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PowerPoint Tips

View an alphabetical listing of PowerPoint Tech Tips

Creating Custom Images in PowerPoint 2010

PowerPoint 2010 has several advanced features that allow you do work with shapes and clip art.  By default, these features are NOT included on the Ribbon.  You can add these tools to the Ribbon or the Quick Access Toolbar.  Here’s how:

bullet Click the File menu  
bullet Select Options
bullet Select Quick Access Toolbar or Ribbon
bullet From the Choose commands menu, select Commands Not in the Ribbon
bullet Select the Command you want to add and click the Add button
bullet Click OK

For example, the Combine Shapes tool allows you to create new shapes by combining multiple shapes in one of four ways: Union, Combine, Subtract, or Intersect.

PowerPoint 2010: Presentations that Pop

This manual is just one of many excellent resources which can be downloaded for free from Tufts University Information Technology Training and Documentation Department. Following are the topics covered:

bullet Use the Slide Master to manage the different aspects of multiple slides in a single presentation
bullet Insert (embed or link) charts into a presentation
bullet Add a video to a presentation
bullet Embed a video from a web site such as YouTube into a presentation
bullet Add a sound file to a presentation
bullet Share slides between presentations
bullet Use built-in PowerPoint tools to position elements on a slide
bullet Create hyperlinks in a presentation
bullet Create a custom slide show
bullet Apply techniques to enhance your presentation skills
bullet Annotate slides during a presentation

To download this document, go to Presentations that Pop
 

Creating Art Using PowerPoint

PowerPoint is rich with tools which can be used to create “art” in many forms. Previous tips have included

Apply Artistic Effects to Pictures in PowerPoint 2010

Recolor a Picture or Change the Color or Transparency

Animation in PowerPoint 2010

The following articles provide excellent information for using PowerPoint to create Art:

Using and Creating Graphics in Microsoft Office 2010 from technology learning source www.informit.com

Sculpt Your Own Clip Art Using PowerPoint 2010 from the Community Blog http://community.articulate.com

Drawing Shapes In PowerPoint from PowerPoint 2010 learning resource www.powerpoint-2010.com

So the next time you have the urge to be creative, give it a try!

    

Animation Painter in PowerPoint 2010

The Animation Painter button is a new feature in PowerPoint 2010.  It works the same way as the Format Painter button except it copies animations from one object to another.  Here’s how to use it:

bullet

Select an object with animations

bullet

Click the Animations tab on the Ribbon

bullet

Select the Animation Painter button in the Advanced Animation group

bullet

With a single click you can transfer all the animations and settings to another object

bullet

If you double-click the Animation Painter button, you can paint multiple objects

 
 

Broadcasting PowerPoint 2010 Presentations

An amazing new feature in PowerPoint 2010 is the ability to Broadcast your slideshows to anyone, anywhere.  Here's how:

bullet Make sure you have signed up for a Windows Live ID
bullet Open your slide show
bullet Click the Slide Show tab on the Ribbon
bullet Click the Broadcast Slide Show button in the Start Slide Show group
bullet PowerPoint prepares your slide show
bullet The Broadcast Slide Show screen is displayed with a link to your presentation
bullet Email the link to anyone you want to attend your presentation
bullet Now click the Start Slide Show button and remote viewers can view your presentation

Compress Pictures in PowerPoint 2010

If you’ve ever tried to email a PowerPoint presentation containing several pictures, you have probably discovered that the file size can be quite large. There is a way to reduce the file size. Here’s how:

bullet Select a picture to display the Picture Tools Format tab
bullet

In the Adjust group, click the Compress Pictures button to display the Compress Pictures dialog box

bullet

If you want ALL pictures compressed make sure the Apply only to this picture box is NOT selected

bullet In the Target Output section there are three compression options
bullet Choosing the last option, Email (96 ppi), will result in the smallest file size
bullet Click OK to apply the settings and close the dialog box

Remember that the more you compress the pictures the less quality there is for printing. But if you just want to share these photos online, give it a try. The procedure in PowerPoint 2007 is nearly identical.
 

