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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.
We'll start off our chapter on formatting with the most basic of basics: font and color. As I demonstrate you how to change font and color, I'd like you notice how we can use the same techniques to change a number of other formatting optionsm such as bullets, line-spacing and more. PowerPoint let's you select nearly anything and apply changes to it. To try this out, let's hit the Slide number two, Introductions, and select the word "hometown." You should notice the Quick Format toolbar appeared next to your selection when you move your mouse gently up and towards the right.
Let's review some of the icons available to us in the Quick Format toolbar. You'll notice that this toolbar is very similar to the Font toolbar you find in the Home tab of the Ribbon. Font and Font Size along with Increase and Decrease Font Size, Indent and Outdent, or Increase List Level which means to push the selected text inward or outward. I can send the object forward or backwards, behind or in front of other objects, Bold, Italic, Alignment, Left, Center and Right, Font Color, Fill Color, Border Color and Format Painter.
Let's go ahead and make the word "hometown" bold. I'll do the same with "name," "olive oil" and "job position." Again, notice I can do this here using the Quick Format toolbar, or up here in the Home tab of the Ribbon under the Font Group. If you want to modify an entire bullet, you can either select the text manually or just click the bullet itself. That will select all text associated with that bullet. Let's review some of the settings available to us through the Home tab of the Ribbon, under the Font Group.
Here again is Font and Font Size, Increase and Decrease. We also have a Clear Formatting option, which clears all formatting from the selection, such as the bold that I applied earlier. There is Bold, Italic, Underline, Shadow, Strike-out, Spacing, in other words I can space the letters apart or bring them closer together, Capitalization, which automatically capitalizes or lowercases the letters for me, and there again is Font Color.
Notice that I can make changes to the entire Text box as well, and I don't have to select all the text to do it. All I have to do is click on the boundary of the Text box. Now everything is selected. At this point I can change the font color, make it larger, smaller, shadow it all, italicize everything, even change the font, and everything happens all at the same time with the entire selection. Notice how when I hover over the available fonts, Live Preview shows me exactly what it's going to look like without committing to any specific font.
Notice how I can change the font here in the text box as well as here in this text box, too, The Title. I can select individual letters or the entire phrase, by clicking on the boundary or selecting it manually. All right. That's enough for the Introduction slide. I'm going to reset everything back to how it originally was by clicking on Reset, found in the Home tab of the Ribbon. I want to show you one more feature, and to do this we're going to go to Slide number one, our Title slide.
Here's our Title, A Tale of Two Trees, but the color that was used makes it very hard to see. I'm going to select the text boundary, so that I can make changes to the entire Text box. And the change that I want to make is little more fancy than just applying a new color. To do this I'm going to use the Word-Art feature found in the Drawing tools Format tab. Now remember Drawing tools Format is only going to appear if you have a text box like this selected. And with a text box selected in the Drawing tools Format tab, I'd like you to focus on the Word-Art Styles Group.
From here, I can pull down any of the pre-created styles and apply them to my Text box. Notice how things look as I hover over the available options. Some of these will work pretty well. I don't necessarily like the color that's used. Let's go ahead and apply this one for now. In addition to the pre-created styles, I can customize the Fill, Outline and Text Effects. Let's go ahead and look at Fill. This changes the colors that fill the letters in the text box. Under Outline, I can change the color that's used to surround those letters.
Text Effects allows me to control all the additional effects, such as Shadow, Reflection, Glow, Bevel, 3D Rotation and Transform. Let's take a look at some of these. Here's Shadow. And you can see that there is a slight shadow behind the text. Don't confuse this with the reflection that you also see. Speaking of feflection, that's our next option. And I'm going to go ahead and turn that off for a moment. Now you can really see the ahadow. Let's turn that back on though.
Glow surrounds the text with a little bit of color, which you can really see if I turn that on. Notice again how I can just hover over the options to see how this is going to look. To illustrate a bevel, I'm going to zoom in just a little bit using the Zoom slider. Let's go back to Bevel, and you can see now if I have no bevel, how things look. Turn a little bit of bevel or a lot of bevel, and you can see it starts to give our text sort of a 3D-almost look to it.
Let's turn that off though. Speaking of 3D, I can take our text and give it perspective. Let's zoom backwards, using the Zoom slider. And finally, I can transform the shape of the text. And again, as I hover over, you'll see how this looks. Now I can just move this around. I can also use my arrow keys to do that. And I'm finished.
Let's just go ahead and turn off those text effects. That's just looking a little too wild for me. Make it a little bit bigger, move it around, and there we go. There's our new title. There are a number of shortcuts available in PowerPoint to help with selection and formatting; for example, if you have an object selected and start pressing tab, PowerPoint will cycle through all selectable objects for you.
I'd like you to notice that changes that I've made here, and even the ones I made earlier here, do not affect any of the other slides. Those changes are kept local just to those selections. So now that you are skilled in changing the font and color settings for text, promise me you won't overdo it - nothing too distracting inconsistent from other slides or difficult to read.
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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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