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ADVANCED POWERPOINT TIPS

originally by Zach London

  1. Backgrounds
    1. Selecting a Design Template
    2. Download Free Design Templates
    3. Customizing Templates
    4. Background Colors and Patterns
    5. Color Schemes
  2. Graphics
    1. Working with imported pictures
      1. Compressing Pictures
      2. Trimming Pictures
      3. Setting Transparent Color
    2. Drawing
    3. Filling Thing In
    4. Borders and Lines
    5. Grouping
    6. 3-D Graphics
    7. Charts, Graphs, and Diagrams
  3. Animation
  4. Music
  5. Video
  6. Hyperlinks
  7. Action Setting
  8. Shortcut buttons




  1. Backgrounds
    1. Selecting a Design Template
      1. Right click on an empty part of the screen
      2. Select Slide Design
      3. Select a template from teh choices on the right
        1. To apply to all slides, click on the image
        2. To apply to one slide, right click on the image, and select Apply to Selected Slides
    2. Download Free Design Templates
      1. http//officemicrosoft.com/en-us/templates/FX100595491033.aspx?pid=CL100632981033
      2. www.brainybetty.com
    3. Customizing Templates
      1. Under view, select Master, then Slide Master
      2. Any graphic you place on the screen will appear on all slides
    4. Background Colors and Patterns
      1. Right click on an empty part of the screen
      2. Select Background
      3. Click on the thin solid rectangle towards the bottom left of the window
      4. If you would like a solid color, pick from one of the choices or select More Colors
      5. OR select Fill Effects to choose from gradient (very useful), patterns, textures, or an imported picture
      6. Tip: Dark backgrounds work best for on-screen presentations. If you choose gradient, pick two colors that are close on the color wheel
    5. Color Schemes
      1. Defintion: The colors that are used as the default for text and colored objects. Color schemes can be controlled independently of the background or design template
      2. Right click on an empty part of the screen
      3. Select Slide Design
      4. In the new window, select Color Schemes
      5. Choose from the options, or click on Edit Color Schemes at the bottom to customize your colors
  2. Graphics
    1. Working with imported pictures
      1. Importing graphics from the Internet
        1. Right click on the picture, select Copy and Paste it into your presentation
        2. Tip: Google Image Search is the best way to find pictures of anything on the internet
      2. Compressing Pictures
        1. Tip: Compressing pictures allows you to shrink your file size considerably
        2. Right click on the picture
        3. Select Format Picture
        4. Under the Picture tab, select Compress
        5. Select Web/Screen 96 dpi
        6. Select Apply to all pictures in document
      3. Trimming Pictures
        1. Right click on the picture
        2. Select Format Picture
        3. Under the Picture tab, the top window is labeled Crop From. Use this window to trim your picture to the correct size
      4. Setting Transparent Color
        1. Tip: This is a powerful feature that allows you to import a picture from the internet without the square border (usually white) that comes with it.
        2. Right click on the image
        3. Select Show Picture Toolbar (If the phrase Hide Picture Toolbar is the only choice, that means the toolbar is already somewhere on the screen)
        4. On the Picture Toolbar, select the Set Transparent Color Icon (Second from the right)
        5. Click on the background area of your object, and it will disappear.
      5. Placing an imported picture onto an object or text (see "Filling Things In" below)
    2. Drawing
      1. Select Autoshapes from the bottom toolbar, towards the left
      2. Select an object from the various menus and draw it on slide
    3. Filling Things In
      1. Tip: Adding color to your objects is the most important thing you can learn to do in Powerpoint. It can be used on textboxes, Wordart, or drawings.
      2. Right click on the object or textbox. Tip: If you want to format a box with text, make sure you click on the border instead of the text itself, or you will not be able to do this.
      3. Select Format ____ (i.e. Format Autoshape, Format Textbox, Format Placeholder, Format Wordart or Format Object)
      4. Select the Colors and Lines tab
      5. Under the Fill heading, select Color
      6. Take a solid color, or better yet, select Fill Effects
      7. Gradient allows you to have pretty fades between two or more colors and/or degrees of transparency, and allows you to pick the direction of shading. This is the most useful choice.
      8. Texture allows you to fill your object in with textures, such as burlap, woodgrain, or granite
      9. Pattern is basically useless
      10. Picture allows you browse your computer for a picture.
    4. Borders and Lines
      1. Right click on your object, textbox, etc. and select Format (as above)
      2. Select the Colors and Lines tab
      3. Under the Line heading, select the color you want, and use the Style or Weight window to adjust the thickness of your lines.
      4. Tip: Use borders liberally. They look good, especially in combination with color fills. Always use at least a 3 point solid line, preferably black.
    5. Order
      1. Right click on the object
      2. Select Order and then Bring Forward or Send Backward
    6. Grouping
      1. Allows you to move or alter several objects at once
      2. Left click on each of the objects while holding down the Ctrl key
      3. Right click on one of the selected objects
      4. Select Grouping and then Group Objects
    7. 3-D Graphics
      1. Right or Left click on the object
      2. Click on the 3-D style icon on teh bottom toolbar (on the far right)
      3. Pick one of the 3-D Box Choices in the new window or
      4. Select 3-D Settings
      5. A new toolbar will po-up that allows you to alter the tilt, depth, and leighting of your 3-D objecct. Playing with this is really fun if you're a nerd, which you are
      6. You can also use the Surface icon to toggle between Wire Frame, Matte, Plastic, and Metal
      7. Tip: 3-D effects can also be added to Word-Art, which is awesome
    8. Charts, Graphs, and Diagrams, etc
