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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.
Aside from forgetting to wear pants, the most embarrassing thing that can happen during your presentation is a spelling mistake. Despite looking at your slides dozens of times, you won't catch the mistake that your audience does on the first run through. Let's rely on PowerPoint to catch those mistakes for us before it's too late. Users of Microsoft Office already know that words which are misspelled show up with a red squiggle underline. Let's head to slide number 14, Availability, where we have a red squiggle warning in the title. To fix the word, we can point to it with our mouse and right-click.
The menu that appears gives us suggested words, or corrections at the top. There is the correct word. We choose it, and the misspelling is fixed. But there is a little bit more to it than that. Check out slide number 1. See the mistake? PowerPoint doesn't. Unlike Word, PowerPoint doesn't catch contextual mistakes. We have to find those ourselves and fix them, but before the audience does. Now, let's move to slide number 3, Testimonial.
PowerPoint catches the misspelling on the top, but it also thinks that the business name and the owner's last name is a mistake. I can right-click on Testimonial and fix that, but what about the proper nouns? I can either ignore the squiggles forever, or I can tell PowerPoint to ignore the words. When I right-click on the proper noun I see suggestions followed by Ignore All and Add to Dictionary. Ignore All will tell PowerPoint to never bother me with the misspelling of this word again.
That's good. But if I add it to the dictionary, then it's even better, because Ignore All will only work on this PowerPoint presentation, just this one file. Adding it to the dictionary means that PowerPoint will ignore that misspelling, considering it a correct word, not just in PowerPoint, but even in Word, and Excel, and Publisher. So if the word truly is added right and I think I am going to be using it again, I should add it to the dictionary.
We can do the same on slide number 5, and by ignoring Ann's last name here, it will ignore all the last names here. I'll point to Ann's last name, Ignore All and when I move to slide 6, they are ignored. No matter how thorough we are, there will always be some squiggles that we missed. We can ask PowerPoint to sweep through the entire presentation and prompt us to fix anything that might be wrong. To do this, we switch the Ribbon to the Review tab, and click on Spelling, found at the far left.
At that point, the Spellcheck runs one more time, this time going through the entire presentation starting from the Slide Viewer on, going to the end, wrapping back to the beginning, and coming back to our current slide. Every mistake it finds shows up in a window like this. Pickin' isn't really a word, but we're trying to create something with our Olive Oil theme. So we are going to go ahead and leave Pickin', and ignore the mistake. It finds out a misspelled Employee and here are the suggestions to replace it.
I'll choose the first one and hit Change to make that change take effect. Cont. isn't exactly a real word, and you can see it suggested I write continued with a period at the end. I'll accept that and hit Change. I've misspelled or, so I'll accept that correction and hit Change. It tells us the spelling check is complete. There are now no misspellings, at least none that PowerPoint sees, in our presentation. That's how we avoid some potentially embarrassing situations.
Make the spell check process part of your overall workflow for every presentation you write. Here is a quick tip. To launch the Spellcheck by shortcut key, just press F7.
Find answers to the most frequently asked questions about PowerPoint 2010 Essential Training.
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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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