Introduction| Welcome | Using the exercise files| 00:00 | To help you follow along on your
own computer, I've saved my work for
| | 00:03 | each chapter and video.
| | 00:06 | If you're a premium member of the lynda.com
Online Training Library or if you're
| | 00:10 | watching this tutorial on a DVD-ROM,
you'll have access to the files used
| | 00:14 | throughout the title.
| | 00:15 | Here on my desktop you'll see my
exercise files folder and inside, one folder for
| | 00:21 | each chapter of the course.
| | 00:22 | For example, in Chapter 07, Video 01,
we'll be working with this file here.
| | 00:30 | Note that all of the exercise files are
meant to work with PowerPoint 2010 and
| | 00:34 | should work fairly well in PowerPoint 2007.
| | 00:38 | If you're using a different version,
some files may not work properly.
| | 00:41 | If you're a monthly subscriber or
annual subscriber to lynda.com, you don't have
| | 00:46 | access to the exercise files but you can
follow along from scratch with your own assets.
| | 00:51 | But if you have the exercise files I
suggest you download them onto your computer
| | 00:55 | and place them on your desktop for easy access.
| | 00:58 | Let's get started!
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1. Five Quick Tips for PowerPointAdding white space| 00:00 | My first quick tip to improve your
slides involves adding whitespace. That's the
| | 00:05 | space or padding between the
bullets and paragraphs on your slides.
| | 00:10 | Let's open up the Fulfillment
slideshow and look at the fourth slide called
| | 00:13 | Improved Fulfillment Process.
| | 00:16 | As you can see, the items in the
list run together and they aren't easily
| | 00:19 | distinguished from each
other. It's hard to read.
| | 00:23 | In PowerPoint, there are three
settings that control the amount of vertical
| | 00:26 | space in a text box.
| | 00:28 | The one we often hear about
is line spacing, found here.
| | 00:32 | If we select the boundary of the text
box and adjust the line spacing option, we
| | 00:37 | introduce space between each of the lines.
| | 00:40 | But this doesn't help make our
bullets look any more readable. Instead, I'll
| | 00:44 | access the Line Spacing Options dialog box.
| | 00:48 | Here's that Line Spacing
choice again: Single, 1.5, et cetera.
| | 00:53 | Remember that this only
modifies the space between lines.
| | 00:57 | I want to add some extra padding or
spaces in between each number in the list.
| | 01:03 | Here, we can specify an amount of
space before and after each paragraph or
| | 01:09 | bulleted list or numbered item in our text box.
| | 01:13 | Watch what happens when I leave this
on Single spacing but add 12 points of
| | 01:17 | space in between each item.
| | 01:20 | To see how each item now is
distinguished from the others? Let's modify that
| | 01:25 | a little bit further.
| | 01:27 | I'll leave the 12 and I'll change
the Line Spacing to exactly 12 points.
| | 01:33 | Definitely not enough.
| | 01:36 | How about 40 points? Not too bad.
| | 01:43 | Looks like we can go a little bit more.
| | 01:44 | So, I'm going to change this
to 15 and this to 42. Perfect!
| | 01:51 | As you can see, the simple adjustment
of the Before or After setting can make a
| | 01:55 | big difference, especially in
conjunction with the Line Spacing option.
| | 01:59 | It's easy to apply this to any text box,
or we can apply it to a layout to affect
| | 02:03 | a number of slides at once.
| | 02:05 | When making this kind of change, make
sure you've selected the entire text box,
| | 02:09 | not just one line, or
you'll only modify that line.
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| Applying a transition| 00:00 | The next tip I wanted to
share is going to be a snap.
| | 00:03 | We'll adjust the transition
between our slides in the presentation.
| | 00:08 | Not having any transition at all is
abrupt and jarring to an audience.
| | 00:12 | Take a look at how this appears.
| | 00:20 | The animation helps some but the
instant movement from one slide to the next
| | 00:24 | doesn't look very professional.
| | 00:26 | In just a few clicks, we'll modify the
entire presentation to have a nice, subtle
| | 00:30 | transition that eases the
switch from one slide to the next.
| | 00:34 | Let's access the Transitions tab.
| | 00:36 | Here I have a number of
different kinds of transitions.
| | 00:39 | Fade, Push, Wipe, Uncover, and more.
| | 00:50 | In fact, if I click the down arrow
or the Chevron, I can see there's
| | 00:53 | actually quite a few.
| | 00:55 | We want to apply a subtle transition
that doesn't distract our audience.
| | 00:59 | Some of my favorites are Fade, Push, and Wipe.
| | 01:04 | For something a little bit more
modern, I've been using Gallery.
| | 01:10 | The other choices are fun to try out
but most just don't convey the level of
| | 01:14 | professionalism that you want.
| | 01:16 | Once you've selected your transition,
don't forget to adjust the Duration.
| | 01:21 | Some transitions take too long, in
my opinion, and need to be sped up a bit.
| | 01:25 | We'll change this one from 1.6
seconds down to just 0.75.
| | 01:31 | Let's hit Preview and see
how fast that is. Much better.
| | 01:37 | Finally, we need to apply the transition and
duration to every slide in our presentation.
| | 01:42 | We'll click Apply To All to make that happen.
| | 01:45 | If we forget this step, only
the current slide is affected.
| | 01:49 | Now, when I play the slideshow--
I'll hit the shortcut key F5--
| | 01:54 | I can test out my transitions in full
screen exactly as the audience would see them.
| | 02:02 | With a subtle transition like this, it
will keep the audience's attention on me
| | 02:06 | without distracting them as the slide changes.
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| Reducing the text| 00:00 | A complaint I hear over and over is that
people force too much information onto a slide.
| | 00:06 | As slide designers, we must realize
the audience needs to focus on the
| | 00:10 | presenter, not the slide show.
| | 00:12 | If we give our audience too much to
read, their eyes will be distracted and they
| | 00:15 | won't see the emotion that
our speaker is conveying.
| | 00:18 | In other words, we need to cut down on the
text, and here's some advice to make this happen.
| | 00:23 | The second slide of our Human Resources
file has a lot of text under Training Program.
| | 00:28 | We're going to cut down the complete
sentences into their most basic points and
| | 00:33 | let the speaker convey the full thoughts.
| | 00:35 | Now, consider this.
| | 00:36 | If your slide has a period,
| | 00:38 | it's probably got too much text.
| | 00:41 | Let's see what we can do with this.
| | 00:44 | Our slide is already looking better
and it gives our speaker enough to convey
| | 00:47 | the full idea, but let's take
the step one slide further.
| | 00:50 | I'm going to duplicate this slide by
right-clicking on the thumbnail on the left
| | 00:54 | and choosing Duplicate Slide.
| | 00:58 | With slides 2 and 3 identical, I'll go
to the first, slide 2, and eliminate the
| | 01:02 | Online Learning section.
| | 01:05 | Now, I'll go to slide 3 and
eliminate the Instructor-Led section.
| | 01:10 | Now, I have two slides that our speaker
can advance through without giving the
| | 01:14 | audience too much to read at once.
| | 01:16 | Our next slide is just a giant
paragraph, number 5 if you're following along
| | 01:21 | in the exercise file.
| | 01:23 | This is definitely bad news for the audience.
| | 01:25 | They're not going to want to read this.
| | 01:28 | Watch as I adjust this bulk
into a slim, bulleted list.
| | 01:31 | It will convey the same information in a
way that's still easy to read but brief.
| | 01:35 | Looking a little better. We've
definitely removed most of the text. Now we just
| | 01:40 | need to make it look nice.
| | 01:42 | I'll remove any periods,
| | 01:43 | I'll reset the slide to its default
configuration, and I'll take our very last
| | 01:52 | one here, turn off the bullets,
center it and make it bold.
| | 01:57 | We'll add proper case to our words and
I'll just add a little bit of space here
| | 02:05 | with an empty bullet that I can delete.
| | 02:10 | As you can see, the goal here is to
strip the slides to their minimum.
| | 02:14 | We want to give the speaker something
to work from and the audience enough to
| | 02:17 | follow along but the space on the
screen can be best used for photos or charts
| | 02:21 | that our speaker can't convey with words.
| | 02:24 | And if you feel like we've taken out
too much, take solace by giving your
| | 02:28 | audience a handout, flyer, or brochure
or direct them to your website for more
| | 02:32 | information. But during the
presentation let them focus on the speaker.
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| Selecting objects with ease| 00:00 | Here's a tip that's all
about working more efficiently.
| | 00:03 | When we're working with a slide that
has a number of objects, selecting the
| | 00:06 | correct object can be a challenge.
| | 00:09 | In our Sales presentation, we have
one slide that has a number of objects
| | 00:13 | including text boxes and photos.
| | 00:16 | Occasionally, I want to change the text.
| | 00:18 | And most of these I can click into and
type just fine, but sometimes you'll find
| | 00:23 | that a text box, photo, or some other
object is blocked by one in front of it.
| | 00:28 | If I want to change the text
of the R-9000 text box, I can't.
| | 00:33 | The headphone image is in front of it.
| | 00:36 | I can move it out of the way, but
that's inefficient. Let me hit Undo.
| | 00:41 | This is where the Tab key comes in.
| | 00:43 | You'll see that each time I press Tab
on the keyboard, the selection moves
| | 00:48 | from one object to the next, cycling
through everything on the slide: Text
| | 00:52 | boxes, photos, everything.
| | 00:56 | Once I have the correct object
selected, I can move it with my arrow keys,
| | 01:00 | adjust it with the ribbon,
and I can also change the text.
| | 01:07 | To change the text with the
selected object, press F2.
| | 01:10 | While we are at, I can cycle backwards
through objects by pressing Shift+Tab.
| | 01:19 | Tab to go forward, Shift+Tab to go backwards.
| | 01:22 | Now, let's head back a few
slides to the bulleted list,
| | 01:26 | slide number 4 that talks about our new 9500.
| | 01:30 | If my cursor is blinking inside a
text box and I try and change the
| | 01:34 | formatting--like make it bold or
change the color--only the word where my
| | 01:40 | cursor is is affected.
| | 01:42 | This can be annoying when I want to
do things like turn off the bullets or
| | 01:46 | change them into the numbers.
| | 01:47 | Let me hit Undo a few times.
| | 01:56 | So instead, when my cursor is blinking
inside the object, I can press Esc on my keyboard.
| | 02:03 | This changes the
selection to the entire text box.
| | 02:06 | It's the equivalent of
clicking on the text boundary.
| | 02:09 | Now whatever I do affects the
entire text box. So, there you go.
| | 02:16 | Two very handy shortcut keys that we
might've otherwise just ignored, Tab and Esc.
| | 02:21 | Make the habit of trying these out
and you'll soon wonder how you ever used
| | 02:24 | PowerPoint without them.
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| Opening with Show| 00:00 | And the last tip of the chapter is
for when you're ready for the big show.
| | 00:04 | For just a second, let's take a look
at what happens from the audience's
| | 00:07 | perspective, if they can see my screen.
| | 00:10 | Assuming my projector is turned on,
you are going to see me double-click on
| | 00:13 | the slide show, then fumble around for the
Slide Show tab, and finally click From Beginning.
| | 00:22 | During that process, the audience can
see my slide thumbnails or at least the
| | 00:26 | first couple, and my slide notes.
| | 00:28 | It's not too professional and it
gives away my big introduction.
| | 00:32 | So let's improve this.
| | 00:33 | I am going to back up a bit to the
point where we opened our PowerPoint file.
| | 00:37 | Let's close PowerPoint.
| | 00:39 | Rather than double-clicking, I am
going to right-click on the file.
| | 00:43 | Here's the menu that Windows gives me.
| | 00:45 | One of these choices is Show
and that's the one I'll select.
| | 00:50 | PowerPoint launches right under the
show and I look like a professional.
| | 00:56 | When the slideshow finishes, I
get the traditional black screen.
| | 01:01 | Another key press closes
PowerPoint and returns me to the Desktop.
| | 01:06 | With presentations, it's often the
little touches like this that make a big
| | 01:10 | impact on how your audience perceives you.
| | 01:12 | That quick tip not only saves time but
it shows that you're on top of your game.
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2. Composing a Powerful MessageWhat's your point?| 00:00 | This chapter is all about crafting a
message for your audience that will
| | 00:03 | deliver results, whether you're reducing
workplace injuries or selling the next mousetrap.
| | 00:09 | Our ultimate goal in the next
three chapters is to take the five
| | 00:11 | different slideshows we've been
given and combine them into one
| | 00:15 | quarterly meeting presentation.
| | 00:17 | For now, we are not going to worry
about the design of the slides, nor the
| | 00:20 | inconsistencies among them.
| | 00:21 | We will deal with the way they look
in Chapter03 Successful Slide Design.
| | 00:25 | We will start with the Customer Service
slideshow, which needs a lot of work to
| | 00:29 | convey the right message.
| | 00:32 | Whatever your slideshow is about,
you have got a point to make.
| | 00:35 | Figure out what that point is and if you have
to, write it down and stick on your monitor.
| | 00:40 | Think of it as the mission statement to
your presentation. Why does it exist?
| | 00:44 | Once you have figured out the point,
run it past any of the stakeholders
| | 00:48 | involved. That's probably your boss,
the marketing department, or maybe HR.
| | 00:53 | You want to make sure you all agree on
the purpose of the slideshow. From there,
| | 00:56 | it's smooth sailing. So now what?
| | 00:59 | You focus.
| | 01:00 | Everything you do from this point
forward needs to work towards your mission.
| | 01:04 | Every photo, every bullet,
every chart, every slide.
| | 01:09 | That means, if something stinks it's
way into the slideshow and it distracts
| | 01:11 | your audience from
reaching your goal, get rid of it.
| | 01:15 | Our Customer Service Manager wants to
communicate a problem she's having and
| | 01:19 | needs the entire company to focus
on, the number of returns for one
| | 01:23 | particular product.
| | 01:26 | But if look at the slideshow, there
is a lot of extra information that only
| | 01:29 | serves to distract the audience.
| | 01:32 | So let's start deleting some stuff.
| | 01:35 | Since Customer Service's entire point
is to communicate the number of returns
| | 01:39 | for the R-4000, we are going to go to
all the slides that don't matter and
| | 01:43 | get rid of the content.
| | 01:46 | Average Hold Time--I will right-click
and Delete the Slide.
| | 01:51 | Hang-Ups--right-click, Delete the Slide.
| | 01:53 | We will leave the one on Returns and
we will leave the Call Volume so we can
| | 01:57 | compare the Returns for the R-4000,
against all of the other products.
| | 02:01 | Let's go back to the slide about the Returns.
| | 02:04 | Here's a photo of a happy customer.
| | 02:06 | But we want to convey the dissatisfaction
that some of our customers are experiencing.
| | 02:11 | Let's swap this photo into something that
gets our point across. In this case, frustration.
| | 02:16 | I will select the image and from the
Picture tools Format tab, choose Change Picture.
| | 02:23 | In my exercise files, I already have
a picture for a Frustrated customer.
| | 02:30 | The idea of focus extends into the
slide design, colors and fonts, handouts, and
| | 02:36 | even the food that you serve.
| | 02:37 | Everything you do must guide the
audience down your path to the destination
| | 02:41 | you've established. And now our
customer service report presentation is focused
| | 02:46 | on the message that was most important.
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| Getting in their heads| 00:00 | After deciding the purpose, make some
decisions about your audience. Like any
| | 00:05 | sales pitch or marketing piece, a lot of
thought goes into who is receiving the message.
| | 00:10 | Your presentation should be no different.
| | 00:13 | We need to consider some refinements based
on the people that we will be speaking to.
| | 00:17 | This is more than just a simple
demographic of age, gender, or income.
| | 00:21 | This is about your audience's
expectations, biases, emotions, needs, and wants.
| | 00:28 | Here are some questions to
ponder about your audience.
| | 00:32 | How long will their attention span be?
| | 00:35 | Not everyone has all day to listen to you.
| | 00:37 | They have orders to fill and
emails to answer and decisions to make.
| | 00:40 | You need to make sure your
presentation delivers the message you need, while
| | 00:44 | conveying the benefit to them in a
timeframe that's respectful to the audience.
| | 00:49 | That might mean getting right to the
point or maybe you have time to build up
| | 00:53 | a great story first.
| | 00:54 | Whom do they trust?
| | 00:56 | Different audiences trust different people.
| | 00:59 | If your sales pitch is to the IT
department in the morning and the HR
| | 01:03 | department after lunch, consider
adjusting your slides to show different
| | 01:06 | testimonials for each audience.
| | 01:09 | What language do they speak?
| | 01:12 | Let's suspect that different
audiences have their own sets of three letter
| | 01:15 | acronyms and code words.
| | 01:17 | What one audience speaks fluently
will need to be spelled out for another.
| | 01:21 | Be careful with those abbreviations
and terms that we might take for granted.
| | 01:26 | Do they have any biases, emotions, or
strong opinions that you'll need to address?
| | 01:31 | It's not uncommon for an audience
to attend with preconceived notions.
| | 01:35 | Maybe they have already dismissed your product.
| | 01:37 | Perhaps they think they've heard it all
before or even that they know everything
| | 01:41 | there is to know about your topic.
| | 01:43 | Consider these objections as you
plan your presentation and address them.
| | 01:47 | If you suspect they've heard bad things,
your slideshow should address those
| | 01:51 | things. Throw in testimonials
from figures that they respect.
| | 01:56 | If you suspect that they think they
know it all, start with a fun quiz or facts
| | 01:59 | that might take them for surprise.
| | 02:02 | Whatever their bias is, be ready to
tackle it head-on with confidence, and
| | 02:06 | don't be shy around it.
| | 02:08 | Knowing your audience will help
you plan an effective slideshow.
| | 02:11 | What if you have multiple audiences?
| | 02:13 | Your best strategy is to plan for your
first audience and then change it to each
| | 02:17 | new audience as necessary.
| | 02:19 | Hopefully, you will only need to make
minor tweaks, but do what it takes to
| | 02:23 | ensure that the audience gets a
custom presentation that gives you the
| | 02:27 | results you want.
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| What's in it for them?| 00:01 | So, what's in it for the audience?
| | 00:03 | Why should they care about you and your
product or your promise or the training
| | 00:07 | that they're about to receive?
| | 00:09 | After all, you're using their time.
| | 00:11 | And even if they are watching a
mandatory presentation, you need to consider why
| | 00:15 | they should pay attention.
| | 00:17 | In many presentations, you're asking your
audience to make a decision in your favor.
| | 00:22 | You want them to approve your budget or
purchase your service or follow a new procedure.
| | 00:27 | We need to ask ourselves, and later
convey, what the benefit is to the audience
| | 00:32 | for doing what we're asking them to do.
| | 00:35 | As any advertising person will tell you,
benefits should never be confused with features.
| | 00:41 | If you're selling a clock, the feature
is that it has an alarm which can be set
| | 00:45 | to any radio station, but the benefit
is that the owner can wake up to their
| | 00:49 | favorite music or news, feeling
relaxed and refreshed and ready to make it to
| | 00:53 | work with plenty of time to stop for coffee.
| | 00:57 | Our Human Resources Department is
ready to announce their new software
| | 01:00 | training initiative.
| | 01:01 | Let's help the audience
understand what's in it for them.
| | 01:05 | Remember, we want our audience to hear the
benefits, not just the features to our proposal.
| | 01:12 | We often think that the benefit is
obvious and we leave it out, like in
| | 01:15 | training, if employees don't follow the
safety procedure they will be hurt or fired.
| | 01:20 | But that doesn't mean we should
omit it from our presentation.
| | 01:23 | Let's add a quick slide to make sure
our employees understand the benefits
| | 01:27 | to the new software training program. We'll
remind them how important this kind of training is.
| | 01:32 | We will explain that the company
can't justify bonuses if employees are
| | 01:37 | constantly calling for support, for
help with Microsoft Excel, and that the
| | 01:41 | bonus could be their next vacation.
| | 01:43 | Do you see the Benefit there?
| | 01:47 | Every slideshow needs to have a
Benefit that your audience can get behind.
| | 01:51 | Identify it early and work it
into the presentation often.
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| Piecing it together| 00:00 | Organization is key when
creating the slides of a presentation.
| | 00:04 | Your ideas must follow a logical order
and take the audience from one to the
| | 00:08 | next, to the next, to the
end without distraction.
| | 00:12 | Let's open the Fulfillment slideshow
and see how we can better organize it.
| | 00:17 | We need to decide the major
idea that we want to communicate.
| | 00:21 | If you're proving a concept,
perhaps you need supporting data.
| | 00:24 | If you're conveying information, then
decide the logical order in which to do it.
| | 00:29 | Build your ideas on top of each
other so they're easy to follow.
| | 00:32 | And don't be afraid to rearrange your
slides frequently until you get them just right.
| | 00:37 | Let's switch to slide sorter view and
rearrange the slides to provide a clear
| | 00:41 | path of understanding the changes.
| | 00:44 | In our quarterly meeting, our
fulfillment department wants to discuss their new
| | 00:48 | shipping process which
focuses on the new facility.
| | 00:52 | To make this easier to understand,
let's remind the audience first of our
| | 00:56 | existing facilities, then
introduce the new onet then discuss how this
| | 01:01 | impacts our process.
| | 01:03 | Now our message is easier
understand from start to finish.
| | 01:05 | Now we will take a moment to combine our
five slideshows together so that we can
| | 01:10 | work with just one slide
deck for our quarterly meeting.
| | 01:13 | I will save my work to the
Fulfillment exercise file.
| | 01:17 | Close PowerPoint and open up the one I
have already called Quarterly Meeting.
| | 01:21 | I'd like to show you two ways that
we can bring slides from an existing
| | 01:26 | presentation into the one we already have open.
| | 01:29 | First we will use the reuse slides feature.
| | 01:32 | I will use my mouse to click where I
want the slides to appear, right here
| | 01:35 | between two and three.
| | 01:38 | With the cursor blinking, I will pull down the
New Slide menu from the Home tab on the ribbon.
| | 01:43 | At the bottom is Reuse Slides.
| | 01:47 | Here I can click Browse, then Browse
File, and find the PowerPoint slide show
| | 01:53 | that I'd like to insert.
| | 01:54 | We will navigate to our exercise files in
Chapter02 and we will start with Human Resources.
| | 02:03 | This shows me all the slides from that file.
| | 02:06 | And as I click, it inserts
the slide where my cursor was.
| | 02:14 | Notice that when PowerPoint inserts the
slide by default, it does so keeping the
| | 02:18 | formatting of the target slideshow.
| | 02:21 | While some formatting was preserved,
the background and other formatting
| | 02:25 | aspects had been changed to match the destination
slideshow, or in this case no formatting at all.
| | 02:31 | Let me repeat the process now with
the Fulfillment and Sales Presentations.
| | 02:39 | One nice feature about Reusing Slides is
that I only have to insert the slides I want to.
| | 02:44 | Now I would like to demonstrate an
alternative method, Copy and Paste.
| | 02:49 | To do this, I will minimize the current
presentation and open Customer Service.
| | 02:52 | I will click on the first slide
thumbnail and hit Ctrl+A to select all,
| | 02:59 | then Ctrl+C to copy.
| | 03:01 | I will minimize the presentation and return
to the one I've already been working with.
| | 03:07 | Like before, I'll place my cursor on the
left exactly where I want my new slides
| | 03:11 | to appear, and hit Ctrl+V to paste.
| | 03:14 | Again you'll see that the majority of
the formatting has been set to match the
| | 03:18 | destination slideshow.
| | 03:20 | But here I am given the option to use
this menu and change how it's pasted in.
| | 03:25 | Here's the default, to use the destination theme.
| | 03:29 | I can keep the source formatting
which looks like this, or I can paste
| | 03:34 | everything in as a picture.
| | 03:36 | Let's undo and paste it, this
time with the source formatting.
| | 03:43 | Just like the chapters of a book, a
long presentation should be broken into
| | 03:46 | smaller pieces to help the audience
form cohesive ideas and digest all the
| | 03:52 | information they are receiving.
| | 03:55 | As I switch to Slide Sorter View, you
can see that the slideshow now has many
| | 03:58 | different slides from the
different presentations we have brought in.
| | 04:02 | I want to make it clear that our
four department title slides all have
| | 04:05 | consistent formatting.
| | 04:06 | I will click on Human Resources and
pull down the Layout menu, or I can
| | 04:11 | choose Section Header.
| | 04:13 | I will do the same with
Fulfillment, Sales, and Customer Service.
| | 04:24 | Now at the moment, they
don't look exactly alike.
| | 04:29 | But as soon as we reset the
formatting on the slides, they will all
| | 04:33 | match perfectly well.
| | 04:34 | This kind of layout shows the
audience that we are switching focus.
| | 04:38 | I use the special slide layout called
Section Header, which I'll describe more in
| | 04:41 | Chapter04, along with another
feature called a Section Break.
| | 04:46 | Sometimes our presentations have a zinger.
| | 04:48 | You know, that last-second announcement
that's sure to turn the tide and win your audience.
| | 04:53 | It's the "Act now and we will throw in two
potato peelers for the price of one!" gimmick.
| | 04:57 | It works on infomercials but
don't try it with your slideshow.
| | 05:01 | If you have a great testimonial, the
perfect dataset, or some amazing photo that
| | 05:05 | will sell your idea, don't
just save it for the end.
| | 05:08 | Why? Because when it comes to
presentations, you never know when your
| | 05:11 | slideshow will end.
| | 05:13 | Our Conclusion slide has such a zinger.
| | 05:15 | We are offering $1000 to the employee who
can solve the problem with our R-4000 product.
| | 05:22 | Let's take this slide and
copy it to the beginning.
| | 05:24 | I will right-click on the slide
and choose Copy, scroll back up.
| | 05:30 | I will right-click right after the
President's message and under Paste, choose
| | 05:34 | Paste Using Destination Theme.
| | 05:36 | It's a lot to take in.
| | 05:38 | All these different tactics to
consider when planning your slideshow, and if
| | 05:41 | seems intimidating, just try it in pieces.
| | 05:44 | Write down some ideas that resonated
with you, and put them into practice at
| | 05:47 | your own pace.
