MICROSOFT POWERPOINT : SMART SHORTCUTS AND EXPERT SECRETS

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1 PRESENTED BY ROCKHURST WEBINAR MICROSOFT POWERPOINT : SMART SHORTCUTS AND EXPERT SECRETS Participant Notebook SERIES, A DIVISION OF ROCKHURST UNIVERSITY CONTINUING EDUCATION CENTER, INC. Copyright National Seminars Training

2 Today s Agenda How to create a new presentation using templates and themes, and how to change the background for a big difference Common shortcuts and expert secrets that will save you time How to add audio, images, animations, and transitions for some flair Different ways to use video How to access other documents and the Internet in PowerPoint How to adapt your presentation to the Web 2

3 Start at the Beginning: Creating a New PowerPoint Presentation Click the Office button, then click New. The New Presentation dialog box appears. 3

4 The Ins and Outs of Using Templates and Themes Making Them Work for You Choose a design that complements your topic and is appropriate for your audience. Templates Templates are sample presentations. 1. Click the Office button, then click New. 2. Click Installed Templates. 3. Select a template. 4. Click the Create button. Themes Themes are designs with background graphics, color schemes, and font schemes. 1. Click the Office button, then click New. 2. Click Installed Themes. 3. Select a design. 4. Click the Create button. 4

5 The Ins and Outs of Using Templates and Themes Making Them Work for You, continued To change the color scheme: 1. Click the Design tab. 2. On the Design ribbon, click Colors to see the color schemes. 3. Select the one you like and the color scheme will change. 5

6 The Ins and Outs of Using Templates and Themes Making Them Work for You, continued To change the font: 1. Click the Design tab. 2. On the Design ribbon, click Fonts to see the fonts available. 3. Select the one you like and the font will change. 6

7 Fonts and Backgrounds How Little Things Can Make a Big Difference Fonts Choose a font that is easy to read. If the presentation will be used on more than one computer, choose a common font. If the presentation is opened on a computer that doesn t have the font you chose, PowerPoint will choose a different font and the text will be aligned differently than it is on your computer. When you choose a font unique to your computer, you can embed the font. Expert Secret: Embedding a Font 1. Click the Office button, then click New. 2. Click the PowerPoint Options button. 3. Click Save. 4. Click the checkbox at the bottom for Embed fonts in the file. Checking this box will store the font in the file, so when the presentation is used on another computer it will use this unique font. This option will increase the file size since the font is embedded. Backgrounds You can change the slide background to any color, gradient, texture, picture, or clip art to create a unique look especially for your audience and topic. To change the background: 1. Select the slide(s) you want to change. 2. Right-click. 3. Click Format Background. 4. Select your background choice. 5. Change any options. 6. Click the Close button. (Or Apply to All to apply to all slides.) 7

8 Fonts and Backgrounds How Little Things Can Make a Big Difference, continued You can also adjust the transparency of the background. Expert Secret: Changing the Background on a Group of Slides If you want to use this background on several slides or want it to be available for future slides, you would make these background changes in Slide Master. Using Slide Layouts in a Consistent and Impactful Way A common shortcut is to use the slide layout feature to decide how to organize information on the slide. 1. Select the slide(s). 2. Right-click. 3. Click Layout. 4. Select a layout. Some of the layouts will be different depending on the design you have chosen. 8

9 Adding Some Flair: Using Images, Animations, and Transitions Images To add a picture: 1. Click the Insert tab. 2. Click Picture. 3. Find and select the picture. 4. Click the Open button. The Picture Tools ribbon will appear offering features to be used with pictures. To add a clip art image: 1. Click the Insert tab. 2. Click Clip Art. 3. Type the keyword in the Search for: box (optional). 4. Click the Go button. 5. Click on the image to insert. 9

10 Adding Some Flair: Using Images, Animations, and Transitions, continued Expert Secret: Ungrouping Clip Art Don t settle for clip art the way it is if it doesn t match the creative idea that is in your head. Clip art can be edited. 1. Select the clip art image and right-click. 2. Hover over Group, then click Ungroup. 3. When the dialog box appears asking if you want to convert it to a Microsoft Office drawing object, click the Yes button. 4. Right-click, hover over Group, and click Ungroup again. 10

11 Adding Some Flair: Using Images, Animations, and Transitions, continued Now you will see all the little pieces, and you can change the shapes any way you want. Animations Use animations to move an item onto the slide or off the slide, emphasize an item on the slide, or move an item around the slide. To animate an item on a slide: 1. Select the item to animate. 2. Click the Animations tab. 3. Click Custom Animation. 4. Click the Add Effect box. 5. Select the type of animation (Entrance, Emphasis, Exit, or Motion Paths). 6. Select a recently used effect or click More Effects and select an effect. 11

12 Adding Some Flair: Using Images, Animations, and Transitions, continued Transitions Transitions are how the slides come onto the screen. To apply transitions: 1. Select slide(s) to apply the transition to. 2. Click the Animations tab. 3. Click the arrow in the lower left of the Transitions box. 4. Click on the desired transition. 12

13 The Proper Use of Audio and How Much Is Too Much Sound There are two ways to insert sound. One is using the Clip Art box. 1. Click the Insert tab. 2. Click Clip Art. 3. Under Results should be: click the down arrow box next to Selected media file types. 4. Check the Sounds checkbox. 5. Click the Go button. 6. Click the desired sound. 7. In the dialog box that appears, choose Automatic or When clicked. 13

