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PowerPoint 2010 Power Shortcuts

Using paste options


From:

PowerPoint 2010 Power Shortcuts

with Alicia Katz Pollock

Video: Using paste options

When you copy content from other sources, whether it be from another PowerPoint file, from Word or from the Web, it pastes into your document and matches the theme formatting. Most of the time this is exactly what you want so that you don't have to manually format the content to match, but there are other times when you want to keep the original formatting. You can take advantage of the Paste Options feature to choose the proper formatting under any circumstance. In your Exercise Files, there is a Word document called the SAMOCA Employee Handbook. I am down on Page 17 under PUBLIC IMAGE, and I am going to highlight this phrase right here: The following items are considered inappropriate working attire, down through the last bullet point.
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  1. 1m 44s
    1. Welcome
      54s
    2. Using the exercise files
      50s
  2. 31m 25s
    1. Autofitting text
      2m 40s
    2. Working with slide and handout masters
      3m 56s
    3. Working in Outline view
      3m 14s
    4. Adding photo albums
      4m 15s
    5. Creating custom bullets
      3m 16s
    6. Using shapes to mask images and videos
      2m 27s
    7. Copying formats
      3m 28s
    8. Arranging graphics
      4m 39s
    9. Importing outlines from Word
      1m 48s
    10. Embedding fonts in the file
      1m 42s
  3. 5m 8s
    1. Opening recent files
      2m 51s
    2. Changing the AutoRecover settings
      1m 8s
    3. Changing the default saving location
      1m 9s
  4. 5m 2s
    1. Tailoring the status bar
      1m 31s
    2. Using gridlines and guides
      3m 31s
  5. 8m 28s
    1. Selecting Ribbon commands using KeyTips
      3m 15s
    2. Using keyboard commands and function keys
      3m 35s
    3. Navigating with the keyboard
      1m 38s
  6. 14m 44s
    1. Using paste options
      3m 15s
    2. Using AutoCorrect to create abbreviations
      2m 2s
    3. Adding headers, footers, and today's date
      4m 1s
    4. Creating custom themes
      5m 26s
  7. 11m 49s
    1. Selecting objects vs. text
      2m 7s
    2. Adjusting paragraph spacing
      2m 8s
    3. Inserting and removing hyperlinks
      4m 19s
    4. Using the Font dialog box
      2m 14s
    5. Clearing formatting
      1m 1s
  8. 17m 29s
    1. Working with screenshots
      1m 52s
    2. Using SmartArt with picture placeholders
      3m 1s
    3. Creating transparent spot colors
      1m 26s
    4. Deconstructing and editing clip art
      3m 11s
    5. Disabling hardware graphics acceleration
      1m 15s
    6. Compressing images
      6m 44s
  9. 41m 35s
    1. Creating 3D shapes
      2m 38s
    2. Working with picture effects
      3m 44s
    3. Perfecting gradients
      4m 17s
    4. Adding action buttons
      4m 49s
    5. Animating bulleted lists
      4m 53s
    6. Designing motion paths
      7m 53s
    7. Creating cumulative animations
      8m 51s
    8. Coordinating transitions
      2m 38s
    9. Modifying object visibility
      1m 52s
  10. 4m 5s
    1. Reusing slides from other presentations
      2m 22s
    2. Exporting content to Word
      1m 43s
  11. 17m 21s
    1. Saving ink and paper when printing
      5m 16s
    2. Stripping out proprietary metadata
      1m 18s
    3. Creating custom slideshows
      2m 29s
    4. Exporting to PDF and JPEG
      3m 52s
    5. Saving as a template
      4m 26s
  12. 39s
    1. Goodbye
      39s

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PowerPoint 2010 Power Shortcuts
2h 39m Intermediate May 29, 2012

Viewers: in countries Watching now:

Discover the power shortcuts the pros use to navigate PowerPoint 2010 with ease. Author Alicia Katz Pollock shows how to customize views, work with text, format slides, and publish your final presentation. The course also includes her top 10 tips for working with presentations, including autofitting text, creating custom bullets, and using shapes to mask images and video.

Topics include:
  • Opening recent files
  • Rearranging the interface
  • Using keyboard shortcuts
  • Using the Paste options effectively
  • Adding headers and footers
  • Clearing existing formatting
  • Incorporating screenshots and SmartArt
  • Editing clip art
  • Creating 3-D shapes
  • Animating bulleted lists
  • Coordinating transitions
  • Exporting content to Word
  • Creating custom slideshows
Subjects:
Business Productivity
Software:
Office PowerPoint
Author:
Alicia Katz Pollock

Using paste options

When you copy content from other sources, whether it be from another PowerPoint file, from Word or from the Web, it pastes into your document and matches the theme formatting. Most of the time this is exactly what you want so that you don't have to manually format the content to match, but there are other times when you want to keep the original formatting. You can take advantage of the Paste Options feature to choose the proper formatting under any circumstance. In your Exercise Files, there is a Word document called the SAMOCA Employee Handbook. I am down on Page 17 under PUBLIC IMAGE, and I am going to highlight this phrase right here: The following items are considered inappropriate working attire, down through the last bullet point.

And I will copy it and I am going to use the keyboard command Ctrl+C. Now I will go back to my presentation and go down to Slide 7. Now first, it does matter where you paste. If I just paste onto the slide without clicking on any objects, and I will do that using a Ctrl+V, the text will be inserted into a new text box placed in the center of the slide. I am going to Undo that using the Ctrl+Z. Now I am going to click in the Placeholder. Now when I paste, again Ctrl+V, the content fits into the text box.

Now immediately after you paste, look in either the lower right or the lower left-hand corner, for a little yellow square with a Clipboard. Click on it or press Ctrl to open it, inside are three or four squares. The first one, Use Destination Theme, is the default and that maintains the themes formatting. The second one, Keep Source Formatting, keeps all the font and paragraph formatting from the original that you copied. You may have a third button that says Picture, now I don't want to paste this as a picture, so I am going to avoid this one right now.

And my last one says Keep Text Only. Now this abandons all the original formatting and adopts the format of the destination content. This pastes the content as unformatted text which may be neither the theme nor the source appearance, depending on your document. For example, in this document you see two rows of bullets, the bullets on the left are the actual bullets from the theme. The bullets on the right turned the bulleted list into actual text bullets, those bullets are now characters that I could actually delete if I wanted to.

Now once I've used my Paste Options and chosen the best fit for my presentation, I can make any additional formatting changes. I'll go ahead and highlight these bullet points, and then just simply hit Tab, and they'll all become sub-bullet points. Now I have one more Paste trick for you. Go up to Slide 3 that has the SmartArt and double-click on the word Executive. It's possible to do a copy and paste, just copying the formatting instead of the actual content. So, instead of doing a Ctrl+C to copy this, I am going to do a Ctrl+Shift+C. Now I am going to go to Slide 4 to my Pie Chart and I am going to highlight the text Labor breakdown last year and instead of doing a standard Ctrl+V paste, I am going to do Ctrl+Shift+V, that, again, pastes the formatting, but not the content.

When moving content between documents or programs, being able to choose whether we maintain the source or the destination theme, will save you from having to apply the font, the size, the color, and more formatting manually.

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