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| Holding their hands| 00:00 | Another important concept when
preparing your outline and later in the
| | 00:04 | delivery is this adage:
| | 00:06 | Tell them what you're going to tell them,
tell them, then tell them what you just told them.
| | 00:11 | Let's try this out in our
newly combined slideshow.
| | 00:14 | From our exercise files,
we'll open Combined.
| | 00:19 | In essence, you want to create
slides at the beginning and end of the
| | 00:23 | presentation that focus on the key points,
| | 00:26 | your objective, and the
audience's benefit of your presentation.
| | 00:30 | This isn't the same as an agenda or
table of contents, but it is close.
| | 00:34 | Sometimes it's just a single slide that
says it all, elegantly and efficiently.
| | 00:39 | We moved our thousand dollar customer
service price to the front of the presentation.
| | 00:43 | And that's something we'll
definitely want to highlight again at the end.
| | 00:47 | But first, let's work on
that introductory slide.
| | 00:49 | I will click here between the
two slides and choose New Slide.
| | 00:53 | I will double-click and
now we can add our content.
| | 00:57 | You will notice that my introductory
slide isn't your standard table of contents.
| | 01:03 | Next to most bullets are an
actual, deliverable benefit.
| | 01:07 | I also have everything on here.
| | 01:08 | I didn't mention the President's Message
and I also didn't put the $1000 Bonus,
| | 01:12 | which the president will introduce herself.
| | 01:15 | Now let's improve the last slide.
| | 01:18 | I can hit Ctrl+End to jump there quickly.
| | 01:21 | Here we see the conclusion slide,
followed by our $1000 Bonus slide.
| | 01:24 | I am going to combine the two, so our
audience sees the thank you message, our
| | 01:28 | contact information, and the $1000 Bonus offer.
| | 01:32 | So here is our revised Conclusion slide.
| | 01:36 | We have got our Thank You message, our
walk away items: Start Training Today,
| | 01:40 | Try the R-9500, and Help
us fix the R-4000 problems.
| | 01:45 | If this were a standard presentation
where I want the audience to possibly
| | 01:48 | contact me, here is where, I would
include my Contact Information, such as my
| | 01:52 | email address and phone number.
| | 01:54 | Finally, I will right-click on
the last slide and choose Delete.
| | 01:57 | Once you have composed your message,
it's just a matter of taking your
| | 02:01 | audience by the hand and walking them
down the path that you so eloquently
| | 02:05 | have laid for them.
| | 02:07 | This path should have as few
distractions as possible and be customized to
| | 02:11 | their questions and desires.
| | 02:13 | It should speak to them in color
and font, in wording and tone, and
| | 02:17 | address every concern they have,
while spelling out the benefits to
| | 02:20 | accepting your proposal.
| | 02:22 | Do this and the delivery
itself is just a walk in the park.
| | 02:25 | In our next chapter, we will learn how
we can customize the color, background,
| | 02:29 | another formatting aspects of our
presentation to make it look beautiful.
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|
|
3. Successful Slide DesignUnderstanding the importance of design| 00:00 | In this chapter, I will discuss how
to create a great looking presentation
| | 00:04 | with minimal effort.
| | 00:05 | I will show you how to match your color
palettes, keep your slides consistent,
| | 00:09 | use great photos, make your data
meaningful, and we'll throw in some diagrams.
| | 00:14 | We are going to do everything from
within PowerPoint, which means we won't
| | 00:18 | need the assistance of a graphic designer or
use any professional graphics applications.
| | 00:24 | Let's start by adjusting what
PowerPoint calls the page size.
| | 00:28 | We need to decide if the audience
will see this on a standard or a
| | 00:31 | widescreen display.
| | 00:33 | I happen to know that most of our
office here uses widescreen displays
| | 00:37 | and that our projector
supports widescreen as well.
| | 00:40 | So I am going to change PowerPoint
for the 16 to 9, that's widescreen, ratio.
| | 00:45 | I will click on the Design
tab and choose Page Setup.
| | 00:51 | Here it says Slides sized
for an On-screen show at (4:3).
| | 00:55 | I will drop down the menu and choose 16:9.
Clicking OK changes the slide size to 16:9 ratio.
| | 01:04 | I discussed the concept of
screen size a bit more in Chapter05.
| | 01:08 | I also want you to notice that when
we resize the presentation, some of our
| | 01:12 | images now appear distorted.
| | 01:13 | It may not seem like much but by
sizing the slides wider, it's also made the
| | 01:20 | same adjustment to all of the pictures.
| | 01:22 | If you look closely,
they now look stretched out.
| | 01:25 | Let me take a moment to fix these
pictures and I will show you how.
| | 01:28 | I will right-click on each one
and choose Size and Position.
| | 01:34 | Here you can see the
Height and Width do not match.
| | 01:37 | Let's change in both to the same number.
| | 01:39 | 100 x 100, I will hit Close,
and now our picture looks better.
| | 01:46 | It may not be exactly the right size but
at least its height and width are the same ratio.
| | 01:51 | And I can repeat this for every
single picture in my slideshow.
| | 01:57 | This is why your page size should be
the first thing you adjust whenever
| | 02:01 | starting a new show.
| | 02:03 | I would like our slideshow to match many
of our other marketing pieces, like our
| | 02:07 | website and brochures.
| | 02:08 | I have been given our company logo
and some graphics from marketing to
| | 02:12 | incorporate into our slides.
| | 02:14 | Let's switch to the master view so I
can add our logo and the graphics to
| | 02:19 | the slide background.
| | 02:20 | There's two ways to do this.
| | 02:22 | I can click View from the
ribbon and then Slide Master.
| | 02:26 | Or I can hold down Shift and click
right here on the Normal view icon.
| | 02:31 | Either way, it brings me to the Slide
Master, and the changes that I make here
| | 02:35 | will affect every slide in my presentation.
| | 02:38 | Chapter04 talks more about
really customizing the templates.
| | 02:41 | So we'll keep it simple for now.
| | 02:43 | From the list of layouts, I will click
on the Slide Master at the top of the
| | 02:46 | list and add our company logo and
a graphic to go along the bottom.
| | 02:52 | Insert Picture, choose my company logo,
click Insert, and I will position it
| | 03:01 | maybe over here for now.
| | 03:03 | We'll insert another picture, and I
will position this right along the bottom.
| | 03:12 | I will make some minor adjustments,
like resizing the picture, and rather
| | 03:21 | than using the mouse to move some of these
objects, I will use the arrow keys on my keyboard.
| | 03:27 | Notice now that most of the
layouts share the same design.
| | 03:30 | And if I switch to Slide Sorter
View, I can verify that most of my
| | 03:36 | presentation is now branded.
| | 03:39 | The exception is the Customer Service
section, which you might recall we pasted
| | 03:43 | in earlier, leaving the original formatting.
| | 03:46 | Here you can see that our changes to
this Slide Master have had no effect.
| | 03:49 | We will discuss that in Chapter04 as well.
| | 03:52 | We want our audience to feel as if
they are receiving a quality presentation
| | 03:55 | that had a lot of thought put into it.
| | 03:57 | Slides that look sloppy or
unprofessional don't convey the trust and enthusiasm
| | 04:02 | that you want your audience to receive.
| | 04:05 | While the content and delivery are
the most important aspects of your
| | 04:07 | presentation, your design
comes in at a close third.
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| Using color and fonts| 00:00 | The colors and fonts that we use in our
presentation can accomplish a number of things.
| | 00:05 | They can set the tone of our presentation
as serious, exciting, classic, or modern.
| | 00:11 | They can establish our brand and help
reinforce our marketing efforts for recognition.
| | 00:15 | They can also show consistency in our
message throughout the presentation.
| | 00:19 | In fact, dramatically switching
colors and fonts can help the audience
| | 00:23 | understand that we've moved on
to something completely different.
| | 00:26 | To start, let's move to a slide
that can benefit from some color.
| | 00:30 | Our sales department has created
this table on Slide 14 showing the sales
| | 00:35 | figures for the quarter.
| | 00:37 | We can give it some default color
through the Table Design tab in the ribbon.
| | 00:44 | Take note of our color choices.
| | 00:45 | They are derived from the default color
palette, which we can modify from the Design tab.
| | 00:51 | Note that as I review other
color palettes, the table changes.
| | 00:55 | This would also affect any charts,
diagrams, shapes, bullets, and sometimes the
| | 01:00 | backgrounds of my slides.
| | 01:04 | You can see that the graphics that I
imported in my previous video don't change.
| | 01:08 | This is because they were imported graphics,
not objects created from within PowerPoint.
| | 01:13 | I want our presentation colors to match the
ones that our company always uses in its marketing.
| | 01:19 | My marketing department has
told me the exact color values.
| | 01:22 | So all I have to do is match them up.
| | 01:25 | Using the Style Sheet, let's
create a new palette from that signal.
| | 01:29 | From the Design tab, I will pull down
the Colors menu one more time and then
| | 01:33 | click on Create New Theme Colors.
| | 01:37 | Here are 12 different placeholders for
colors that we can use throughout our
| | 01:41 | presentation, four for Text and
Background, six for Accents and then two
| | 01:46 | more for Hyperlinks.
| | 01:47 | I am going to pull down each menu,
choose more colors, and then using the Custom
| | 01:53 | tab, add the R,G, and B--that's Red,
Green and Blue--values for each color
| | 01:59 | according to the Style Sheet given
to me by the marketing department.
| | 02:03 | By plugging in 0, 56, and 116, I get
the dark blue that our company uses.
| | 02:08 | Now, I will give my palette a
name, like Match Signal, and hit Save.
| | 02:16 | My new custom Match Signal palette is
now in the list, and everything matches
| | 02:20 | my imported graphics.
| | 02:21 | If I return back to my original table,
you can see that the colors are much more
| | 02:27 | in line with what I want.
| | 02:28 | If I pull down any palette from within
PowerPoint, you can see the Color palette
| | 02:33 | that I have to choose from is now the
same palette that my marketing department
| | 02:36 | uses on all of its materials.
| | 02:39 | Likewise, we want to use the same
font that's on our website and brochures.
| | 02:43 | I'm told that we use Arial bold for
headings and Arial for regular text.
| | 02:47 | So let's try that out.
| | 02:49 | Again, I will return to the Design
tab and pull down the Fonts menu.
| | 02:52 | We are currently using the
Office default of Calibri,
| | 02:55 | but let's change it to the Office
Classic choice of Arial and Arial.
| | 03:00 | My entire presentation is now using
the Arial font rather than Calibri.
| | 03:04 | The exception to this are those
slides that have been changed by the user
| | 03:06 | directly, but with my colors and fonts
set, my presentation now matches the look
| | 03:11 | and feel of my company.
| | 03:12 | Things look consistent, but in our next
video we will take a closer look and fix
| | 03:16 | a few remaining problems.
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| Maintaining consistency| 00:00 | It's important that your slides remain
consistent throughout the presentation.
| | 00:04 | This usually means paying close
attention to the fonts we use, our bullets, and
| | 00:09 | the positioning of our text and graphics.
| | 00:12 | A slight change between slides
can cause your audience to break
| | 00:15 | concentration, and subconsciously, it
will convey un-professionalism and lower
| | 00:20 | the confidence level your audience has in you.
| | 00:23 | PowerPoint has a variety of layout and
alignment tools to save you a lot of time.
| | 00:28 | So let's try them out.
| | 00:29 | We will begin with resetting slides.
| | 00:33 | This slideshow, because it was
pieced together from multiple slideshows,
| | 00:37 | contains a jarring number of layouts,
templates, and backgrounds. E ven the
| | 00:40 | colors don't match.
| | 00:41 | I am going to reset
everything back to the basics.
| | 00:45 | Moving to Slide #9, I will click on Fulfillment.
| | 00:48 | All I have to do is click on the Reset
button to reset the slide back to its
| | 00:54 | basic layout and formatting.
| | 00:56 | Let me repeat this again with
the Warehouse Location slide, #10.
| | 01:01 | Watch again as I click Reset.
| | 01:02 | This slide now perfectly matches the
default layout of all of my other slides.
| | 01:09 | I could go through my entire presentation,
clicking Reset on every single slide,
| | 01:13 | and it wouldn't hurt.
| | 01:15 | But to be a little bit more efficient,
I am going to select every single slide
| | 01:18 | by clicking on a thumbnail on the left,
pressing Ctrl+A to select them all, and
| | 01:24 | then clicking Reset to
reset them all in one shot.
| | 01:26 | I can glance now at Slide 13, which
has been reset, and if I look down at
| | 01:33 | Customer Service, I won't see that
these have been changed, because they are
| | 01:37 | still using the template that they
were imported with, but all of my other
| | 01:41 | slides are now matching.
| | 01:44 | With our slides reset and our content
preserved, we can begin making one unified
| | 01:49 | presentation that looks fantastic.
| | 01:51 | Let's move on to layouts.
| | 01:53 | We can use a number of the built-in
layouts to help position our existing text
| | 01:58 | in a variety of ways and
still maintain consistency.
| | 02:01 | For example, let's look at the slide in
Sales that talks about our competitors.
| | 02:06 | It shows the differences
between Us and Music Makers.
| | 02:10 | There's a great layout called Comparison
which is perfect for this type of content.
| | 02:14 | With this slide selected, I will pull
down the Layout menu found in the Home tab.
| | 02:18 | We are currently on the Title and
Content layout, but I am going to the switch
| | 02:22 | to the Comparison layout.
| | 02:24 | This layout adds three additional
text boxes, two here for the headings and
| | 02:29 | another one here to match the one here.
| | 02:31 | I am going to copy and paste my content over.
| | 02:34 | Cut with Ctrl+X, paste with Ctrl+V. I
will select the text, and I will bump them
| | 02:40 | to the left with the Decrease List Level button.
| | 02:42 | I will take Music Makers,
cut it away, and add it here.
| | 02:49 | Do the same with Us, add it here, and
now I will delete what I don't need.
| | 02:57 | Like before, I will select these
lines here and promote them up one level.
| | 03:01 | When I click away, I can see
a much easier to read slide.
| | 03:06 | Moving back to Fulfillment, we have
a slide here that's waiting for our
| | 03:11 | New Warehouse Photo.
| | 03:12 | If we use the existing layout, Title and
Content, and add our picture, the slide
| | 03:22 | only fills the available text holder area.
| | 03:25 | If we use the existing layout and click
to add a picture, that picture only fills
| | 03:30 | the available space.
| | 03:32 | Instead, let's change our layout again.
| | 03:36 | One option is on the far
right, Content with Caption.
| | 03:40 | Another one, Picture with Caption.
| | 03:43 | This might look a little bit nicer.
| | 03:46 | We could also forsake the
Layout feature entirely.
| | 03:48 | I am going to pull down Layout one
more time and simply choose Blank.
| | 03:54 | This gets rid of all placeholders and
allows me to do anything I want with the
| | 03:58 | content on the screen.
| | 04:05 | With the picture selected, I'll send
it to the background, and I will take my
| | 04:09 | text to move it somewhere else.
| | 04:12 | The text is still a little hard to
read, but we'll fix that in Chapter04.
| | 04:15 | At first, it may seem like a lot of
work to reset all of the slides to
| | 04:19 | change their layouts.
| | 04:20 | Let's try this one more time with
Slide #3, the President's Message.
| | 04:24 | I will select the slide and change the
Layout to the 2-column layout called Two Content.
| | 04:31 | Like I did earlier, I will copy and
paste the content that I want to move.
| | 04:35 | Although the text is a little bit big,
this is looking much better already.
| | 04:39 | At first, it may seem like a lot of
work to reset all of these slides only to
| | 04:43 | change their layouts, but I can't
stress enough how important consistency is.
| | 04:48 | Don't forget that layouts can be
customized or added to your slideshow as well,
| | 04:52 | and I'll show you how to do that in Chapter04.
| | 04:54 | But for now, let's move onto pictures.
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| Using photographs| 00:00 | More important than any word you will
ever place on your slideshow are the
| | 00:04 | photos and diagrams that you will include.
| | 00:07 | We all know that a picture is
worth a thousand words, but why?
| | 00:10 | It's because a good photograph can
invoke emotion in the audience and that
| | 00:14 | emotion can lead to a decision.
| | 00:16 | If your objective is to sell a product,
ask yourself which of the following is
| | 00:20 | going to elicit the most
likely response from your audience:
| | 00:23 | the name of the product and some of its
specifications, a photo of the product
| | 00:28 | or a photo of your customer
actively enjoying the product.
| | 00:32 | The third photo conveys the benefit of
owning the product and says so much more
| | 00:37 | than the other two slides ever would.
| | 00:40 | Here we have the New R-9500 and a
picture of one of our customers using it.
| | 00:45 | It's not the best picture though.
| | 00:46 | So let's change it.
| | 00:52 | We have a couple of choices here.
| | 00:53 | Here's a happy customer using
headphones and here's another one.
| | 00:56 | Let's try this one first.
| | 00:59 | When we really want to show the image,
we make it as big as we possibly can. That
| | 01:02 | makes sure that the audience connects with it.
| | 01:07 | Remember whenever you resize a photo,
always grab it by the corner handles.
| | 01:11 | I am going to move this to
the lower right-hand corner.
| | 01:17 | Don't worry about our
swooshy curve at the moment;
| | 01:19 | we will come back to that.
| | 01:20 | Again, I'll click on my text, click
on Arrange, and bring it to the front.
| | 01:26 | I think we can agree that this picture
better shows the quality that our product
| | 01:30 | has, along with the excitement that it
brings to our customers, and that's the
| | 01:34 | message we want to convey to our audience.
| | 01:36 | As I said, the picture, because it has
a white background has blocked out the
| | 01:40 | background behind it. In other words,
our swooshy design in the background.
| | 01:45 | To fix this, I am going to use the
New Background Removal tool found
| | 01:48 | in PowerPoint 2010.
| | 01:49 | I will select the picture and from
the Picture tools Format tab, click
| | 01:53 | on Background Removal.
| | 01:57 | PowerPoint automatically tries to
identify the portions of the picture to keep
| | 02:01 | and those to get rid of.
| | 02:03 | My first step is to use the mouse, to
move the selection box and only capture
| | 02:07 | that area that I want.
| | 02:08 | I will bring it all the way down to
the bottom and just a little bit to the
| | 02:14 | right so I don't lose the elbow.
| | 02:15 | It has done a pretty good job, but
you can see it's also going to remove
| | 02:18 | accidentally a portion of her hair
and accidentally leave a portion right
| | 02:23 | over here near her hand.
| | 02:24 | So I will use the Mark Areas to Remove
and draw a very little line here and Mark
| | 02:33 | Areas to Keep with a line that
stretches out this whole area.
| | 02:37 | I will double-check the picture and if
it's perfect, I'll click Keep Changes.
| | 02:42 | Now we can see the original slide
background including the logo behind the
| | 02:46 | person and because this picture is
cropped off at the chest, I am going to
| | 02:50 | move my image just down a little bit that
when we show this full screen, it looks natural.
| | 02:58 | Now if it suited our template
background, we could crop our photo
| | 03:01 | in interesting ways.
| | 03:02 | Let's try a different example.
| | 03:04 | I am going to return to the very first
slide and make this Quarterly Meeting
| | 03:09 | Welcome message look a little bit more inviting.
| | 03:16 | When we bring pictures into the
slide, they don't always have to appear
| | 03:19 | standard like this.
| | 03:21 | We can move her around, down to the bottom,
off to the side, and even if they're off
| | 03:27 | the edge of the slide, they will still
look pretty good full-screen, but let's
| | 03:31 | fix this up just a little bit.
| | 03:35 | After adjusting the position of the
picture and resizing it just a little bit
| | 03:38 | bigger, I will move the text boxes over. That
way they still appear centered on the slide.
| | 03:48 | By pressing Shift+F5, I can see
exactly how this appears to the audience, and
| | 03:53 | since one of the important messages of
our Quarterly Meeting is the announcement
| | 03:56 | of the R-9500 product, I think we
should put this picture on the front slide.
| | 04:00 | Let's try one more way to use a photo
in an interesting way, this time with a
| | 04:05 | little bit of cropping.
| | 04:06 | As another example of an interesting
way to use a photograph, let's go to our
| | 04:09 | Training Program slide #7 and
insert one of our training pictures.
| | 04:20 | This picture is different than others
used in the video because this does not
| | 04:23 | have a white background, but with the
creative use of positioning and resizing
| | 04:28 | and cropping, we can make this
into a great picture for our slide.
| | 04:33 | Note that I am making the picture
exactly as tall as the slide is.
| | 04:37 | I will move it just so it's mostly off
the edge and then I will use the Crop
| | 04:40 | tool to get rid of anything
that I don't want on both sides.
| | 04:44 | I will move it flush to the left and
then I will just take my text and bring
| | 04:52 | it to the right.
| | 04:56 | Just one more adjustment using my left
arrow key, and the picture is right at
| | 05:00 | the edge of the slide.
| | 05:01 | Shift+F5 and we can see how this looks.
| | 05:04 | Now our slides have even more meaning.
| | 05:06 | They are more emotional and more
powerful because of the use of great photos
| | 05:10 | in interesting ways.
| | 05:12 | Don't be afraid to experiment. Just
remember to keep things consistent and
| | 05:16 | focused, and try and reach an
emotional connection with your audience.