14 The Proper Use of Audio and How Much Is Too Much Sound, continued 8. On the Sound Tools Options ribbon, click the Hide During Show checkbox to hide the horn during the show. (Do not hide the horn if you will click on it to play the sound.) 9. Click on Slide Show view to hear the sound play from the slide. 14

15 The Proper Use of Audio and How Much Is Too Much Sound, continued To insert music: 1. Click the Insert tab. 2. Click the down arrow on the Sound button. 3. Click Sound from File. 4. Select the sound file. 5. Click the Open button. 6. In the dialog box that appears, choose Automatic or When clicked. 7. To hide the horn during the show, click the Hide during show checkbox on the Sound Tools Options ribbon. (Do not hide the horn if you will click on it to play the music.) 8. Click on Slide Show view to hear the music play from the slide. To play the song across several slides: 1. Select the sound horn on the slide. 2. On the Sound Tools Options ribbon, click the down arrow next to Play Sound. 3. Click Play across slides. 15

16 The Proper Use of Audio and How Much Is Too Much Sound, continued 4. Click the Animations tab. 5. Click the Custom Animation button. 6. Click the song in the Custom Animation box. 7. Click the arrow box to the right of the song. 8. Select Effect Options. 9. The Sound Options box will appear. In the middle of the box under Stop playing, choose After: and put in the number of slides you want it to play across. 16

17 The Proper Use of Audio and How Much Is Too Much Sound, continued Recording Sound If you have a microphone, you can record your own sound. This is a great way to put narration on a slide. To record a sound: 1. Click the Insert tab. 2. Click Sound. 3. Click Record Sound. 4. Click the Record button to record the sound, the Stop button to stop the recording, and the Play button to play it back. 5. Click the OK button to insert the sound when you are satisfied with it. 17

18 Using Video to Get Your Message Across To insert a video: 1. Click the Insert tab. 2. Click the down arrow on the Movie button. 3. Click Movie from File. 4. Choose your video. 5. Click the Open button. 6. In the dialog box that appears, choose Automatic or When clicked. 7. Go to Slide Show view to view the video. The video can be sized or played full screen. Videos are also automatically added to the Custom Animations box. You can designate when you want them to play or in what order. 18

19 Going Interactive: Accessing Other Documents and the Internet in PowerPoint When you have a spreadsheet or chart already in Excel, you can easily insert it by using Insert Object. When inserted as an object it can be linked, so the latest version will always be shown. To insert a spreadsheet or chart: 1. Click the Insert tab. 2. Click the Object button. 3. In the dialog box that appears, click Create from file. 4. Click the Browse button and choose the file. 5. Click the checkbox for Link. 6. Click the OK button. The spreadsheet or chart will be inserted. 19

20 Going Interactive: Accessing Other Documents and the Internet in PowerPoint, continued Expert Secret: Inserting a Sheet Other Than Sheet 1 The Insert Object feature will always insert page one of your file. If you have a multi-sheet workbook and want to insert a worksheet other than sheet 1, open the workbook in Excel and position the cursor on the sheet to be inserted. Now navigate to the PowerPoint slide and insert the object. The worksheet the cursor is positioned on will be inserted. If you want to insert a portion of the worksheet, set a Print Area in Excel and that print area will be inserted. To open an Excel spreadsheet, a Word document, or another PowerPoint presentation from a PowerPoint presentation: 1. Select a word or an object. 2. Click Insert, then click Hyperlink. 20

21 Going Interactive: Accessing Other Documents and the Internet in PowerPoint, continued 3. The Insert Hyperlink dialog box will appear. Using the Look in: box, navigate to your file. Select the file. Click the OK button. 4. You will not see the hyperlink on the slide. While in Slide Show view, when you click on the object the software will open with the file on top of the slide show. When you close or minimize the software, you will again be on your slide. To hyperlink to a Website: 1. Select a word or an object. 2. Click Insert, then click Hyperlink. 3. The Insert Hyperlink dialog box will appear. 4. In the Address box, type the Website address. 21

22 Going Interactive: Accessing Other Documents and the Internet in PowerPoint, continued 5. Click the OK button. 6. While in Slide Show view, click on the word or object and the Website will appear. When you close the window, you will be back at the previously viewed slide. Expert Secret: Hyperlinking to an Exact URL If you want to go to a particular place on a Website, in the Insert Hyperlink dialog box, click the Browse the web button and navigate to the exact place. The URL will be placed in the Address box. 22

23 Adjusting Your Presentation for Different Distribution Platforms To put the PowerPoint file into HTML format: 1. Click the Office button. 2. Click Save As. 3. Click on the arrow to the right of the Save as type: box. 4. Select Web Page or Single File Web Page. (The person putting the file on the Internet will need one format or the other based on the software he or she uses.) 5. Click the Save button. 23

24 Recommended Resources CD-ROMs Mastering Microsoft Excel Macros Microsoft Office 2010 (19-CD set) Books Microsoft Access 2010 Bible Microsoft Excel 2010 Bible Microsoft Excel 2010 Formulas Microsoft PowerPoint 2010 Bible Microsoft Word 2010 Bible 24

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