21 TIPS & TRICKSWITH POWERPOINT

21 T IPS & TR ICKS WITH POWERPOINT

SLIDE DESIGN

Identify and use a colour from an image1 Remove the background of an image

2 Turn a simple list into smart art

3 Reorder bullet points easily

4 Draw a perfectly horizontal/vertical line

5 Replace all fonts in a document

6 Create hand-drawn effect shapes

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Create pretty slides easily

Create funky charts with any shape

1

Let your chart appear bit by bit

2

Create custom shapes by editing points

3

Align and equally distribute objects

4

Combine and subtract shapes

5

Keep object ratios while resizing

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Create unique elements

Turn your cursor into a laser pointer1

Use Morph for automated animation2

Add sections to easily navigate in reports3

Use Zoom to present between topics4

Add hyperlinks and use Screen Tips5

Record your presentation as a video6

Save your presentation as a slideshow7

Create professional slideshows

CHARTS & SHAPES PRESENTATION

Use built-in 3D models, icons and designs

SLIDE DESIGN

Double click on the image and clickRemove Background (left side of themenu) from the appearing ShapeFormat menu. Within a few secondsyou will see parts of the image turningpurple. These are the areas thatwould be removed automatically.

TO MAKE THE IMAGE LOOK AS IF CUT OUTREMOVE BACKGROUND

You want to insert an image, but you only want to keep certain characters of it, to look like a cut out

image.

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If you want to refine the automaticselection, Click Mark areas to Keep /Remove. Then draw a line around thearea you additionally want to keep orexclude (see green line). You don’tneed to be accurate, just broadlysurround what you want to keep.

When ready, click Keepchanges to finalize removableareas. The purple backgroundwill be removed.

List the elements in a simple TextBox (Insert > Text Box).

INTO A FLOW CHART (SMART ART) BY A CLICKTURN A SIMPLE LIST

You want to create a flowchart or organigram from a certain number of items. You could create the flow

chart and add the labels one by one, but there is an easier and quicker way.

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Select the text box and click Convert toSmartArt (it’s in Home > Paragraph). Youwill see a list of different arrangements.

Select one of the SmartArtflowcharts that you want to use,and the items will automaticallybe arranged in it. Then you canof course change the colours.

Create a bullet list in a text box or ashape. To move an item in the list,first select a word in that list item, orjust simply click anywhere in that listitem with your cursor.

WITHOUT MESSING UP INDENTATION / HIERARCHYREORDER BULLET POINTS EASILY

In a bullet point list, if you want to move some items up or down, or change their level of hierarchy, it is

not always easy. You might accidentally change the indent-level, the hierarchy, or combine two lines.

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To move an item up or down in the list,keeping the same hierarchy level,press ALT + SHIFT + Up/Down Arrow

Key.

To change the indent-level of thebulleted text, press ALT + SHIFT +Left/Right Arrow Key (or TAB / SHIFT+ TAB does the same).

Draw a line using Insert > Shape.

WITHOUT NEEDING TO RELY ON YOUR EYE MEASUREMENT DRAW A PERFECTLY HORIZNTAL / VERTICAL LINE

When you insert a line shape on your slide, you can draw freely. You can pull it up an down until it looks

horizontal / vertical. To make sure it is perfectly horizontal or vertical, use this simple trick.

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Select the line and double-click to goto Shape Format. Go to Size. If youwant to make the line perfectlyhorizontal, simply set the height to „0”.

The same way, if you wnat tomake sure it is vertical, set thewidth to „0”. No need to adjustwith your eyes.

Be anywhere in your presentation.Go to Home > Editing > Replacedrop down arrow > Replace fonts.

INCLUDING TEXT BOXES AND CHART TITLESREPLACE FONTS ON ALL SLIDES

You may want to use change the style in your document by using another font type. Or you simply want to

check that there is only one font type used across all your slides. Either way, no need to go slide by slide.

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In the Pop Up window, the first drop

down will list all the fonts that arecurrently used in your presentation.This is useful information even if youjust want to make sure that only onefont type is used consistently.