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| Sharing data with charts| 00:00 | Whenever possible, express data in terms of
visual, graphical terms, rather than numerically.
| | 00:06 | Converting your data into a chart
will help your audience understand what
| | 00:10 | they're looking at much faster, which means they
will have more time to listen to your message.
| | 00:14 | As you create your chart, consider the
message from Chapter 2's Reducing the Text video.
| | 00:19 | Keep things short and simple.
| | 00:21 | Provide handouts for the details.
| | 00:23 | For example, your annual budget could
show four quarters instead of all 12
| | 00:28 | months, or you can group a dozen
line items into just a few categories.
| | 00:33 | Our sales presentation has a table
that would make a perfect example.
| | 00:37 | We will head down to Slide #14, Quarterly Sales.
| | 00:41 | We have monthly numbers for each product's
revenue, but this level of detail isn't
| | 00:46 | necessary for a presentation like this.
| | 00:48 | So, one improvement would be to sum
the three months into a single column.
| | 00:52 | I will click on the table and from the
Table tools>Layout menu, choose Insert Right.
| | 00:59 | With my new column, I will add these numbers up.
| | 01:01 | We will call it Quarter 2 (Q2).
| | 01:04 | it very clear that our R-9000 product is
| | 01:09 | taking off and beating the
other products by revenue.
| | 01:12 | In fact, with our new column, let's go ahead
and just delete the three that we no longer need.
| | 01:16 | I will use my mouse and select the three
columns and from the Table tools Layout
| | 01:20 | tab, choose Delete, then
Delete Columns. Much cleaner!
| | 01:24 | But let's go further and turn this into a chart.
| | 01:28 | From the ribbon, I will click on Insert,
pull down the Chart menu, and choose a
| | 01:33 | chart appropriate for
the kind of content I have.
| | 01:36 | In this case, I will choose a Column chart.
| | 01:39 | With Excel open, I will copy and paste
the data from my original table right
| | 01:43 | into the spreadsheet.
| | 01:44 | I will click into the table, select
everything there, hit Ctrl+C to copy, return
| | 01:50 | to Excel, and Ctrl+V to paste.
| | 01:53 | I am not worried about the formatting,
but I do need to drag the lower right
| | 01:57 | corner of the range to match.
| | 02:00 | I can glance over to PowerPoint and see
that my chart is there with the correct
| | 02:03 | values and labels for each column.
| | 02:06 | Let's go ahead and close Excel.
| | 02:08 | Now that I have my new chart, I
think I can delete the table completely.
| | 02:12 | Again, we can provide this data in a
handout if we want our audience to have it.
| | 02:17 | Note that when I delete the table,
the original text placeholder appears.
| | 02:22 | We can leave it there; it won't show
to the audience when you run in full
| | 02:24 | screen. But if it bothers us, we can go
to the Home tab and pull down the Layout
| | 02:28 | menu and choose just Title Only.
| | 02:31 | This eliminates the other placeholder.
| | 02:35 | Now it's just a matter of
making my chart look great.
| | 02:37 | I'll start by eliminating things that
are redundant like the Legend and Title.
| | 02:42 | A simple click and the
Delete key will get rid of them.
| | 02:47 | I should resize my chart object. That way
it doesn't hit the title or the background.
| | 02:53 | At this point, I could make it wider
or narrower and if I adjust the axis, I
| | 02:58 | will reduce quite a bit of clutter.
| | 03:00 | Let me right-click on these
numbers here and choose Format Axis.
| | 03:04 | We will move the window
aside so you can see the effect.
| | 03:09 | I will change the Maximum Unit to just 4 million.
| | 03:13 | I will click Fixed in the major unit
and make sure that Excel uses exactly
| | 03:19 | 1 million as the mark.
| | 03:21 | Now normally, we want things nice and
big for audience to see, but this font is
| | 03:26 | so large it's making my text go diagonal.
| | 03:30 | With my entire chart selected, I will
click on the Reduce Font Size button a
| | 03:34 | few times to make things fit.
| | 03:37 | Note that if I want to make my dollars
a little bit bigger, I can click just on
| | 03:41 | the axis and make them larger.
| | 03:44 | In fact, I can adjust everything
individually if I feel like it.
| | 03:50 | To further reduce the clutter, let's
get rid of the horizontal lines that
| | 03:53 | appear in the background.
| | 03:54 | Again, I'll click my chart, go to
the Chart tools Layout tab, pull down
| | 03:59 | gridlines, and under the Primary
Horizontal Gridlines, choose None.
| | 04:03 | The last thing I want to do is modify the color.
| | 04:06 | I would like each column to be its own color.
| | 04:08 | So I'll right-click on a column
and choose Format Data Series.
| | 04:14 | From here, I will click on Fill
and choose Vary colors by point.
| | 04:18 | You can see that the chart now shows the
same colors that we have in our palette.
| | 04:22 | I will click Close and the last thing
I am going to do is make sure that my
| | 04:26 | chart is centered on the screen.
| | 04:28 | I will click the entire chart boundary,
return to the Format tab, pull down the
| | 04:33 | Alignment menu, and choose Align Center.
| | 04:37 | Let's see how this looks
full screen with Shift+F5.
| | 04:40 | I think I will adjust it down just a little bit.
| | 04:42 | I will click on the Chart boundary and
drag the chart down just a little bit,
| | 04:50 | and there is the finished product.
| | 04:51 | We are going to save those
balloons for a little bit later.
| | 04:53 | One of the reasons we spend so much time
exchanging tables for charts is that we
| | 04:58 | want the audience to spend more of
their time listening to the speaker.
| | 05:02 | The easier our slide is to comprehend,
the more time they have to pay attention.
| | 05:07 | And remember, if the data isn't
absolutely essential for your presentation
| | 05:11 | goals, get rid of it.
| | 05:13 | In the next video, we will take the
numbers of our slide show a step further and
| | 05:16 | see if we can make them even
more powerful by adding meaning.
| | Collapse this transcript |
| Making your data meaningful| 00:00 | One step that presenters often overlook is
conveying the meaning behind the numbers.
| | 00:05 | This is a fine bulleted list, but I
think we can add much more meaning if we
| | 00:09 | turn it into a graphic.
| | 00:12 | So I'll select it and hit Delete.
| | 00:13 | In its place, I'm going to add
the graphic of the United States.
| | 00:18 | Here is a map, I'll click Insert
and I'll make it quite a bit bigger.
| | 00:22 | Use are my arrow keys to move it down
just a hair, and to show the locations,
| | 00:29 | I'm going to add a PushPin graphic.
| | 00:33 | I'll click Insert>Picture and
bring in the PushPin and click Insert.
| | 00:39 | Again, I'll have to resize
it and remove the background.
| | 00:43 | Move the selection box, it only
capture that area that I want.
| | 00:51 | Remember that while using the Remove
Background tool, we can mark the areas that
| | 00:54 | we want to keep and remove.
| | 00:56 | It will take a few tries to get it right
but after a while, it'll look pretty good.
| | 01:00 | Let's resize the image but keep
it large enough for people to see.
| | 01:05 | Let me zoom back and now it's just a
matter of copying and pasting our PushPin
| | 01:11 | into the right locations.
| | 01:13 | We have Ventura that's right about there.
| | 01:15 | As a shortcut, when I want to create a
copy of what I have selected, I'll drag
| | 01:20 | but hold down the Ctrl key.
| | 01:21 | This keeps the original in its location
while creating a new one wherever I let go.
| | 01:27 | It wouldn't be a bad idea for me to
add text boxes labeling each PushPin.
| | 01:32 | I'll click Insert, then Text Box,
click anywhere, and start typing.
| | 01:40 | I'll click on the boundary of the
text box and simply just change the color to
| | 01:43 | something little bit more readable.
| | 01:45 | I can reposition it, make it a
little bit smaller, even bold it, and then
| | 01:53 | I'll use the same copying technique
where drag with my mouse, holding down
| | 01:56 | Ctrl, to create a duplicate.
| | 02:05 | A triple-click allows me to
select all of the text and I retype.
| | 02:10 | I hope these examples show you the
designing effect of PowerPoint slides
| | 02:13 | requires an interesting mix of
being creative while having some
| | 02:16 | technical know-how.
| | 02:18 | The best way to succeed here is to
experiment with new ideas and see what works.
| | Collapse this transcript |
| Using diagrams and SmartArt| 00:00 | PowerPoint has a variety of built-in
diagram templates, such as organizational
| | 00:05 | charts, flowcharts, and even Venn diagrams.
| | 00:09 | They should be used whenever possible,
rather than text, to help the audience
| | 00:13 | understand the process or relationship.
| | 00:16 | Watch how we can clean up a few of the
slides in our presentation to connect
| | 00:20 | better with our audience.
| | 00:22 | Slide #12 shows our
Improved Fulfillment Process.
| | 00:26 | It's a wordy slide, which can benefit
from a significant reduction in text.
| | 00:30 | Let's ask the speaker to say these words and
reduce the actual text that appears on screen.
| | 00:36 | Now I'll take it even further by
converting this text into a great process diagram.
| | 00:43 | With the Text Box selected I'll go to
the Home tab and in the Paragraph group
| | 00:49 | pull down Convert to SmartArt.
| | 00:51 | As I hover over the choices, I
can see how my SmartArt will appear.
| | 00:56 | Certainly some are better than others,
and the one I'd like to use for this
| | 00:59 | example is this one called
the Continuous Block Process.
| | 01:04 | Note that after converting this to a
SmartArt diagram, I have the SmartArt
| | 01:08 | tools tabs on the top and a new window on the
side that contains the original bulleted list.
| | 01:14 | I can modify the text here or
directly in the SmartArt diagram.
| | 01:21 | As you can see, our text is preserved,
but looks significantly better as a diagram.
| | 01:26 | Let's change the color just a bit and
add a little bit of dimension to it.
| | 01:30 | From the SmartArt tools Design
tab, I'll pull-down Change Colors.
| | 01:34 | Note again that all of the colors you see
here match the colors from our Color palette.
| | 01:41 | I can also pull-down the SmartArt
Styles Gallery, and try something that has a
| | 01:45 | little bit more dimension.
| | 01:47 | Remember that as I hover over each
option, it shows me a live preview and I can
| | 01:50 | just pick the one that I want.
| | 01:52 | As another example, Human Resources wants to
explain the New Hierarchy shown in slide #8.
| | 01:58 | The information in this giant textbox
will be much more meaningful as an org
| | 02:03 | chart style diagram.
| | 02:04 | I'm going to go ahead and get rid of it.
| | 02:05 | I triple-click and hit Delete and
we'll click on the SmartArt tool to place a
| | 02:10 | diagram here instead.
| | 02:12 | To create an org chart, we'll go to the
Hierarchy group, and then we'll select a
| | 02:15 | graphic that matches our style.
| | 02:18 | We'll choose the simple
organization chart and press OK.
| | 02:22 | This time, because we didn't start with
any initial text in our bulleted list, we
| | 02:26 | have to do the typing ourself.
| | 02:28 | Recall that we can do the
typing either here or here.
| | 02:32 | If by chance you don't see this
window, it's because it's been closed. And
| | 02:35 | remember that all you have to do to
bring it back is click on from the SmartArt
| | 02:39 | tools Design tab, Text Pane.
| | 02:42 | Let's do some quick typing
to populate our org chart.
| | 02:45 | You can use a combination of Tab and
Shift+Tab to Promote or Demote boxes
| | 02:50 | from the hierarchy.
| | 02:52 | You can also use the Promote, Demote, Move Up,
and Move Down commands found in the ribbon.
| | 02:57 | Let's make some quick
adjustments and make this chart right.
| | 03:01 | Remember, to delete a shape, all you have
to do is select it, or put your cursor
| | 03:04 | there and hit Delete.
| | 03:06 | We want to show that sales and
marketing is now underneath the VP of Marketing.
| | 03:10 | I'll place my cursor here, press Enter and Tab.
| | 03:16 | Likewise with Customer Service, I want
to show that it now includes Fulfillment,
| | 03:22 | Shipping, and Manufacturing.
| | 03:25 | Again, we do this by pressing Enter and
Tab to go down a line and then indent.
| | 03:32 | Once we've designed our new SmartArt
diagram, I can modify the layout of the
| | 03:35 | entire object by clicking first on the
highest level and then pulling down the Layout menu.
| | 03:46 | I can also click on individual
objects and move them around if I desire.
| | 03:50 | To make this look a little nicer,
| | 03:52 | let's drag Customer Service to the right.
| | 03:56 | We'll pull-down the Layout
menu and choose Standard.
| | 03:59 | Let me just move Customer Service a
little bit further to the left and adjust
| | 04:05 | the VP of Marketing.
| | 04:07 | With a smaller font everything
should look a little bit nicer.
| | 04:10 | I'll select the entire object by
clicking on the boundary, and then dropping
| | 04:14 | down the font with this
icon found in the Home tab.
| | 04:17 | Resizing it here in the corner,
and then I'll center it by clicking
| | 04:23 | Arrange>Align>Align Center.
| | 04:28 | Finally, like we did earlier, we'll go
back to the SmartArt tools Design tab,
| | 04:31 | and change the colors and
add a little bit of dimension.
| | 04:38 | Remember that if any individual
elements need modification, you can generate
| | 04:42 | click and make that change yourself.
| | 04:44 | For example, I'd like customer
service to appear on two lines.
| | 04:47 | I'll place my cursor here and press Enter.
| | 04:50 | Like a chart, make sure your diagrams are
high contrast and easy-to-read on screen.
| | 04:56 | More complicated charts can be
created in Visio, but if you're conveying
| | 04:59 | something that complicated, you should
probably generalize it on the screen and
| | 05:03 | provide a handout for
those who want the details.
| | 05:06 | Our slides are already looking
better, but we don't have to stop here.
| | 05:09 | Chapter 4 continues with customizing our
layouts, fine-tuning nearly every aspect
| | 05:14 | of the presentation, and
adding animation and music.
| | Collapse this transcript |
|
|
4. Intermediate Slide DesignBreaking the slide into sections| 00:00 | Recall that our presentation
already has some obvious divisions.
| | 00:03 | Each department has their own title slide.
| | 00:07 | For example, here's the
introduction to the Human Resources Department.
| | 00:10 | Now that our slides' formatting has
been reset, they look a lot better
| | 00:13 | and are more consistent.
| | 00:14 | Just to remind you, we applied this layout
using the Section header layout found here.
| | 00:22 | But now let's go deeper
with the New Section feature.
| | 00:25 | Although this doesn't benefit the
audience, it will make our lives a lot easier
| | 00:29 | since we're working with
four different departments.
| | 00:32 | I'm going to place my cursor
here between slides 12 and 13.
| | 00:37 | With the cursor blinking I'm going to pull-
down the Section menu and choose Add Section.
| | 00:42 | This will tell PowerPoint that slide
13 marks the beginning of a new section.
| | 00:48 | The new section is added and you can
see here it's called an Untitled Section.
| | 00:52 | I can right-click and choose
Rename and now I'll call it Sales.
| | 00:59 | Let's repeat the process but this time
we'll do it using the Slide Sorter View.
| | 01:05 | Here you can see that we have the new
Sale section with a clear line delineating
| | 01:09 | it from the rest of the presentation.
| | 01:11 | I'll scroll up and place my
cursor in front of Human Resources.
| | 01:17 | I'll pull-down the Section menu and add
a new section, right-click, and Rename.
| | 01:23 | I'll do the same with Fulfillment--
right-click and Rename. And then Customer
| | 01:34 | Service--right-click and Rename.
| | 01:43 | Let's go ahead and add just one more
section for the end of our presentation.
| | 01:46 | We'll scroll back up and see how this looks.
| | 01:54 | If we want to rename the default section, we can.
| | 01:57 | So why do we bother adding sections?
Well, here's a few things that we can do now
| | 02:03 | that we've established these section breaks.
| | 02:06 | Besides renaming, we can
also delete and move sections.
| | 02:10 | For example, if I wanted to delete
the entire Human Resources section, I can
| | 02:14 | right-click on the section header and choose
Remove Section and Slides. Let's hit Undo.
| | 02:23 | Note that I can also remove the
section break by right-clicking and
| | 02:26 | choosing Remove Section.
| | 02:28 | Below I can move the entire section up
or down, so if I wanted Fulfillment to
| | 02:33 | come before Human Resources, I can either
click here and drag up, or after hitting
| | 02:42 | Undo, I can right-click on
Fulfillment and choose Move Section Up.
| | 02:48 | When I'm working with a real lengthy
presentation, it's also helpful to be able
| | 02:51 | to collapse individual sections.
| | 02:53 | For example, if I click here on the
little triangle, the Human Resources
| | 02:58 | section is collapsed.
| | 03:00 | I can do the same with others, and now
I can focus on just these two sections.
| | 03:05 | Clicking the triangle
again expands the section.
| | 03:10 | There's one more benefit, but to show
you that we need to run the slideshow.
| | 03:13 | I'll press F5 to begin.
| | 03:14 | While running the slideshow, I can
right-click anywhere and a menu appears.
| | 03:20 | We've always been able to go straight to a
slide, but now I can go straight to a section.
| | 03:24 | And you'll see that each section is
identified with the name that I gave it.
| | 03:29 | Right-click again and go
back to Human Resources.
| | 03:33 | Again, the audience doesn't
benefit from this feature.
| | 03:36 | They don't see the section breaks,
but as you can see, it speeds up the
| | 03:39 | development stage and can be a real
bonus during the slideshow if we need to
| | 03:43 | jump quickly to another
part of the presentation.
| | 03:46 | Now with our presentation more
clearly broken into sections and thus more
| | 03:49 | manageable we can move on to the fine-
tuning and nitpicky details that will make
| | 03:53 | our slides look great.
| | Collapse this transcript |
| Fine-tuning shapes and text boxes| 00:00 | We can now focus on making
each individual slide look great.
| | 00:04 | PowerPoint offers a number of tools to alter
the appearance of text, lines and other shapes.
| | 00:09 | We can add shadows, glowing edges,
reflections, and more. And if we don't overdo
| | 00:14 | things, the result is a
polished, professional look.
| | 00:17 | Let's start by touching up our slides,
like our New Warehouse Photo, slide #11.
| | 00:22 | In Slide Sorter view, I can
double-click to access the slide.
| | 00:26 | Here we see the text, New Warehouse Photo.
| | 00:29 | It's in dark blue over a blue sky.
| | 00:30 | That's going to make it hard to read.
| | 00:32 | Let's make it stand out.
| | 00:33 | If I click inside the text, my cursor
blinks inside the word, Warehouse, right
| | 00:38 | now and if I make any changes, only
the word Warehouse will be modified.
| | 00:43 | Instead, I am going to click again, but
this time on the boundary of the text box.
| | 00:48 | Any changes I make now will
apply to the entire textbox.
| | 00:52 | I want to go a little fancier
than the standard font settings.
| | 00:56 | So I am going to access the Drawing
tools Format tab and then pull down the
| | 01:00 | Shapes Styles gallery.
| | 01:02 | Notice that the colors available to me
in the gallery are linked to the theme
| | 01:05 | colors that we set earlier in the Design tab.
| | 01:08 | As I hover over the choices, I can
apply a variety of different colors,
| | 01:13 | foreground and background, plus other
aspects, like the Bevel, the Shadow,
| | 01:17 | and the Reflection.
| | 01:18 | If I am happy with any of these, great;
| | 01:21 | I can select it and move on.
| | 01:24 | After doing that, I can resize the
textbox, move it around. I can pull down the
| | 01:30 | Text Fill, Text Outline, Text Effects
menu or Shape Fill, Shape Outline, and
| | 01:35 | Shape Effects menus to give
this an even more customized look.
| | 01:39 | Let's try this in our next example.
| | 01:41 | We'll leave this as it is and move on Slide #10.
| | 01:44 | Here's our map and we are going to
begin by giving it a nice drop shadow.
| | 01:48 | I'll select the map graphic and from
Format, choose Picture Effects>Shadow, and
| | 01:54 | then choose any of the directions that I want.
| | 01:56 | You can see that there's barely any difference.
| | 01:57 | So I'll click here to add the Shadow
and then pull the menu down again, and
| | 02:04 | choose Shadow Options.
| | 02:06 | In the Format Picture dialog box, I can
adjust things like the Distance, Angle,
| | 02:14 | and Blur of my new shadow.
| | 02:17 | If I make it a little bit less
transparent, it will be darker, and I can also
| | 02:21 | make the size smaller or bigger.
| | 02:25 | Clicking Close returns me to the slide.
| | 02:26 | Now let's make our pushpin
stand out a little as well.
| | 02:30 | I'll click on 1 and pull down
the same menu, Picture Effects.
| | 02:34 | Let's see how this looks with a glow.
| | 02:37 | The Glow menu is going to give me the same
color choices that we have in our Color palette.
| | 02:40 | If I don't like any of these, I can
choose More Glow Colors and pick something
| | 02:45 | else like yellow or white.
| | 02:49 | Again, if I return to the same menu,
and choose Glow Options, I can further
| | 02:56 | changes settings like the
Transparency and Size of the glow.
| | 02:59 | Let me move the window out of the
way so we can see the difference.
| | 03:03 | Once I have added the glow to my pushpin,
I'd like the others to look the same.
| | 03:07 | To make this faster, I'll return to
the Home tab with my pushpin selected and
| | 03:12 | double-click on the Format Painter icon.
| | 03:14 | The double-click locks the feature on.
| | 03:17 | Now I will just click on each
pushpin to apply the changes.
| | 03:22 | When I am done, I can click
anywhere outside or press Escape.
| | 03:25 | Slide #7 has a quick little
adjustment we need to make.
| | 03:29 | The photo on the left could really
benefit from a nice vertical line stretching
| | 03:33 | from the top to the bottom.
| | 03:35 | From the Home tab, I'll click on
the Line icon in the Drawing group.
| | 03:39 | Position my mouse right about
here and drag straight down.
| | 03:42 | If you have trouble making a
straight line, hold down the Shift key and
| | 03:46 | PowerPoint will lock it in as a straight line.
| | 03:49 | Let go, and now return to the
Drawing tools Format tab to adjust the
| | 03:54 | outline's characteristics.
| | 03:55 | We'll make it a little bit
heavier and change the color.
| | 04:01 | Let's see how that turned out in full screen.
| | 04:04 | Finally, we are going to play with a little
transparency, and we'll do this on Slide #24.
| | 04:11 | In this slide, we want the numbers
for the R-4000 series to stand out.
| | 04:16 | The colors and everything that you see
here were created using the actual table
| | 04:19 | formatting properties.
| | 04:20 | I am going to select the
entire row and get rid of it.
| | 04:23 | We'll go to Design>
Borders, and choose No Border;
| | 04:28 | Shading and choose No Fill.
| | 04:30 | When I click away, that's been reset.
