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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.
You may have already had a chart created in Excel and just want to bring it over to PowerPoint. If that's the case, there is no need to reinvent the wheel. A copy and paste can quickly make this happen. Again, we are going to create a new slide, this time right after slide number 15. Slide 15 shows our Sales Results in a tabular format, using numbers. We are going to go ahead and re-create this slide using the chart that we've already created in Excel. Let's go ahead and make a new slide. I'll pull down New Slide menu and choose Title and Content.
I am going to give this slide the same name as the previous one, Sales Results. This way, as we transition from 15 to 16, the audience is going to see a smooth transition from data to chart. Let's head over to our Assets folder where we have the Quarterly Sales Results Excel Workbook ready to go. In the second tab of this workbook is the sales chart. I'm going to select it and then hit either Copy, Ctrl+C, or from the Home menu, choose the Copy option.
Heading back to PowerPoint, I'll place my cursor inside the text box and hit Paste, Ctrl+V, or hit the Paste icon. In the previous video, we used the Paste Preview pulldown menu to see, in a variety of options, different ways that we can paste our information. This time I like to show you another version of that menu here. It appears whenever we paste using the Ctrl+V shortcut key. The options are similar in concept, but they are going to vary here because this time we've pasted a chart rather than a table.
Let me walk you through the options. You are going to find that these four are almost the same. Two of them allow you to embed the workbook. We talked about embedding in the previous video. Embedding means to take the Excel workbook and include it into your PowerPoint presentation, almost like a Window to Excel. While the fidelity is great, it means you are going to increase your file size, and it poses a security threat because all of the information available in the Excel file will be available to anyone who has your PowerPoint file, even information that doesn't show in the chart itself.
So two of these options will paste with the embed feature. The other two paste using the Link feature. Linking just means to link back to the original Excel Spreadsheet without actually including it. The other option we have here is Formatting. Do we want to use the destination theme or the source formatting - the source being Excel and the destination being PowerPoint? We can paste the chart in using PowerPoint's Theme, or leave it as it is originally from Excel. So that explains these four options.
Let's look at the fifth one, Paste it as a Picture. Like our previous video, this feature takes a snapshot, or a photograph of what we've got copied, in this case a chart, and pastes it in as if it was a clipart. The benefit to this is a smaller file with no link back to Excel and no security risk. It also allows us to do some pretty interesting things with the formatting, since it is, after all, now a picture. I think this time what I'd like to do is paste it in but match the destination format and link it back to the original data.
That's the third option. And now with my chart in PowerPoint, I am going to make some minor modifications. I'll go to the Design tab and change the color. And I'll grab the bottom of the chart and move it up just a little bit, resizing it so that my numbers aren't obscured by the background behind it. And there you have it: a few ways to bring content from Excel right in the PowerPoint while showing off the new Paste Preview feature. Whether you use tables or charts to explain your data is your call, but remember that too much information can weigh down your audience.
There is no rule that says you have to show them everything; instead, show your audience what matters and make supplemental data available via handouts, e-mail or on the Web. In other words, keep your slides simple.
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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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