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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.
With the release of Office 2010, Microsoft simultaneously released an upgrade to its server-based collaboration tool, SharePoint. SharePoint allows users to share documents via the Web, and it's most often used in a corporate environment. Now, users with access to a SharePoint Server can edit their documents right from within the browser. For example, let's propose that you are away from the office, using a computer that doesn't have PowerPoint 2010. Perhaps you are on a machine with an older version, or no version at all.
If you have Internet access, you can connect to your company's SharePoint Server and from there you can access any document that is stored online. Let's look at Two Trees Olive Oil internal SharePoint site. After logging in, I can head to the Human Resources Library. There, I'll find the New Employee Orientation presentation that I was working with earlier. But now I'm no longer on a machine with PowerPoint 2010. I'm not to going to let that stop me. If I click on the file, I'll be able to view the presentation right in my browser.
Here is my presentation. And on the bottom, I can advance slides, view Slide Notes and also go fullscreen. Just like a normal presentation, clicking the mouse advances me through the slides. I can press Escape to return back to my presentation. But what if I want to edit the file? Even though I don't have PowerPoint on my computer, I can click Edit in browser.
This loads a watered-down version of PowerPoint, called PowerPoint Web App, right into my browser, which I can use to modify the presentation. Before I get started, I am going to switch to Fullscreen mode, so that we have got a little bit more room to work with. I'll click the Pop-Out button in the right-hand corner. This almost looks like PowerPoint. I can resize the window, maximize it and then edit text, or any other object directly on the screen. But like I said, this is a watered-down version. Although some of the features work, like slide notes - I can click and add them right down here - a lot of things don't work.
You'll see that the Ribbon is limited to just Home, Insert and View. You are not going to be doing a lot of creating using this feature, but you can do a lot of editing. I can click into just about any text box and change what it says, same thing with bulleted and numbered lists. I can select an image and the Picture Tools Format tab appears, which allows me to change the picture to another photo and make some minor changes to the style of the photo.
But again, a lot of the functionality is missing. Still don't let this stop you. Licensed users of Microsoft Office will soon be able to use SkyDrive to collaborate with others. And users of the popular social networking site, Facebook, will also have a collaboration tool that utilizes the new Office Web Apps. As you can see, the Web App version of PowerPoint is limited, but when you're in a pinch because you don't have PowerPoint at all, or an older version, this can be a lifesaver.
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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