| | 04:34 | To make this stand out, I am going to
create a rectangle around the entire row.
| | 04:39 | With the rectangle in place,
I want to make it transparent.
| | 04:42 | So I'll select Drawing tools Format>Shape Fill,
and under Fill Colors, I can add Transparency.
| | 04:52 | We'll try it at about 25%.
| | 04:52 | Definitely not enough, we'll pull down
the menu again and this time we'll try it
| | 04:59 | much more at about 80%, and there's our
new transparent rectangle around the row.
| | 05:05 | Let me click on it and
make one more modification.
| | 05:09 | With the shape selected, I am going
to go to the Drawing tools Format tab,
| | 05:12 | choose Edit Shape>Change Shape,
and then I'm going to try out the
| | 05:16 | rounded rectangle instead.
| | 05:17 | That looks quite a bit better.
| | 05:21 | Again, you don't want to overdo it
using these features and you want to
| | 05:24 | maintain consistency.
| | 05:25 | For example, if I decided to use
another full screen picture, like the one on
| | 05:30 | Slide 11, I would use the exact same formatting.
| | 05:34 | I'd probably even create a new
layout just for that style, but we'll
| | 05:37 | discuss that shortly.
| | 05:38 | Let's move on to some text
specific changes that we can make.
| | Collapse this transcript |
| Enhancing text boxes| 00:00 | Although we prefer pictures and
charts, we can't always avoid text.
| | 00:05 | So we need to make the
best of it whenever we can.
| | 00:08 | Take our second slide as
an example, Today's Topics.
| | 00:12 | I want to clean this up
in just a couple of ways.
| | 00:15 | Let's start by adding some tabs.
| | 00:16 | You might recall that from Microsoft
Word, we use tabs to align text in a
| | 00:21 | vertical way down the page.
| | 00:23 | We can do the same thing in a PowerPoint slide.
| | 00:25 | I am going to click here where the
space is and replace it with a tab.
| | 00:30 | I'll use the Tab key on my keyboard for that.
| | 00:33 | I'll do the same thing here, here, and here.
| | 00:37 | It may not look like it, but most of these
are now lined up right here at the 2-inch mark.
| | 00:42 | Fulfillment doesn't quite
work because it sticks out;
| | 00:45 | it's actually lined up at 3-inch mark,
but we'll fix all of this in just a second.
| | 00:48 | I am going to select all four bullets
and bring my mouse here to the ruler right
| | 00:53 | about at the 2.5-inch mark.
| | 00:55 | As a quick side note,
| | 00:56 | if your version of PowerPoint doesn't
currently show the ruler, you can turn it
| | 01:00 | on by clicking View and then Ruler.
| | 01:04 | Notice we toggle it on and off.
| | 01:08 | So again, with this text selected, I'll
bring my mouse pointer here to the ruler
| | 01:12 | at about 2.5 inches.
| | 01:14 | I'll click once, I'll see that vertical
line when I hold the mouse button down,
| | 01:19 | and if I let go, there's my tab.
| | 01:22 | Looks like I missed just a little bit.
| | 01:23 | So I am going to grab this tab and just drag
and drop it a little bit further to the right.
| | 01:29 | Now my Table of Contents is
lined up a little bit better.
| | 01:31 | I'll take this one step further
by taking this text and bolding it.
| | 01:36 | Of course, now that I've bolded Fulfillment,
looks like I need to move things again.
| | 01:42 | I'll select the text, grab the tab stop,
and drag it a little bit more to the
| | 01:47 | right, and everything is lined up yet again.
| | 01:49 | While I am here, I want to make a
little bit better use of the vertical space
| | 01:53 | availed for me on the slide.
| | 01:54 | It looks like I can come
down about to here or so.
| | 01:58 | So with that same text selected, I am
going to pull down the Line Spacing menu here.
| | 02:03 | I can go down at about 1.5. Nope, too much.
| | 02:07 | So instead, I'll go to Line Spacing Options.
| | 02:11 | Here I can go to Line Spacing and make
a choice or Before and make a choice.
| | 02:16 | How about I go about, let's try 4 points
and see if that's enough. Definitely not.
| | 02:23 | Drop it down again, let's go
about 12 this time. Getting better.
| | 02:31 | As you can see, this is quite a bit
of a trial and error experiment here.
| | 02:34 | 16? Just a little bit further.
We'll go with 20, I think. There we go.
| | 02:42 | Adding that white space like we did back in
Chapter 1 makes the text look a lot better.
| | 02:46 | I'd like to demonstrate
another feature called Columns.
| | 02:49 | We'll use the President's
Message on Slide #3 for this.
| | 02:53 | Normally, we wouldn't want this much
text on a slide to begin with, but since
| | 02:57 | we'll be reading it to our
audience, I think it'll be okay.
| | 03:00 | This particular slide was created using the
layout that has two text boxes side by side.
| | 03:06 | Let's change this by taking the text on
the right side and bringing it back into
| | 03:09 | the left, making it just one text box.
| | 03:11 | I'll double-click, cut with Ctrl+X, bring my
mouse here, press Enter, and paste with Ctrl+V.
| | 03:21 | Let's change the layout back to just
Title and Content. That'll eliminate the
| | 03:26 | text box on the right. And now I'm
ready to turn on the Columns feature.
| | 03:31 | I'll place my cursor inside, and from
the Home tab in the Paragraph group, pull
| | 03:35 | down the Columns menu.
| | 03:38 | I can change it to 2 columns or 3 columns.
| | 03:40 | I can also click here for more options.
| | 03:44 | I'd like to use 2 columns and give it a
more generous one-inch gap between them.
| | 03:51 | There is the result, but
we're not quite done yet.
| | 03:52 | I am going to click on the entire
textbox and turn off the bullets.
| | 03:56 | But now I want a picture over here
on the right, so I am going to bring
| | 04:00 | everything to the left.
| | 04:01 | I am going to adjust the
line spacing like I did before.
| | 04:08 | Notice that the font automatically got smaller.
| | 04:10 | I am going to just adjust it just a little bit.
| | 04:15 | Let's try making this 1.3
and a little bit smaller.
| | 04:21 | I think I can make it a
little bit bigger though.
| | 04:25 | Let's go back to the Paragraph options. I want
a little bit more gap in between our lines.
| | 04:35 | Over here, I think I'd like to force this
new facility paragraph to the next line.
| | 04:40 | We'll cheat by pressing Enter a few
times, which brings it to the new line.
| | 04:47 | By playing with the font size, line
spacing, and the actual size of the text box,
| | 04:51 | we can get this just right.
| | 04:53 | It does take a little bit of trial and
error, but after a while, we get the good
| | 04:56 | result that we wanted and
it was definitely worth it.
| | 04:59 | Let's add that photo in real quick.
| | 05:00 | I'll click Insert and click on Picture.
| | 05:05 | Find our CEO and drag and drop her
right into the corner and then go ahead and
| | 05:13 | remove the background behind her.
| | 05:24 | Slide 19 also needs some help.
| | 05:26 | Let's leave the text box as a single
column, but we'll adjust the width, font
| | 05:30 | size, and line spacing to make it look better.
| | 05:33 | We'll also turn off the bullet, and again,
just kind of run pass this as I do it.
| | 05:38 | I am going to place the person who
said the quote on a separate line just by
| | 05:48 | placing my cursor here and pressing Enter.
| | 05:51 | I'll even select the text and
make it italic so it stands out.
| | 05:55 | Let's even right align it.
| | 06:03 | Note that I decreased the font size
just a hair, which makes it easier to read.
| | 06:06 | The line spacing is really what does it here.
| | 06:08 | I am going to add some fun quotation
marks rather than the ones that are here to
| | 06:12 | give the slide just a
little bit more personality.
| | 06:15 | We'll delete these.
| | 06:16 | I am going to create a new
textbox with a quote, just one.
| | 06:24 | I am going to make that extra large
and use the Drawing tools Format to give
| | 06:31 | this a little bit of style.
| | 06:34 | Put it in place, use the arrow keys to
make it perfect and then we'll copy and
| | 06:40 | paste it to the other side and use
the green handle to swing it around.
| | 06:48 | Again, I can hold down
Shift to get a perfect angle.
| | 06:53 | I can put it over here if I want to.
| | 06:55 | I think I'll put it over here, click
into this textbox and then use the Justify
| | 07:02 | button to make things look
a little bit more uniform.
| | 07:09 | Finally, let's return to
Slide #4, our $1000 Bonus slide.
| | 07:12 | I want to show that we don't
have to modify the entire textbox.
| | 07:18 | We can just select some text like this.
Select the Drawing tools Format tab and
| | 07:25 | apply formatting to only
the text that's been selected.
| | 07:27 | We'll make that a little bit bigger and
then I'm going to copy it and bring that
| | 07:32 | down to the very last slide and paste it here.
| | 07:37 | Again, remember that consistency is key.
| | 07:40 | To help us enforce that consistency,
let's continue and learn about customizing
| | 07:44 | layouts and making new ones.
| | Collapse this transcript |
| Customizing layouts and templates| 00:00 | In Chapter 3 we made some quick
changes to the overall template.
| | 00:04 | You recall that we added our logo and the
curved design to the bottom of our slides.
| | 00:09 | Now we will take that customization
further using the techniques we just learned
| | 00:12 | to manipulate text and objects.
| | 00:15 | In this video, we are going to adjust
the text alignment, font weight, color,
| | 00:19 | bullets, positioning, and more, and
we'll do it in a way that affects all of
| | 00:23 | our slides at once.
| | 00:24 | We will also pay special attention
to the various layouts and make small
| | 00:29 | changes to them as well.
| | 00:31 | Our goal is to make every slide look fantastic.
| | 00:34 | Let's start by accessing the Slide
Master View and surveying what we have.
| | 00:38 | We will click on the View
tab and then Slide Master.
| | 00:42 | Along the left we see our first Slide
Master linked to 11 different layouts.
| | 00:50 | These are the same layouts that we
have been using during our course.
| | 00:55 | If I hover over them, it tells me
their name, Title Slide Layout, Title
| | 00:58 | and Content Layout.
| | 00:59 | Let me take a second to point out
the ones that are most important.
| | 01:02 | I already showed you the
first two. Let's continue.
| | 01:06 | Section Header, the two Two
Column Layouts, Title Only, Blank.
| | 01:13 | And then here's a few
that we are not even using.
| | 01:16 | In fact, we can start by deleting
the ones we are unlikely to use.
| | 01:20 | If we right-click, we can choose Delete Layout.
| | 01:26 | Notice what follows our first set
of layouts, another Slide Master.
| | 01:31 | You'll recall that this is from the Customer
Service Slideshow that we pasted in a while back.
| | 01:36 | These are not consistent with the rest of my
slideshow, and I am going to delete these too.
| | 01:40 | I will right-click and choose Delete Master.
| | 01:46 | Now I can scroll back up my list and
see the remaining layouts with the one
| | 01:51 | and only Slide Master.
| | 01:53 | But since we removed those for customer
service, let's Close the Master View and
| | 01:57 | see how that affected those slides.
| | 01:59 | We will use Slide Sorter View
and scroll down to the bottom.
| | 02:02 | As you can see, the blue background
behind these slides is gone and they match
| | 02:08 | the rest of our slideshow.
| | 02:10 | Now let's start making some
changes to the layouts in our template.
| | 02:12 | We will return to Slide Master
view and we will use a shortcut.
| | 02:16 | I am going to hold down shift and click on the
little icon here that brings us to normal view.
| | 02:21 | Before we address each individual layout,
let's return to the Slide Master, the
| | 02:25 | large one at the top of the list on the left.
| | 02:27 | I am going to select the title area
by the boundary. Go to the Home tab;
| | 02:33 | we will make it Bold and align it to the left.
| | 02:36 | Let's also change the content to black
and remove the bullets for a cleaner look.
| | 02:40 | We will select the entire textbox,
turn off the bullets, pull down the Font
| | 02:46 | menu, choose Standard and Black.
| | 02:50 | Again, you will see that this has
affected nearly every slide layout that we have.
| | 02:57 | On the Title and Content Layout I am
going to remove the background curve and
| | 03:01 | add it myself again in a different location.
| | 03:03 | Now I can't click here to select that object,
because it's part of the Master up above.
| | 03:09 | Instead, I will click on the Slide
Master tab and choose to hide the
| | 03:13 | background graphics.
| | 03:15 | That eliminates the logo and the curve.
| | 03:17 | I am going to return to the Slide
Master and select both to bring them back in
| | 03:21 | by copy and paste. Ctrl+C
to Copy and Ctrl+V to Paste.
| | 03:29 | Now I will select just the curve and
bring it up to the top, where I am going to
| | 03:33 | make it just a little bit shorter.
| | 03:37 | Again, I can use my arrow keys to adjust it.
| | 03:41 | Now I will adjust the text boxes
on each of my layouts so they don't
| | 03:44 | conflict with my graphics.
| | 03:46 | For example, here I'll bring
the text box just down a hair.
| | 03:51 | Let's quickly review each of the
layouts and make any other changes to the
| | 03:54 | text boxes, so they don't
conflict with the graphics behind them.
| | 04:00 | Here's a quick tip.
| | 04:01 | If you want to modify multiple
text boxes at the same time, click on the first,
| | 04:05 | hold down Shift, and then click on
the second, the third, or fourth.
| | 04:10 | In Chapter 1, I discussed white space, I'm
going to apply that lesson here to the template.
| | 04:15 | I want to generally increase the
space between and after each line.
| | 04:20 | So from the Slide Master I will
select the text box here, click on Home, and
| | 04:26 | Paragraph, and then modify the settings.
| | 04:32 | We can't see much of a difference here,
so let's return to the Normal View and
| | 04:35 | see how our new line spacing
option appears. Not too bad.
| | 04:43 | I definitely want my Department
Title slides to be a little bit more
| | 04:45 | interesting. For example,
here, Sales, and here, Fulfillment.
| | 04:51 | I am going to hold down Shift
again and click on the Normal button.
| | 04:55 | Notice, by the way, that it brings
me directly to the layout that that
| | 04:58 | particular slide was using.
| | 04:59 | Let's click here to select the
boundary of the text box, make it a little bit
| | 05:03 | larger, and I think I
want to add some reflection.
| | 05:10 | Consider that our largest
department name is just Human Resources.
| | 05:14 | So as long as it fits, I'm not worried
about the text wrapping like we see here.
| | 05:18 | For that matter, I am not worried about
these text boxes overlapping with each other.
| | 05:22 | Generally the words here, here, and up
above are only going to be a single line,
| | 05:28 | hopefully just a few words.
| | 05:30 | Let's return back to our slides and
see how our new section headings look.
| | 05:33 | There is Fulfillment and Human Resources.
| | 05:38 | Granted, some of our slides do need some
individual tweaking, but overall things
| | 05:42 | are looking much better.
| | 05:44 | Keep in mind that your slideshow can
have multiple Slide Masters, each with
| | 05:48 | their own multiple layouts, kind of like
the Customer Service master and layouts
| | 05:52 | before we removed them.
| | 05:53 | This is great if you want to have
multiple designs within the same show.
| | 05:57 | If you are like me, you will spend a
lot of time in Slide Master view getting
| | 06:00 | everything just right. And to
continue that let's move on and learn how to
| | 06:04 | build our own layouts.
| | Collapse this transcript |
| Building your own layouts| 00:00 | The Slide Master View allows us to
customize the layouts available to us from
| | 00:05 | the Layout Gallery, but
what about creating new ones?
| | 00:08 | Here I will show you how to do exactly that.
| | 00:11 | Our President thought it would be
fun to include a trivia question that
| | 00:15 | introduces each of our four
departments in the presentation.
| | 00:18 | So we are going to create a
new layout with a special style.
| | 00:22 | To begin, we will enter the Slide Master View.
| | 00:24 | I will click on View and Slide Master.
| | 00:28 | Here's our existing layouts.
| | 00:29 | Let's go to the end.
| | 00:32 | In the Ribbon I can click Insert Layout, which
gives me a brand-new layout to begin changing.
| | 00:37 | I will rename it by right-clicking
and we will call this one Trivia.
| | 00:45 | Now we can get to work.
| | 00:46 | We want to create a great looking Trivia
style layout and I want it to stand out.
| | 00:50 | So let's begin by changing the background color.
| | 00:53 | I will pull down Background Styles and
choose from any of the ones here, or I
| | 00:57 | can choose Format Background
and really customize things.
| | 01:01 | Our question is going to go here in the
Title placeholder, but we need another
| | 01:05 | placeholder for the answer and
a third one for the commentary.
| | 01:09 | So let's make some new placeholders.
| | 01:12 | Here I can click Insert Placeholder
and choose the kind of content that's
| | 01:15 | going to go inside it.
| | 01:17 | I can restrict it to just Text,
Picture, et cetera, or make it multimedia
| | 01:22 | and choose Content.
| | 01:23 | We know these are all going to be text.
| | 01:25 | Now I will drag to create my new placeholder.
| | 01:28 | This is for the answer.
| | 01:29 | And I will create
another one for the commentary.
| | 01:32 | Now, since these placeholders are
just going to carry a few words, I
| | 01:37 | don't really need to worry about
having my outline represented in the
| | 01:40 | text box placeholder.
| | 01:42 | So I will go ahead and
select these and hit Delete.
| | 01:46 | In fact, if it helps me, I can
even rename what it says here.
| | 01:49 | How about just, Answer in a word or two,
and Some commentary will go here which
| | 01:59 | might be a few sentences.
| | 02:04 | Copy, Paste, and Paste.
| | 02:08 | Let's go ahead and fix the
Font Size and Font Color.
| | 02:10 | We will go Home, click on this text box
and change it to White. Do the same here.
| | 02:16 | And certainly shrink the Font
Size of our right placeholder.
| | 02:19 | I can probably fit the answer right
about here, and make this a little bit wider.
| | 02:28 | I am going to move this text box over
just a little bit, because we are going to
| | 02:34 | add a giant Q here and a
giant A right over here.
| | 02:38 | It's possible that our question
might be a little bit longer than this.
| | 02:44 | So I am going to go ahead and move things down
just a little bit and make this a smaller font.
| | 02:57 | Make some minor adjustments, and now
I'm going to add a static text box that's
| | 03:03 | going to contain a giant Q and a giant A.
| | 03:06 | From the Home tab, we will click here.
| | 03:09 | Add a text box with a Q and a colon,
make it larger, and make it a little
| | 03:14 | bit more interesting. There we go.
| | 03:19 | Little larger still, and a little
bit of fun by putting it on an angle.
| | 03:24 | Position it into place.
| | 03:27 | Use my arrow keys for fine tuning,
and Copy and Paste it for the answer.
| | 03:37 | And there is our new layout. With a
little bit of animation, which we will cover
| | 03:40 | in the next video, the
layout is going to be great.
| | 03:42 | So let's try it out.
| | 03:44 | I will click Close Master View and now we
will insert our first slide using the new layout.
| | 03:49 | I will put my cursor here, right in
front of the Human Resources title slide,
| | 03:54 | pull down the New Slide menu from the
Home tab, and as you can see, our Trivia
| | 03:58 | option shows in the gallery.
| | 04:00 | Let's select it and there's our new slide.
| | 04:03 | Let's go ahead and fill this
out with our first question.
| | 04:07 | Let's see how this looks full screen.
| | 04:09 | Here is our finished Trivia
slide using the new layout.
| | 04:12 | I think I want to make a few quick changes,
but I also want to add another question.
| | 04:15 | Let me do that real quick in Fulfillment.
| | 04:17 | I would like to move the text down
just a little bit and make my answer a
| | 04:24 | little bit more bold.
| | 04:25 | So with the slide selected I will hold
down Shift and click on the icon here and
| | 04:30 | then make my change.
| | 04:38 | When I return to the Normal View, I can
see that not only did this slide change,
| | 04:43 | but so did the original slide
using the layout in Human Resources.
| | 04:47 | And that's the great thing about using
layouts. If we decide to make a change,
| | 04:50 | we can modify the layout, which changes
all the slides that were based on it.
| | 04:54 | Now let's move on and finish the
chapter, rounding off with animation and
| | 04:58 | adding music.
| | Collapse this transcript |
| Animating bullets| 00:00 | Animation can be useful when we want to
present the slide to our audience in pieces.
| | 00:04 | We might want bullets to appear on the
screen incrementally or multiple photos
| | 00:08 | to appear one by one.
| | 00:10 | We might even use advanced animation
techniques for complex diagrams that have
| | 00:14 | shapes flying in and out
while the speaker talks.
| | 00:17 | A quick note for those using our
exercise files. I have taken some time to
| | 00:20 | polish the rest of our slides and layouts.
| | 00:22 | You might enjoy flipping through the slides
to see the additional enhancements I have made.
| | 00:26 | We'll start our three
animation videos with bullets.
| | 00:29 | While we could modify each slide
individually, it will be much more efficient if
| | 00:33 | we modify our slides using the Slide Master.
| | 00:35 | Changes made here will
affect most of our presentation.
| | 00:38 | Let's access the Slide Master View by
clicking the View tab, then Slide Master.
| | 00:43 | Remember that the Slide Master View
shows us the Slide Master and any additional
| | 00:47 | layouts attached to it.
| | 00:48 | We want to make our changes to the
entire presentation, so we need to select the
| | 00:52 | very first thumbnail in
the list, the Slide Master.
| | 00:55 | If we animate this, it will apply
to nearly every one of our layouts.
| | 00:59 | Next I'll select the text
box that we want to animate.
| | 01:01 | I will click the Animation tab in the
Ribbon and start to view the various
| | 01:05 | animation effects that we have.
| | 01:07 | I can hover over the choices
until I find the one I like.
| | 01:10 | Don't forget to use the arrow buttons or the
Chevron to preview the rest of the gallery.
| | 01:15 | Additional Entrance effects can be found
by clicking here, More Entrance Effects.
| | 01:19 | Some of these options are pretty
wild, but the Float option is modern
| | 01:22 | without being distracting.
| | 01:23 | If we run our slideshow with F5,
we will see how this turns out.
| | 01:29 | Note that I have to click to make the
animation begin and that each line is separate.
| | 01:33 | It's also a bit slow.
| | 01:36 | Let's press Esc and return to Slide
Master View to fix these three concerns.
| | 01:40 | To eliminate the clicking, I will
select the same text box and change the Start
| | 01:44 | setting to After Previous.
| | 01:46 | To speed things up, I will adjust
the Duration down to just 0.2 seconds.
| | 01:52 | I will also adjust the Effect Options here
and select to move everything As One Object.
| | 01:59 | Let's press F5 again and
see how things turned out.
| | 02:03 | Most of my slides are now pretty well animated.
| | 02:05 | I can change any of the individual
layouts or slides that need to be different.
| | 02:09 | For example, Slides 12, 13, and
16 shouldn't be animated like this.
| | 02:15 | I will press Esc and return
back to Slide Master View.
| | 02:18 | I need to choose the layout from the left
that has the animation that I want to get rid of.
| | 02:23 | To remove the animation from this
layout, I need to reveal the Animation Pane
| | 02:26 | that contains the steps of the animation here.
| | 02:29 | Here I can see the animation steps that are
applied to this layout from the Master layout.
| | 02:34 | I can select it and
choose Copy Effects to Layout.
| | 02:37 | With the effects now copied into this layout, I
can pull the menu down again and choose Remove.
| | 02:43 | This particular layout now has no animation.