Disable Auto Resize of Fonts in PowerPoint 2007/2010

In PowerPoint 2007/2010 Auto Resize intentionally shrinks the size of  text as large amounts are added to a slide.  One of the top complaints about PowerPoint slide presentations is that text is too small.  PowerPoint Design Themes were created to force good design by setting font size automatically.  The AutoFit feature defeats this purpose and actually encourages too much text on slides by shrinking it as you type, allowing people to use fonts too small to be seen. To turn this feature off:

bullet Click the Microsoft Office Button in 2007 or the File tab in 2010
bullet Click the PowerPoint Options button
bullet Click Proofing
bullet Click AutoCorrect Options
bullet Click the AutoFormat As You Type tab
bullet Click to clear the check boxes for AutoFit Body text to placeholder and AutoFit title text to placeholder if you want to disable both the body text AND the title text from auto sizing


 

Creating a PowerPoint Presentation Using Word 2007/2010

To use a Word document to create a PowerPoint presentation

bullet

Format the document using Word heading styles

bullet

PowerPoint uses the heading styles in your Word document to set up the slides in a presentation  ̶  each Heading 1 becomes the title of a new slide, and each Heading 2 becomes the first level of text

bullet

You must apply a heading format to the text you want to include in a slide

bullet

You can manually insert heading styles or create a document using Word outline

To create a Word Outline

bullet

Click the View menu

bullet

Click Outline in the Document Views group

bullet

Type your outline using Tab to add subheadings (promote)

bullet

Press Shift Tab to decrease the indent (demote)

bullet

You can also use the Promote and Demote buttons on the Ribbon

bullet

Save your outline

To Insert Outline Text from Word into PowerPoint

bullet

In PowerPoint, click the Outline tab in the left pane

bullet

Click the Home tab of the Ribbon

bullet

In the Slides group, click the arrow next to New Slide

bullet

Click Slides from Outline
 

Recording a Slide Show in PowerPoint 2010

Did you know you can record a Slide Show in PowerPoint 2010?  Here's how:

bullet

Open the Slide Show you want to record

bullet

Click the Slide Show tab on the Ribbon

bullet

In the Set Up group click the Record Slide Show icon

bullet

In the Record Slide Show dialog box, select what you want to record

bullet

Click Start Recording
 

Run PowerPoint 2010 Slide Show in a Window

Have you ever wanted to be able to run a PowerPoint slideshow in a window?  This can be done by adding a button to the Quick Access Toolbar.  Here’s how:

bullet

Click the File tab on the Ribbon

bullet

Click the Options button at the bottom

bullet

Click Quick Access Toolbar in the left pane

bullet

Under Choose commands from, select Commands Not in the Ribbon

bullet

Scroll down and select Slide Show in a Window

bullet

Click Add to add this button to the Quick Access Toolbar

bullet

Click OK

To run a slideshow in a window simply click this button on the Quick Access Toolbar PowerPoint_Slideshow_in_Win.jpg
 

Presenting with PowerPoint

Trying to improve your PowerPoint-driven presentations? Check out Presenting with PowerPoint: 10 dos and don'ts, published on the Microsoft.com website. This article discusses the following tips for improving your presentations:

bullet

Hold up your end with compelling material

bullet

Keep it simple

bullet

Minimize numbers in slides

bullet

Don't parrot PowerPoint

bullet

Time your remarks

bullet

Give it a rest

bullet

Use vibrant colors

bullet

Import other images and graphics

bullet

Distribute handouts at the end — not during the presentation

bullet

Edit ruthlessly before presenting
 

Recolor a Picture or Change the Color or Transparency

In PowerPoint 2010 you can recolor a picture, adjust the color saturation and tone, and more! Here's how:

bullet Select the picture you want to recolor
bullet Click the Picture Tools Format tab on the Ribbon
bullet In the Adjust group, click Color
bullet Select one of the many options, for example:

    

This tip works in PowerPoint, Word and Excel 2010.