      1. Diagrams (useful for cheesy presentations about mission statements, but not useful for medical talks)
        1. Select Insert from teh top toolbar, and select Diagram
        2. You can increase or decrease the elements in your diagram (i.e. tiers int eh pyramid or circles in the Venn diagram) by right clicking on the diagram and selecting Insert Shape or Delete Shape
        3. Once you pick your diagram type you can edit individual elements of teh diagram by right clicking on them and selecting Format Autoshape
      2. Tables
        1. Select Insert from the top toolbar, and select Table
        2. Choose the number of rows and columns
        3. Use the Tables and Borders toolbar that appears to edit the shading and borders of the table
      3. Charts
        1. Select Insert from the top toolbar, and select Chart
        2. A sample spreadsheet will come up where you can enter your data
        3. If you right click on the default chart, you can select Chart Type and Chart Options to do all kinds of things that are outside the scope of this outline
        4. Animating Charts
          1. Right click on your chart and select Custom Animation
          2. Tip: You can use any animation on a WHOLE chart, but only a handful of the animations (such as Dissolve In or Wipe In) can be used to animate part of a chart, such as an individual bar or pie piece
          3. This is done by right clicking on the item in the large Custom Animation window, and selecting Effect Options
          4. Click on the tab Chart Animation, then the window labeled Group Chart. Select By Series or By Category if these are available.
  3. Animation
    1. Right click on the object or text you want to animate
    2. Select Custom Animation
    3. On the window off to the right, select Add Effect, followed by Entrance, Emphasis, Exit, or Motion Path
    4. Select More Effects to see the complete library of effects, and pick the one you want
    5. The large window int he lower half of the Custom Animation panel will list all of the effects you have chosen
    6. When an item on the list is highlighted, you can do the following:
      1. Change the effect (Select Change from the top left box)
      2. Change when the animation takes place (select the Start box, second from the top, and change it to either On Click, With Previous, or After Previous)
      3. For more detailed control of effects, right click on the item in the Custom Animation window and select Effect Options
    7. To change the order of the effects, click on the item you want to move, hold down the mouse button, and drag it up or down
    8. If there is a grey line below and item in the Custom Animation window, that means there are several objects being animated together. You can click on the this grey box to see the individual items, each of which can be controlled separately using the above methods.
    9. Tip: Animation is a great tool, but you have to resist the urge to use wild animations on text. Rather, practice using simple ones like Entrance: Wipe and Emphasis: Brush on Color, and experiment with the timings.
  4. Music
    1. On the top toolbar, select Insert, then Movies and Sounds, then:
      1. Sounds from Clip Organizer: The equivalent of clipart for sounds. Most versions of Powerpoint come with some of these pre-installed.
      2. Sound from File: This will take most sound file formats (MP3, wav, etc.) Tip: If you try to play the presentation on another computer, it will not work unless you copy the sound file also! Make a folder with your presentation and any sound or video clips you are using, and always keep them together.
        ### Record Sound: Using your computer's microphone, you can record a short, low quality sound clip.
        ## A speaker icon will appear on the slide. When you are playing your presentation, click on this icon to play the sound. I haven't been able to figure out how to stop the sound without advancing to the next slide (let me know if you figure it out!)
        # Video
        ## Almost the same as sound. On the top toolbar, select Insert, the Movies and Sounds, then Movie from File.
        ## Tip: Again, make a folder with your presentation and any sound or video files and always keep them together. Neglecting to do this is on eof the most common mistakes people make.
    2. Your slide will show a black rectangle on the screen the size of your video. This can be adjusted, but remember that most videos come in the size they are best viewed at, so making it bigger will probably give you poor video quality. When you play the presentation, click somewhere in the black rectangle to play the video.
  5. Hyperlinks
    1. Hyperlinks allow you to jump to the internet, other files, or jump around your presentation in a non-linear way.
    2. Highlight an object or a piece of text and right click
    3. Select Hyperlink, then one of the following from the left hand column:
      1. Select Existing File or Web Page
        1. Browse for another file (such as a PDF or another Powerpoint presentation) or
        2. Enter a web address at the bottom under Address
      2. Select Place in this Document
        1. This pulls up a menu of all of your slides, and you can pick the one you want.
  6. Action Setting
    1. Action settings allow you to do things when you click on an object or simply move your mouse over it during the presentation!
    2. Highlight an object or a piece of text and right click
    3. Select Action Settings
    4. Choose between the Mouse Click and Mouse Over tabs on top, then select one of the following:
      1. Hyperlink to: This lets you link to another file, website, or other place within the presentation, as outlined above in Hyperlinks
      2. Run Program: This is similar to hyperlink, but it only runs exe files
      3. Play Sound: Allows you to select from any ¿clip art¿ sound in the library or any sound file you have stored in the same folder as the presentation
      4. Highlight Click or Highlight Mouse Over: Self-explanatory
  7. Shortcut buttons
    1. Shift - F3 automatically changes to all caps and back
    2. Arrow keys to nudge objects
    3. Type (c) to make a ©, (tm) to make a ¿ and (r) to make a ®
    4. CTRL= makes text into subscript, CTRL+ makes text superscript



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