presentation,
| | 01:08 | or Handouts. 1 slide, 2 slide, 3 slides, up to
9 slides. Now right now mine is only showing 6,
| | 01:15 | because I've only told them to print certain slides.
So let's go ahead and change that back to
| | 01:19 | Print All Slides and I can see that I have
two pages, but that's certainly better than none.
| | 01:27 | Also, on that drop down there is an option
for Frame Slides. This refers to the black
| | 01:31 | lines around each slide. That can help you
visually, but it does use toner.
| | 01:36 | So if you really want to scale back, go
ahead and uncheck that checkmark.
| | 01:41 | There is an option here for Portrait versus
Landscape Orientation. Landscape will make
| | 01:45 | your slides a little bit larger, which will
use more toner, but it does make them easier
| | 01:49 | to read. I will put it back to Portrait, and
then down here at the bottom we have Color.
| | 01:56 | If you don't want to use up your
colored ink, change it to Grayscale.
| | 01:59 | There's also an option for Pure Black and
White, but sometimes this makes your slide
| | 02:03 | hard to read and it actually uses more ink
than printing in grayscale. Now this has nothing
| | 02:09 | to do with saving ink, but I want to point
out that you can edit your header and footer
| | 02:13 | right here from this dialog box. So I can
go ahead and on my Notes and Handouts set
| | 02:18 | the time and any other information I want.
| | 02:26 | You can also adjust your Printer Properties
when you select your Printer. I will set my
| | 02:32 | Printer here and then choose Printer Properties.
Now what you see is going to be different
| | 02:37 | than what I have here, because this window
is dependent on your equipment. But I'll show
| | 02:41 | you some things to look out for. First,
the Paper type many inkjet and laser printers
| | 02:47 | prefer certain matching kinds of paper, and
this can be important, because your printer
| | 02:51 | will adjust to how much ink it uses
according to the paper that it's printing on.
| | 02:57 | If your printer does Duplex printing you
should certainly print on both sides.
| | 03:01 | That will cut your paper use in half. Now here's one
I like a lot, Pages per sheet. Now we saw that you
| | 03:08 | can set handouts up to 9 slides per page,
but this will allow you to actually print
| | 03:13 | full slides, just several on one piece of
paper, up to 16 per sheet. Also, look around
| | 03:20 | for print quality, many printers will have an
EconoMode or a Draft mode that will definitely
| | 03:26 | help you save on ink and toner.
| | 03:28 | Now I am going to go ahead and click Cancel.
Now let's also take a look at PowerPoint's
| | 03:33 | default Print Settings. While we are on the
File tab, come down here to the bottom to Options,
| | 03:38 | go to the Advanced section, and then scroll
down to the bottom, and you will find Print.
| | 03:46 | The first option is for Print in background.
If your printjob is extremely slow, because
| | 03:51 | of your number of high-resolution graphics,
turn off this checkmark and PowerPoint will
| | 03:55 | pause waiting for your print job to finish.
It does mean that you can't continue working
| | 03:59 | on the file until the printing is done, but
depending on your computer, this may give
| | 04:03 | extra processing resources to your printer.
| | 04:06 | The last two print options that I want to
take a look at definitely involve a trade-off
| | 04:10 | between saving ink and getting good quality
printouts. Putting a checkmark in front of
| | 04:15 | Print inserted objects at printer resolution will
improve the quality of your pie charts and tables.
| | 04:21 | And the last one I want to look at is High quality.
This will print at increased resolution,
| | 04:25 | which is great for blends and transparencies or
soft shadows, but of course, it does use more ink.
| | 04:31 | There are also options here for setting your
defaults. If you have it on Use the most recently
| | 04:36 | used print settings, whatever settings you
used the last time you print, will repeat
| | 04:40 | themselves the next time you print. You can
also set your own defaults, put a dot in front
| | 04:44 | of Use the following print settings, and
maybe you will always wanted to print up
| | 04:49 | three-up handouts in Grayscale.
| | 04:51 | There is an option for printing or not printing
or hidden slides, and then scaling your items
| | 04:56 | to fit the paper. Again, that will enlarge them,
and maybe you want to turn off the frames,
| | 05:01 | so it doesn't use up that black ink. And
I'll click OK. By thinking carefully about what
| | 05:08 | you print and how you print it, you can save
yourself a bundle on paper and ink.
| | 05:12 | Your chief financial officer will
appreciate it, even if it's just you.
| | 05:17 |
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| Stripping out proprietary metadata| 00:00 | If you're going to distribute your PowerPoint
slide show to the public, you may not want
| | 00:04 | proprietary information about your company's
inner workings associated with the presentation.
| | 00:09 | You can strip out the metadata saved
with the file with just a few clicks.
| | 00:13 | Go up to the File tab, and it defaults to Info.