If you want to replace the fonts inyour document, select the font youwant to replace.

In the second drop down list, selectthe font you want to use instead, andclick Replace.

The fonts will be replaced on allslides of the presentation, includingtext boxes, shapes and even charttitles (but not chart labels).

First insert a regular shape (Insert> Shapes > whatever you like).You can either fill it with colour orjust use the outline.

AND GIVE A TRENDY STYLE TO YOUR SLIDE CREATE HAND-DRAWN EFFECT SHAPES

Regular shapes can get boring, and sometimes it really fits with the topic of the presentation to use

visuals that look like they were hand drawn. It’s easy, you don’t need to actually hand-draw the shapes.

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Select the shape. Go to ShapeOutline > Sketched. You haveseveral options how to distort theregular line. They differ only slightly.

The result will look like a hand-

drawn shape, but in a good style.

Shapes with colour filling have their

outlines slightly out of sync with the

shape filling. That is extra funky.

3D MODELS, ICONS AND SLIDE DESIGN IDEASUSE POWERPOINT’S BUILD IN CREATIVES

You can add 3D characters from a huge library, and rotate them in 3 dimensions. When you need a set of

icons with a similar style, built-in icons come very handy. Design ideas are there when you need inspiration.

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Add 3D characters from a hugelibrary from food to electronics. Use

Insert > 3D Model > From Onlinesources. Grab the model to rotate.

There are hundreds of vectorformat cut our icons ready touse. Just go to Insert > Icons andbrowse by category or search byterm. To recolor, use Shape Fill.

Once you have some content onyour slide, PowerPoint automaticallygenerates several design ideas thatyou can apply.

CHARTS & SHAPES

There is an image (e.g. a brand logo) with a specific colour, and you want to use that exact colour on your

chart or shape or text.

TO PICK AND RE-USE COLOURS FROM AN IMAGEEYEDROPPER TOOL

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Your shape is now coloured with the exact colour you

picked.

Hover over the image to pick a colour. As you move the cursor, the colour will always be

shown in a little square. Click to pick the colour

you want.

Select Shape Fill from the Home menu and select

Eyedropper.

Select the shape (or chart or text) that

you want to colour.

It works best if you have a bar orcolumn chart. Insert any shape(Insert > Shape) somewhere on yourslide. Select the shape, press Ctrl+C.

TURN YOUR CHARTS TO ANY SHAPECREATE FUNKY SHAPED CHARTS

You can give your charts a bit of variety or turn them more modern looking or more expressive by applying

shapes. You can use any shape you want, or even images.

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Then select the chart (the actualcolumns) and press Ctrl+V. Yourchart columns will take the form ofthe shape.

Extra tip: to create a bar chart withrounded ending, use a stacked barwith 2 data series in identical colours.Give the second series a constantvalue and copy on it the roundedcap shape (see logic on last column).

Shape: Ctrl+C Chart: Ctrl+V Shape: Ctrl+C Chart: Ctrl+V

Make sure to subtract this constantvalue from your first data series, so thesum remains the original value!

Select your chart and go to Animations.Select any animation (e.g. Appear), andthen go to Animations > Effect Options.Instead of One Object, select By Series orBy Category.

WHEN PRESENTINGLET YOUR CHART APPEAR BIT BY BIT

When you present a chart, instead of all the data appearing at once, you can set them to appear bit by bit

(either automatically or on click). It makes it easier for your audience to focus. And looks cool.

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This is how the chart will unfold in slideshow with the different settings and charts:

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By Series: By Category:

Category 1 Category 2

Category 1 Category 2

Category 1 Category 2 Category 1 Category 2Category 1 Category 2

Category 1 Category 2

TO CREATE CUSTOM SHAPESEDIT POINTS

Once you inserted a shape, you can edit its outline from the existing or new corner points. It’s also handy

when you want to create an irregular shape (patch) that looks smoother than hand-drawn.

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To add a new corner point, (still in EditPoint mode) simply click anywhere onthe shape outline. From now on youcan drag that point, too. To delete acorner point, right click and chooseDelete Point.

