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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.
None of us create the perfect presentation the first time through. We occasionally want to delete slides that we don't need, or change the layouts of existing slides to better suit our content. Here, I'll show you how to do just that. Think of it as an eraser for your chisel. Let's start by creating a new slide between slides two and three. So I'll select slide 2, I'll click on the New Slide, and I'll give it a title and some content.
Before I show you how to delete a slide, I want to show you how you can reapply slide layouts to existing slides. Remember that a layout configures the slide's placeholders, like this text box, and moves it into a set position. This is great for maintaining consistency among your slides. I'll pull down the Layout menu, and we see the same layout options as before when we added a new slide. Even though I already have content entered, I can switch among layouts, and PowerPoint repositions everything for me.
Now, here is something especially useful. If I accidentally make changes, move things around, resize stuff, change things in ways that I didn't mean to, or made them inconsistent with other slides, I can reset the layout to its original configuration. The Reset command changes everything back without deleting any of your content.
All right, then, let's delete this slide. There are two easy ways to do it. One: I can point to the slide that I want to get rid of, right-click on it, and choose Delete Slide, or two: I can click on the slide, and using my keyboard, press Delete. Remember that if you've deleted the wrong slide, you can press Undo immediately after to reverse your decision. Like most of PowerPoint, deleting slide is pretty intuitive. As for the layouts, I highly encourage you to become familiar with how they work, and use them frequently.
Very rarely should you find yourself manually adjusting a layout. If you do, remember that you're creating an inconsistency with the rest of your presentation, something that audiences don't like. I should also mention that you can edit existing layouts, and create your own, but we'll save that for another time.
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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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