In the middle we see Prepare for Sharing.
| | 00:19 | And it does remind you, Before sharing this
file be aware that it contains document
| | 00:24 | properties and authors name.
| | 00:25 | So we'll click on the Check for Issues button,
and Inspect the Document for hidden properties
| | 00:30 | and personal information. There's a whole list
of things that the document inspector looks for.
| | 00:34 | The ones that we're most concerned about
right now, are Comments and Annotations,
| | 00:40 | and Document Properties and Personal Information.
| | 00:41 | But we'll go ahead and check off everything.
And then I'll click the Inspect button at
| | 00:47 | the bottom. It did find that our document
has Properties and Author information.
| | 00:53 | So I'll go ahead and Remove All.
| | 00:54 | When I am done, I'll go ahead and re-inspect it.
And it didn't find anything at all this time.
| | 01:00 | So I'll click Close. Because companies seek
to protect their intellectual property rights,
| | 01:06 | they prefer not to release information
that has employee names, file structure,
| | 01:11 | and dates associated with it. Inspecting the
document before sharing it with others,
| | 01:15 | respects the privacy of the document's creator.
| | 01:20 |
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| Creating custom slideshows| 00:00 | Part of being a good presenter is knowing
your audience. When you present material about
| | 00:04 | your company, your research, or even your
latest vacation, it's crucial to keep in mind
| | 00:09 | who will be watching and listening.
| | 00:11 | For example, if I am going to talk about
my company, I would say very different things
| | 00:15 | about my products to potential investors
than I would to potential customers.
| | 00:20 | If you give the same presentation to a variety
of audiences, you don't have to save several
| | 00:25 | versions of similar content, instead,
save all of the slides in the same deck.
| | 00:30 | And create custom slides shows that
you can call on with just a few clicks.
| | 00:34 | To do this, go up to the Slide Show tab.
Then the fourth button on the ribbon is Custom
| | 00:39 | Slide Show, and we'll go ahead and click on
Custom Shows. We don't have any already.
| | 00:46 | So I'll click New, and I'll call this Volunteers.
I'll move over the slides that I want volunteers to see.
| | 00:54 | Volunteer Orientation, History and Purpose,
Volunteer Roles and Responsibilities,
| | 01:05 | Rules of Conduct, Customer Service Basics, and the
last slide, Thank You for Volunteering Your Time.
| | 01:14 | If any of these are out of order, or you'd
like to change the order, you can click on
| | 01:18 | one and use the up and down arrows. I'll go
ahead and click OK. Now let's make a second
| | 01:25 | Slide Show that we'll show to our members.
I'll click New, call it Members, I'll click
| | 01:32 | on the first slide, and Shift+Click on the
last slide and move them all over by clicking Add,
| | 01:37 | because the only ones that I want to take out
are Rules of Conduct and Customer Service Basics.
| | 01:41 | So I'll click on Rules of Conduct
and Remove it, and Customer Service Basics,
| | 01:47 | and Remove that, and then I'll click OK.
And now I'll Close the window.
| | 01:53 | So now when it's time to start my Slide Show,
I can come up to Custom Slide Show, and choose
| | 01:58 | which one I'm going to show. And it skips the
slides, I'll hit Esc. If I need to make any changes,
| | 02:09 | I can click on the Custom Slide Show button,
go down to Custom Shows, pick the
| | 02:14 | show I want, and click Edit.
| | 02:20 | Creating a Custom Slide Show allows you to
repurpose your content for different audiences,
| | 02:25 | without having to store multiple copies,
or hide and show your slides.
| | 02:30 |
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| Exporting to PDF and JPEG| 00:00 | PowerPoint's ability to export your slides
into a variety of formats makes it easy
| | 00:05 | not only to share your slide show, but to
repurpose the graphics as well. For example,
| | 00:10 | you can export your presentation into a PDF,
so you can distribute it digitally as a document.
| | 00:15 | In case not all recipients have PowerPoint,
or you can export the slide as JPEGs.
| | 00:21 | Turning them into pictures means you can utilize
PowerPoint as a graphic design application and
| | 00:25 | insert your finished artwork in to
brochures, flyers or any other program.
| | 00:30 | Let's start with PDF format. There are several
ways to do this. The simplest is to just press F12,
| | 00:35 | to open the Save As window, change the
Save As Type at the bottom to PDF.
| | 00:45 | Be sure to click on the Options button.
