assets.nationalseminarstraining.com...in this lesson, you’ll go beyond the basics with tricks and...

© SkillPatha division of the Graceland College Center for Professional Development and Lifelong Learning, Inc.All rights reserved, including the right to reproduce this material or any part thereof in any manner.

Advanced Techniques for Microsoft®

PowerPoint®

Bring your slide decks to life! Explore animations, action buttons, video, customized charts and much more.

V821_100318 2

ADVANCED TECHNIQUES FOR MICROSOFT® POWERPOINT®

Have you ever wanted to set your PowerPoint® presentations apart and bring your slide decks to life?

In this lesson, you’ll go beyond the basics with tricks and shortcuts to help you customize templates and learn the simple steps to adding animation or video to your slide decks and to make your PowerPoint® slides interactive using hyperlinks and action buttons.

There’s nothing like a bad presentation to make you appreciate a good presentation. Learning these skills to upgrade your slides will set you apart from those who deliver mediocre presentations.

No longer will you be a purveyor of “bad” slides.

Learning Objectives

In this lesson, you’ll learn:

• How to work faster and more efficiently with design templates—slide masters and layouts

• How to make quick and easy enhancements with SmartArt graphics

• How to add visual impact with custom animations and transitions

• How to integrate audio and video media into your presentations

• How to create a slide show with hyperlinks and action buttons

• How to share presentations online for collaboration

• How to record, secure and broadcast a presentation

Notes to Readers

Throughout this workbook you’ll see study aids that will help you master Microsoft® PowerPoint®.

• SkillSteps: The fundamental steps to get to a feature

• SkillTips: Special guidelines for becoming a power user

• Strategies: Techniques for mastering Microsoft® PowerPoint®

This workbook contains many images of user interface elements that you’ll work with while performing tasks in PowerPoint® on a Windows® computer. Depending on your screen resolution or program window width, the PowerPoint® ribbon on your screen might look different from that shown in this workbook. (If you turn on Touch mode, the ribbon displays significantly fewer commands than in Mouse mode. )

As a result, SkillSteps that involve the ribbon might require a bit of adaptation.

If differences between your display settings and ours cause a button to appear differently on your screen than it does in this workbook’s illustration, you can easily adapt the steps to locate the command.

Introduction

V821_1003183

PARTICIPANT NOTEBOOK

Design Templates—Slide Masters and Layouts

The foundation for a layout of any slide is the slide master upon which it is based. In the default presentation template, Microsoft® PowerPoint® provides nine standard layouts for the default slide master.

When creating a presentation, it is important to ensure your slides are effective and use a consistent theme and collection of layouts. Otherwise, your slide designs may distract your audience from your message.

To ensure consistency, you build your slides from similar layouts that are housed and modified “under the surface” in the Slide Master view.

SkillTip: You can always see and reset your slides to their original layout using the Layout and Reset commands in the Slides group on the Home tab.

SkillSteps: To determine or change the slide layout applied to a slide: Home > Slides > Layout

V821_100318 4


How to Modify the Slide Master Layouts for a Presentation

You can rapidly customize the layout of many slides by modifying the layout master associated with them. You can modify all the layouts of a presentation by switching themes.

SkillSteps: To modify the slide master layout: View > Master Views > Slide Master

SkillTip: The shortcut to display the Slide Master view is ALT, W, M.

In Slide Master view you will see the slide master and its available layouts.

Once you’ve made your changes to the slide master and/or to the layouts, you can return to Normal view.

SkillTip: The shortcut to display the Normal view is ALT, W, L.

V821_1003185


PowerPoint® Templates and Document Themes

A PowerPoint® template is a framework of a slide or group of slides that you save as a .potx file. PowerPoint® templates can contain:

• Slide layouts

• Theme colors

• Theme fonts

• Theme effects

• Background styles

• Content

There is often confusion about the difference between PowerPoint® templates and document themes.

PowerPoint® templates can only be used to create PowerPoint® presentations. PowerPoint® templates are files whose names end in .potx.

On the other hand, document themes can be used to create or modify a presentation and can be shared by Word, PowerPoint®, Outlook® and Excel® to provide visual consistency.

Document themes contain:

• Slide layouts

• Colors

• Fonts

• Effects

• Background styles

Themes are stored as files whose names end in .thmx.

V821_100318 6


Troubleshooting Slide Masters

When you look at your slide layouts … are they standard or have they expanded to many more than you see in this session?

You could be a victim of a hybrid presentation formed from slides copied from separate presentations.

Copying formatted slides from one PowerPoint® file to another might silently increase the number of slide layouts. Use the New Slide > Reuse Slides… command rather than Copy and Paste.

