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In PowerPoint 2010 Essential Training, author David Diskin demonstrates how to engage an audience with images, video, sound, charts, and diagrams in professional presentations. The course also covers a variety of methods to share presentations with others, and provides comprehensive tutorials on how to design presentations that successfully deliver a quality message. Exercise files accompany the course.
In the previous video, I showed you one way to create SmartArt: by selecting an existing bulleted list and converting it to SmartArt. Now, I'd like to show you how we can take an empty slide and add SmartArt to it. This will give me a chance to show you some of the slick layouts that SmartArt has to offer and how to use the SmartArt interface. Let's head to slide number 6, Our Story. We're going to use this to demonstrate the next 50 years of Two Trees Olive Oil with a very interesting diagram an arrow.
We'll create a new slide to follow slide number 6, and we'll call it Our Story Continued. By the way, the shortcut key to create a new slide is Ctrl+M. Let's go ahead and give this a name. In the placeholder, we'll click on the SmartArt icon, which asks us the layout that we want to use. Let's look through the list. On the left, we have a list of categories, starting with All. In other words, every single SmartArt, regardless of its category, is going to appear in this list, but they're broken down.
If we know what we're looking for, we can jump straight to a specific category, like Pyramid or Cycle. Let's go back to All though, and take a look at the entire list. When we have a SmartArt selected, you'll see on the right a preview of what it can look like and a description of how it can be used and what its limitations are. This is important because not every SmartArt is going to work for every situation. Not only do the shapes need to match what you're trying to say, but the number of shapes needs to match the number of objects you have to talk about. Many SmartArt are flexible.
For example, this one here shows only three, but I can add probably up to seven or eight. If it doesn't say down here in the bottom, then it's probably not going to be limited. You'll notice that some SmartArt have room for pictures as well as text. Other ones are just pictures. Other ones are just text. Here's a SmartArt that provides room for both Level 1 and Level 2 text - Level 1, meaning a heading and Level 2, meaning bullets underneath that heading.
Here's an example of SmartArt that's only going to work with three objects. Here in this Stacked Venn diagram, PowerPoint will automatically add additional rings, or circles, as you add more bulleted items to your list. Notice also that most SmartArt objects are intended for very small phrases; for example, here we only have a little bit of room for our headings. We do have plenty of room for the bullets underneath each heading, but the heading themselves, in most SmartArt Graphics, need to be limited to one, maybe two, words.
You might think of this as an advantage, though. It forces you to think of just a few words to keep your slides simple. The graphic that we want to insert today, in the slide number 7, is from the Process list. And we'll use the Basic Chevron Process. I'll select it, review the information about it and then hit OK. When a SmartArt Graphic appears from scratch, it's up to you to type exactly what you want inside it. You'll see here that we have three placeholders for text. That doesn't mean I'm only limited to three objects, but that's how it starts off.
When you insert your SmartArt, you may or may not see this area here on the left. Notice that I can Collapse or Expand this area. Remember before, we selected an existing bulleted list, so the SmartArt tool converted that list into a SmartArt Graphic, but now we need to type. You can either click and type into the text placeholders that you see here, or you can click on the left in the window that appears that controls the SmartArt Graphic, like this. You can do your typing in either location, and it won't matter.
Should I need to create an additional graphic for another year, I can just use this like a regular bulleted list. By clicking here and pressing Enter, I can create another graphic. Likewise, I can use the Backspace key and get rid of them. The great thing about the SmartArt tool is that it's very flexible and customizable to your exact needs. If I move my mouse back up here after 1936 and press Enter, I can create a new year, just like that. Let's go ahead and add some text now underneath each of our chevrons.
To do that I'm going to press Enter and then Tab. Notice what happened when I use that key sequence, Enter and Tab. When I pressed Enter, it created a new bullet or a new chevron, but by pressing Tab, it indented me which signals to the SmartArt Graphic that I want text indented or inside the previous bullet, and now I'll type. Don't worry about the font size for now. I'll use my arrow keys or mouse and move down to 1945, press Enter and Tab and then enter my text. Again, Enter and Tab.
You can see how easy it is to add text. Working just like a bulleted list, you click, press Enter and use Tab to indent. Our SmartArt Graphic is nearly done, but we want to fix the formatting. We'll change the colors and the font size. With my SmartArt Graphic selected, I'll come up to the Font group of the Home tab in the Ribbon. I can pull down the Font menu and choose a different font, and everything changes. Likewise, I can make everything smaller or larger. Now, I'm going to select just one of the SmartArt Graphics and tell it to get larger.
