Note to trainers

Note to trainers The videos in this presentation provide closed-caption files as it’s often easier for viewers of all

abilities to follow along.

If you wish to remove the closed captions, you must install the Subtitling Add-in for Microsoft

PowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-

addin/files/Latest%20Version/

Once you install the add-in, to turn the captions off:

1. Locate a slide that contains a video and click the video.

The Playback contextual tab appears on the top of the window. If you don’t click the video, the

Playback tab won’t be visible.

2. On the Playback tab, click Hide.

3. Go to the next slide and repeat until you’ve hidden the captions all slides or for any of the

videos with captions you wish to hide. Note that if you save the file, the captions will stay

hidden when you re-open the presentation.

4. To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove

during step 2, the captions will be permanently removed from the video.

http://sourceforge.net/projects/stamp-addin/files/Latest Version/



Before you begin

If a yellow security bar appears at the top of the

screen in PowerPoint, click Enable Editing.

You need PowerPoint 2010 to view this presentation. If you don’t have PowerPoint 2010, download the PowerPoint Viewer (see the URL in the notes pane).

http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823

Microsoft® PowerPoint

® 2010

Training

PowerPoint tips and tricks

Course contents

• Overview: Eleven ways to save time

• Lesson: Includes 11 instructional movies

• Quick Reference Card


Overview: Tips and tricks


You’ve created tons of PowerPoint

presentations. But perhaps you need

some timesaving techniques to help

you work faster. This short course will

do just that: give you tips and tricks for

working with PowerPoint 2010.

Course goals

• Open PowerPoint fast.

• Use a template from

Office.com.

• Make a slide from a single

bullet.

• Crop a picture to a shape.

• Zoom with your mouse.

• Reuse a slide from another

presentation.


• Use Slide Sorter view.

• Insert a screenshot.

• Insert a screen clipping.

• Show or hide the ribbon.

• Use the Quick Access

Toolbar.

Start PowerPoint quickly (0:39)


Point to the bottom of the video to see the video controls. Drag or point

along the progress bar to move forward or go back.

Here’s a quick shortcut for opening PowerPoint really fast. You’re going to want to use your Windows Key and the R Key. That’s Window-R in succession. This launches the Run box. Here, you’re going to type in the phrase: powerpnt, that’s power pnt and hit Enter on your keyboard. PowerPoint launches immediately and you’re ready to roll for your next presentation.

Use a template from Office.com (1:03)




If you need to set up a presentation quickly, you can use a template from Office.com. To do that, you’ll want to select your File tab, then select New, and all of the Office.com templates are presented for you. We’re going to select PowerPoint Presentations and Slides and then the folder Business Presentations. From the Business Presentations lists, we have several choices and we’re going to select Business Plan Presentation and click Download. Now the presentation has opened up a number of slides. A total of twelve in this case, are presented here for us; each one containing a different topic, and a consistent and attractive layout. So that’s how we can quickly create a new presentation using templates from Office.com.

Make a slide from a bullet (1:04)




You’ve been working hard on your presentation but you notice as you're coming to the end of all your labors, that one of your slides doesn’t exist, or rather it exists as a bullet on another slide. You want to make Our Sales Manager its own slide. So how do we do that? Well we could create a brand new slide and paste that information on there or we can go to Outline view, select the Sales Manager bullet and use Shift-Tab to bump it up to its own slide status. And BOOM! You’ve got a brand new slide with the title, Our Sales Manager. Now we can fill that slide out with whatever content we like, maybe of Our Sales Manager and we’re good to go. So that’s how you take an existing bullet from one slide and make its own brand-new slide.

Crop a picture to a shape (0:39)




A quick way to add extra emphasis to a picture is to crop that picture to a shape. To do that you select the picture, make sure that you’re in the Format ribbon and come over to the size area where we select Crop. Then choose Crop to Shape, and here you can choose any shape you desire. Any shape at all. So that’s how we add emphasis to a picture by cropping it to shape.

Zoom with your mouse (0:45)




If I’m working in a PowerPoint presentation and I want to quickly zoom in on objects on my slide; I can press the CTRL key on my keyboard and I can dial the mouse wheel on my mouse forward to zoom in, and I can zoom out again by pressing CTRL and dialing the mouse wheel backward. If I select an object, I can zoom in specifically on that object. It also works for text. So that’s how we use CTRL and our mouse wheel to zoom in and zoom out.

Reuse slides (1:32)




When building new presentations, it’s possible to reuse the slides from old presentations. To do that, under the Home tab I select New Slide. Then I select Reuse Slides from the bottom of that pane. If I’ve been to the location before, all of the slides will be listed for me here. If not, I will need to browse for a file, then select the presentation that contains the slides I wish to use and click Open. Now all of the slides of that presentation are available for me in this pane. Now I must select the slide, under which I wish these slides to be inserted. So I’m going to select the last slide of my existing presentation, then I’m going to scroll down in the Reuse Slides pane and select the slides I wish to use. If I need to preview them, I simply need to roll my curser over the top of each slide so that I can get a quick preview to remind me of the slides I wish to use. Then all I have to do is click the slide, and it’s inserted beneath the slide I selected and re-formatted so that it matches the current presentation. So once again, all I need to do is click and the slide is inserted in my existing presentation and that’s how we reuse slides from another presentation.