| | 02:46 | I will press F5 and then I will advance
quickly to Slide number 11 by typing 11
| | 02:50 | and pressing Enter on my keyboard.
| | 02:53 | Let's advance to see if the
slides are animated, and they are not.
| | 02:57 | Note that all of the other slides
that use other layouts are still
| | 03:00 | perfectly animated.
| | 03:01 | As you can guess there's a number of
ways that we can animate bullets and change
| | 03:05 | their particulars, including the
direction they fly in from, their speed, how
| | 03:09 | they are triggered, and their delays.
| | Collapse this transcript |
| Animating photos| 00:00 | We've seen how animation can help liven
up a Bulleted List, now let's see how we
| | 00:04 | can make photos look even better.
| | 00:06 | Now, when I say photos, keep in mind
that I mean any graphical object; it
| | 00:10 | doesn't have to be a picture of a landscape.
| | 00:12 | We'll start with the balloons on Slide
number 16, our Quarterly Sales chart.
| | 00:16 | I want the balloons to rise up
from the bottom of the screen.
| | 00:20 | After selecting the object, I'll activate the
Animations tab and choose the Fly In Effect.
| | 00:26 | The default is to Fly Up, but just
in case you ever need to change the
| | 00:29 | direction, you can use this menu.
| | 00:32 | Our balloons are way too fast, so we'll
adjust the speed here under Duration to 4 seconds.
| | 00:37 | I also want them to begin
animating as soon as the slide appears.
| | 00:42 | So I'll change the Start
from On Click to After Previous.
| | 00:47 | Let's press Shift+F5 and see how this
turned out, and there's our animated balloons.
| | 00:53 | Let's continue the animation
trend on Slide 12, our Warehouse map.
| | 00:58 | I'd love for the map itself to fade in
and then have the pushpins and text fall
| | 01:02 | into place as the speaker announces each one.
| | 01:05 | So let's make that happen. First, the map.
| | 01:08 | This is easy.
| | 01:09 | I'll select the map and add an animation to it.
| | 01:12 | We've been using Float In throughout
the show, so let's keep things consistent.
| | 01:17 | We'll set the Duration to 0.2 seconds
and have the map appear immediately like
| | 01:22 | we did with the balloons by choosing
After Previous instead of On Click.
| | 01:27 | Now, keep in mind that when it says
After Previous, since there is no prior
| | 01:31 | animation, it's going to
happen as soon as the slide loads.
| | 01:34 | Let's press Shift+F5 to see how this looks.
| | 01:38 | Note that the text and pushpins are
already there before the animation begins.
| | 01:43 | If we want something to appear after the
animation begins, we need to make those
| | 01:47 | items animated as well.
| | 01:48 | So now I'll animate one
pushpin and one text box.
| | 01:52 | I'll select the Ventura pushpin and
choose to Fly In, but we'll change the
| | 01:57 | direction and choose From the Top-Right.
| | 02:02 | We'll leave the default as half a second
and we'll also leave the Start as On Click.
| | 02:08 | This will require the presenter to
click the mouse before this step of
| | 02:11 | the animation appears.
| | 02:12 | But I would like it to
look a little bit smoother.
| | 02:14 | Here is the animation where it says Picture 5.
| | 02:16 | I'm going to right-click
and choose Effect Options.
| | 02:20 | Here I can give the animation a Smooth ending.
| | 02:23 | I can use the slider or type
in a number, like 0.2 seconds.
| | 02:27 | Now we'll modify the text
that appears next to the pushpin.
| | 02:32 | I'll select the text box and
choose Wipe as our animation effect.
| | 02:36 | We'll change the direction, and since
I want the text to appear immediately
| | 02:41 | after the pushpin does, I'll
change the Start to After Previous.
| | 02:45 | We can see here as our Timeline builds
that step one, that is after the mouse is
| | 02:50 | clicked once, the pushpin appears and
then the text appears immediately after.
| | 02:55 | I'd like my text to appear a little
bit faster, so I'll choose 0.2 seconds.
| | 03:00 | Let's Preview with Shift+F5 to
make sure our pushpin is perfect.
| | 03:04 | There's the animated map and when I click,
there's our pushpin and text. Let's press Esc.
| | 03:10 | Now we'll use the Animation Painter
tool, new to PowerPoint 2010, to copy the
| | 03:15 | effects from these two
items to all of the other items.
| | 03:18 | I'll select the pushpin and I'll
double-click on Animation Painter.
| | 03:23 | Double-clicking allows me to apply
the animation from the selected item to
| | 03:27 | multiple other items in succession.
| | 03:31 | I can press Esc when I'm done.
| | 03:33 | I'll do the same with the text box,
selecting here, double-clicking Animation
| | 03:37 | Painter and then choosing Reno,]
| | 03:40 | S.t Paul, Greensboro, and Abilene,
I'll press Esc when I'm done.
| | 03:45 | If you look at the Animation Pane, you
can see here the Ventura pushpin and text
| | 03:50 | followed by all of the other
pushpins and then all of the other text.
| | 03:54 | We need to rearrange the order so that the
pushpins go in the same order as the text.
| | 03:58 | We can drag and drop or use the
buttons here to move the individual steps
| | 04:02 | earlier or later in the list.
| | 04:06 | At any point that we're unsure if things
look great, we can click the Play button.
| | 04:09 | It looks like I messed up on two of
the pushpins, so let me rearrange those
| | 04:16 | tex tboxes real quick.
| | 04:18 | Drag this one down and drag that one
up and we'll play it one more time.
| | 04:25 | That's not bad, but I'd like the text for St.
| | 04:27 | Paul and Greensboro to go the other
direction as it appears. I'll select St.
| | 04:31 | Paul, pull down Effect Options,
and have it appear From the Right.
| | 04:36 | We'll do the same with Greensboro.
| | 04:39 | Let's press Shift+F5 and
see how this turned out.
| | 04:41 | Remember as I click the next
city should appear. Perfect!
| | 04:47 | So there are our animation basics.
| | 04:49 | Let's keep going by taking things a
step further, animating our chart in a
| | 04:52 | unique way and making our
Trivia template a bit more exciting.
| | Collapse this transcript |
| Animating other objects| 00:00 | Now that we've got the animation basics
under our belt, we will make things a
| | 00:03 | little more complex.
| | 00:04 | We're going to animate our Sales chart
in a neat way and then work on the Trivia
| | 00:08 | template to build the suspense.
| | 00:10 | To wrap up animation, we'll select
the textbox and give it a little pep.
| | 00:13 | Let's head to Slide # 16.
| | 00:16 | With our balloon now animated, I'd like
to make the R-9000's column rise to the
| | 00:20 | top at the same time.
| | 00:22 | We'll start by animating the entire chart.
| | 00:24 | So let's select the chart and apply the
same Fly In effect starting With Previous.
| | 00:31 | I'll hit Play to see how this turned out.
| | 00:34 | You can see that they're happening at
the same time, although remember that our
| | 00:37 | balloons have a 4 second duration.
| | 00:40 | I want you to recall that we can change
how an object is animated by selecting
| | 00:44 | it and clicking the Effect Options menu.
| | 00:47 | Because we have a chart selected,
we have some extra options that we
| | 00:50 | didn't normally see.
| | 00:51 | Right now the entire chart is animated
as one object, but as I hover over the
| | 00:55 | various options, we have
quite a few different choices.
| | 00:59 | Let's animate everything By Category.
| | 01:03 | I'll hit Play to see how this looks now.
| | 01:07 | In the Animation Pane is a new line,
a Chevron that corresponds to all of
| | 01:11 | the individual animation
steps as part of that chart.
| | 01:15 | Every single line you see here
is some element from the chart.
| | 01:19 | If we remove the elements, we can
keep just the animation that we want.
| | 01:23 | In my case, the line for the R-9000.
| | 01:26 | It's a little tricky to figure out
which is the right one, and it may take some
| | 01:29 | trial and error using the undo command.
| | 01:31 | I happen to know that the first four and
the last three are the ones we can delete.
| | 01:36 | After selecting each and pressing Delete key,
let's play this again and see how it looks.
| | 01:40 | There are my balloons and when
they're done, there's my column.
| | 01:46 | It looks like I just need to adjust the timing.
| | 01:48 | Remember that I can select the animation
object here and adjust the Duration and
| | 01:52 | Delay, but I'd also like to point out
that I can make the Animation Pane a
| | 01:55 | little wider, and use the
slider here to move things around.
| | 01:59 | I want my column to appear at
the same time as the balloons.
| | 02:02 | So, I'll select it and choose With Previous.
| | 02:05 | Now, let's adjust the timing a little bit.
| | 02:07 | I want it to take 2.8 seconds in Duration
and want to give it a 1.2 second Delay.
| | 02:15 | I only know this through a
little bit of trial and error.
| | 02:17 | Let's hit Play and see how it turns out.
| | 02:20 | Now the two objects are animated at the
same time with the right timing to make
| | 02:23 | it look as if the
balloons are pulling up the bar.
| | 02:26 | I'd like you to know real quick that the
same animation technique can be used to
| | 02:29 | animate nearly anything in
PowerPoint, including a SmartArt object.
| | 02:34 | Now we'll animate the Trivia
template in much the same way.
| | 02:36 | Let's go to View and Slide Master View.
On the left, we'll select the Trivia
| | 02:41 | Layout and we can begin animating it.
| | 02:43 | We'll start by
eliminating any existing animation.
| | 02:46 | By selecting here, right-clicking,
copying the effects to the layout and then
| | 02:50 | right-clicking again and removing them.
| | 02:53 | Remember that these were the animation
steps given to it by the Slide Master here.
| | 02:57 | With that out of the way, we
can animate any individual object.
| | 03:01 | Let's come out with
something fun and eye-catching.
| | 03:03 | We'll start with the Q in the Question.
| | 03:05 | It's generally a good idea to animate
everything in the order that you'd like it to appear.
| | 03:09 | I'll select the Q, go to Animation and
this time I'd like to use the Swivel affect.
| | 03:14 | We'll make it appear After Previous; that
way it animates as soon as the slide begins.
| | 03:20 | I'll select my text box, the
question, and I'll make it fade in.
| | 03:25 | But to build some suspense, let's
right-click on the animation step and
| | 03:29 | choose Effect Options.
| | 03:31 | Here I can animate the text all
at once, by word or by letter.
| | 03:36 | I'll speed things up by
giving it just a 1% delay.
| | 03:39 | Again, this is something you
might want to experiment with.
| | 03:42 | We'll give it a 1 second duration and we're set.
| | 03:45 | Now, let's use the Animation Painter to
take the same effects we've given the Q
| | 03:50 | and the Question to the A and the Answer.
| | 03:52 | I'll select the Q, hit Animation Painter
just once and click on the A. Now, I'll
| | 03:59 | select the Answer, hit Animation Painter
and click on the Answer. Then I'll do the
| | 04:05 | same with the commentary.
| | 04:08 | However, I do want the commentary to
appear automatically after the Answer does.
| | 04:12 | So I'll select it from the Animation
Pane and choose to Start it After Previous.
| | 04:18 | Remember that we want our Question and Answer
to appear automatically after the Q and the A up here.
| | 04:22 | So, let's change their starting as well.
| | 04:25 | We'll choose With Previous for
the text and the same down here.
| | 04:31 | And because we don't want our A to appear
right away, let's require a click to happen first.
| | 04:37 | Let's recap.
| | 04:38 | Immediately, the question will appear
at the same time. The presenter will
| | 04:42 | click, causing the A to appear at the
same time as the Answer, and when both are
| | 04:46 | done, we'll see the commentary.
| | 04:48 | Let's return to normal view, go find
one of our Trivia Layouts and press
| | 04:53 | Shift+F5 to see how it turned out.
| | 04:56 | There's our Question and there's
our Answer followed by the commentary.
| | 05:01 | Let's finish the video by
animating the textbox found in Slide 13.
| | 05:06 | I simply want this to fly in
from the right automatically.
| | 05:09 | I'll select the textbox, choose Fly In,
change the Effect Options>From Right,
| | 05:17 | change the Start to After Previous,
and then modify the Duration to 0.2 seconds.
| | 05:23 | Let's press Shift+F5, and there it is.
| | 05:27 | The key here is to be subtle and
generally quick so that the animation doesn't
| | 05:31 | distract our audience from the speaker.
| | 05:33 | Remove any unnecessary mouse
clicks, keep it simple, and you're set.
| | 05:37 | Now let's wrap up our slide
design with some catchy intro music.
| | Collapse this transcript |
| Inserting music and other audio elements| 00:00 | We'll close the chapter by adding some
music to the start of our presentation,
| | 00:04 | to give our audience something to
listen to on loop until we begin our meeting.
| | 00:08 | I've already got a jazzy piece
selected, and you'll find it among the exercise
| | 00:11 | files in Chapter 04.
| | 00:13 | Note that adding audio to PowerPoint can be
a tricky experience, depending on your file.
| | 00:17 | If you've purchased it from some
online stores, it may be copy protected and
| | 00:21 | thus unable to import into PowerPoint.
| | 00:23 | But if you've ripped the file using a CD
and saved into a common format, such as
| | 00:27 | MP3 or WMA, PowerPoint
should have no problem playing it.
| | 00:32 | Since we want this music to play
automatically at the first slide, we'll make
| | 00:36 | sure we're on Slide number 1.
| | 00:38 | From the Insert tab, we'll pull down the
Audio menu, which gives us three options.
| | 00:44 | The third, Record Audio, allows us to
use a microphone to add our own sounds,
| | 00:48 | perhaps a message we want
record for a self-running slide show.
| | 00:52 | The second option, Clip Art Audio, lets
us search for stock sound effects, the
| | 00:56 | same way we would add stock
photography and illustrations.
| | 00:59 | There isn't much to
choose from, but they are free.
| | 01:04 | The first option, Audio from File, is what
we want to insert a file we already have.
| | 01:09 | We'll navigate to our exercise files and
into Chapter 04, where our Jazz file is waiting.
| | 01:14 | The icon appears with a preview
bar and volume control, but the Audio
| | 01:18 | tools Playback tab found in the
Ribbon is where most of our commands are.
| | 01:22 | Here we can tell PowerPoint we want
the sound to begin when I click, like
| | 01:25 | animation, or automatically
as soon as the slide appears.
| | 01:30 | Note, I can also have the sound play
across all slides, like background music
| | 01:34 | to my presentation.
| | 01:35 | I can also have the sound loop until I stop it.
| | 01:38 | Let's choose to Start
Automatically and Loop until Stopped.
| | 01:42 | Pressing F5 begins our slide show and our music.
| | 01:49 | [Music]
| | 01:49 | Notice that as soon as I click, the audio ends.
| | 01:51 | If I return to Slide 1 by hitting
Back and then pressing the Spacebar...
| | 01:58 | [Music]
| | 01:58 | ...the music begins again.
| | 02:00 | This icon here also allows us to pause
and resume the audio and change the volume. [Music]
| | 02:14 | We can also use it to skip forward and back.
[Music]
| | 02:22 | However, the icon is a bit distracting.
| | 02:24 | I could move the icon somewhere less
conspicuous or I can choose Hide During
| | 02:30 | Show to make it invisible.
[Music]
| | 02:37 | If you would rather play music from your
computer's built-in CD player, you can,
| | 02:41 | but first we need to add the
command to PowerPoint's toolbar.
| | 02:44 | It's not available by default.
| | 02:46 | You'll only have to do this next step once.
| | 02:48 | Right click anywhere on the Ribbon and
choose Customize Quick Access toolbar.
| | 02:54 | In the dialog box that appears, pull
down this menu and choose All Commands.
| | 03:00 | Here we see every single command that
PowerPoint has, many of which are hidden from us.
| | 03:05 | We'll skip down to Play CD Audio Track
and click Add, then OK, and now we have
| | 03:12 | the new command here in
our Quick Access toolbar.
| | 03:15 | Again, you'll only need to do that once.
| | 03:17 | Now that we have the command to play CDs
in a slide show, we can click it and it
| | 03:21 | starts with a dialog box asking us
which tracks to start with and finish on.
| | 03:26 | We can start on Track 1 and
finish on Track 5, 5 minutes in.
| | 03:32 | We can loop the audio until stopped
and hide the audio icon during the show.
| | 03:38 | Now, we have an icon on our slide,
much like the one we did before, with a
| | 03:41 | special Ribbon tab called CD Audio tools.
| | 03:44 | Just like before, we can set the CD to
play automatically, loop until stopped,
| | 03:49 | and other effects and volume controls.
| | 03:51 | If you decide to remove audio from your
presentation, it's as simple as deleting
| | 03:54 | the icon that represents it.
| | 03:56 | We'll select it and press Delete.
| | 03:59 | And here's a quick tip.
| | 04:00 | While running your show, tap Alt+P to
pause and unpause your audio at any time.
| | 04:06 | And now we'll move on to tips and
techniques that help us make the most of
| | 04:10 | our technology.
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|
|
5. Using TechnologyTaking control| 00:00 | In this chapter I'll show you how
to make the most from technology.
| | 00:03 | I want to start by talking about a
simple little device that every presenter
| | 00:06 | should have, the remote control.
| | 00:08 | These little guys are great for public speaking.
| | 00:11 | For one thing, they release me from
being tethered to my laptop and lectern.
| | 00:15 | That means I can be much more
natural and dynamic in my presentation.
| | 00:19 | Depending on the strength of the
wireless signal, I may even be able to
| | 00:22 | walk through, around, and behind the
audience, and I should, but we'll talk
| | 00:26 | about that later.
| | 00:28 | Your remote might even
have a few bells and whistles.
| | 00:30 | For instance, a built-in laser pointer
is a great tool to have if you need to
| | 00:34 | bring your audience's
attention to something on the screen.
| | 00:38 | But in a pinch, your
mouse will do the same thing.
| | 00:40 | Just give it a good wiggle during
the slide show and you'll have a
| | 00:43 | mouse pointer.
| | 00:44 | Many remotes, or presentation mice as
they're sometimes called, will also include
| | 00:48 | buttons for volume control.
| | 00:50 | This can be a huge advantage if
you've got lots of audio and video in your
| | 00:53 | presentation, saving you from running
back to the laptop to adjust the volume.
| | 00:58 | Some also include buttons to make
the screen all black or all white, the
| | 01:02 | keyboard equivalents of the B or W keys.
| | 01:07 | Again, very handy during the start and
end of a slide show or during breaks.
| | 01:11 | If you want to splurge a little, get
a remote control that also moves the
| | 01:15 | pointer like a computer mouse.
| | 01:17 | This will allow you to pull up on
menus, click on hyperlinks and more.
| | 01:20 | And if you can do that, you really
don't need access to the laptop at all.
| | 01:24 | These devices range from $10-100,
depending on their features, but shop around
| | 01:29 | and find the one that works best for you,
feels great in your hand, and has the
| | 01:32 | features you'll need.
| | 01:34 | Finally, don't forget some spare
batteries if you're going to rely on a
| | 01:37 | remote control.
| | 01:39 | This quick investment can mean the
difference between connecting with your
| | 01:41 | audience or not, so make sure you
have one for your next presentation.
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| Setting display resolution and improving clarity| 00:00 | Let's talk about hardware for a moment.
| | 00:02 | Your laptop has a video
setting called Resolution.
| | 00:05 | It's simply a measure of how many dots
or pixels go across the screen and down;
| | 00:10 | the higher the number, the more pixels.
| | 00:13 | Your projector or whatever display
you're using for your audience also has
| | 00:17 | a resolution setting.
| | 00:19 | Many laptops and projectors
support a variety of resolutions and when
| | 00:23 | connected to each other, they will
automatically try and find a resolution
| | 00:26 | setting they both share.
| | 00:28 | If they can't, you are not
going to see anything on the screen.
| | 00:32 | Unfortunately, the settings that
they agree on aren't always the best.
| | 00:36 | The display may end up looking
fuzzy, stretched, shrunk, or cropped.
| | 00:41 | In this video, I will show you a few
things that you can do to improve the
| | 00:45 | clarity of your presentations.
| | 00:47 | We will start simple with a PowerPoint
setting that lets us specify the size of our display.
| | 00:52 | From the Design tab, we can click on
Page Setup to access this dialog box.
| | 00:56 | You will see the pulldown menu here that
lets me specify some common display ratios.
| | 01:02 | 16:9 is normally referred to as Widescreen.
| | 01:06 | So if you're showing your slideshow on a
widescreen display, you'll want to be sure
| | 01:10 | to change this before getting
too deep in designing your slides.
| | 01:14 | 4:3 is more common on older
displays and many projectors.
| | 01:20 | If you're getting the letterbox or
pillar box effect with vacant space along the
| | 01:24 | edges of your display, it's probably
because you haven't set this properly, but
| | 01:29 | it also might be due to your laptop resolution.
| | 01:32 | We can adjust our laptop's display
resolution by right-clicking on the desktop
| | 01:36 | and choosing Screen Resolution.
| | 01:39 | Making the right choice here can be a
bit of a challenge, since projectors are
| | 01:43 | all different in what they'll support.
| | 01:46 | If you feel you need to adjust this
because your display looks distorted or
| | 01:49 | cropped, start with the choices that
Windows recommends from the top and
| | 01:54 | make your way down.
| | 01:56 | If all else fails, nearly every display
will support the common 1024x768 choice.
| | 02:02 | Note that this is a 4:3 ratio,
| | 02:04 | so make sure you design your slides
for a standard, not Widescreen display
| | 02:09 | if you choose this.
| | 02:11 | Know that not all projectors are
going to be able use a Widescreen
| | 02:14 | resolution setting.
| | 02:16 | If your projector only supports the
standard 4:3 ratio, you will have to choose
| | 02:20 | a resolution that matches and make
sure your slideshow is designed in 4:3.
| | 02:24 | Believe it or not, the cable that you use to
connect your display can make a difference.
| | 02:29 | If your laptop and display both
support it, use the HDMI or DVI connectors.
| | 02:35 | Otherwise, opt for the
standard 15 Pin VGA cable.
| | 02:40 | Using the S-Video port
will result in a fuzzy signal,
| | 02:42 | So make this your last choice.
| | 02:44 | And one quick note about splitters.
| | 02:47 | If you're sending your signal to
multiple displays, you should know that some
| | 02:50 | setups will weaken the signal and
cause a display to look dim or fuzzy.
| | 02:55 | You can purchase an amplified
multiplier for less than $50 if you need one.
| | 03:00 | The last thing we want is for the
images that our audience sees to be distorted
| | 03:04 | or fuzzy, and it can be a real disaster
to fool around with all these settings
| | 03:08 | while the audience is waiting for us to start.
| | 03:11 | All the more reason to test everything
out with plenty of time to spare and have
| | 03:15 | a backup plan in mind.