Apply Artistic Effects to Pictures in PowerPoint 2010

You can apply artistic effects to a picture in PowerPoint 2010 to make it look more like a sketch, drawing, or painting. Only one effect can be applied at a time. Applying a different artistic effect will remove the previously applied effect.  Here's how:

bullet Click the picture you want to apply an artistic effect to
bullet Click the Picture Tools Format tab on the Ribbon
bullet In the Adjust group, click Artistic Effects
bullet Click the effect that you want to apply
bullet Click Artistic Effects Options to fine tune the artistic effect

For example:

   As a pencil sketch:    
 

Edit Videos with PowerPoint 2010

In PowerPoint 2010 you can edit a video clip before you embed it in your presentation. You can:

bullet Trim
bullet Add effects and styles
bullet Crop
bullet Adjust the size
bullet Adjust the contrast
bullet Add borders and effects, and more...

The following resources can help you learn these amazing new features:

bullet YouTube Video Edit Videos with PowerPoint 2010 from Microsoft
bullet Article Edit Videos inside a Presentation in PowerPoint 2010 from WindowsVJ.com
bullet Article Five tips for working with Video in PowerPoint 2010 from TechRepublic.com
 

Embed a Video in a PowerPoint 2010 Presentation

PowerPoint 2010 makes it easy to embed a video from a file directly into your presentation. Here’s how:

bullet In Normal view, select the slide you want to embed the video in
bullet Click the Insert tab on the Ribbon
bullet In the Media group, click the arrow under Video

bullet Click Video from file
bullet In the Insert Video dialog box, locate and select the video that you want to embed
bullet Click Insert

You can also click the Video icon in a content layout to insert a video.


 

Saving your PowerPoint 2010 Presentation as a Video

There are a number of new features in PowerPoint 2010 which allow you to enhance your presentations with video, images and animations.  During the coming weeks we will be publishing a series of tips that introduce you to these amazing new tools.  Create a Video is one of these new features. Here’s how it works

bullet

Create your presentation

bullet

Save the presentation

bullet

Click the File tab

bullet

Click Save & Send in the left pane

bullet

Under File Types, click Create a video

bullet

Make changes in the right pane, if necessary

bullet

Click the Create Video button

After you create a video, you can share it with others by:

bullet

Sending it as an e-mail attachment

bullet

Burning it to a DVD disc

bullet

Uploading it to a video sharing Web site such as YouTube

bullet Posting it on your website or other shared location
 

Turning Photos into PowerPoint 2010 Slide Shows

To turn your digital pictures into PowerPoint 2010 slide shows:

bullet

Click the Insert tab on the Ribbon

bullet

In the Illustrations group, click Photo Album

bullet

On the Photo Album dialog box, click the File/Disk button to Insert pictures

bullet

Click the Create button

The steps are the same for PowerPoint 2007Click here if you're using an earlier version of PowerPoint
 

Animation in PowerPoint 2010

Creating animation in PowerPoint is much improved with the 2010 update. TechRepublic's article Five tips for creating animations in PowerPoint 2010 will help you learn how. Check it out.

bullet

Use ready-made animations

bullet

Set triggers

bullet

Use the Animation Painter

bullet

Let the timeline help you out

bullet

See it all in the Animation Pane
 

Using PowerPoint 2010

If you’re switching to PowerPoint 2010, here are some resources that can help you.

Changes in PowerPoint 2010, an article on the Microsoft site, covers what’s new and what’s changed.

What PowerPoint 2010 Beginners Need to Know, on About.com, lists dozens of resources on everything from simple beginner tips and tricks to advanced uses such as animation and sound.

Microsoft PowerPoint 2010 Tutorials contains many excellent articles and tutorials for learning to use PowerPoint 2010.
 