SkillSteps: To reuse slides from another presentation: Home > Slides > New Slide > Reuse Slides…

SkillTip: As a best practice, always review the layouts in Slide Master view to ensure your file has the appropriate number of layouts.

V821_1003187


Every slide should pass the “glance test.” A viewer should need to do no more than glance at a slide to grasp its idea within three seconds. SmartArt graphics help your slides pass this glance test.

SmartArt graphics are visual shortcuts—such as an organization chart to represent hierarchies on a project or within a company. Or they can be flowcharts to help communicate a complicated process.

When you need to quickly express a thought or idea in a presentation, use SmartArt graphics instead of building your diagram from scratch.

You’ll find a button to create them on the Insert tab and on some of the standard slide layouts.

SkillSteps: To create a SmartArt graphic: Insert > Illustrations > SmartArt

SkillTip: Once you’ve built your SmartArt, consider splitting it up (ungrouping it) and rearranging its objects to create a more custom look to your presentation. (Ctrl + Shift + G, Ctrl Shift + G)

How to Make Quick and Easy Enhancements With SmartArt Graphics

V821_100318 8


Picture Layouts Are SmartArt for Graphics

Did you ever need to arrange or resize a collage of images that were different sizes? Picture Layouts is a powerful tool. Have you noticed it when working with images?

SkillSteps: To lay out your graphics in a SmartArt style: Select the graphics > Picture Tools > Format > Picture Layout

V821_1003189


You can also customize the chosen SmartArt by using the SmartArt contextual tab.

Once you’ve modified your SmartArt, you can cut and paste it to one of your slide masters.

V821_100318 10


There is more to animation than fading bullet points in and out.

You use animations to tell a story or to emphasize a point. With appropriate use, your animations can help deliver an effective and stunning message.

For teachers and seminar leaders, animation can be useful for drawing students’ attention to important topics or key areas of a diagram. Animation can also be used to build an interactive activity.

However, not all presentation environments are effective platforms for animation. For example, a Webinar environment is not a great place for animation. When your slides and visuals are streamed live to many at once, latency can occur when connections are not the best quality, the fastest or the most stable. For that reason, don’t build Webinar presentations around complex animations.

For in-person or on-demand presentations, animations do not suffer the same consequences and can enhance a presentation and make it more effective.

When you are building animations, it’s best to use the Add Animations button to ensure you don’t accidentally replace an existing animation.

Animations are the result of commands you’ll find on the Animations tab.

You’ll find three essential tools when building animations:

• The Selection pane

• The Add Animations button

• The Animations pane

How to Add Visual Impact With Custom Animations and Transitions

V821_10031811


The Selection Pane

SkillSteps: to show, hide and move objects in layers on your slide, use the Selection pane: Drawing Tools > Format > Arrange > Selection Pane

V821_100318 12


The Add Animations Button

Once you’ve selected an object, use the Add Animations button to see and assign a wide collection of built-in animations.

SkillSteps: To add an animation: Animations > Advanced Animations > Add Animation

The Animations Pane

You can preview and revise the order and properties of your animations using the Animations pane.

SkillSteps: To display the Animation pane: Animations > Advanced Animations > Animation Pane

V821_10031813


Transitions

Transitions are ways to animate the progression of slides in your presentation. To apply transitions to a slide, select the slide(s) to which you want the transition attached.

SkillSteps: To add a transition: Transitions > Select a transition

Often, transitions have additional properties you can modify, including:

• Direction

• Speed

• Trigger

SkillTip: Consider using the Morph transition rather than complicated individual animations for objects.

V821_100318 14


3D Models and Animation

Now that PowerPoint® supports 3D models, you can also consider adding animations to them as well.

SkillSteps: To insert a 3D image: Insert > Illustrations > 3D Models > From Online Sources…

V821_10031815


Once you’ve inserted an appropriate 3D model, you can add special 3D animations to it.

3D model animations include:

• Arrive

• Turntable

• Swing

• Jump & Turn

• Leave

• Appear

SkillTip: 3D models are large. Use them sparingly when file sizes are limited.

V821_100318 16


Audio and video can enhance your presentation (they can also increase the file size). Adding and configuring your audio and video begins by inserting the appropriate content from the Media group on the Insert tab.

SkillSteps: To add audio: Insert > Media > Audio

Audio can come from a file or recording. Once inserted or recorded, the audio is represented by an object.

You can configure the properties of the audio in your presentation using the commands on the Audio Tools Format and Playback tabs.

SkillSteps: To add video: Insert > Media > Video

How to Integrate Audio and Video Media Into Your Presentations

V821_10031817


You can insert video from your PC or from an online source.