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| Including hidden slides and custom shows| 00:00 | Have you ever shown a slide to your
audience and immediately skipped over it
| | 00:03 | saying, "Never mind this. It doesn't
apply to you guys," or "Let's skip these
| | 00:08 | slides because we are running low on time"?
| | 00:09 | PowerPoint actually has
a feature to hide slides.
| | 00:13 | You can also designate custom shows
which remember the slides that you want to
| | 00:17 | show and hide depending on the
version that you want to display.
| | 00:20 | Hidden slides will be skipped right
over during the presentation, but you can
| | 00:23 | show a hidden slide at any
time with just a few keystrokes.
| | 00:26 | Let's try this out.
| | 00:27 | Here's our presentation, and on slide
number 17 you will see that we have way
| | 00:32 | too much information for our audience.
| | 00:34 | I am going to hide the slide from the
presentation, but still keep it around,
| | 00:38 | just in case there are some
specific questions from the audience.
| | 00:41 | I'll right-click on the slide
thumbnail and choose Hide Slide.
| | 00:46 | You'll see that the number 17 has been
crossed off and the thumbnail appears
| | 00:49 | faded, indicating that the slide is hidden.
| | 00:52 | I can also use this feature from the
Slide Show tab by pressing or unpressing
| | 00:56 | the Hide Slide button.
| | 00:59 | Now let's run our slide show
starting with Slide number 15.
| | 01:02 | I'll press Shift+F5 to begin.
| | 01:04 | This is Slide 15, Slide 16, and
now we've jumped right into Slide 18,
| | 01:11 | skipping number 17.
| | 01:12 | But what if during the presentation
someone asks a question about those
| | 01:16 | specific revenue numbers?
| | 01:18 | We already have our slide
prepared, but it's been hidden.
| | 01:20 | We're going to show the hidden slide.
| | 01:22 | During my presentation I can press Ctrl
+S to see a menu of all of the slides.
| | 01:28 | I can also wiggle the mouse and access
this menu from the lower left corner or
| | 01:35 | just right-click anywhere.
| | 01:38 | Now I can jump straight to
the slide that I previously hid.
| | 01:41 | Notice that hidden slides appear in the list
with parentheses around their slide number.
| | 01:45 | Speaking of numbers, as a shortcut I
can just type the number of the slide and
| | 01:49 | press Enter to jump directly to it.
| | 01:52 | I'll type 10 and Enter, or 17 and Enter.
| | 01:58 | Now let's try a different approach.
| | 02:00 | We're giving our quarterly
meeting presentation twice.
| | 02:03 | The afternoon meeting is shorter and
we won't have time to give the full
| | 02:06 | presentation, so some
slides will need to be cut.
| | 02:09 | I'm going to create two versions of
the same slide show called Custom Shows.
| | 02:14 | One will be for the morning meeting
with every slide, the other will be for the
| | 02:18 | afternoon, with some
slides removed to save time.
| | 02:21 | From the Slide Show tab, I'll click
Custom Slide Show and then Custom Shows.
| | 02:27 | Here I can create my first Custom Show.
| | 02:29 | I'll click New and give it a name.
| | 02:32 | We'll call this Morning.
| | 02:34 | Now I can decide the slides
that are going to appear in this
| | 02:36 | Morning presentation.
| | 02:37 | Since I want all of them, I'll click on
the first, scroll to the end, hold down
| | 02:42 | Shift, and click on the last, and then Add.
| | 02:45 | That selects every single
slide and adds it to my show.
| | 02:49 | Note that Slide number 17, our hidden
slide, is still in the list, but because
| | 02:53 | it's hidden, it won't be part of the
show unless I actually go straight to it
| | 02:56 | using the technique I showed you earlier.
| | 02:58 | I'll click OK and save our new Custom Show.
| | 03:00 | Now I'm going to create the afternoon show.
| | 03:03 | I'll click New again, call this Afternoon,
and now select only those slides that
| | 03:08 | I want to see in the afternoon.
| | 03:10 | To save time, I'll select all of them again
and just choose the ones that I want to remove.
| | 03:18 | When finished I'll click OK
and now I have two Custom Shows.
| | 03:22 | When I'm done I can press Close
and return to my presentation.
| | 03:26 | Now, whenever I pull down the Custom
Slide Show menu, I'll see the Morning
| | 03:30 | and Afternoon shows.
| | 03:32 | A click will launch either one, showing
only those slides that I included and my
| | 03:36 | audience doesn't need to see me skipping around.
| | 03:40 | As you can see, we skipped right over the
Human Resources section into Fulfillment.
| | 03:44 | Because all of my slides are
technically still here, I can jump to any of the
| | 03:48 | slides that weren't included in the show,
if I need to, with Ctrl+S. Because I
| | 03:53 | am in a Custom Show, only those slides
in that show appear, but I can pull this
| | 03:57 | menu down and choose All Slides.
| | 04:00 | So there are two ways to hide and
display slides from your show or customize the
| | 04:06 | version of a show using a single file.
| | 04:08 | It sure beats having two different
PowerPoint files that are basically the same
| | 04:12 | or skipping over your slides like
you're on fast forward. And having those
| | 04:15 | auxiliary slides ready when you need
them will show your audience that you're
| | 04:18 | prepared for anything.
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| Utilizing speaker notes| 00:00 | PowerPoint allows you to add notes
to each slide in your presentation.
| | 00:04 | These notes can be used to help the
speaker or slide show author stay organized.
| | 00:08 | But don't worry; your
audience will never see them.
| | 00:10 | Your notes can, however, be printed
out as Speaker Notes or displayed on a
| | 00:15 | secondary display, such as a
laptop, using the Presenter View.
| | 00:18 | Your Speaker Notes can contain
a speaker Speech slide by slide,
| | 00:23 | Speaking Points such as who to thank,
| | 00:25 | or Reminders to turn off your cell phones,
| | 00:27 | Information about the next slide such
as who's presenting it or the topic,
| | 00:31 | aspects of the slide show that need
to be updated or researched to serve as
| | 00:35 | a reminder for later,
| | 00:36 | supplemental information for a slide,
great for when an individual is viewing
| | 00:40 | the slide show themselves
without the use of a presenter,
| | 00:43 | or additional information such as
citations and references, additional questions
| | 00:47 | and answers, anything to use
during discussion of a presentation.
| | 00:51 | To add or edit a slide's note, simply
type in the large area underneath the
| | 00:55 | slide that says Click to add notes.
| | 00:58 | Now, here are a few tips
regarding Speaker Notes.
| | 01:03 | First, you'll see that this area can be
resized by dragging the horizontal line
| | 01:07 | that divides the window panes.
| | 01:10 | Second, if you glance up at the Home
tab of the Ribbon, you'll see you'll have
| | 01:13 | access to most of the formatting controls.
| | 01:16 | This means your notes can exhibit
formatting features such as Bold, Italics,
| | 01:22 | Bulleted Lists, and more.
| | 01:27 | You can also change the Font, Font Size,
Font Color, and even Line Spacing, but
| | 01:32 | note that if you do that, you won't
see it here in the Speaker Notes section;
| | 01:35 | they'll only appear if you print to paper.
| | 01:38 | Third, you can zoom in and out of the
notes area by holding down the Ctrl key
| | 01:42 | and spinning your mouse wheel up and down.
| | 01:46 | If you want your speaker to have notes
on hand during the presentation, by far
| | 01:50 | the best method is to print the Notes pages.
| | 01:53 | I'll press Ctrl+P to bring up
the Print Preview and Print Window.
| | 01:57 | On the left, I'll change from Full Page
Slides to Note Pages up here under Print Layout.
| | 02:04 | As you can see, our slides appear at the
top of each page with our notes underneath.
| | 02:08 | PowerPoint will shrink the
notes to fit if necessary.
| | 02:11 | For a paperless solution, you'll
want to use the improved Presenter View
| | 02:15 | discussed in the next video.
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| Using Presenter view| 00:00 | When we deliver a presentation to an
audience, we often position our laptop
| | 00:04 | so that it faces us.
| | 00:05 | This allows us to see the current
slide without turning our backs to
| | 00:08 | the audience.
| | 00:10 | With PowerPoint, we can go one
step further using Presenter View.
| | 00:13 | Let's start using it.
| | 00:15 | To enable Presenter View we will
switch to Slide Show tab on the Ribbon and
| | 00:19 | check the box labeled Use Presenter View.
| | 00:22 | PowerPoint may run a quick system
hardware check to see if your PC is capable
| | 00:26 | of using this feature.
| | 00:28 | It may ask you to change your video
settings and it will provide help on
| | 00:31 | doing this.
| | 00:32 | Note that if PowerPoint sends the
Presenter's View to the wrong display, you can
| | 00:36 | make the change here.
| | 00:38 | Let's press F5 to start the
slideshow now with Presenter View enabled.
| | 00:44 | Here I can see what the audience sees.
| | 00:45 | This is the same signal that's sent
to their display, the projector, or
| | 00:49 | LCD screen.
| | 00:50 | Here I get a clock and here a timer
showing the elapsed time since I started
| | 00:55 | the presentation.
| | 00:56 | I can click on any thumbnail
and jump straight to that slide.
| | 01:00 | I can also use the wheel of a mouse
to scroll through the slides quickly.
| | 01:06 | On the screen my speaker notes are displayed.
| | 01:08 | If the text is too small I can
click zoom plus to make the text larger.
| | 01:12 | All of the keyboard shortcuts that
work in Presentation mode also work
| | 01:16 | in Presenter mode.
| | 01:17 | I can click to advance slides, hit
B or W to change the screen display.
| | 01:23 | I can type in a slide number like 15,
and press Enter to jump to that slide.
| | 01:28 | In addition to being able to click here
and here to go forward and back through
| | 01:32 | the slides, I can also enable the Pen
and Highlighter features, and what I draw
| | 01:38 | on my screen is exactly what
the audience sees on theirs.
| | 01:42 | If I click the menu, I see the same
menu that I would see if I right-clicked
| | 01:45 | during the Presentation View.
| | 01:47 | I can go straight to a slide, to a
section, launch a Custom Show, or any of the
| | 01:53 | other features that are here.
| | 01:54 | The audience has no idea that we're
"cheating" using Presenter View and it gives
| | 01:58 | us everything we need to make
our delivery with confidence.
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| Creating handouts| 00:00 | Giving your audience something tangible
to take back with them is a great idea.
| | 00:04 | Remember that your handout must reinforce
the same goals that your presentation does.
| | 00:09 | Don't give them anything that distracts
them unless they specifically ask for it.
| | 00:13 | If you want your audience to take
notes, print them a copy of your
| | 00:15 | slides, usually three to a page.
| | 00:17 | We can go to the File tab in the
Ribbon and choose Print, or the shortcut key
| | 00:22 | Ctrl+P. Here is where you choose your layout.
| | 00:24 | Notice, that I have three
slides per page selected.
| | 00:27 | By default, yours might
say Full Page or Note Pages.
| | 00:31 | Remember that Note Pages is
what we would give to our speaker.
| | 00:35 | By choosing three slides, we will have
three slides per page with plenty of room
| | 00:38 | for notes and automatic date and page numbers.
| | 00:42 | If we skip through some pages, you'll
see that this is going to include slides
| | 00:45 | that aren't really necessary, a
waste of paper and audience attention.
| | 00:49 | We will take a moment to print only
those slides that are actually noteworthy.
| | 00:53 | While in the Print Preview mode we
can specify the slide numbers we want,
| | 00:57 | separated by commas.
| | 00:59 | We can enter them here.
| | 00:59 | But you might find another method to be easier.
| | 01:02 | I will hit Escape and
switch to Slide Sorter view.
| | 01:04 | Here are all my slides separated by sections.
| | 01:08 | Remember I can zoom backwards to
make things a little easier to see.
| | 01:12 | Here I can select just those
slides that I would like to print.
| | 01:17 | If I hold down the Ctrl key as I click
on slides, I will be able to multiple
| | 01:21 | select the slides that I want, and
rather than using the scrollbar on the
| | 01:24 | right-hand side of the screen, I
will just use the wheel on my mouse.
| | 01:28 | Now when I return to the Print Preview
and Print Window with Ctrl+P, I can pull
| | 01:32 | down this menu here and choose Print Selection:
| | 01:36 | Only print the selected slides.
| | 01:39 | As I page down through the handout,
I will see that only the slides I had
| | 01:42 | selected will be printing.
| | 01:43 | Handouts that are supplemental to your
slides should be offered at the end of
| | 01:47 | the presentation to avoid distractions
and overwhelming the group, and even then,
| | 01:51 | only to those who ask for it.
| | 01:53 | A more modern approach to handouts is
to make them available via email or your
| | 01:57 | website or intranet.
| | 01:59 | To create a PDF using these slides,
I will switch to the Save & Send tab
| | 02:03 | from the File menu.
| | 02:04 | I will click on Create PDF Document.
| | 02:08 | After providing a filename, I will
click Options and make sure that I have
| | 02:14 | Selection selected as my range.
| | 02:17 | I want to publish Handouts, 3 per page,
and when I click OK and publish, my
| | 02:24 | PDF will be created.
| | 02:27 | Not only is this great for the
environment, but it encourages the audience to
| | 02:30 | visit your website where they
might explore and continue to learn.
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|
|
6. Delivering with ConfidencePlanning the program| 00:00 | Now is the moment you've been building
up for. The audience is ready to hear
| | 00:03 | your words of wisdom and your
slides are ready to impress.
| | 00:06 | In this chapter, we will cover the
delivery process from start to finish, making
| | 00:11 | sure everything is covered.
| | 00:12 | Let's start with the Introduction.
| | 00:14 | If it seems appropriate, have
someone else introduce you.
| | 00:18 | This is especially helpful in any situation
where the audience might not know who you are.
| | 00:23 | You want the audience to trust you and
if someone that they already trust brings
| | 00:27 | you onto the stage, then you're halfway there.
| | 00:29 | Don't hesitate to give someone an
index card that helps them introduce you.
| | 00:33 | It should include your name, company
and position, a tiny bit about your
| | 00:37 | background and experience, and why you're here.
| | 00:40 | Introduction shouldn't last more than a
minute. Even in informal settings like
| | 00:44 | a company meeting, having someone
else introduce you gives the presentation
| | 00:48 | more class and respect.
| | 00:51 | Obviously this varies widely with
different kinds of presentations, but just
| | 00:55 | close your eyes and imagine the best
possible way for you to take the stage
| | 00:59 | and make that happen.
| | 01:01 | After you've been introduced, you're
going to set the tone of the entire
| | 01:04 | presentation in just three seconds.
| | 01:06 | Think about what you want.
| | 01:07 | Here are two examples. The Pause.
| | 01:11 | If you want to reflect analysis and
deep thought, nothing works better than a
| | 01:15 | pause, as you just glance
over the audience and smile.
| | 01:19 | Count to three in your head
and continue. Or The Charge.
| | 01:24 | If you're going for high-energy,
excitement, and enthusiasm, charge onto the
| | 01:28 | stage with a loud voice and lots of movement.
| | 01:31 | Those are just two examples.
| | 01:32 | However you do it, make sure it
suits your style and matches your
| | 01:36 | presentation's tone.
| | 01:38 | If you were already introduced by
someone, you can generally skip the
| | 01:41 | self-introduction, unless they
mispronounced your name or left out some crucial detail.
| | 01:46 | Otherwise, keep it short.
| | 01:47 | If you're spending more than 60 seconds
talking about yourself, it's too much,
| | 01:52 | unless of course the presentation is about you.
| | 01:56 | The next part of your presentation is
the delivery, which should be followed by
| | 01:59 | a final Q&A opportunity.
| | 02:01 | I'll be covering both of these in
more detail later in the chapter.
| | 02:06 | When it's time to leave after the Q&A,
wrap up quickly with these four steps.
| | 02:11 | First, tell them again in 10 words or
less the action you want them to take.
| | 02:17 | Second, thank them for their time.
| | 02:19 | Third, invite them to contact you for follow-up.
| | 02:23 | Your final slide should have your
email address, your website, Twitter
| | 02:26 | account, and phone number.
| | 02:27 | Fourth, if appropriate, return the mic or
lectern to the person who introduced you.
| | 02:33 | Tap B on your laptop to black out the screen.
| | 02:37 | When you're finished, stick around; don't
run off after your presentation is done.
| | 02:42 | The after delivery can be the most
lucrative use of your time, especially in
| | 02:46 | sales presentations.
| | 02:48 | Take a seat in the back or stand by
the door and thank people personally as
| | 02:52 | they leave the room.
| | 02:53 | Keep an eye out for those folks who
linger, they're likely discussing your
| | 02:56 | presentation and you never know who might be
interested in discussing your ideas further.
| | 03:02 | So that's the program, your
stage presence from start to finish.
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| Using the presenter checklist| 00:00 | If you're like me, you love checklists to
make sure you don't forget anything, and
| | 00:05 | that's why I wrote my own
Presenters Checklist.
| | 00:07 | I have included it here as one of the
exercise files for you to download and use
| | 00:11 | as you create your next presentation.
| | 00:14 | The checklist covers things you should bring
to the venue and questions you'll want to ask.
| | 00:18 | We start with the basics, such as your laptop,
the cord to charge it, and your remote mouse.
| | 00:24 | From an electrical perspective, it
never hurts to bring a power strip or surge
| | 00:28 | protector, since you don't know how
many outlets you'll have available to you.
| | 00:32 | Likewise with the extension cord.
| | 00:34 | And if you're traveling out of the
country, don't forget your adapters.
| | 00:37 | You certainly don't want to forget your
projector, including its power cable, the
| | 00:41 | cable to connect it to your laptop, its
remote control, and a screen for display.
| | 00:45 | If we are using audio in our
presentation and the venue doesn't have built-in
| | 00:49 | speakers, we will need to bring our own.
| | 00:52 | Many people prefer to use a laser
pointer while they present, although some of
| | 00:56 | us have that built right into our remote mice.
| | 00:59 | You should also consider extra
batteries for your remote, possibly a spare
| | 01:03 | bulb for your projector--but be real
careful with those--and a spare copy of
| | 01:07 | your slideshow on CD, created using
the package feature, which I talk
| | 01:11 | about in the next video.
| | 01:13 | For handouts, you;ll want a hard copy of
your presentation as a backup, plus any
| | 01:18 | miscellaneous handouts to give to your audience.
| | 01:20 | You will certainly want your
business cards and any generic flyers or
| | 01:24 | brochures about your company.
| | 01:26 | Questions about the venue--you are going
to need to ask some questions about the
| | 01:31 | venue and you should ask them well in advance.
| | 01:33 | Try and find out where you and
your laptop will be positioned.
| | 01:37 | Ask if the venue has a projector
or if you are going to bring yours.
| | 01:40 | And try and visualize these as
you set up the room in your head.
| | 01:44 | What about the screen?
| | 01:45 | Is theirs large enough?
| | 01:47 | Do you need to bring your own?
| | 01:48 | If you want your photos to influence your
audience, your presentation needs to be huge.
| | 01:53 | Will you even have
electricity, internet access?
| | 01:56 | Once I gave a presentation at a
restaurant that had no accessible electrical
| | 02:00 | outlets. Thankfully, I had a
250 foot extension cord with me.
| | 02:05 | And if you find out that you can set
all these stuff up ahead of time, do it.
| | 02:08 | Test everything, from the laptop to
the sound to the layout of the room.
| | 02:13 | Technical Concerns--
| | 02:15 | Make sure your presentation has been
tested on the laptop you are going to use;
| | 02:18 | that's where the package feature comes in handy.
| | 02:21 | If you're playing a video or music
from a DVD or CD, make sure there's a
| | 02:25 | player and that it works.
| | 02:26 | You will be surprised how many
computers today can't play a DVD or don't
| | 02:30 | have speakers hooked up.
| | 02:32 | And that is my Presenters Checklist.
Print it out, use it, share with others, and
| | 02:36 | you won't forget a thing
at your next presentation.
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| Knowing what to do when things go wrong| 00:00 | Let's face it, sometimes things go
wrong. If you want to play the odds,
| | 00:04 | delivering your presentation without
any backup plans, then you're taking a big
| | 00:08 | risk, and eventually it
will come back to bite you.
| | 00:10 | Here, we'll review a few of the common
problems from a technical perspective and
| | 00:14 | I'll offer my advice on what to do if
you find yourself in that situation or how
| | 00:18 | you could have avoided it altogether.
| | 00:20 | We'll cover what to do when the
computer won't load your slide show, when the
| | 00:24 | projector can't see your laptop, and
when audio and video aren't playing.
| | 00:28 | Whenever you're running the show on a
computer other than the one you used to
| | 00:31 | create it, you have to be mindful of
audio, video, and version compatibility.
| | 00:36 | PowerPoint 2010 embeds audio and video
by default now, so that's not as much of
| | 00:41 | a concern as it used to be.
| | 00:43 | But if the presentation computer
doesn't have the same version as the one you
| | 00:46 | used to design your slide show, you
might be in for a rude surprise when you
| | 00:50 | begin your presentation.
| | 00:51 | PowerPoint offers a Package
Presentation feature which takes your files,
| | 00:56 | including fonts, video, and audio,
and bundles everything together for you
| | 01:00 | onto a CD or USB stick.
| | 01:02 | In PowerPoint 2010, you can find this
feature under the File menu in Save & Send.
| | 01:09 | This feature even allows us to add
additional files such as PDFs and other
| | 01:13 | PowerPoint presentations.
| | 01:14 | Here we can Rename the CD, Add
additional files, specify a number of Options,
| | 01:23 | such as whether or not to include
Linked files, like video and audio, or to
| | 01:27 | Embed TrueType fonts.
| | 01:29 | If we add additional slide shows, we
can choose the run order and configure the
| | 01:33 | CD to automatically launch the
first and cycle through them.
| | 01:37 | The best part about this feature is that
it copies the free PowerPoint Viewer as
| | 01:41 | well, which can be installed onto
nearly any Windows computer to display your
| | 01:45 | slide shows, even if they don't have PowerPoint.
| | 01:48 | And note that if we choose Copy to
Folder instead of Copy to CD, we can specify
| | 01:52 | our own USB drive rather than a CD.
| | 01:55 | We would click Browse and navigate to the
drive letter that we'd like to save our
| | 01:59 | files to, and hit Select.
| | 02:03 | Clicking OK will add the free
PowerPoint Viewer, our slide show, any
| | 02:07 | additional files that we've added,
plus any linked files, including video,
| | 02:10 | audio, and TrueType fonts.
| | 02:12 | But for now, I'll just Cancel out
and return back to my slide show.
| | 02:16 | The second problem I'd like to discuss is
when the projector can't see your laptop.
| | 02:21 | This often happens when you power your
laptop after the projector is already warmed up.
| | 02:25 | Not to worry though, your laptop has a few
ways to nudge the projector back into sync.
| | 02:30 | If you're running Windows 7, use the
shortcut key Windows Key+P. That's P like
| | 02:36 | projector, and you can toggle
the video output of your laptop.
| | 02:39 | You should be able to cycle through
the various settings and choose the one
| | 02:42 | that suits your needs.
| | 02:44 | Otherwise, look on your laptop for an
alternative function key combination.
| | 02:48 | There is usually an icon showing a projection
screen or external monitor, or it might say LCD.
| | 02:54 | For example, on Dells,
this is usually Function+F8.
| | 02:58 | Remember to hold down the FN key
as you press the appropriate key.
| | 03:02 | This should cycle through various output modes.
| | 03:05 | You'll want to pause for about two
seconds with each key press.
| | 03:08 | A third problem is if the
projected image is distorted or skewed.
| | 03:12 | If the projector cannot work with the
video setting of your laptop, the image
| | 03:16 | might appear distorted, skewed, or
you'll get an error message on the projector
| | 03:20 | which might mention resolution.
| | 03:22 | The video in Chapter05, Display
Resolution and Clarity, discusses possible
| | 03:26 | solutions to this problem.
| | 03:28 | And the fourth problem is if
audio and video aren't playing.
| | 03:31 | If your video doesn't display at all, it's
likely because your video file can't be found.
| | 03:36 | Perhaps it's on the network and you're
not, or maybe it's on a drive that you
| | 03:39 | currently don't have access to.
| | 03:41 | This problem could have been
solved by using the Package Presentation
| | 03:44 | feature discussed earlier.
| | 03:46 | If it's just audio that's not working,
you have a few things to troubleshoot.
| | 03:49 | First, is it PowerPoint or the
entire laptop that's not making any sound?
| | 03:54 | Click the Volume icon from
the Taskbar and adjust it.
| | 03:58 | Recall that as you adjust the slider,
you should hear Windows ding each time
| | 04:01 | you make a movement.
| | 04:07 | Make sure it's at the maximum.
| | 04:08 | If you can hear Windows, just not PowerPoint,
you might need to click onto the Mixer.
| | 04:14 | Here you'll want to pay attention to the
different Volume levels in each of the columns.
| | 04:18 | It may be that your PowerPoint
application, web browser, media player, or any
| | 04:22 | other application is down at the bottom,
even though the computer itself is at maximum.
| | 04:26 | Note that you can
individually adjust these settings.
| | 04:34 | If things look fine there,
check your cable connection next.
| | 04:37 | Many laptops have many jacks that
are the same size as your audio cable.
| | 04:41 | You may have simply plugged your
speakers into the microphone jack instead.
| | 04:45 | Next, check the power and volume of
your external speakers or verify that the
| | 04:49 | audio source of your AV system is set
to your laptop rather than a DVD player
| | 04:53 | or Desktop machine.
| | 04:55 | If you can, try plugging in a different
laptop or another device such as an iPod.
| | 05:00 | If you're still not getting any sound,
restart the laptop and hope that that fixes it.
| | 05:04 | Remember that the fail-safe backup
plan is always have a hard copy of your
| | 05:08 | presentation with you printed well in advance.
| | 05:10 | In a pinch you can use this to guide
you through the presentation and you can
| | 05:14 | also make copies of it for your audience.