I'll do that with the other two. In fact, I'm going to hold down Shift, so I can select both at the same time and tell them both to get larger. I'll select all three holding down Shift and hit Bold, just like that. With the entire graphic selected, I'm going to use my up arrow key a few times. And now I'll go to the SmartArt Tools > Design tab. I want to show you some of the options that we have here. The Layouts gallery shows us the same layouts that we saw before. This is the process category of all the layouts.
Even though I've already created my SmartArt and even customized it a little bit, I can still apply a different SmartArt layout just by hovering over and deciding a new one. I'll hit Undo, so I can go back to how I had it originally. Here's the Change Colors menu, and I'll go ahead and apply a different color set. And like we've seen before, I can change the SmartArt style just by pulling down the gallery and choosing a different option.
The Format tab allows me to control more formatting based on what I have selected. For example, let's select just 1995. Now I can pull down things like Shape Effects and apply a Glow, just to this one shape. But I'd like to keep them consistent, so I'm going to go ahead and hit Undo. The point is that you can control each individual shape, even down to a single letter individually, should you choose to do so. We're going to add another diagram after Slide number 7 that demonstrates the product philosophy of Two Trees; that is that everything is interrelated.
We're going to call this Our Philosophy. So from the Home tab, I'll click New Slide. And I'll enter "Our Philosophy." One more time, I'll click on the SmartArt Graphic, and this time I'll head to the Relationship category to find one that suits our needs. The Radial Cycle is perfect for the idea that I have in mind. So I'll select it and hit OK. Notice how this has a single bullet with four bullets indented inside.
I'm going to click here and type "The Product." And now underneath, I'll add our four bullets: Sustainable Growing, Retailer Relations, Superior Flavors, and Employee Pride. Notice that if I were to continue and press Enter, I'd be able to add more items. By the way, if we want to make this diagram larger, we can.
I don't need, necessarily, to have a title here. Watch what happens if I delete the title, change the layout to blank, and then select our SmartArt and use the handles to make it as large as possible, maybe not quite that large. Let's press Shift+F5 and see how this looks. Not bad. With my SmartArt selected, I'll return back to the Design tab, change the colors around and apply a different style.
The SmartArt tool takes diagrams to a whole new level, and your audience will appreciate their use. Anytime that you can convey information graphically, rather than with words, the better. In other words, scan your presentation and look for excuses to use SmartArt instead of traditional bullets. It will give new energy to your presentation and help your audience understand better.
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Create a Video – This feature converts your presentation into a .WMV file (video) which you can then upload to your own website, YouTube, Facebook, or just about anywhere else. If you upload it to a site like YouTube which permits embedding, you can then copy-and-paste the embed code directly into your own website. It will play when users click the Play button, much like you’ve probably seen on blogs and other websites. This feature includes your voice narration, slide advance timings, and video that you may have included.
Save to Web – This feature uploads your presentation to SkyDrive, a free file-hosting service by Microsoft that you can use for collaboration. You’ll need a Windows Live account first, but once you log in you can create folders and upload files directly from within PowerPoint 2010. Once uploaded, you can provide a public link to the presentation file which can then be added to your website. The presentation will open in visitors’ browsers with forward and back buttons, and they do not need a Windows Live account to view it.
Create PDF/XPS Document – By saving your presentation as a PDF, you can upload the PDF to your website and link to it. Most users will be able to load and watch the PDF presentation, and can advance slides manually. Note that this feature does not permit video, sound, animation, or transitions.
PowerPoint Viewer - A fourth option is to save your presentation as a Show (you’ll find this under the “Save As” menu) which creates a PPSX file. PowerPoint Shows are just like regular presentation files, except PowerPoint opens up in presentation mode to the first slide, and when finished it closes completely. The PPSX file can be uploaded to your website, and linked to. Users with PowerPoint 2007 or later will be able to open the presentation and watch it. For users without PowerPoint 2007 or later, you can provide a second link to the free Microsoft PowerPoint Viewer which they can then install on any Windows machine and watch your presentation.
The first three options discussed above can be started by choosing “Save and Send” from Backstage View (the File menu). Then choose the appropriate option based on your preference.
Note that if your organization has a SharePoint server, and your audience is limited to those with access to SharePoint, you may choose to “Save to SharePoint” instead for an easy, feature-rich solution.
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