After you’ve added your video, you can configure it with the commands on the Video Tools Format and Playback tabs.

V821_100318 18


Like audio and video, hyperlinks and action buttons are added to a presentation to enrich the content and the experience of your presentation.

Hyperlinks are triggers to enable a user to jump to content either inside or outside the presentation. Hyperlinks can also be set to create a new document or email.

SkillSteps: To add a hyperlink: Insert > Hyperlink

How to Create a Slide Show With Hyperlinks and Action Buttons

V821_10031819


An action button is a type of wizard-driven hyperlink. When you insert an action button, the button you choose drives a wizard that defaults to a specific action.

SkillSteps: To insert an action button: Insert > Illustrations > Shapes > Action Buttons (Note: They are at the bottom of the list.)

While most action buttons are preset with helpful settings, they can be customized to do nearly anything—including running a macro.

V821_100318 20


Did you know that separate users can work on different parts of a PowerPoint® 2016 presentation concurrently?

SkillTip: Document collaboration is often called “co-authoring.”

In PowerPoint® 2010 and newer versions, multiple authors can simultaneously change the same presentation stored on OneDrive®, OneDrive® for Business, SharePoint® online or SharePoint® OnPrem.

SkillSteps: To collaborate and share with others: File > Share > Save to Cloud

How to Share Presentations Online for Collaboration

V821_10031821


When you are given the opportunity to “Save to Cloud,” select an appropriate location—including OneDrive®, OneDrive® for Business, SharePoint® online or SharePoint® OnPrem.

Once you’ve saved your presentation, you can share the file with co-workers via email, as an attachment (.PDF or .PPTX) or with a link (view or edit).

V821_100318 22


The result of sharing enables everyone to edit the file concurrently—whether from PowerPoint® or PowerPoint® online. When any co-author makes a change, others will see the changes—in real time!

V821_10031823


After adding animations and SmartArt and collaborating with your co-workers, you might want to record your presentation to see how it looks or record it to generate a video you can post online.

SkillSteps: To record a presentation: Slide Show > Record Slide Show

Since you can’t be certain everybody has a copy of PowerPoint®, you can convert your recording into a standalone video to ensure your work can be enjoyed by anyone with a device that can play a .WMV or .MPEG version of your presentation.

SkillSteps: To create a video: File > Export > Create a Video

SkillTip: You can save the file as a Windows Media Video (.WMV) file or a Moving Picture Experts Group file (.MPEG). WMV is a proprietary technology from Microsoft®, and MPEG was developed by the Moving Picture Experts Group (MPEG), a working group of the International Organization for Standardization (ISO). MPEG is supported by more devices than WMV.

How to Record, Secure and Broadcast a Presentation

V821_100318 24


Securing and Broadcasting

Once you’ve built your presentation and even developed a video, you might want to password protect your work in PowerPoint®.

Before you secure it, though, you might want to inspect it with the Document Inspector to find any personal information you would want to remove.

SkillSteps: To inspect a presentation with the Document Inspector: File > Check for Issues > Inspect Presentation

When you want to restrict people who receive your presentation, there are four levels of security you can use.

Mark as Final Marks the presentation as read-only; warns recipients the file is the final version and discourages people from making changes.

Encrypt with Password Requires a password to open the file.

Restrict Access Grant specific permissions: Edit, copy, print. Requires a Rights Management Server and an Information Rights Management setup.

Add a Digital Signature Ensure the integrity of the file by adding an invisible digital signature. Making any changes to the document will invalidate the digital signature.

V821_10031825


SkillTip: Once a presentation has been marked as final, viewers will see this:

SkillSteps: To control what types of changes can be made to a presentation: File > Protect Presentation

Instead of locking a file with a password (Encrypt with Password), you can add a digital signature to the file so that any changes will invalidate the signature.

The following warning is displayed when you attempt to edit a signed file:

V821_100318 26


Broadcasting Your Presentation

Presentations need not be done in person. You can present online using the Office Presentation Service (formerly known as Presentation Broadcast Service). The service provides a platform for inviting an audience, delivering a live presentation and providing download options for your file. With the Office Presentation Service, others can see your slide show in a Web browser.

SkillSteps: To set up an online presentation: Slide Show> Start Slide Show > Present Online > Office Presentation Service

SkillTip: Keep in mind the presentation is without audio. Further, animations and transitions are not certain to translate across this platform.

Subscribers to Skype® for Business (formerly Lync) can broadcast their presentations with audio.

SkillTip: Allowing this feature could result in presentations with DoD FOUO (For Official Use Only), PII (Personally Identifiable Information) and other protected data to be viewed in a nonsecure location. Present Online is not supported on PowerPoint® 2016 for Mac®.