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| Sharing your message| 00:00 | We take speaking for granted, but
when presenting to an audience and trying
| | 00:04 | to persuade them, we need to revisit
the very core of what we've been doing
| | 00:07 | since we were a toddler.
| | 00:09 | Here we'll focus on three different
techniques that you can easily employ to
| | 00:12 | improve your public speaking:
| | 00:14 | Connecting, Pausing, and Articulating.
| | 00:17 | Let's start with making a connection.
| | 00:20 | Most of our presentations have an
emotional angle somewhere, whether you're
| | 00:23 | selling a product or trying to improve
your classes' math scores, emotion is in there.
| | 00:28 | Find it and turn it into a story.
| | 00:30 | If you're selling a product, tell
them how it has helped you or a client.
| | 00:33 | And I just don't mean with facts and numbers;
use your emotions and make a connection.
| | 00:38 | For example: This safety program is
important to me because our lives are on the line.
| | 00:45 | I have a family to get back home
to everyday and I know you do too.
| | 00:48 | I've made a promise to them to make
this workplace as safe as possible and we
| | 00:53 | owe it to them to follow these
proven safety procedures to the letter.
| | 00:58 | Or perhaps this: Here at Match
Signal, we practice what we preach.
| | 01:03 | We implemented the Series 9000 in
our own office three months ago and we
| | 01:07 | saw efficiency jump.
| | 01:08 | But let me tell you it's more than that.
| | 01:10 | Just last week I overheard a coworker
explaining how great it was to be able
| | 01:15 | to go home early and spend more time
with his family, and that's how I know
| | 01:19 | that this product works.
| | 01:21 | Pausing--when we speak we sometimes have
a tendency to go at full speed and pick
| | 01:26 | up a few breaths along the way.
| | 01:28 | We must remember to pause.
| | 01:30 | The pause has a few great side effects.
| | 01:34 | In addition to giving us that all
important breath, it's a queue for the
| | 01:37 | audience to think or reflect on
what was just said. It's dramatic.
| | 01:42 | Think of the pause as a very powerful
period at the end of a sentence or a
| | 01:46 | thought, one that says, "I just said
something so profound, I'm going to give you
| | 01:51 | a moment to realize how awesome it was."
| | 01:55 | Articulating--as you practice pausing
in all the right places, consider the way
| | 02:00 | you articulate your words.
| | 02:02 | We have to acknowledge that our
audience doesn't have perfect hearing, nor are
| | 02:06 | they always focused on our
message as much as we would like.
| | 02:09 | And so to counter that, we need to
speak as clearly as we can, while placing
| | 02:13 | emphasis on the most important words, the
ones that we want to resonate with our audience.
| | 02:20 | See how that works?
| | 02:22 | These techniques and others will help
convey a sincere message to your audience
| | 02:25 | that they can understand and connect with.
| | 02:28 | If you find yourself weak
as a speaker, just practice.
| | 02:31 | Get in front of a mirror or better yet, a
video camera, and just set aside an hour
| | 02:35 | to practice your delivery
and review your performance.
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| Making the motions| 00:01 | Presenting to a live audience isn't
something most of us do every day and so
| | 00:04 | the motions of it all--
| | 00:05 | posture, where you're looking, and
what you're doing with your hands--will
| | 00:08 | take some practice.
| | 00:10 | Having good control of your body and
knowing what it's doing while you're
| | 00:13 | speaking is a tough trick to master.
| | 00:15 | You're going to want to avoid slouching,
putting your hands in your pockets,
| | 00:19 | rocking, and anything else that
makes you look either lazy or insecure.
| | 00:23 | How do you solve this?
| | 00:24 | Well, for starters, look
in the mirror and practice.
| | 00:28 | The gestures that your hands make can
help convey the passion and enthusiasm
| | 00:31 | that I've been discussing
through the entire course.
| | 00:34 | Your hands can emphasize specific
words and give your audience clues to
| | 00:38 | accompany the tone and inflection
in your voice. Just don't overdo it.
| | 00:42 | And at the same time, watch out for idle hands.
| | 00:45 | Don't let them play with your pens,
remote controls, or laptops, or
| | 00:50 | anything else mindlessly.
| | 00:51 | It won't take long before your
audience watches your hands instead of you.
| | 00:55 | Your eyes can help improve
your presentation as well.
| | 00:58 | Make eye contact repeatedly
with every member of your audience.
| | 01:02 | And because you're using a remote,
you're not bound to the laptop and lectern,
| | 01:07 | unless you've forgotten your pants, get moving.
| | 01:10 | Walk around the room, into the audience.
| | 01:12 | Not only does this make you more
personable, but it helps keep the audience
| | 01:15 | awake and mixes things up.
| | 01:18 | Remember, the audience is made of people
and we all appreciate a personal touch.
| | 01:23 | Your presentation must be personal.
| | 01:25 | Glances, smiles, a hand on the shoulder,
and other personal interactions with
| | 01:29 | your guests will go a long way
to building bridges with them.
| | 01:33 | Finally, don't turn your back on the audience.
| | 01:36 | It gives the impression that you've
lost your place or you don't know what
| | 01:39 | you're about to say next.
| | 01:41 | It doesn't portray confidence.
| | 01:43 | The exception to this rule is when you
really want the audience to look at the
| | 01:46 | slide with you, you tell them to look,
then you look with them, pause, and
| | 01:51 | return to your audience to
continue the presentation.
| | 01:54 | Initially, you'll have to focus on
these as you're presenting, but before long
| | 01:57 | it will become second nature.
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| Questions and answers| 00:00 | As a presenter you should welcome questions.
| | 00:03 | If you're interrupted with a
question, that's a good thing.
| | 00:06 | It shows that your audience is
interested and it provides a good
| | 00:09 | distraction that engages them.
| | 00:11 | Too often I hear presenters ask the
audience to save the questions for the end
| | 00:15 | and I think that that's a bad idea.
| | 00:17 | Those questions may never get
answered, leaving your audience hanging.
| | 00:21 | Based on the question, there are
generally three ways to respond.
| | 00:24 | By answering the question, saving it
for the end, or inviting the guest to a
| | 00:28 | future conversation.
| | 00:30 | If you can answer the question quickly
without distracting too much from your
| | 00:33 | message, then address it and move on.
| | 00:36 | Doing this demonstrates confidence and
knowledge and builds trust with the audience.
| | 00:41 | When you do this, always
repeat the question to the audience.
| | 00:44 | This ensures that everyone heard it.
| | 00:47 | If you plan to address that question in
an upcoming slide, just say thanks, we
| | 00:51 | will cover that shortly and move on.
| | 00:53 | If the question is too much of a tangent, you
can Save it for the end of your presentation.
| | 00:58 | Write it down, so you don't forget.
| | 01:01 | Some questions though are just too
involved to answer, even at the end of your
| | 01:04 | presentation, or you might
not be prepared to answer them.
| | 01:08 | Explain that you want to help them,
but you need more time to do research or
| | 01:12 | consult with others.
| | 01:13 | Ask them to give you their business
card at the end of your presentation and
| | 01:17 | promise to respond in 24 hours.
| | 01:19 | Now here's a quick tip.
| | 01:21 | Take advantage of the hidden slides and
Custom Show feature discussed in Chapter 5.
| | 01:26 | These are great for answering those
questions you predicted would be asked, but
| | 01:30 | didn't want to make a part
of the standard presentation.
| | 01:33 | Because your presentation should be an
interactive experience for the audience,
| | 01:37 | letting them ask questions is vital.
| | 01:39 | Do this right and you can win
over even the toughest skeptics.
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| Reading your audience| 00:01 | Every speaker needs to continually
pull the audience to sample their mood,
| | 00:05 | patience, and understanding of your
topic, basically to take their temperature.
| | 00:10 | You can do this in a few different ways.
| | 00:12 | Look for visual clues, ask
the audience, or bring a friend.
| | 00:16 | I will cover those methods and
then I will suggest what you can do to
| | 00:19 | improve the presentation.
| | 00:22 | Let's talk about the first
method, looking for visual clues.
| | 00:25 | As you deliver, scan the audience to
observe how they're reacting to your message.
| | 00:30 | Their subtle clues can help you out.
| | 00:32 | Now here are some definite signs that
things might not be working out too well:
| | 00:36 | whispering, excessive Use of mobile
devices, doodling on the handouts--you'll
| | 00:41 | have to walk around the audience to
notice this--glossy-eyed stares and confused
| | 00:46 | looks, giggling, or eye rolling, or
anything else that shows distraction.
| | 00:50 | As you can see, it's not just about
noticing if people are bored or confused.
| | 00:54 | Your audience might be distracted by
something you said or any number of things.
| | 00:58 | Another way to gauge your
audience is simply to ask them.
| | 01:02 | This is especially helpful at
the beginning of a presentation.
| | 01:05 | Ask if they can hear you clearly, if they can
see the display, and if they are comfortable.
| | 01:10 | During the presentation, engage your
audience with periodic questions to make
| | 01:15 | sure they understand your message.
| | 01:17 | This can also break up longer
presentations by giving your audience an
| | 01:20 | opportunity to interact.
| | 01:22 | If you are particularly concerned, make
sure someone is in the audience to give
| | 01:26 | you a little support.
| | 01:27 | Let them know that you're
relying on them for their feedback.
| | 01:30 | Workout some hand signals ahead a time.
| | 01:32 | The ones you will want are to talk
louder or softer, talk faster or slower, time
| | 01:39 | for break or to wrap things up. So
now that you know what your audience is
| | 01:43 | thinking, what do you do?
| | 01:45 | The obvious ones, volume
and speed, you know how to fix.
| | 01:48 | If people look confused, start asking
questions or find out where the confusion is.
| | 01:53 | You might want to even repeat what you
said or go into more detail, but always
| | 01:57 | try to ask where they need help.
| | 01:59 | If they are bored, distracted, or not 100
% focused on you, you are going to want
| | 02:04 | to pull them back in.
| | 02:05 | Here are some suggestions:
| | 02:08 | Ask questions, poll the audience and
get them to raise their hand or to stand
| | 02:12 | up, take a break, give the
audience a group assignment.
| | 02:16 | Do something intensely interactive, like a
trivia game, a handout, or a puzzle or quiz.
| | 02:22 | Tell a personal story.
| | 02:23 | Ask for a testimonial, or segue into a video.
| | 02:27 | Now, not all of these will work for
your presentation or message, but consider
| | 02:31 | what your plan B is before you begin.
| | 02:34 | Repeat the feedback cycle often during
your presentation and the audience will
| | 02:38 | stay focused on your message.
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| Dealing with audience distractions| 00:00 | Distractions can be a frustrating
experience for any presenter, seasoned or not.
| | 00:04 | Let's talk about how you can
deal with 5 of these distractions.
| | 00:07 | We will start with the sneezer.
| | 00:10 | People sneeze and cough; it's a fact of
life. And as a presenter you have to put
| | 00:13 | up with all kinds of
minor noises and distractions.
| | 00:17 | The key is to ignore these sneezes
and coughs like they never happened.
| | 00:20 | Don't say bless you or give
them any special attention.
| | 00:24 | Just repeat what you said, and move on.
| | 00:27 | If you have a habitual sneezer,
discreetly offer them a tissue, but if it gets
| | 00:31 | really bad, remain calm and take a break.
| | 00:34 | Just don't make it into a big deal.
| | 00:36 | The Interrogator--every
meeting has one of these.
| | 00:38 | They ask a lot of questions and many of
them wouldn't even be necessary if they
| | 00:43 | would just pay attention.
| | 00:45 | The most important thing is to address
their question, but what if they keep coming?
| | 00:49 | Eventually, you're going to
have to put a cap on things.
| | 00:52 | Tell the guest politely that there's a
limited amount of time and that you would
| | 00:56 | be glad to answer all of the remaining
questions at the end of the presentation,
| | 01:00 | during the allotted Q&A time, or even after.
| | 01:04 | You can remind them that others in the
audience might have questions too and
| | 01:07 | that you'd like to reserve some time for them.
| | 01:11 | The Troublemaker--so you have a heckler,
or maybe they're being rude talking on
| | 01:15 | their cell phone, eating loudly, or any
other number of other ways to annoy you
| | 01:19 | and the rest of the audience.
| | 01:20 | Most of these situations can
be resolved by mixing things up.
| | 01:25 | Announced to the audience this will be
a great time to take a break or maybe
| | 01:29 | tell everyone to split in the small
groups and work on a team exercise. Then
| | 01:33 | deal with your special guest privately.
| | 01:36 | Don't let one person ruin the
presentation for everyone else, and remind them
| | 01:40 | that their actions are affecting everyone.
| | 01:43 | If the problem persists, don't
engage the guest any further.
| | 01:46 | Simply contact security,
management, or someone who can resolve the
| | 01:50 | situation with authority.
| | 01:52 | Then return right where
you left off after the break.
| | 01:56 | The Outsider--these are the guys doing
their work outside so loud it's affecting
| | 02:00 | your ability to communicate.
| | 02:01 | What's important here is to deal
with the situation through delegation.
| | 02:05 | As soon as you hear that coffee grinder
or diesel generator start up, you have
| | 02:10 | got a choice to make.
| | 02:11 | If you can close the door and resume
without interruption, great. If not, either
| | 02:15 | call for a break or delegate
someone to take care of the noise for you.
| | 02:19 | In other words, don't walk away from
your audience to resolve the issue.
| | 02:22 | Get someone to help or just pause the show.
| | 02:26 | The Boss--when you're presenting and
someone with influence is in the audience,
| | 02:30 | you run the risk of turning them into a
distraction. iIt's not their fault. You
| | 02:34 | want to impress them, close the deal,
or make sure they get the message.
| | 02:38 | The problem is that you
might give them so much focus,
| | 02:41 | you're neglecting at the entire
audience and singling them out.
| | 02:45 | When you present, think of
everyone in the room as perfectly equal.
| | 02:49 | Quit staring at your boss
and spread the charm equally.
| | 02:53 | The skills discussed here
will come with practice.
| | 02:56 | Before long you'll be handling the
most disruptive of audience members with
| | 02:59 | ease, delivering your presentation
gracefully, no matter what comes your way.
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| Setting up and tearing down| 00:00 | As we wrap up the chapter on delivery,
let's focus on one thing we often
| | 00:03 | neglect, the behind-the-scenes
tasks of setting up and tearing down.
| | 00:09 | In this video, we'll discuss the following:
| | 00:11 | setting the stage, greeting the audience,
handouts and signing-in, positioning
| | 00:16 | you and your laptop, and closing down.
| | 00:18 | Before you get started, find out
when the audience will be arriving.
| | 00:21 | You should be ready to greet the
audience by that time, which means no more
| | 00:25 | fiddling around with your laptop or handouts.
| | 00:28 | If you're not ready yet, have someone
keep them out of the room or take yourself
| | 00:32 | into another room to prepare.
| | 00:34 | In other words, don't let
the audience watch you set up.
| | 00:37 | Now let's set the stage.
| | 00:39 | Pretend you're an attendee walking into
the room. Look around. What do you see?
| | 00:45 | You'll want to remove any clutter and
distractions and do some light housekeeping.
| | 00:49 | Decide where everything will go: you,
your laptop, and possibly the screen.
| | 00:54 | Set up your banner, literature,
business cards, and handouts.
| | 00:58 | You'll want your laptop positioned facing
you so that you can face the audience
| | 01:03 | while keeping your slides in view.
| | 01:05 | Ideally, you'll be using a remote
control for the laptop, but you'll still want
| | 01:08 | to see the screen easily.
| | 01:11 | With your laptop connected to
the projector, you're almost set.
| | 01:14 | Make sure your presentation is
loaded full-screen and at the first slide.
| | 01:19 | Remember that the first slide should
let your audience know that they're in
| | 01:21 | the right place, perhaps with the title of
your presentation, your name, or company logo.
| | 01:27 | It should reinforce the
message that they're about to hear.
| | 01:29 | Now we're ready to greet the audience.
| | 01:33 | As soon as they arrive, start
introducing yourself and shaking hands.
| | 01:36 | Make sure that they're
comfortable and offer them a front row seat.
| | 01:40 | Remember that small displays will be
difficult for audience members in the back to see.
| | 01:44 | If your screen is small, you'll want
to encourage the audience to sit closer.
| | 01:49 | How do you do this?
| | 01:50 | One way is to remove chairs
from the back of the room.
| | 01:53 | Otherwise, politely ask
your audience to come forward.
| | 01:56 | Most people will if you give them a nudge.
| | 01:58 | Be humble and approachable and try and
get to know them a little before you begin.
| | 02:01 | If you have handouts, you need to
consider when the best time would be for the
| | 02:05 | audience to receive them.
| | 02:07 | Many people like to take notes on their
handouts, but at the same time you don't
| | 02:10 | want people shuffling paper or being distracted.
| | 02:14 | Consider giving your audience a handout
that has the most important points they
| | 02:17 | need to know with plenty
of room for them to write.
| | 02:20 | You might select just some of your slides
and print them using the handout layout.
| | 02:24 | Then after the presentation is finished,
give them the full handout with all the data.
| | 02:29 | Now if you're doing sign-in sheets, I
recommend you save them until the end.
| | 02:33 | There's always that one
person who walks in late.
| | 02:36 | They're already causing a disruption, so
don't make it worse by having them sign in.
| | 02:40 | You can pass around the sign-in sheet
during the start of your Q&A period.
| | 02:44 | You're going to want to stand the entire time.
| | 02:47 | Standing will give you
more energy as you present.
| | 02:49 | It will help make your voice carry,
make it easier for others to see you, and
| | 02:53 | keep your audience focused.
| | 02:55 | Ideally, you'll want to be standing
wherever the majority of the audience can
| | 02:58 | comfortably see you, with the
screen behind you, just off-center.
| | 03:02 | This won't be possible in all rooms,
but do what you can to make this happen.
| | 03:06 | Make sure there's plenty of room for you to
walk about, nothing to bump into or trip you up.
| | 03:12 | You want to be able wander about the
room, not just in front of the audience,
| | 03:15 | but everywhere, including
through and behind them.
| | 03:18 | In a word, you'll want to be free.
| | 03:21 | When it's time to start, dim the
lights a little bit so the screen is easy to
| | 03:24 | see, straighten up your clothes,
check your hair, and begin the show.
| | 03:29 | When you're done speaking, don't
forget to display your final slide.
| | 03:33 | It should include your name,
title, and contact information.
| | 03:37 | You might also include a message that
summarizes everything one more time, a
| | 03:41 | final tagline or a photo.
| | 03:43 | Tell your audience that you'll be sticking
around for any other questions that come up.
| | 03:47 | Thank them for attending
and wish them a great day.
| | 03:50 | If people are lingering, you can start to
tidy up a bit and collect your materials.
| | 03:54 | Try not to disassemble the laptop,
projector, or screen until everyone is gone.
| | 03:59 | The key here is to make your audience feel
comfortable that you're not rushing them.
| | 04:04 | They're probably talking about your
presentation, so why distract them?
| | 04:08 | Not only that, but you can add a few
years to the life of your projector's bulb
| | 04:12 | if you let it power down
completely before you unplug it.
| | 04:16 | There's a fan inside that stays running for a
few minutes when you turn the projector off.
| | 04:20 | Let it cool things down
before you yank the power.
| | 04:24 | If you can, get a helper to take
care of most of the stuff for you. It
| | 04:28 | would give you more time to interact with the
audience before and after your presentation.
| | 04:32 | And be sure to thank them
at the end of your talk.
| | 04:35 | Setting up and tearing down may seem
like an awful lot to think about when
| | 04:38 | making a presentation, but
before long it becomes second nature.
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|
|
7. Bonus TipsDuring the show| 00:00 | Chapter 7 adds a few more tips
that I wanted to share with the
| | 00:03 | lynda.com subscribers.
| | 00:05 | I want to start by showing you a few
things that we can do during the slideshow
| | 00:08 | that you might not know about.
| | 00:10 | If we wiggle the mouse, the pointer
will appear and we can access the Pointer
| | 00:13 | Options menu and the Slideshow
menu in the lower left corner.
| | 00:20 | Here we can convert our pointer to a
Pen and Highlighter and change its color.
| | 00:27 | The markings that we've made, called
annotations, can be preserved after we
| | 00:31 | finish the show if we like.
| | 00:33 | I'll press Esc to end the show early.
| | 00:37 | PowerPoint asks us if we want
to keep our ink annotations.
| | 00:41 | If I say Keep, those
annotations are now part of the slide.
| | 00:45 | I can still click and delete them.
| | 00:47 | Returning to Presentation mode, the
Slideshow menu lets us jump to a specific
| | 00:51 | slide, access a specific section,
change shows on the fly, black out the screen
| | 01:08 | or make it all white, and
a number of other features.
| | 01:20 | Note that many of these commands and
more can be accessed through shortcut keys.
| | 01:24 | Press the Question Mark
| | 01:25 | for a pop-up reference.
