1 VCAM Technical Forum 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM Common PowerPoint Challenges Date: 04/31/2006.

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VCAM Technical Forum

2006VCAM\10_Oct\Technical Forum001 – 04/18/23 15:16

Common PowerPoint Challenges

Date: 04/31/2006



Purpose

Demonstrations of common PowerPoint challenges

• Applying an existing template

• Formatting/using “slide master”

• Copying/pasting slides between presentations

• Copying/pasting Excel charts

• Other

– Formatting tricks

– Inserting tables

– Basic shapes

– Aligning text and more!



“Why do I need to format the Slide and Title Masters?”

Select “View”

• “Master”

– “Slide Master”



Formatting the Slide and Title Masters

Place your cursor and click the mouse on the space “Click to Edit Master Title Style”

• You can edit the type style (Arial) and size, and bold or not bold, etc.




Do the same thing with the “Click to edit Master text styles” area, changing each bullet level, if needed, and adjusting line spacing, if needed.




This is where you’ll place logos and standard graphics that you want to appear on ALL pages of the presentation.




Don’t forget to add your footer information

• State the location of your file and the file name

• Insert a “date and time” and make it automatically update each time you get into the file.

DO NOT put a footer on every slide of the file.

• If it goes on all pages, it goes on the slide master.



Returning to Your Presentation

To return to your regular presentation pages, select “View”

• “Normal”



The Presentation

Your first page of the presentation will look something like this.



“My presentation is already complete. Now they’re telling me it’s supposed to be in a different format!” Applying a different background template isn’t hard. First, Select

“Format”

• “Apply Design Template...”



Applying a Different Background Template

Change the “Files of type” to say “All Files”




Select the existing file that contains the background attributes you need for your presentation.




Select “Apply” and give it a few seconds to take effect.

Your presentation will now have the same attributes as the desired presentation, without any rekeying.




Keep in mind that taking on a different template will necessitate resizing some of the text and or graphics to make them fit the new format.



Inserting/Adding Slides – Which Slide Format?

If you are creating bulleted text, choose the Bulleted List slide




If you are creating a slide and need to insert a large photo or chart, choose the Title Only slide




Do not insert blank slides and type your own text box and bullets!

That requires much more reformatting when the slide is moved from presentation to presentation!



“I have several slides that my co-worker sent me. I need to put them into my existing presentation.”

Place your file into the “Slide Sorter” view.

Do the same with your co-worker’s presentation.



Placing Slides From an Existing Presentation

Hold down the “Ctrl” key and select the slides you need from your co-worker’s presentation.



Placing Slides From an Existing Presentation Select “Edit”

• “Copy” from the toolbar



Placing Slides From an Existing Presentation In the Slide Sorter View of your presentation, place your cursor at the point

where you need the co-worker’s slides to go...and select “Edit” - “Paste”



Placing Slides From an Existing Presentation The new slides will be placed into your presentation, taking on the attributes of YOUR formatting!

You still may need to tweak text here and there



“My presentation is done. Now all the titles must be orange, and 28 points in size!”

The title at the top is black, Arial and 24 point.

You need to change the title on all 60 pages!

Go back to the Slide Master

• Change the title attributes on the Slide Master

• Changes are made on all slides



“The boxes are black & white, I need them yellow, with larger, blue text, and a drop shadow!”

There are 30 boxes like this throughout the presentation!

“Format Painter” to the rescue!

Organization

Organization Organization

Organization



“Format Painter” to the Rescue!

Change one box the way you want it

Select your new box




Click once on the “Paint Brush” icon in the toolbar (for one change), or double-click (for multiple page changes.)




The cursor changes into a “paint brush cursor”

Click on each of the boxes you want changed







Go from page to page and make the changes. (If you’ve double-clicked the icon for multiple changes).

Re-click the format painter icon in the toolbar to “stop” the painting feature



“How do I get charts created in Excel into PowerPoint so they are still editable?”