Change Slide Background in PowerPoint 2007/2010

Regardless of which design theme you have chosen, you can also change the background to a variety of options which work with your design. To  change the background:

bullet Click the Design tab on the Ribbon
bullet In the Background group, click the arrow next to Background Styles
bullet Select a new background style
 

Run PowerPoint 2007 Slide Show in a Window

Have you ever wanted to be able to run a PowerPoint slideshow in a window?  There is a simple way to do this by adding a button to the Quick Access Toolbar.  Here’s how:

bullet

Click the Microsoft Office button http://www.createthefuture.com/microsoft_office_button.gif

bullet

Click the PowerPoint Options button at the bottom

bullet

Click  Customize in the left pane

bullet

Under Choose commands from, select Commands Not in the Ribbon

bullet

Scroll down and select Slide Show in a Window

bullet

Click Add to add this button to the Quick Access Toolbar

bullet

Click OK

To run a slideshow in a window simply click this button on the Quick Access Toolbar PowerPoint_Slideshow_in_Win.jpg  Use cursor arrow keys to move between slides.
 

Guides in PowerPoint

In PowerPoint you can use guides to position shapes and objects on slides. To display guides in PowerPoint 2007:

bullet

Press Alt + F9

bullet To display additional guides, hold down the Control key and drag a guide
 

Create Duplicate Slides in PowerPoint 2007

Here's how to create duplicate slides in PowerPoint 2007:

bullet

In Normal view or Slide Sorter view make sure the slides you want to duplicate are selected

bullet

From the Home tab on the Ribbon in the Slides group click the small arrow beside New Slide

bullet

From the drop-down menu select Duplicate Selected Slides

The new slides are inserted after the current slide.  If you use Slide Sorter view you can select and duplicate more than one slide at a time.
 

Recording Narrations in PowerPoint 2007

Did you know you could easily record narrations for your PowerPoint slides? Here’s how:

bullet

Click the Slide show tab on the Ribbon

bullet

In the Set Up group click the Record Narration icon

bullet

In the Record Narration dialog box you can set microphone level and change recording quality

bullet

Click OK and choose to start from the current slide or from the first slide

bullet

When you are finished you will be asked if you want to save the timings for each slide

For more information on recording narration for your PowerPoint slides, go to office.microsoft.com
 

Microsoft PowerPoint 2007 Online Tutorials

If you’re trying to learn Microsoft PowerPoint 2007 there are excellent online resources available. I recommend checking these out:

bullet

Microsoft Office Online offers more than twenty PowerPoint 2007 Courses

bullet

PowerPoint 2007 Tutorial developed by Florida Gulf Coast University
 

PowerPoint Training Games

Here’s a great resource for PowerPoint users. This site provides “Training games designed to present your training material in a fun and interactive game that will increase retention, excitement, and participation.”  You can even download a free Ice Breaker game.  Games are an excellent way to make your training and presentations more interesting and effective. Go to www.training-games.com
 

Nudging Objects on PowerPoint 2007 Slides

Have you ever tried to move an object on a slide just a little? Try this:

bullet Select the object
bullet Press Ctrl + an arrow key

This tip also works in earlier versions.
 

Learning PowerPoint 2007

If you’re trying to get a handle on learning PowerPoint 2007, these articles may help:

bullet Microsoft Office PowerPoint 2007 new interface
bullet
What's New in PowerPoint 2007
 

Turning Photos into PowerPoint 2007 Slide Shows

To turn your digital pictures into PowerPoint 2007 slide shows:

bullet

Click the Insert tab on the Ribbon

bullet

In the Illustrations group, click Photo Album

bullet

On the Photo Album dialog box, click the File/Disk button to Insert pictures

bullet

Click the Create button

Click here if you're using an earlier version of PowerPoint
 

Create a Duplicate Slide in PowerPoint

If you just spent a long time creating a PowerPoint slide and need a new slide which is similar, just create a duplicate:

bullet

In Normal view make sure the slide you want to duplicate is selected

bullet

Choose Insert from the pull-down menu

bullet

Choose Duplicate slide

The new slide is inserted after the current slide. 
 