V821_10031827


You can also use Skype as a platform with which to present your slides.

SkillSteps: To set up Skype® presentation: Slide Show> Start Slide Show > Present Online > Skype for Business

V821_100318 28


Shortcut Name Shortcut Shortcut Description

Copy w/mouse CTRL + drag Copy selected object

Copy and align CTRL + Shift + drag Copy and align an object vertically/horizontally

Straight line Hold Shift + Draw Line Force draw a straight line

Size and position task pane Right-click an object, Z Open the size and position task pane for an object

Align vertically or horizontally Shift + drag Move an object in vertical/horizontal alignment

Bottom text alignment ALT, H, AT, B Vertically align text to the bottom

Middle text alignment ALT, H, AT, M Vertically align text to the middle

Top text alignment ALT, H, AT, T Vertically align text to the top

Bullets ALT, H, U Open the bullet menu

Fit to screen ALT, W, F Fit the work area to screen

Slide sorter view ALT, W, I View slides in slide sorter view

Normal view ALT, W, L View slides in normal view

Notes pane ALT, W, PN Open/close the notes pane

Rotates object ALT + or Rotate an object left or right

Find first search term ALT + F Find first search term

Presenter view from slide 1 ALT + F5 Presenter view from slide 1

Presenter view from current slide ALT + Shift + F5 Presenter view from current slide

Replace search term ALT + R Replace search term

New section CTRL + , Inserts a new section

Decrease font size CTRL + [ Decrease the font size

Increase font size CTRL + ] Increase the font size

Nudge an object in a direction CTRL + or or or Nudge an object in a direction

Screen rotate CTRL + ALT + or or or Rotates the computer screen (Windows® shortcut)

Paste special CTRL + ALT + V Open the paste special dialog box

Bold CTRL + B Bold or un-bold text

Job Aid A: PowerPoint® Shortcuts

V821_10031829


Shortcut Name Shortcut Shortcut Description

Copy CTRL + C Copy selected object(s)

Duplicate CTRL + D Duplicate selected object

Center text alignment CTRL + E Center text alignment

Open/close the ribbon CTRL + F1 Open or close the ribbon

Group CTRL + G Group selected objects

Find and replace CTRL + H Launches the find and replace dialog box

Left text alignment CTRL + L Left horizontal text alignment

Right text alignment CTRL + R Right horizontal text alignment

New slide CTRL + M Make a new slide in the presentation

New presentation CTRL + N Make a new presentation

Save CTRL + S Save the presentation

Increase (slightly) an object’s size CTRL + Shift + or or or Slightly increases an object height or width

Increase an object’s size Shift + or or or Increase an object’s height or width

Pick up style CTRL + Shift + C Copy selected object’s formatting style

Duplicate slide CTRL + Shift + D Duplicate current slide

Ungroup CTRL + Shift + G Ungroup selected objects

Apply style CTRL + Shift + V Apply copied formatting style to selected object

Paste CTRL + V Paste copied object(s)

Redo CTRL + Y Redo last action

Undo CTRL + Z Undo last action

Slide show from the first slide F5 Start presentation from the first slide

Slide show from current slide Shift + F5 Start presentation from the current slide

Technical training only from our bookstore ...Training is our only business. That’s why our books and videos are uniquely focused on boosting your skills, expanding your capabilities and growing your career.

Our expert authors and presenters are professional trainers who don’t get bogged down in hype and fluff. They know how to zero in on the essentials, simplify complex subjects and not waste your time.

As a seminar participant, you always get the lowest price and fastest service because our resources are not sold through middlemen at discount stores, local booksellers or commercial Web sites.

B O O K S + S O F T W A R E + D V D S

Contact us: U.S./Canada 800-873-7545 • UK 0800 328 1140 • AUS 1800 145 231 • NZ 0800 447 301 Or visit us on the Web at www.ourbookstore.com

STAR12 is 365 DAYS of …

n Peace of mind

n Job help

n Knowledge-packed seminars

n Career development

n Informative Webinars

n Résumé boosters

n Convenient online learning

n Skill building

U N L I M I T E D T R A I N I N G Know that you have the resources and tools you need to achieve career success 365 days a year when you enroll in STAR12. With STAR12, you’ll get unlimited access to seminars, Webinars and online courses to help you do your job more effectively and efficiently. Put career success in your hands year round. Talk to your trainer to receive a special discount on STAR12, and enroll today!

VISIT JOINSTAR12.COM OR CALL 1-800-258-7246 FOR MORE INFORMATION

assets.nationalseminarstraining.com...in this lesson, you’ll go beyond the basics with tricks and...

Documents