Here you can specify the range of slides
| | 00:49 | that you want to turn into a PDF,
or even the one Slides, Handouts, or Outlines.
| | 00:57 | You can choose to include the Document properties,
and the XML structure tags in your PDF or not.
| | 01:02 | Are you saving for a company archive?
If so, they may want you to save as a PDF/A,
| | 01:09 | which controls what information is stored
inside the PDF file. If this is just for yourself,
| | 01:14 | you can leave this unchecked,
and I'll click OK.
| | 01:19 | Underneath there is a checkmark for Open the
file after publishing. If you leave this on,
| | 01:24 | as soon as you click Save, it will export
the PDF, and open up your favorite PDF reader.
| | 01:31 | Now there are other places where you can
Save As PDF as well. And if you go down to
| | 01:40 | Save & Send, you have several more options.
| | 01:43 | You can send it as an Adobe PDF for Shared
Review, which will use Acrobat and send it
| | 01:48 | to your colleagues. Here is the same Create
Adobe PDF button we saw earlier, and here's
| | 01:53 | the last option, if your
company uses an XPS format.
| | 01:57 | Now, let's take a look at saving your files
as JPGs, like I mentioned before, this is
| | 02:01 | a very versatile option that saves your
slides each as its own JPG that you can then
| | 02:06 | use in any way you like; drop it into
Word, use the graphic for advertising.
| | 02:11 | I frequently will turn to PowerPoint to
create graphics for my other projects,
| | 02:16 | since I'm an Office guru, but not much of a
graphic artist. Again, I'll press F12 to open my
| | 02:21 | Save As dialog box, where it says Save as type;
I'll click on it, and come up to JPG File
| | 02:29 | Interchange Format. Notice that you
can also save as GIF, PNG or TIF.
| | 02:35 | So I'll click on JPG, and click Save. I'll
get an alert box asking if I want to export
| | 02:42 | Every Slide, or just my Current Slide. I'll
export every slide. Each slide in my presentation
| | 02:50 | has been saved in a separate file, in a
folder. Let's go ahead and take a look.
| | 02:56 | I'll click OK, and then go to Windows Explorer.
In the same folder with my original file,
| | 03:02 | here's the PDF that I exported, and here's
a file folder with the same name.
| | 03:08 | I'll open it up, and there are my 10
slides, all saved as JPGs.
| | 03:13 | So let's take a look at how to use this.
For example, I'll open up our Employee Handbook.
| | 03:17 | I'll go to the Insert tab, and click on the
Picture button, navigate to the folder that
| | 03:25 | we just created, and I'll double-click on
Slide 1. That adds a great graphic element
| | 03:32 | to my Employee Handbook.
| | 03:35 | Not only does it add a great graphic to my
handbook, but it enforces consistency between
| | 03:40 | my Word documents and my PowerPoint slide show.
| | 03:44 | PowerPoint's diverse list of export format
means that you can employ PowerPoint as
| | 03:48 | a graphic design application, not
just a tool to create slide shows.
| | 03:53 |
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| Saving as a template| 00:00 | If you're creating slide shows for a business,
it's a good idea to design all your presentations
| | 00:05 | so they have the same branding. Maybe they'll
even have some similar content, like a closing
| | 00:09 | slide with your company logo and contact information.
Many people will open up a previous file,
| | 00:15 | do a Save As and create a new file to use
for the current project, but this has some
| | 00:20 | major limitations.
| | 00:21 | First, have you ever forgotten the Save As
step, gone on autopilot and saved over your
| | 00:27 | old presentation? It can be heart wrenching.
Or maybe you work for a company where more
| | 00:32 | than one person needs access to that template.