Slide sorter view (1:07)




If you need to move a slide in your presentation to another location in that presentation, all you need to do is click and hold and drag that slide to its new location. However, dragging a slide to it's new location can sometimes get a little unwieldy. It’s difficult to stop where you need to stop and sometimes well, you just lose perspective altogether. So, if you need a larger, bird’s-eye view of your presentation, you can use the Slide Sorter view. The Slide Sorter view is here, in the lower right-hand corner next to your normal view. If you select the Slide Sorter view; you can then click, and hold, and drag that slide to any location you like. Further, if you want to move more than one slide, you can select them by using your Control or Shift key and click, and hold, and drag, those to any location that you like. So that’s how we use the Slide Sorter view to move slides inside of our presentation.

Insert a screenshot (0:34)




If you need to insert a screenshot of an open folder or application on your computer, you can do that by clicking the Insert menu, choosing Screenshot and selecting from the list of available windows. Then you can resize the screenshot and place it where necessary. So that’s how you insert a screenshot in your presentation.

Insert a screen clipping (0:39)




If you want to capture a screen shot of a specific portion of your computer screen, you can go to the Insert menu, choose Screen Shot and choose Screen Clipping. At which point PowerPoint is minimized and your screen is made available for your selection. You can then select the portion of the screen you wish to use and the portion is inserted inside of PowerPoint. And that’s how you select a specific portion of your screen for use inside PowerPoint.

Show or hide the ribbon (0:59)




Sometimes to make your presentations as effective as possible, you need more space to work. One of the ways you can get that space is to hide your ribbon. You can use the keyboard command CTRL-F1 and that hides the ribbon. Press CTRL-F1 again and that brings the ribbon back or you can double click any tab, except the File tab, and that hides the ribbon, and double-click again, and it brings the ribbon back. Now with the ribbon hidden, you can still use it. Just click any tab and then after you select something, it’s hidden again. And of course, like we showed you a second ago, to bring it back permanently double-click the tab. So that’s how I can show and hide a ribbon inside of PowerPoint.

Use the Quick Access Toolbar (0:47)




If you find that you're using some commands and buttons more than others, you can quickly add them to your Quick Access toolbar to make them available no matter where you are in PowerPoint. I find that I use Transitions quite often so i’m going to add the Transitions to my Quick Access toolbar. I select the Transitions tab and then right-click on one of the Transitions to Add the Gallery to the Quick Access toolbar. Then, no matter where I am, I have access to adding transitions to the selected slide. So, that’s how you add a menu you use more often to your quick access toolbar.

Quick Reference Card 1 Open PowerPoint fast

• Press Windows Key+R, type winword, and then press Enter.

Use an Office.com template

• On the File tab, click New, and then under Office.com templates, choose a template.

Make a slide from a bullet

1. On the left, above the slide thumbnails, click the Outline tab.

2. Select the text you want on its own slide.

3. Press SHIFT+TAB.


Quick Reference Card 2 Crop a picture to a shape

1. Select the picture or pictures that you want to crop to a specific shape.

2. Under Picture Tools, on the Format tab, in the Size group, click the arrow under Crop.

3. Click Crop to Shape and then click the shape you want to crop to.

Zoom with your mouse

• If your mouse has a wheel, hold down the CTRL key, and then rotate the wheel forward to zoom in. Rotate the wheel backward to zoom out


Quick Reference Card 3 Reuse slides from another presentation

1. Open the presentation that you want to add a slide to.

2. In the pane that contains the Outline and Slides tabs, click Slides, and then click where you want to add a slide.

3. On the Home tab, in the Slides group, click the arrow below New Slide, and then select Reuse Slides.

4. In the Reuse Slides pane, click Open a PowerPoint File.

5. In the Browse dialog box, locate and click the presentation file that contains the slide that you want, and then click Open.

Tip In the Reuse Slides pane, PowerPoint displays thumbnails of the slides from the presentation that you selected. Rest the pointer on a thumbnail to see a larger version of the slide's contents.

6. In the Reuse Slides pane, do one of the following: • To add a single slide, click the slide. • To add all of the slides, right click any slide, and then select Insert All Slides. Note If you want the slide that you are adding to the destination presentation to maintain the formatting of the original presentation, select the Keep source formatting check box before you add the slide to the destination presentation. • To add a single slide, click the slide. • To add all of the slides, right-click any slide, and then click Insert All Slides on the shortcut menu.


Quick Reference Card 4 Slide Sorter view

• In the lower-right corner of the screen, press the Slide Sorter button.

Insert a screenshot or screen clipping

1. Click the slide that you want to add the screenshot to.

2. On the Insert tab, in the Images group, click Screenshot.

3. Do one of the following: • To add the whole window, click the thumbnail in the Available Windows gallery. • To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and hold the left mouse button to select the area of your screen that you want to capture.


Quick Reference Card 5 Show or hide the ribbon

• Press CTRL+F1.

Use the Quick Access Toolbar

• Right click a button, and then click Add to Quick Access Toolbar.


Quick Reference Card 6 The online version of this Quick Reference Card provides more information. To see that version, go to http://office.microsoft.com/en-us/powerpoint-help/quick-reference-card-RZ102673175.aspx?section=14&mode=print


http://office.microsoft.com/en-us/powerpoint-help/quick-reference-card-RZ102673175.aspx?section=14&mode=print











Documents

Note to trainers