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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.
Rarely does a shape look perfect after we've inserted it. We often have to move it around just to right, resize it, occasionally rotate it and format it to make it look perfect. And that's what this video is all about. Moving shapes is easy: just point, grab it with your mouse and drag it around. You can point to any shape, grab it and give it a new location. In the event that your shape is transparent, that is if it only has an outline, you'll need to grab it by the outline to move it.
Here is a quick tip: You can also use your arrow keys to move shapes. Just like the shape and tap your up, down, left and right arrow keys to move the shape around. Hold down the Ctrl key for little tiny nudges. As for resizing the Shapes, we can drag and drop those handles. Any of the eight handles will do. If you'd like to constrain the aspect ratio of the shape, then hold down Shift as you drag.
Rotating is accomplished using the green handle that you see atop every shape when it's selected. Just point your mouse to that green handle, grab it and drag it left or right to rotate. As you are getting the hang of modifying shapes, you may find it very useful to zoom in. Remember the Zoom sliderbar that we've talked about earlier. If I zoom in, I'll be able to see my shapes a little bit better. I can position them exactly where I want to, especially when it relates to something else on the screen. I'll scroll up and find that Web site address.
And I can move this circle around exactly how I want it to be, using my arrow keys, or Ctrl and arrow keys, to nudge it around exactly the way I want it to be. I'd like to show you something very special about most shapes, the yellow diamond. Not every shape has a diamond, and some have two or three. They allow you to control the focal points of your shapes, like this. Here is one diamond, which I can move up and down to change the size of the arrowhead. The other diamond changes the width of the arrow itself.
If I return back to my star, there is one diamond here, which when I adjust it makes my star wider or narrower. And that leaves formatting. Shapes can be formatted with Color, Outline and all sorts of special effects, like shadow and 3-D. Select a shape and then access the Drawing Tools Format tab. Notice the Shape Styles gallery that's built-in using the colors that are assigned to our current presentation. Notice I can hover over these options, and using Live Preview, see exactly what it's going to look like before committing to that style.
We can also customize the styles using the Fill options, Outline options and Shape Effects. Shape Fill changes the color that's filling up my shape. I can choose from a solid color, add a picture or a gradient, or even apply a texture. I can change the outline, currently white, to a different color, to a different width, or even change it to dashes, doted lines et cetera.
Under Shape Effects I can apply things like a Shadow, a Reflection, some Glow, give it Soft Edges, add some Beveling Effects to it, or give it some 3-D Rotation. I'd like to pay special attention to the circle around our Web site address. It's not very helpful if the Shape is covering up the text.
So with my circle selected, I am going to pull down the Shape Fill menu and choose No Fill. And just like that, with the outline remaining, I can see exactly what I wanted to see: the Web site address with a large oval around it. While I am at it, let me pull down the Shape Outline menu, choose Weight and apply a thicker weight. If I want to change the color while I am at it, and I can do that too.
One last tip here: the Format Painter, let's suppose you have one shape and it's the exact formatting you'd like to apply on another shape - we can do that. I can select the first shape, the one that's good, and from the Home tab, click Format Painter. My painter now resembles a paintbrush. And if I click on my second shape, all of the formatting from the first is copied and applied to the second. Shapes can be moved around, resized, rotated and certainly formatted with a variety of options like Color, Outlined, Glow, Shadow and Bevel.
I know you've heard me say this, but it's worth saying again. Keep things consistent, and that's why the Format Painter tool is so useful.
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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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