Improve Your PowerPoint Presentations

The Microsoft Web site has great articles to help you use all of their software.  In Five Easy Ways to Improve Your Presentations with Microsoft PowerPoint the author “…presents five simple yet powerful features in Microsoft PowerPoint that can help you communicate more effectively.” 

In the section entitled “Avoid Awkward Moments”, we learn to change the way the right mouse button pops up a menu, rather than displaying the previous slide.  “This can result in an awkward moment in the presentation when the presenter truly wants to slip back to the previous slide.”

To stop this from happening, do this:

bullet

Select Tools from the pull-down menu

bullet

Choose Options

bullet

Click the View tab

bullet

In the Options dialog box, clear the Popup menu on right mouse click box

Now the left mouse button simply goes to the previous page. You can still bring up the Menu if you need to by clicking the icon in the lower left corner:
 

Change Text Case in PowerPoint

To change the case of text in PowerPoint, try this:

  1. Select text
  2. Press Shift + F3 until it changes to the desired case style

Pressing Shift + F3 toggles the text case between all caps, lower case, and initial cap styles. Be sure to hold down the Shift WHILE you press F3.  You can also try this in Word.
 

Save Video from the Internet

Have you ever wanted to use a video clip found on the Internet in a PowerPoint presentation? Unfortunately, it isn't as easy as saving a picture from the Internet which often involves simply right clicking the picture and choosing Save Picture As from the menu.  A recent article posted on CNET.com.au lists three ways to capture and save video from the Internet.

bullet Tip 1: Capture with Web sites
bullet Tip 2: Capture with a Firefox extension
bullet Tip 3: Capture with commercial programs

Check it out! Go to www.cnet.com.au 
 

Keep Text Concise in PowerPoint

When creating PowerPoint slides, it’s important to keep the amount of information in bullet points concise.  To help keep your slides crisp, remember the “six by six” guideline:

bullet Slides should have no more than six bullet points
bullet Bullet points should have no more than six words
 

Playing Sounds Across Slides in PowerPoint

One of the most frequently asked questions in my PowerPoint workshops is how to play sounds across slides. Sounds stop playing when you move to the next slide. If you want them to play across multiple slides or even for the entire presentation, try this:

bullet

Go to the slide where you want the sound to begin playing

bullet

Choose Insert, Movies and Sounds,

bullet

Click Sound from Clip Organizer (or Sound from File) to insert the sound. If you don't want the sound icon to appear in the slide show, drag it just off the slide.

bullet

Click yes when asked if you want the sound to play automatically. If you are not asked this, don't worry, the next steps will let you set that (or double-check the settings if you were asked and said yes.)

bullet

Right-click the sound's icon and pick Custom Animation from the popup menu. The Custom Animation pane will open and your sound file should be listed.

bullet

Click the arrow directly to the right of the sound icon to pull down the various options.

bullet

Select Effect Options, and on the Effects tab, click the radio button beside Stop Playing after XXX slides. Put 999 in the box so the track will play throughout all your slides, even if you go back and forth among slides. PowerPoint considers each transition a "slide," so you want to put a large number in there.

bullet

Check the settings in the Timing tab. To play automatically, the timing should be set to Start After Previous with a 0-second delay.Click OK to close the dialog box.
 

Reduce File Size of PowerPoint Presentation

If you're working on a PowerPoint presentation and notice that the file seems to expand for no apparent reason, you may be able to reduce the file size up to 50% by using the File Save As command:

  1. Choose File from the pull-down menu
  2. Select Save As
  3. Enter a new name for the file
  4. Click Save

Creating Templates in PowerPoint

Create a slide background that contains the colors, fonts, graphics or logos, and design you wish to use for your presentation. Then save it as a template:

bullet

Select File from the pull-down menu.

bullet

Choose Save As.

bullet

Click the Save as type down-arrow, then choose Presentation Template or Design Template.

bullet

Notice that the location has changed to Templates. If this has not occurred, locate the Templates folder residing within the Office folder and double click on the Presentations Designs folder to open it.

bullet

Now click in the File Name list box and type a name for your template file.

bullet

Click Save.
 

