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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.
This chapter is all about Shapes in PowerPoint: how we can add them, format them, move them around, position them on top of each other and animate them. But let's take a step back for just a moment. What is a Shape, and why do we even care? Shapes are any object, such as an arrow, circle or a rectangle, that we use for annotation, or to build a diagram. Shapes also include text boxes, like the placeholders that we've been using, as well as freestanding text. Nearly everything that we can do with a shape, like animation, we can do with photos, charts and other objects.
Let's try a few examples, and I think you'll get the hang of it. It's time to show our employees our Web site and discuss a few of its features. Slide number 9 already has a page dedicated to our Web site, but the graphic is missing. Let's add that real fast from my Assets folder. We will choose Insert > Picture, navigate to our Assets folder, and we will find a file called Website. Remember that when we resize anything we should always use the corner handles.
We don't want our Web site image to be skewed. I am going to place the Website image here and then resize the text box so that text wraps along its side, move it up a little bit, and it's in place. Now I want to draw some Shapes on my Website image. Shapes can be added from the Home tab here, or the Insert tab here. Notice the gallery of Shapes available to us: rectangles, ovals, rounded rectangles, stars, arrows, lines, curvy lines, squiggly lines, all sorts of shapes.
Let's start things off with an arrow, so they can draw attention to the Shop button of our Web site. When I found the shape that, I want I give it a click. Notice how my pointer now looks like crosshairs. I position my pointer wherever I want that shape to appear, and then I click and hold and then drag. I haven't let go of the mouse button yet. When I do, it'll create that shape, and don't worry if you don't get it right the first time. You can always move and resize at anytime. I let go, and there is my shape.
I would also like to place a star next to our Flavor of the Month game. Again, I'll pull down the Shapes menu, find the star, select it, point to where I want the star to be created, click and hold, then let go. I'll do this one more time, this time from the Home tab. I'll find the Oval icon, select it and then drag that oval into existence, click, holding and then letting go, all right. So the circle around our Web site address didn't quite go as planned.
But now we know how to add shapes, and it wasn't too hard. One quick tip: You can delete a shape just by selecting it and pressing Delete on your keyboard. In our next video, we will take care of that circle as well as a few other details.
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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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