Avoiding Common PowerPoint Issues. David DK Kornegay

Transcription

1 Avoiding Common PowerPoint Issues David DK Kornegay

2 What We ll Discuss Customizing your Quick Access toolbar Right-click tricks Copying/Pasting/ Inserting: Text Pictures Data Graphs Formatting Use of Templates Slide Master Right-clicking tricks Bulletpoints SHIFT + ENTER Naming Your Files Presenting Views and Tricks 1

3 Quick Access Toolbar Right-click on your top menu and choose Customize Quick Access Toolbar for features you use often, or right-click on a function to add it to the toolbar 2

4 Right-click tricks Right-click in various areas to see what options you ll get. It s often easier and faster than figuring out what is where in the top menu! 3

5 Copying/Pasting/ Inserting Instead of traditional Pasting, consider using Paste Special options: Keep Text Only removes formatting and fits your current font style, size and color (handy for copying/pasting from webpages or other documents) Paste as a Picture (handy to make text, data and graphs as read-only) Paste Special gives even more options 4

6 Handy Functions Undo or CTRL + Z on your keyboard (note the small dropdown arrow allows you to pick and choose a certain mistake to undo) Shapes: insert arrows, lines, text boxes or more (note expands to show all options) Align: got a text box or picture you can t get centered? These buttons gives you a fast way to move something! 5

7 Handy Functions Normal 2. Slide Sorter 3. Reading view 4. Slide Show view (can also press F5 to start show from beginning) 5. Zoom 6. Zoom slide bar and buttons 7. Auto-expand slide to fit screen Most useful: 1, 2, 4, 7 6

8 Handy Functions Toolbars: these stay hidden until you pick something such as a picture or text box, and will have handy related features. Usually appears at the top center. Format Painter: Pick a word and click this button. This allows you to apply the look to another word. Double-clicking locks the formatting in place for multiple changes (press ESC to turn off the brush) Crop: Select a picture or graphic, then click this button to get rid of unnecessary edges 7

9 Bullets and Numbers Use menu icons at the top, or right-click in a text box for these options Click on the small arrow to allow choices Bullets and Numbering such as color, size, etc. 8

10 File Naming Give it a name you ll remember later Although dates are often recorded in the file, consider including the date with the file name With dates, use numbers vs. text so sorting will be easier ( vs. Jan012013) Topic, then specifics, then date in a file name ( CapPlan_2013_DeanHS.pptx )

11 Slide Masters Found under the View tab Allows you to preset font styles, backgrounds and graphics that will be used throughout the entire presentation file After making any updates, you can exit the Slide Master view to see how your slides are affected 10

12 Useful Keyboard Shortcuts Preparing a Presentation: To do this Copy Cut Paste Paste special Undo Print Open an existing presentation file Start a new presentation New slide Press CTRL+C CTRL+X CTRL+V CTRL+ALT+V CTRL+Z CTRL+P CTRL+O CTRL+N CTRL+M Giving a Presentation: To do this Start a presentation from the beginning. Perform the next animation or advance to the next slide. Perform the previous animation or return to the previous slide. Go to slide number. Display a blank black slide, or return to the presentation from a blank black slide. Display a blank white slide, or return to the presentation from a blank white slide. Press F5 N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE number+enter B or PERIOD W or COMMA Duplicate a slide CTRL+D End a presentation. ESC or HYPHEN Bold CTRL+B Underline CTRL+U Italics CTRL+I 11