Easily draw an irregular shapedoutline that looks smooth. Insert acircle and edit points.

Brand A

Brand B

Brand CBrand DBrand E

Brand F

Brand G

Brand H

Brand I

Brand J

0

25

50

75

100

0 25 50 75 100

Insert a shape. Right Click on theshape and select Edit Points. Draga corner point to modify the shape(straight lines). Click a corner pointand drag its help lines to make theline curvy.

TO CREATE A HARMONIC OVERALL IMPRESSIONALIGN OBJECTS

Align objects to one another horizontally and vertically, and have equal distances between them. To adjust

one object to a reference, use guides: vertical and horizontal lines in the background that can be adjusted.

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First, align the shapes. Select shapesto rearrange. Go to Home > Arrange> Align. To align horizontally, selectshapes and click Align Left / Center /Right. To align vertically, click AlignTop / Middle / Bottom.

Next, make sure there is equalspace beteen shapes. Select allshapes in a row and click DistributeHorizontally. To create equal spacevertically, click Distribute Vertically(see example).

To add guides, right click anyhereon the slide, select Grid and Guidesand Add Vertical or HorizontalGuide. A guideline will appear,

which you can pull to yourreference position. You can add asmany guides as you want. To deletea guide, pull it off the canvas.

This feature is not available in themenu, but you can add it if you goto File > Options > Quick Accesstoolbar, select All Commands fromthe drop down menu and selectCombine Shapes and SubtractShapes. Click Add and OK. Twonew icons will appear at the topribbon of your screen:

TO CREATE CUSTOM SHAPESCOMBINE OR SUBTRACT SHAPES

You can create new shapes by combining or subtracting existing shapes. You can design new objects.

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Combine two shapes by selecting both and clicking on the icon. The resultis like a grouping, except that it is permanent.

Subtracting is more interesting. Select a shape, then select another shapethat you want to subtract from it (note that the order is important!). Clickthe icon to make the subtraction. The part of the first shape that wascovered by the second shape ill be removed. See an example:

INSIGHT

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Shape 1

Shape 2

Position Shape 2 where

subtraction is needed. Select Shape 1 then Shape 2, and click on the

subtract icon.

Shape 2 is

now subtracted

from Shape 1.

Negative shapes can be useful in

design.

When rezising an object (image, shape), press SHIFT. It will keep the original ratios of the object hen you increase or decreasethe size.

TO AVOID DISTORTIONKEEP OBJECT RATIOS WHEN RESIZING

This is a simple trick, but it’s useful to know this shortcut key.

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Original image Enlarged without Shift Enlarged with pressing Shift

PRESENTATION

When you are in presentation mode( ), hover in the bottom left cornerof the screen and in the appearingmenu, click on the pen icon. SelectLaser Pointer and your cursor willturn into a bright red pointer of thissize:

FROM YOUR CURSORMAKE A LASER POINTER

In presentation mode, you can turn your cursor into a laser pointer. You can also turn it into a ’pen’ to

draw in your presentation (temporarily) or into a highlighter to mark important parts.

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If you want to circle or marksomething on the screen whilepresenting, select Pen from the samelist and mark what you want toemphasize. You can even choose thepen colour. You can keep your penmarks on the slides or you can just usethem temporarily and discard as youmove on to the next slide.

As a third option, selectHighlighter from the same menuand turn your cursor into a yellowhighlighter. Again, you can saveor discard your changes in theoriginal document.

Create a slide with the starting positionof your objects. If you want an objectto float in, place it outside of thecanvas. Objects will float in the orderof closeness to the canvas. If you wantan object to fade in, do not add it onthis slide yet.

TO ANIMATE A WHOLE SLIDE AUTOMATICALLY USE MORPH

Animation can be time consuming. By using Morph, you only need to set the starting arrangement and the

ending arrangement, and all your objects will be automatically animated. You will save a lot of time and effort.

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As step 2, Duplicate the slide (rightclick on slide in the slide viewer >Duplicate Slide). Now move eachobject to the ending position whereyou want them to be at the end of theanimation. Objects that you add onlyto this slide will fade in (appeargradually).

