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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're going to add three photos to our photo album. And they are going to be positioned so that they overlap a little. Using layers, we can control which photos are on top and which are on bottom. This becomes especially useful when we have text boxes, shapes, photos and other objects all fighting to be on top. It's up to us to tell PowerPoint what the order is. If you're a little confused, don't worry; as soon as I get started, you're going to see exactly what I'm talking about. So let's head to Slide number 7, our Photo Album. We're going to pull down the new Slide menu to add a new slide right after seven.
And this time, we're going to add a Title Only layout. This gives us the Title without any placeholder below for content. We're going to call this one Photo Album (cont.). Now, from our Assets Folder, we're going to add three photos. I'll chose Insert > Picture and add Ranch 1, Ranch 2 and Ranch 3.
Now, I'm going to resize each photo, so it's a little bit easier to manage. There's 1, 2 and 3. In fact, if I select each photo by holding down the Shift key as I click, I can select all three at the same time. Now, with all three selected, I'm going to say that I want the Height of all three of them to be three inches. When I press Enter, all three images are resized.
Now, I'll position them just about where I want them, like that, and with each three selected, again by holding down Shift, I'm going to apply a Picture Style, one that I think is going to look really nice with these photos. All right. That looks great, and they're positioned pretty well. If I hit Shift+F5, I can see how this looks on the screen. The only problem with this is that what if I wanted them in a different order? What if I want picture number one to be behind picture number two, and that behind the picture number three? Or what if I rearrange these, and need to readjust who is on top and who is on bottom? We can fix this by sending pictures to the front or to the back.
For example, if I right-click on this picture, I can choose Send to Back. That'll put it behind the other pictures. Let me do it again with this one. I'll select it, right- click and choose Send to Back. There's also a Bring to Front option, or a Send Backwards, just one step, function. Notice that these functions are available to us here under Picture tools > Format, as long we have a photo selected.
So to make this look right, I'm going to reposition my photos the way I have them in mind and then right-click on any one of these that need to be brought forward or backwards, so it looks exactly the way I want. We're going to try another example in Slide number 3. On our Endorsement slide, I want to spice this up a little bit by using a really fancy way to show a quote. First, I'm going to get rid of the quote marks that surround the testimonial. Next, I am going to create a brand- new text box, just off to the side, that consists of a quote.
I'll select the boundary and make this quote really large. And maybe even give it a different color. When I place my quote over here to the left, it's going to cover up the W. But that's all right. I'm going to right-click on it, and choose Send to Back. That puts it now behind the words. Make it a little bit bigger, use my arrow keys to position it, and I'm set. Remember that Ctrl+D duplicates the selected object.
And with my second quote, I'll move it over here to the right, use the green handle to rotate it, and then use my arrow keys to move it exactly in the position I want. Of course, this one is also in front of my text. So one more time, I'll right-click and choose Send to Back. As we make our slides more complex, it's important to understand the concept of layers. As you saw, whenever an object is added, PowerPoint makes it the topmost layer. Sending an object forward or backwards soon becomes second nature.
One tip about layers: If you pull down the Arrange menu, you can choose Selection pane. This shows you every single object that's currently on the slide: our quotes, our text boxes and even the title. By selecting an object on the right- hand side, we can use the Reorder Up and Down buttons, and they have the same effect as right-clicking on an object and choosing Bring to Front, Send to Back, or Send Backwards or Bring Forwards. But sometimes, it a lot easier to click on something over on the right-hand side than it is to try and grab that object over here.
So go ahead and make your slides more complex. Use the Layers features to bring objects to the front of the text, behind the text, in front of photos and behind them, and make it look exactly the way you want.
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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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