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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.
The Ribbon, which replaced our menus and toolbars from Office 2003, can now be customized to suit your exact needs. But if you're looking to jump right in the PowerPoint, you might want to skip this video for now and return to it when you're a little more comfortable with the application. Do you want Save and Undo on the Home tab, does the Insert tab distract you with too many options, or maybe you want to create your own tab with your favorite features. Now you can, and I'll show you how. I'll also show you how you can minimize the Ribbon temporarily to give you more room to work, and how you can customize the Quick Access toolbar for your most commonly used commands.
In fact, we'll start there. As you use the Ribbon, you'll find yourself moving between its tabs quite a bit, especially for a few commands that you use often. While Microsoft tried to put the most common commands on the Home tab, every user is a little different, and you and I are no exception. The Quick Access toolbar, found here, is extremely easy to customize with our favorite commands. Watch it as I use to add spellcheck. Here is a chevron, which I pull down. There is the Spelling option, which I'll click on. Now I have the Spellcheck icon ready to go.
It's now part of the Quick Access toolbar, and it shows no matter which tab I have selected. If I change my mind about the new icon, I can simply right-click on it and choose Remove from Quick Access toolbar. Okay, so you're saying that's nice, but spelling was already listed in the menu, along with Open, New, Print Preview and so forth. What about my more obscure commands? There's two ways to add those. If you find your command somewhere in the Ribbon, such as Set Up Slide Show, all you have to do is right-click on it.
I'll see the Add to Quick Access toolbar option, which I'll click on, and now that command is available. You can do this with any command you find anywhere in the Ribbon. I'll go to the Design tab, right- click on Colors and Add to Quick Access toolbar. Even pulldown menus and galleries work the same way. Again, when I choose I don't want one on the menu anymore, I can simply right-click on it and choose Remove from Quick Access toolbar. If you don't see it on the Ribbon, pull down this chevron and choose More Commands.
PowerPoint will show you the most popular commands that people choose, but a quick menu change, and you can see all 1,012 commands that Microsoft PowerPoint has. Yeah, I counted, 1,012. You choose your command. Hit Add. Repeat if necessary. Click OK. Now your commands are available on the Quick Access toolbar. So, what about the Ribbon itself? Like I said earlier, you can customize this too.
You can right-click just about anywhere on the Ribbon and choose Customize the Ribbon. A similar dialog box appears showing all of PowerPoint's commands, filtered by this menu. On the right, you'll see a hierarchy of your Ribbon broken down into tabs, groups, and finally, commands. Here is the Home tab, here's the Font group and here are all the commands available in the Font group. In this example, I'm going to remove the Clipboard group altogether.
I'll point to Clipboard, right-click and choose Remove. I'm also going to take the Editing group and move it all the way up to the left. Now into the Home tab, I have the Editing group, Slides, Font, Paragraph, and Drawing. When I click OK, I no longer have my Clipboard, and Editing, which used to be on the right, is now on the left. One more time, I'm going to right- click and customize the Ribbon. This time I'm going to create my own new group.
I'll click New Group on the right. You can see I now have a new group here. I can select it and rename it. I might even give it an icon. Now with my new group, I'm going to add some custom commands to it. I want to add the Hyperlink command, the Table command, and the Picture command. So now under the Home tab, I have my new Custom group with Hyperlink, Table, and Picture.
I'll click OK. On the far right of the Home tab is my new group. You can also create an entire new tab. One more time. I'll right-click on the Ribbon, choose Customize the Ribbon, and this time instead of creating a new group, I'll click on New Tab. Here's my new tab, currently after the Home tab. Let's give it a name. I'll right-click on New Tab, Rename. We'll call it David. Notice that my new tab already has a new group, which I'm going to give a name to. Rename, and we'll call this Work.
In the David tab, under the Work group, I'm going to add Font, Layout, Size and Position, and Shapes. When I click OK, the Ribbon now shows a brand-new David tab with my Work group and the commands that I asked for. At anytime, you may want to reset all the changes you made to your Ribbon. If you return back to the Customize the Ribbon dialog box, you can click on Reset and Reset all customizations.
After confirming, you'll see that your entire Ribbon has been changed back to day one. Lastly, I'd like to show you that you can minimize the Ribbon. Why? Because, most people I run into, do this by accident sooner or later, and don't know how to get it back. If I double-click on any of the Ribbon tabs, you'll see that the Ribbon itself minimizes. With the Ribbon minimized, I can still use it. I can select Text, go to the Home tab, and italicize the words I've selected, but then the Ribbon goes back to being minimized.
If I want to restore the Ribbon to its normal look, I can either double-click on any tab again or use the Maximize- Minimize button found on the far right next to Help question mark, minimize and restore. So that's a little bit about how you can customize the PowerPoint interface. If you're still new to PowerPoint, I wouldn't waste time customizing the Ribbon itself; maybe just stick to the Quick Access toolbar for now. But for power users ready to rock and roll, right-click on the Ribbon and go wild!
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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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