Saving the template to a SharePoint Server
| | 00:37 | or a Network Drive, make sure everybody's
presentations are consistent, no matter
| | 00:42 | who develops the slide shows.
| | 00:44 | The most important thing to remember when
creating a template is to do as much of your
| | 00:48 | design work as you can in the Slide Masters
as we saw in the top 10 tips for this course,
| | 00:54 | whether you're formatting text, adding logos,
customizing bullets, or creating custom animations,
| | 01:00 | do the work on the Slide Masters instead of
on the individual slides themselves.
| | 01:04 | If you don't, when you add new slides, they won't have
the same formatting as the rest of the presentation.
| | 01:10 | Now this presentation we're working on has
its own original slide layouts, custom bullets,
| | 01:15 | picture effects, and many other features we
developed during this course. When you have
| | 01:20 | everything ready, press F12 to do a Save As.
Where it says, Save as type, click on
| | 01:27 | PowerPoint Presentation and scroll up to
PowerPoint Template, click on it.
| | 01:32 | Now notice that your file location changes.
This puts it in the folder that Microsoft
| | 01:37 | PowerPoint looks in to find pre-designed
template files. If you've created a template
| | 01:42 | archive on your company network, navigate to it.
It won't show up here by default.
| | 01:47 | I'll change the name and then I'll click Save.
| | 01:51 | Now let's open up a fresh document based on
this template. Go to the File menu, click
| | 01:56 | on New and then come over here to My templates.
There is the template we just created, so
| | 02:04 | I'll click OK. So it looks like my finished
presentation, but notice at the top that is
| | 02:10 | just says, Presentation5, it's considered
completely blank, and I can use all of
| | 02:15 | these slides as placeholders.
| | 02:18 | Now if for some reason you don't want to use
a templating system, there is another way
| | 02:23 | you can at least prevent saving over an
original file. Go to File and down to New, and the
| | 02:31 | last option at the top says, New from existing.
Choose any file that you want to replicate.
| | 02:39 | Again, it creates a blank but it has
everything that the original had.
| | 02:45 | When you save it, it acts like a fresh new file.
| | 02:47 | I want to take a moment and go back to File
and New and point out some of PowerPoint's
| | 02:52 | other templates. Right here we have Office.
com Templates and down at the bottom you'll see
| | 02:59 | PowerPoint presentations and slides. I'll go
ahead and open a folder. I'll choose Design
| | 03:04 | slides with content. You do have to be on
the Internet for this part and here are a
| | 03:09 | number of templates that I can use. For example,
I'll double-click on this one and here's a
| | 03:17 | new presentation completely different from the
design themes that are found inside PowerPoint.
| | 03:26 | Now also in the FileNew area are Sample Templates.
Some of the ones that I like are, for example,
| | 03:35 | the Quiz Show, so that you can create quizzes.
So I'll go to New and back to the Sample Templates.
| | 03:48 | Presentations are a powerful communication
medium. For more than 20 years Duarte has
| | 03:53 | developed presentations to launch products,
align employees, increase company value
| | 04:02 | and propel global causes.
| | 04:05 | These templates are great for seeing how pros
use animation and other advanced techniques.
| | 04:09 | I find a lot of inspiration here.
So let's go back to our presentation.
| | 04:14 | So if you spend time with every new document,
setting it up with the same layout and formatting,
| | 04:20 | create a template instead, you'll never
have to repeat your setup or
| | 04:24 | accidentally save over your old files.
| | 04:29 |
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ConclusionGoodbye| 00:00 | That concludes our course on PowerPoint 2010
Power Shortcuts. I hope you've enjoyed this
| | 00:04 | course as much as I have. Personally, I love
any computer techniques that allow me to get
| | 00:09 | more done in a shorter period of time.
To supplement what you've learned here,
| | 00:13 | you can study PowerPoint 2010's Help Documentation
which explores features and techniques
| | 00:17 | you may not have discovered on your own.
| | 00:19 | Also check out my PowerPoint 2010: Audio and
Video In-Depth course exploring almost every
| | 00:24 | single feature available for incorporating
sound and video into your presentations.
| | 00:29 | And there are several more courses on lynda.com to
help you create professional quality slide shows.
| | 00:34 | I hope this course has helped you
become a power user. Thanks for watching!
| | 00:39 |
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