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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 order in which you present your ideas to your audience is key. You want to lead them down the path that persuades them to your cause without confusing them. Give them information in the wrong order, and they'll be distracted or confused and less likely they'll be a supporter. Thankfully, PowerPoint gives us a few easy ways to rearrange the order of our slides. If you're following along with our sample file, you'll see I've added a few more slides, each with content for our New Hire Orientation. One way to rearrange slides, the way you'll probably use most often, is to interact with the Slide thumbnails along the left. A simple drag and drop lets us take one slide and move it between two others.
Here is our Testimonial slide, and there is Introductions. Let's swap their position by grabbing Introductions and dragging it up between these two and letting go. If you're moving a slide quite a distance, you can hover your mouse near the bottom or top of the thumbnail list, and it will automatically scroll for you. If you're doing a little more than a simple rearrangement, you might appreciate the Slide Sorter View, which I discussed earlier.
By clicking on this icon, or going to the View tab and choosing Slide Sorter, we can see thumbnails of our slides. The Zoom slider in the lower right- hand corner allows us to fit them all into the screen if we wish. Now just as before, we can drag and drop, and rearrange the order of these slides. You can return to the Normal view with this icon, or click on the View tab and click Normal. Rearrange your slides as often as you want with the simple drag and drop process, and make sure that your presentation makes sense from start to finish.
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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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