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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.
Occasionally, we already have our data typed in Excel, and we just want to transfer it to PowerPoint. I'm going to show you a few ways that we can do that, all using copy and paste, and in the process, you're going to see a new feature for PowerPoint 2010 called Paste Preview. Let's add a new slide for Sales Results after slide number 13. With 13 selected, I'll go to the Home tab, pull down the New Slide menu and choose Title and Content. We'll give this the title Sales Results.
Let's head over to our Asset folder because we've got an Excel workbook waiting for us that has the data we need. Here in our Assets folder is Quarterly Sales Results, and there's our numbers. Pretty impressive for an olive grower based in New York. Let's get this into our slideshow. I'll select the cells I want and hit Copy, or Ctrl+C. Heading back to PowerPoint, I'll place my cursor inside the placeholder, but don't hit Paste just yet; instead, from the Home tab in the Ribbon, I'm going to pull down the Paste Options menu.
Here PowerPoint gives me five different ways that I can paste. And as I hover over each one of these, I'll see PowerPoint's results. Note that I don't have to commit to any one of these, but when I found the one I like, I can select it. Let's discuss, for a moment, what each of these mean. Starting from the left, Using Destination Styles, you've seen in our previous video that PowerPoint has its own way of creating a table. And if we paste Using Destination Styles, a new table will be created, not an Excel spreadsheet, but a PowerPoint table.
And PowerPoint will do the best that it can to take the content from Excel, pasting it into a new PowerPoint table, mimicking the Destination Style of your PowerPoint presentation. This means that all of your formatting from Excel will be lost, converted into your PowerPoint presentation's format. As you can see, it doesn't look that great, but there are times when this is exactly what you want. The next option is to Keep the Source Formatting. This option, like the prior one, creates a PowerPoint table; however, PowerPoint does everything it can to mimic the formatting from Excel.
You can see that the formatting is much closer to the original source than it was in the previous option that we had. The third option actually Embeds an Excel spreadsheet right into your PowerPoint presentation. It's like having a window to Excel in your slideshow. For fidelity, this is the number one choice. This will show you exactly what that Excel spreadsheet looked like because it really is Excel; however, there are two things I want to caution you about. Number one: This will make your PowerPoint file quite a bit larger; after all, you're bringing in an entire Excel file right into your PowerPoint slideshow. And number two: if anybody gets a hold of your PowerPoint, file they'll have complete and full access to all the information that's contained inside that Excel workbook, even information that doesn't show in the window.
So for fidelity, this is a great option. But consider the implications of the file size and the potential security risk of having that information contained in the file. The next option is to paste as a Picture. This too gives us a very close fidelity to what Excel had, without the drawback of the large file size created by embedding the Excel file, and without the drawback of the security implications. Pasting as a picture almost literally takes a snapshot of what was in the clipboard and pastes it in, just as if it was a clipart or image that you included from your hard drive.
And finally, there is paste as text, or Keep Text Only. Note that this converts the information that found in the clipboard into bullets. It's just as if you were to type it yourself without any concern to formatting rows, columns or anything else. It's just typing, pressing tab and pressing Enter. There really is no better option. It just matters what you want to do and what's most important to you. For the sake of time, I'm going to go ahead and choose to paste as a Picture, because I do want to show you one neat effect that can happen when you do paste as a picture.
By doing so, I can now move this around, just like any other picture I would have. I can resize it and since this is, after all, a picture, I can do some funny interesting things like Rotate, and apply Picture tools Styles, such as the ones that you see here in the list. Add a little Glow, add a little Shadow, press Shift+F5, and there is the table from Excel that I bet your employees have never seen before.
If you don't like the results of the Copy and Paste feature from Excel, you always have two other options. You can format what you have in Excel before you copy and paste and make it better suited for your slideshow, or you can create a regular PowerPoint table just, like we did in the previous video, and hand-type your data into the cells. Either way, I hope you like the ease of the new Paste Preview feature and find it a time saver.
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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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