Open the Excel file that contains the desired chart

Click the outside edges of the chart to select it

Choose “Edit” “Copy” from the toolbar



Editable Excel Charts

From the “Edit” toolbar in PowerPoint, choose “Paste Special”




From the “Edit” toolbar in PowerPoint, choose “Paste Special” select “Microsoft Excel Chart Object” and select “OK”




VCAM Chart

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Month of REPORT

12 Month Moving Average

Monthly Data

Date of Analysis: October 9, 2003




When you double click the chart, it opens Excel and all the elements are editable.



“Fonts, fonts, fonts. They all look alike!What’s the difference?”

Use ARIAL font in both PowerPoint and Excel

• Mixing fonts creates the “Ransom Note” look to presentations!

• Arial is the most universal/global font available

It’s extremely legible

Times Roman is reserved for large amounts of text formatted in paragraph style (as in a newspaper)

L E a V e

y o U r

D aT A

o r

EL s e !



Setting ARIAL FONT as your default

With nothing selected (no text, graphics, shapes, etc.)

• Click the font “drop down box” and select Arial

• Next, select a default size from the drop down size menu

– Usually, 16 or 18 point if good to start with. You can always size up or down according to your needs.



“I need to send only three of 15 slides to someone else. How do I do that?”

Click the lower left “slide sorter” icon.



Sending a Few Select Slides

In slide sorter view, choose “Edit” “Select All” from the toolbar.(Note: if “Select All” isn’t visible, click on the down arrow at the bottom of the drop down box to expand your choices...)



Sending a Few Select Slides Holding down the “Ctrl” key, click the slides you wish to send.

This “de-selects” them.

Hit the “Delete” key. The ones you clicked on are the only ones remaining.

Immediately select “File” and “Save As”

Now, rename this presentation.

Your original presentation is not changed and still intact.



“I’ve created a shape. How do I get text into it?”

Draw your desired shape, such as a box, circle, arrow, etc.

Click the shape to highlight it, and just start typing.

Global Process Improvement



Text in a Shape

Right Click the text shape and select “Format Auto Shape...



Text in a Shape

Select the tab “Text Box”

Select “Word wrap text in AutoShape”

Click “OK”



Text in a Shape

Your text now wraps properly in the shape

Highlight the text and change boldness, size, color as desired

VCAMVolunteer

Improvement



Drawing Your Own Shape

If not already selected, choose “View” “Toolbars” and make sure “Drawing” is selected.

The tool you want to select when drawing your own custom shape is the “Freeform” tool from the “Drawing” toolbar

Click once to create your shape’s starting point

Click once for each point you need to add

Double-clickingstops the “Free-form” tool



Click on the shape (make sure your toolbar is displaying the “drawing” tools)

Reshaping Your Shape (No Diet Involved!)



“I need extra space between lines of text.”

This slide has bullets

The bullets are average distance apart

I want them spread further apart



Extra space between lines of text.



Extra space between lines of text.

You can alter the line spacing, and the space before or after a paragraph

You should use this tool instead of hitting the “enter” key to put more space between lines

Results

This slide has bullets

The bullets are average

distance apart

I want them spread out

further



“I can’t get things to align correctly - left, right, center...”

Select the boxes you want to align. From the bottom menu bar: Draw/Align or Distribute, then choose the picture that represents what you want to do (left, top or center alignments)



Aligning Correctly – Even Spacing

Select the boxes you want to distribute. From the bottom menu bar: Draw/Align or Distribute, then choose the picture that represents what you want to do (horizontal distribution)



Aligning Correctly – Even Spacing

Results – evenly spaced objects



“I can’t select text or a shape no matter how much I click on it!”

If you can’t select the yellow box, it might be BEHIND the chart!

Select the chart. From the bottom menu bar: “Draw” “Order” “Send to Back”

GMNA Chart

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Month of Build


Monthly Data




GMNA Chart

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Month of Build


Monthly Data


Bring to Front – Send to Back

Now you can change the color or move the box, or delete it!



Anything You’re Still Wondering About?

Toolbar buttons?

Shortcuts?

How to….?

Send questions to Peter Milne <[email protected]>

1 VCAM Technical Forum 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM Common PowerPoint Challenges Date: 04/31/2006.

Documents

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view master slide master

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desired presentation

master title style

regular presentation

title masters dont

different format