In slideshow mode (started on thestarting screen), your objects willgradually transition from the startingposition to the ending position.Each object will move at the samespeed, and new objects on theending slide will fade in. It will lookall harmonic – and seem like a lotof animation effort.

objects placed outside of the

slide

empty slide

To add a section, navigate to thefirst slide of the section and clickHome > Section > Add Section.Give the new section a name.

AND NAVIGATE EASILY IN A LONG FILEADD SECTIONS IN YOUR REPORT

Divide your report into Sections, and you will be able to collapse the sections you are not using, and have a

transparent overview. While presenting, combine Sections with the Zoom function (see next tip).

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The section names will appear overthe slide in the slide view. To collapse(and expand) a section, click on thearrow.

Repeat this for all sections and you willhave a clear overview. You can focuson the section you are working on.

Click Insert > Zoom > Summary Zoomand select the beginning slide ofeach section. Mini screenshots will becreated on a new Summary slide.

While presenting, click on eachscreenshot to jump there. At the endof each section, the presentation willjump back to the Summary slide.

TO HELP YOUR AUDIENCE FOLLOW THE STRUCTUREUSE ZOOM TO VISUALLY JUMP TO SPECIFIC SLIDES

Zoom helps your audience follow the drill-down structure of your presentation. It creates screenshots of your

slides that will be clickable links. When clicked, the presentation zooms and jumos to the section. It has 3 types.

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If you created Sections (see previousTip), click Insert > Zoom > Section Zoomto insert a link to one specific section.

Similar to Summary Zoom, at the end ofthe section, the presentation will returnto the Section Zoom slide.

To zoom to a specific slide, use SlideZoom. A clickable screenshot of theslide will be added. Click on it and itwill zoom and go back to theoriginal slide.

To add a hyperlink to any object(specific words in a text or awhole Text Box, shape, icon,image etc.), right click on theobject and select Link.

TO INTERNAL & EXTERNAL LINKS, WITH SCREEN TIPADD HYPERLINKS

Add a Table of Contents with hyperlinks to help yourself navigate in a presentation or PDF report. Add

hyperlinks to connect objects to websites and external files. Add a Screen tip as a hint to the reader.

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To link an external website or file,select Link > Existing File or WebPage, and browse to the file ortype the webpage.

The links will work in presentationmode, or if the file is saved as aPDF. In PPT view you’ll need topress Ctrl+the link.

Add a Screen Tip to give a hint to thereader what will happen if they click onthe linked object.

Click Screen Tip and add the Screen Tiptext that will appear when hovering over.

To link your Table ofContents list to therelated slides in thereport, select Placein This Documentand select therelevant slide foreach line in yourTOC.

As on a website, hovering over thehyperlinked object, a temporary text willappear.

AND MAKE A VIDEOUSE RECORDING

To use your presentation on autoplay or record your screen activities including mouse actions and audio

(e.g. to create a tutorial), use the new Recording menu.

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To simply save your presentation as a full HDvideo, click Export to Video. It will be saved asmp4, including all the timed animations. Actionsyou do on your screen are not included in thisoption.

To record a video of your screen actions and insert it to the slide, clickRecording > Screen Recording.

Select the area of the screen that you want to record. Duringrecording, you can switch files or programmes (PPT, Excel, web) –anything in the selected indo will be recorded, together with audio.

Stop the recording by Windows key + Shift + Q. A thumbnail of thevideo will be inserted in your presentation and in presentation mode itwill play automatically

AS A SLIDESHOWSAVE YOUR PRESENTATION

Make your presentation automatically open as a slideshow when opening file, so it is not editable for

recipients.

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If you save your presentation as a slideshow, the file willautomatically open as a slideshow (.PPS or .PPSX format),thus it won’t be editable.

To save the whole presentation as slideshow, go toRecording > Save as Show. The timing between slidechanges will be automatic (except when animations aretimed).

Another way to record your presentation as a slideshowis by Recording > Record Slide Show. This way you will bein control of changing between slides and clicking toaction motions.

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