Continuous-play PowerPoint Slide Shows

To play a PowerPoint slide show in a continuous loop:

bullet Select Slide Show from the pull-down menu
bullet Select Set up show
bullet Check Loop continuously until 'Esc'

To set display time for each slide:

bullet Select Slide Show from the pull-down menu
bullet Select Slide Transitions
bullet Under Advance slide, check Automatically after and specify number of seconds (00:02 = 2 seconds)
bullet Click the Apply to All Slides button.
 

PowerPoint Keyboard Shortcuts (Complete List)

Last year we published a short list of PowerPoint Keyboard Shortcuts you can use while running your slideshow.  But did you know there were literally dozens of shortcuts that you can use in PowerPoint?  And many of them also work in Word, Excel, Access and other Windows programs.  One of my favorite keyboard shortcuts is Nudge objects in PowerPoint

The tip I use the most is Ctrl + ] and Ctrl + [ to increase or decrease the font size of selected text.  This trick also works in Word. Click here to download a list of PowerPoint Keyboard Shortcuts as a .pdf file.
 

Rehearse Timing of Slides in PowerPoint

  1. Select Slide Show from the pull-down menu.

  2. Click Rehearse Timings to start the show in rehearsal mode.

  3. Click the arrow to advance when you're ready to go to the next slide.

  4. When you reach the end of the slide show, click Yes to accept the timings or No to start over.
     

Add Movies or Sounds to PowerPoint Slides

  1. Display the slide you wish to add a movie or sound to
  2. Choose Insert from the pull-down menu
  3. Select Movies and Sounds
  4. Make your selection from the menu
     

Using the Slide Master in PowerPoint

One of the best tips for using PowerPoint is to use the "Slide Master" page to design the style of your pages BEFORE you start designing your presentation. This is the place to put your company logo, instead of placing it on every single slide put it on the slide master. This is also the place to set up all your fonts, size, and "slide color scheme". This will save you hours of extra work formatting every single slide.  To display the slide master select View from the pull-down menu then choose Master.
 

Using Slide Summary in PowerPoint

To introduce or close a slide show presentation, you can create a slide that includes the titles of selected slides in your presentation.

  1. In slide sorter view, select the slides whose titles you want to use. To select multiple slides, hold down CTRL and click the slides you want. 
  2. On the Slide Sorter toolbar, click the summary slide button  
     

Creating Soft Shadows in PowerPoint

You can create "soft" shadows for square or round objects that sit on a solid color background. Make a copy of the object, then change its fill to be shaded from black to the background color, with the shading set with black going from the center out to the background color at the edges. Make this object about 150% bigger than the original object, and put it behind the object. This will give you the effect of "soft" shadows.

  1. Insert menu, AutoText

  2. Choose Header/Footer

  3. Choose FileName and path
     

Writing Bullet Points in PowerPoint

When using bullet points on a presentation slide, remember:

bullet

Bullet Points Are Not Sentences
Do not write an entire sentence as a bullet point. A bullet point should convey the key point only.

bullet

Reveal the Key Idea Only
Bullet points are short summations of the key points of the presentation.

bullet

Use a Consistent Style
Start bullet points with a verb or a noun – a verb is more action oriented and is usually preferred.

bullet

Be sure to use verbs of the same tense
The present tense is most common and the past tense is next most common.

bullet

Use the same capitalization in all bullet points
Usually the first letter of the first word is capitalized and the rest of the words are in lower case.

bullet

Use the same punctuation in all bullet points
Usually there is not need to use a period at the end but if you choose to, be consistent.

bullet Remember the 6 by 6 Guideline
Keep bullet points concise with the “six by six guideline”. Have no more than six bullet points and no more than six words per bullet point. Not a strict rule, but a good guideline to help keep slides concise.
 