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| Creating a photo slideshow| 00:00 | PowerPoint has an easy way to import your
photos into a slideshow and make them look great.
| | 00:05 | To begin with, I have all the photos I
want to include already in one folder.
| | 00:09 | You'll find these in your Exercise
folders in Chapter 07 in a folder called Venice.
| | 00:14 | I'd like to thank Jan Kabili for the use
of her amazing photos during this chapter.
| | 00:19 | We'll start by selecting the Insert
tab and clicking the Photo Album icon.
| | 00:25 | Here we can click to insert pictures
from anywhere on our computer or any
| | 00:29 | connected device or across the network.
| | 00:32 | I'll navigate to my exercise files,
choose Chapter 07, and Venice.
| | 00:37 | Here are Jan's great Venice pictures.
| | 00:39 | I can choose to add these one by one by
making a selection and clicking Insert,
| | 00:44 | or to speed things up,
I'll hit Ctrl+A to select all.
| | 00:48 | When I click Insert, all the
photos that I had selected are inserted.
| | 00:52 | Here I can preview each picture, I can
remove one from the list if I don't want
| | 00:58 | to see it, or change the order they appear in.
| | 01:07 | I can rotate, adjust contrast and brightness.
| | 01:11 | Before I create my album, I can
also change the picture layout.
| | 01:15 | This allows me to have
multiple pictures per slide.
| | 01:17 | But I'm going to leave it
on the default, Fit to slide.
| | 01:20 | This will give me a great
full-screen photo album.
| | 01:23 | Now I'll click Create and give
PowerPoint a few moments to think.
| | 01:29 | PowerPoint has created a new
presentation file with a simple title slide and
| | 01:33 | our photos to follow.
| | 01:34 | Let's go ahead and change the name.
| | 01:36 | Now I don't really want these
to appear on my first slide.
| | 01:49 | In fact, I'd like my first
slide to be just the first picture.
| | 01:52 | So instead, I'll select these text
boxes, cut them away, go to my second
| | 01:58 | slide, and paste them in.
| | 02:00 | We'll deal with the formatting in just a second.
| | 02:02 | Let's eliminate the first slide by
right-clicking on the thumbnail and
| | 02:05 | choosing Delete Slide.
| | 02:06 | Now I'll make our slide
background look a little bit better.
| | 02:12 | As you can see right now, we have a
letterbox effect with white at the top and bottom.
| | 02:15 | I'll click the Design tab, pull down
the Background Styles choices and pick a
| | 02:20 | color that I like or format my own.
| | 02:23 | I'm just going to go with a
straight black background.
| | 02:28 | Notice that every single
slide has been affected.
| | 02:32 | Now I'll make my text boxes look a little nicer.
| | 02:46 | I'll make them both left-aligned,
change the color, eliminate the bullet, and
| | 02:55 | make them both bold.
| | 02:58 | My design work is done and now I want
to create a transition to give me a fun
| | 03:02 | way to move between the two photos.
| | 03:04 | I'll click the Transitions tab and
hover through the different options,
| | 03:10 | Fade, Wipe, Uncover.
| | 03:18 | Because this is a photo album, I
can use some of the more fun and
| | 03:21 | exciting transitions. How about Ripple?
| | 03:26 | And since I want every single slide to
have the same transition, after choosing
| | 03:30 | my transition type, I'll click
Apply To All. And that's it.
| | 03:35 | We're all set to show our slides.
| | 03:37 | I'll press F5 to run the presentation,
sit back and enjoy, and I'll click
| | 03:42 | to advance each slide. Hmm, Duplicate.
| | 03:59 | My next bonus tip will explain how to
make the slideshow automatically advance
| | 04:03 | every few seconds and loop back to
the beginning when it reaches the end.
| | Collapse this transcript |
| Letting the slideshow be the star| 00:00 | We want to create a self-running show
that automatically advances and loops
| | 00:05 | when it reaches the end.
| | 00:06 | In Chapter01 and recently in Chapter07,
I showed you how to use transitions,
| | 00:11 | which animate the screen between slides.
| | 00:14 | It's from that same feature that we
will begin the automatic slideshow.
| | 00:17 | I will select the Transitions tab
and check the After box under Advanced
| | 00:21 | Slide on the far right.
| | 00:23 | I will give it a setting as little as
one second or as much as 10 minutes.
| | 00:29 | Clicking Apply to All
| | 00:31 | will put the 2 second advance on
to every slide in my presentation.
| | 00:36 | I can still individually adjust
the timing per slide if I wanted.
| | 00:40 | Let's test this out with F5.
| | 00:52 | And I will press Esc to return.
| | 00:57 | Note that when I reach the end of the
slideshow, it just sits there with a blank screen.
| | 01:06 | To make it repeat, I will press Esc and click
on the Slideshow tab, then Set Up Slideshow.
| | 01:14 | Here we will find a checkbox
called Loop continually until I press Esc.
| | 01:20 | I'll check that and click OK.
| | 01:22 | We will start with Slide 10 and hit Shift+
F5 to begin the presentation from the slide.
| | 01:30 | Now let's sit back and see if our loop worked.
| | 01:32 | And here we are back at the beginning. Easy!
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| Sharing with your audience| 00:00 | It's not uncommon to want to
share your work with the audience.
| | 00:03 | Perhaps they want to view it
later or forward it to a colleague.
| | 00:06 | It's generally a good
idea to oblige this request.
| | 00:09 | And you should be ready to do
so while the interest is hot.
| | 00:12 | Here I will talk about a few ways to
share your file, including the pitfalls of
| | 00:15 | file size in compatibility and more.
| | 00:18 | We will start with sharing methods.
| | 00:20 | Generally, we can send the file via email.
| | 00:22 | But sometimes we have the luxury of
posting it either on our own website or
| | 00:26 | intranet, or the conference
might set up an archive page.
| | 00:30 | Making it available for download is
great because the file size doesn't
| | 00:33 | matter nearly as much.
| | 00:35 | The downfall is that you don't establish a
one-to-one relationship with that person.
| | 00:39 | If that's what you are going for, try
and get the audience members business card
| | 00:43 | and then offer to send
your work to them via email.
| | 00:46 | File size--if a PowerPoint file is
too big, it won't work for email.
| | 00:51 | How big is too big?
| | 00:52 | Every email host is different,
but 9 MB is a good rule of thumb.
| | 00:56 | If it exceeds their limit, it
will usually bounce back to you.
| | 00:59 | You can quickly tell how big your file is,
by going backstage with the file tab.
| | 01:04 | Here on the right, we can see that
this particular file is 13.4 MB.
| | 01:10 | It's more than 10 MB, so we'll
take some steps to reduce it for email.
| | 01:14 | Note that if the file is going to be
downloaded via a website, I am not really
| | 01:17 | concerned about how big it is.
| | 01:19 | Even if it were a 100 MB, today's
high-speed connections will download that
| | 01:23 | in just a few minutes.
| | 01:24 | If it was 200 Megs or more, I might put
a small warning near the download link
| | 01:28 | that says it's going to be a long download.
| | 01:30 | There are two easy ways to
reduce the file size of our file.
| | 01:35 | First, we can click on any photo in the
presentation and from Picture tools
| | 01:40 | Format tab, click on Compressed Pictures.
| | 01:44 | I'll uncheck, Apply only to this picture,
that way PowerPoint compresses every
| | 01:49 | photo in the entire slide deck.
| | 01:51 | I'm also going to turn on
Delete cropped areas of pictures.
| | 01:56 | This way, if I've cropped an area
out of a photo, it will be permanently
| | 01:59 | deleted from the file.
| | 02:01 | Here I can choose the Target
output size: Print, Screen or E-mail.
| | 02:07 | The fewer pixels per inch, the
smaller my target file will be.
| | 02:10 | I will click OK, and PowerPoint will
take a moment to compress the photos.
| | 02:15 | Now let's save our work.
| | 02:17 | This time, since I don't want to save
over the existing file, I will hit Save As
| | 02:21 | instead, and give it a new file name.
| | 02:23 | We will call it 07-04 Resized.
| | 02:33 | This way we preserve our
original file with the photos at their
| | 02:36 | original resolution.
| | 02:38 | Let's see how big our file is
now that it's been compressed.
| | 02:40 | 1.2M--that's a reduction of nearly 90%.
| | 02:45 | Now let's talk about
embedded and confidential content.
| | 02:50 | Sometimes we accidentally put unwanted
information into our slides and we end up
| | 02:55 | sharing that with our audience.
| | 02:56 | This can happen with comments and
annotations, speaker notes, document
| | 03:01 | properties, and embedded Excel files.
| | 03:04 | The first three can be easily found and
removed using the Inspect Document feature.
| | 03:08 | We will find this under the
Information tab and we are already there.
| | 03:12 | Here I can pull down Check for Issues.
| | 03:14 | I will Inspect the Document, which will
check the file for any of the things I
| | 03:18 | mentioned: Comments, Speaker
Notes, and Document Properties.
| | 03:21 | It also checks a few other things:
Custom XML Data, Invisible On-Slide Content,
| | 03:28 | and anything that might be
off the edges of the slides.
| | 03:32 | Clicking Inspect will check
the file for those things.
| | 03:35 | And if it finds them, Comments,
Properties, and Presentation notes, I can remove
| | 03:40 | them individually if I choose.
| | 03:42 | We will Re-inspect one more
time. And everything is clear.
| | 03:52 | What this feature neglects to scan,
unfortunately, is embedded Excel workbooks.
| | 03:57 | We often paste Excel using the
embed feature, which is great because of
| | 04:00 | the fidelity to the original Excel
formatting and the ability to edit the spreadsheet.
| | 04:05 | However, some PowerPoint users know
that embedded Excel displays the entire
| | 04:09 | workbook, not just the range
that we are showing to our audience.
| | 04:13 | Let me show you what I mean.
| | 04:14 | I will hit Esc and checkout Slide #2.
| | 04:18 | Here's an embedded chart which looks
pretty innocent, but if I select it and
| | 04:22 | hit Edit Data, it will pull up the Microsoft
Excel spreadsheet that was used to create the chart.
| | 04:27 | If this chart had other data out here,
or on multiple tabs, the user would be
| | 04:33 | able to access those, even though that
information doesn't show in our original chart.
| | 04:38 | To avoid this, we will do a little bit of
copying and pasting. Let's close Excel.
| | 04:44 | Make sure my chart is selected, and hit Copy.
| | 04:47 | Now I will hit Paste but I am
going to do so in a different way.
| | 04:49 | I will press Ctrl+V or from the
Home tab, pull down the Paste menu.
| | 04:55 | Either way, I am going to
choose my Paste Options.
| | 04:58 | I can paste the object as it
originally was, or as a picture.
| | 05:03 | By choosing picture, PowerPoint
converts the object into a simple bitmapped
| | 05:07 | picture, just like any photograph.
| | 05:10 | Here's the new one that I've pasted,
and here's the original one which is
| | 05:14 | actually an embedded Excel spreadsheet.
| | 05:16 | You can't tell the difference, but if
I select this one, I can Edit the chart
| | 05:23 | and edit the Excel Data.
| | 05:25 | If I choose this one, all I can
do is modify it like a picture.
| | 05:29 | I'll erase the original, put the new
one in its place, and now if I send this
| | 05:37 | file to someone, I'm not worried
about them snooping around in my embedded
| | 05:40 | Excel spreadsheets.
| | 05:41 | Now for a quick alternative to
everything I've talked about with file size,
| | 05:45 | version compatibility, and Excel
spreadsheets, we can also just convert the
| | 05:49 | slideshow into a PDF.
| | 05:51 | Know, however, that PDFs created
this way are not interactive.
| | 05:55 | There are no time advances, no
animations, no audio, or video or
| | 06:00 | transitions. But on the plus side,
it's easy to do and the resulting PDF
| | 06:04 | will be difficult for anyone to edit.
| | 06:06 | Remember, to turn this into a PDF, we
will go to the File menu, choose Save &
| | 06:10 | Send, and then Create PDF Document.
| | 06:15 | Always offer to share your slideshow
with your audience, as you never know if
| | 06:18 | they'll want to se it again or share
it with others, and that's a good thing.
| | 06:21 | Making it available online will
increase the reach of your message even more.
| | 06:25 | So be prepared with a shareable
version of your file or have it available for
| | 06:29 | download on your website.
| | 06:31 | Again, I would like to Thank Jan
Kabili, for the use of the amazing photos
| | 06:34 | during this chapter.
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| Keyboard and mouse tricks| 00:00 | Let's conclude Chapter 7
| | 00:01 | with some keyboard and mouse tricks
that will save you time and frustration.
| | 00:06 | I am sure you know about Copy and
Paste, but we can use our mouse to create
| | 00:09 | clones of a selection in much the same way.
| | 00:12 | Let's say I want to create another star.
| | 00:13 | I will select one, and rather than
using Ctrl+C and V, I will drag it while
| | 00:19 | holding the Ctrl key.
| | 00:21 | When I let go, this
creates a clone of the original.
| | 00:25 | If I want to create a number of similar
shapes, like lines and rectangles, I can
| | 00:29 | lock on what's called Drawing mode.
| | 00:33 | Here is the Shape icon for a rounded rectangle.
| | 00:35 | I will right-click on the Shape
icon and choose Lock Drawing mode.
| | 00:40 | Now as I click and drag and let go,
I will create multiple rectangles.
| | 00:47 | This feature will stay on until I press Esc.
| | 00:50 | By the way, if you want to create an
object with a perfect height and width
| | 00:53 | ratio like the circle, hold down
Shift before you let go the mouse button.
| | 01:01 | That will confine the height
and width to a perfect ratio.
| | 01:04 | Remember that you can select multiple
objects and then do something at the same
| | 01:08 | time with all of them.
| | 01:09 | I am going to put my mouse here in the
lower right corner and drag a selection
| | 01:13 | box, let go of the mouse, and hit Delete.
| | 01:18 | Only those objects that were
completely surrounded will be affected.
| | 01:26 | If you want to draw lines between
existing shapes, activate the appropriate
| | 01:30 | connector and hover over
your first shape to connect.
| | 01:33 | We will use this one here.
| | 01:36 | When I hover over the star, I can see red
squares at each of the points, or here or here.
| | 01:43 | I'll hover over the red square here,
click and drag, and make sure to make a
| | 01:49 | connection to the red square here.
| | 01:51 | You must be precise, but when you let go,
you will actually have created the two shapes.
| | 01:57 | The advantage here is that if I move one of
the shapes, the connecting line moves with it.
| | 02:05 | On some occasions, you can right-click on
the connector and reroute the way it works.
| | 02:09 | You can also change the Connector
Type, Straight, Elbow or Curved.
| | 02:14 | Don't forget when you create a line
to give it a little bit of weight.
| | 02:17 | I will select it, go to Drawing
tools, go to Outline and choose Weight.
| | 02:22 | Speaking of lines, how
about keeping things straight?
| | 02:29 | When I make my clone to my star and
drag down, I have a little bit of leeway,
| | 02:33 | but if I hold Shift as well,
PowerPoint confines the mouse to a perfectly
| | 02:37 | straight line, either
vertically or horizontally.
| | 02:44 | The same works if you just want
to move an object left or right.
| | 02:46 | I will select the Rounded Rectangle
and if I move left, it's going to be a
| | 02:51 | little bit jumpy, but if hold Shift, it's
going to move in a perfectly straight line.
| | 03:05 | You may have noticed that when
dragging, PowerPoint snaps your object to an
| | 03:08 | invisible grid, making small
little jumps as you try and move it.
| | 03:17 | Sometimes you want something precisely
located and the jumping can cause problems.
| | 03:21 | If you drag with the Alt key pressed,
PowerPoint ignores the grid and any
| | 03:26 | snap-to features.
| | 03:32 | Here with the Alt button
pressed, and here if I let go.
| | 03:42 | Also remember that your Arrow Keys can
move an object in small increments: up
| | 03:47 | down, left, and right.
| | 03:51 | Holding Ctrl with your Arrow keys will move
them in tiny little increments called Nudging.
| | 04:00 | You can resize a selected object by
holding down the Shift key and then using
| | 04:04 | your Arrow Keys, Shift+Up
and Down, Right and Left.
| | 04:11 | You can also Rotate a selected object by
holding down Alt and hitting your Left
| | 04:15 | and Right Arrow keys.
| | 04:21 | To zoom in or out of nearly any object
on your screen, select that object and
| | 04:29 | hold Ctrl while spinning
your mouse wheel up or down.
| | 04:36 | That also works if you select a
thumbnail from the Slide List on the left or if
| | 04:42 | you have your cursor inside the speaker notes.
| | 04:55 | After zooming in or out, you can
click here to resize your display.
| | 05:02 | Recall that F5 launches the
presentation from the first slide, but Shift+F5
| | 05:07 | launches from the current
slide that you are viewing.
| | 05:10 | It's the equivalent of clicking this icon.
| | 05:15 | Also, clicking here displays your
slides in Normal view, but Shift+Clicking
| | 05:20 | here brings you to the Slide Master.
| | 05:23 | Learning these shortcuts can not only
save you time, but also help to make
| | 05:26 | your slides look better.
| | 05:27 | Practicing them often will help you
learn them until it become second nature.
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|
|
ConclusionThe good, the bad, and the ugly: A recap| 00:00 | We are going to finish off the course
with a recap Of The Good, The Bad, and
| | 00:04 | the downright Ugly.
| | 00:06 | Let's take a look at a series of
slides and figure out what worked and what
| | 00:09 | didn't, and provide a little
constructive criticism along the way.
| | 00:12 | Now at first glance, our
initial slide doesn't look too bad.
| | 00:17 | Sure it could use a photo and perhaps
the text is a little bit too big, maybe
| | 00:22 | too far apart, but can you see what's
really wrong with it? Did you catch it?
| | 00:26 | All right, how about now?
| | 00:28 | That's right, there are more than just a few
mistakes, spelling and grammar, on the slide.
| | 00:33 | It always amazes me how often a
simple typo or misspelling goes unnoticed.
| | 00:38 | Don't forget to spell check your slides when
you're done and have someone else proofread.
| | 00:41 | I think we can all see what the
problem is here: way too much text.
| | 00:47 | But how do you fix it?
| | 00:50 | This is better in that we've reduced the
text, but let's keep going a little further.
| | 00:56 | Here we've taken the bullets and
split them into two columns using the
| | 00:59 | Comparison Layout, and here I have
split the content into two distinct slides.
| | 01:04 | I have added the word
continued to make it clear.
| | 01:09 | Likewise, this slide only has five items, but
we can agree that they are all way too long.
| | 01:15 | I can turn them into just a few words per
bullet, but let's take it one step further.
| | 01:21 | By using the SmartArt feature I
converted the bulleted list into a great-looking
| | 01:25 | graphic that conveys the idea of a
process even better than a numbered list.
| | 01:29 | Now here is an advanced technique
that takes a bit of work to pull off.
| | 01:34 | Use the same SmartArt graphic and
animate it with a rectangle or some other
| | 01:38 | shape that moves along the
diagram as the speaker presents.
| | 01:42 | No one wants to read a
big clump of text like this.
| | 01:50 | But what do you do when you
need to include all that text?
| | 01:53 | How can you make it less painful
while increasing the odds that your
| | 01:56 | audience will read it?
| | 01:58 | Believe it or not, a larger font size
doesn't always make the text easy to read.
| | 02:02 | Check out the revised
slide with the exact same text.
| | 02:07 | Our new slide actually has a smaller
font size, but I've increased the line
| | 02:11 | spacing to give us more whitespace.
| | 02:14 | I dropped any bullets, added some
animated quotation marks, centered the text a
| | 02:19 | little bit, and I put the
attribution on separate lines.
| | 02:22 | It's now far easier to read.
| | 02:25 | We can easily identify what's wrong
with this slide, but let's take a moment to
| | 02:29 | identify a bigger issue with color.
| | 02:32 | The issue that we have to
keep in mind is colorblindness.
| | 02:36 | One out of 12 men and one out of 50
women will find it difficult to distinguish
| | 02:40 | between certain shades of red and green.
| | 02:42 | Be very careful about the colors you
choose for your backgrounds, charts, and
| | 02:46 | diagrams, especially if
identifying the different colors is key to
| | 02:50 | understanding the content.
| | 02:55 | This combination with the added glow around my
pushpins should make it easy for anyone to see.
| | 03:00 | Now, to see the problem with this slide,
I will have to advance a few more.
| | 03:05 | This is number one, here is
number two, and here is number three.
| | 03:12 | Let's go back. Number two, and number one.
| | 03:18 | Can you catch the difference?
| | 03:19 | The slides are inconsistent with each other.
| | 03:22 | Check out the color, font size, in
fact, some are bold and others aren't.
| | 03:26 | The positioning of the text is different too.
| | 03:30 | Fixing this is as easy as the Reset
button found in the Home tab of the
| | 03:33 | ribbon, but neglecting to do that can
subconsciously cause the audience to
| | 03:37 | distrust us or get distracted.
| | 03:39 | Either way, our message is lost.
| | 03:41 | Remember that consistency is key.
| | 03:45 | This slide has a photo on it, but with a
few clicks we can make it look far better.
| | 03:49 | So now it has a border, definitely
making it look better and we've made it a
| | 03:54 | little larger to better
connect with the audience.
| | 03:57 | But let's keep working on it. Much better!
| | 04:01 | It's now along the left, huge and
cropped to a vertical column with our text
| | 04:06 | pushed over to the right.
| | 04:07 | If you have multiple photos like this,
remember the animation techniques we've
| | 04:15 | learned, and apply them to create a
slideshow-like effect that introduces them
| | 04:18 | one by one on the slide.
| | 04:21 | How much difference can a photo make?
| | 04:23 | Well, here's a slide that offers
some great features for the new R-9500.
| | 04:29 | And here's the same slide with just a
little bit of text and one great photo
| | 04:32 | that connects with the audience.
| | 04:35 | The speaker can still talk about all
the features, but let them look at this
| | 04:38 | happy customer enjoying the
product while they listen to the speaker.
| | 04:44 | My favorite public speaking mistake is
when the presenter shows a table like
| | 04:47 | this, with a quiet disclaimer that says,
"I know you can't read this, but this
| | 04:52 | is what it's saying."
| | 04:53 | Well yeah, if you knew we couldn't
read it, why did you put it into your
| | 04:56 | slideshow to begin with?
| | 04:57 | So here are two alternatives.
| | 05:00 | Limit the data, group the months by
quarters or remove the items that are
| | 05:04 | irrelevant to the conversation.
| | 05:06 | Remember what I said way in the
beginning of this course; everything you say
| | 05:10 | needs to guide the audience down a path,
and anything that doesn't needs to be
| | 05:13 | tossed out of the presentation.
| | 05:15 | That applies to your data too.
| | 05:18 | Better yet, say it in a graphical way, and
whenever you can, make the data meaningful.
| | 05:25 | So there you have it, a recap of what
to avoid and what to strive for in the
| | 05:29 | design of your slides.
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| Additional resources| 00:00 | I hope you have enjoyed what I
consider to be some of the best practices of
| | 00:03 | Microsoft PowerPoint and public speaking.
| | 00:06 | I will leave you with a few
quick closing tips. First, have fun.
| | 00:11 | From the moment you open PowerPoint to
when the last audience member leaves the
| | 00:14 | room, make sure you're enjoying every second.
| | 00:17 | Presenting to others can be a great
experience, especially when you're helping
| | 00:20 | them with something you're passionate about.
| | 00:23 | My second tip is to frequently check
the Microsoft Online PowerPoint website.
| | 00:27 | Here you will find free templates,
stock photos and video, and all kinds of
| | 00:32 | how-to articles and tips from other experts.
| | 00:36 | And third, you might spend some time
watching my other PowerPoint courses in the
| | 00:40 | lynda.com Online Training Library.
| | 00:42 | Those courses cover features in
PowerPoint not covered in this course.
| | 00:46 | I would like to thank you for taking
the time to watch these videos and feel
| | 00:51 | free to direct any feedback to me
personally at david@appliedoffice.net.
| | 00:56 | Thank you!
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