Convert PowerPoint to Word

Have you ever wanted to include PowerPoint slides, notes, or outlines in a Word document?  Here is a simple solution:

bullet

Open the PowerPoint presentation you wish to convert to Word

bullet

Select File from the pull-down menu

bullet

Choose Send to

bullet

Choose Word to open the Send to Microsoft Word dialog box

 

bullet

Select the page layout for your Word document

bullet

Paste link your slides if you want to continue to change them in PowerPoint and have the changes displayed in Word
 

AutoFit Text in PowerPoint

In PowerPoint AutoFit intentionally shrinks the size of  text as large amounts are added to a slide.  The top complaint about PowerPoint slide presentations is text that is too small.  PowerPoint Design templates were originally created to force good design by setting font size automatically.  The AutoFit feature defeats this purpose and actually encourages too much text on slides by shrinking it as you type, allowing people to use fonts too small to be seen. 

 To turn AutoFit off:

bullet

Choose Tools from the pull-down menu

bullet

AutoCorrect Options

bullet

Click the tab for AutoFormat As You Type

bullet

Uncheck the 2 options under the Apply as you type section:
AutoFit title text to placeholder
AutoFit body text to placeholder.

bullet

Click OK.  The change applies to active and future PowerPoint presentations, old presentations are not affected.
 

Using Hyperlinks in PowerPoint

When adding a hyperlink to a presentation, be careful that the target of the hyperlink is available. If you are giving the presentation offsite using a laptop, all the targets need to be on the laptop as well, unless your laptop is actively connected to the Internet. A good alternative is to copy Web site documents you think you will need to your laptop and hyperlink to those documents. The advantage is that you don't have to depend on getting a good connection to the Internet at your offsite location.
 

Changing Clip Art Colors in PowerPoint

bullet Right click on the clip art image
bullet Click the Picture tab
bullet Click the Recolor button
bullet Select new colors from the Recolor dialog box
bullet Click OK
 

Microsoft PowerPoint Online Tutorial

If you’re trying to learn to use Microsoft PowerPoint, try this online tutorial developed by Florida Gulf Coast University:

Getting Started 

Color Schemes

Power Point Screen

Slide Effects

Working with Slides

Master Slides

Adding Content

 Saving and Printing

Working with Text

 Keyboard shortcuts

Graphics

Tips


Turning Photos into PowerPoint Slide Shows

To turn your digital pictures into PowerPoint slide shows:

bullet Select Insert from the pull-down menu
bullet Click on the Picture menu option
bullet Click on New Photo Album
bullet Select pictures from the Photo Album dialog box
bullet Click the Create button
 

Preview Transitions in PowerPoint

This tip comes to us from nerdybooks.com.  Check it out!
 

Replace Fonts Globally in PowerPoint

You can quickly perform a global replace of any font used in a Microsoft PowerPoint® presentation using the Replace Font dialog box:

1.      On the Format menu, click Replace Fonts.

2.      In the Replace Font dialog box, click the font you want to replace in the Replace list.

3.      In the With list, click the font you want to apply.

4.      Click Replace and review the font change. If you like what you see, click Close. If not, you can continue making choices in the Replace Font dialog box until you find what you want.

This tip comes to us from www.microsoft.com, courtesy of Tom Johnson, Tacoma, Washington
 

Animation in PowerPoint 2002

Animation schemes are a new feature of PowerPoint 2002, so if you're upgrading from an earlier PowerPoint version, you'll appreciate how much animation schemes simplify the task of setting up animations.

An animation scheme is simply a predefined slide transition and a collection of animation effects applied to slide objects. One of the most basic animation schemes is called Appear, which sets up the body paragraphs so that they appear out of thin air one at a time. More complex animation schemes cause text to fly in, do back flips and somersaults, and spin around until it gets dizzy.

To apply an animation scheme to your slides, follow these steps:

  1. Move to the slide you want to apply the animation scheme to. If you want to apply the animation scheme to all your slides, you can skip this step, because it doesn't matter which slide you start from.

  2. Choose the Slide Show-->Animation Schemes command.

  3. Click the animation scheme you want to use.

    PowerPoint gives you a preview of what the animation looks like by animating the current slide. If you want to see the preview again, just click the animation scheme again.

    The animation schemes are organized into three categories: Subtle, Moderate, and Exciting. At the very beginning of the list of animation schemes, you find the five schemes you've most recently used. In addition, you find a category called "No Animation" with just one entry, "No Animation,"  which removes all animation from the slide.

    Clicking the animation scheme doesn't just preview the animation on the current slide, but actually assigns that scheme to the current slide. If you choose to retain the animation you had before, just press Ctrl+Z or choose Edit-->Undo.
     

  4. If you want to apply the animation to the entire presentation, click Apply to All Slides.
     

  5. Preview the entire show to make sure the animation works.

    You can start the slide show by clicking the Slide Show button in the Animation Scheme Task Pane, or by choosing Slide Show-->View Show or pressing F5.

    This information was summarized from an article on www.dummies.com.
     

Scanned Images for PowerPoint Slides

If you are including scanned images in your on-screen presentations, be sure to scan your images at the appropriate resolution.

For example: if your presentation will only ever be shown on a PC at 800x600 resolution, don’t scan at higher than 800x600 pixels.  If you scan at a higher resolution your slides will be slow to load and take up additional disk space.

To save more disk space and make your presentations run even faster, try changing the number of colors in the pictures to 256.  
 

Nudging Objects on PowerPoint Slides

Have you ever tried to move an object on a slide just a little? Objects snap to a grid, but it can still be difficult to move them a small amount. Try one of these methods:

bullet Press Ctrl + an arrow key to move a selected object in increments of .02 inches
bullet On the Drawing toolbar, select Draw and Nudge, then choose Up, Down, Left or Right to move the selected object one grid unit
bullet Press Alt while you drag an object to disable the grid and allow more control
 

Bad PowerPoint Presentations

The top things that audiences find annoying about bad PowerPoint presentations:

bullet The speaker read the slides
bullet Text too small to read
bullet Slides contain full sentences instead of bullet points
bullet Slides hard to see because of color choice
bullet Moving/flying text or graphics
bullet Annoying use of sounds
bullet Overly complex diagrams or charts

“Survey Shows How to Stop Annoying Audiences With Bad PowerPoint" by Dave Paradi, September 20, 2003.
 

PowerPoint Shortcut Keys

Use the following shortcut keys while running your slide show in full-screen mode.

N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or the SPACEBAR (or click the mouse)

Perform the next animation or advance to the next slide

P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE

Perform the previous animation or return to the previous slide

number + ENTER

Go to slide number

B or PERIOD

Display a black screen, or return to the slide show from a black screen

W or COMMA

Display a white screen, or return to the slide show from a white screen

S or PLUS SIGN

Stop or restart an automatic slide show

ESC, CTRL+BREAK, or HYPHEN

End a slide show

E

Erase on-screen annotations

H

Go to the next hidden slide

T

Set new timings while rehearsing

O

Use original timings while rehearsing

M

Use mouse-click to advance while rehearsing

CTRL+P

Redisplay hidden pointer and/or change the pointer to a pen

CTRL+A

Redisplay hidden pointer and/or change the pointer to an arrow

CTRL+H

Hide the pointer and navigation button immediately

CTRL+U

Hide the pointer and navigation button in 15 seconds

SHIFT+F10 (or right-click)

Display the shortcut menu

Tip   You can press F1 during a slide show to see a list of controls.  


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Revised: August 25, 2014