Unlocking the Unknown Power of PowerPoint

David “DK” KornegayDude Community Director

Why a Course on PowerPoint?

»It’s more than a presentation tool»Allows for a more visual experience vs. other Office tools

»Cost-savings

What I Have Created or Used

»Basic floor plan layouts»Flow charts (business, process, if/then decision trees)»eBooks»Digital displays» Insertion of graphics, RSS, videos»Self-running shows»Link to data for new updates

Key Tools for Today

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!

“Quick Access” ToolbarA. Right-click on

your top menu, choose “Customize Quick Access Toolbar” for features you use often, or

B. right-click on a function to add it to the toolbar

Do It With Style!POWERPOINT

Themes• found under Design• Pre-built templates

Slide Master• found under View• create your own templates

Worst case…remember the Format Painter!

Newer Templates

»Flyers»Brochures»Calendars»Posters»Certificates»Business or

Process Charts

Size Matters

»Newer monitors and displays may prefer a widescreen

»Will you be wanting to make print materials?

Master the Slide Master

»The first slide is the parent in which other slides will follow

»Right-clicking on slide previews is best way to get to core functions:

Graphics Tips»Layers»Link objects»Recolor»Cropping»Transparent Colors»Effects (e.g., drop

shadow)

Text box

Smart Art vs. DIYDS Art

FIELDOPSFAC

Director

Project Manager

Administrator

QC Manager

Project Manager

Engineer

QC Manager

“Do It Ya Dang Self”

Seabees• Project Administration• ROICC / AROICC

Contractor (Prime)

Engineering

Operations Manager

Project Manager

Quality Control Manager

Alternate Quality Control Manager

Project Administrator

Contractor (Subprime)

Subcontractor 1 Subcontractor 2 Subcontractor 3

Copying/Pasting in PowerPointInstead of traditional “Pasting”, consider using additional 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

Tables vs. Spreadsheets vs. Charts»PowerPoint tables are

sometimes good for text, sometimes for data

»Sometimes using Excel is better for stats, data, analytics

»Sometimes, simply insert a screenshot

Cost (in Thousands)

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

Pasting from Excel: Cells

»Copy cells or a graph/chart from Excel, then right-click in PowerPoint to PASTE SPECIAL

»Gives the following options for cells:» Destination Style: uses the format of your PPT visual» Keep Source Formatting: uses the format of your XLS visual» Embed: links the PPT object to your XLS file data» Picture: creates a graphic that cannot be edited» Keep Text Only: strips out cells from XLS to show only the text

Pasting from Excel: Charts

»Copy cells or a graph/chart from Excel, then right-click in PowerPoint to PASTE SPECIAL

»Gives the following options for charts:» Use Destination Theme and Embed Workbook: uses the

format of your PPT visual, copies the XLS data into your PPT» Keep Source Formatting and Embed Workbook: uses the

format of your XLS visual, copies the XLS data into your PPT» Use Destination Theme and Link Data: uses the format of

your PPT visual, links the PPT object to your XLS file data» Keep Source Formatting and Link Data: uses the format of

your XLS visual, links the PPT object to your XLS file data» Picture: creates a graphic that cannot be edited

Inserting Screenshots, Videos and More

Create Your Own Graphics

Easily:»resize, recolor,

align images»add text»“layer” images/text boxes»group images»copy/paste multiple objects to make one

new graphic for use in other applications

Copy all the above and Paste Special as a Picture

I am not reporting things about people. I am reporting things about practices.

Visual “Pops”ANIMATIONS

»Use to break up large blocks of text to keep the audience focused

»Can control the order»Show motions

TRANSITIONS

»Adds production value »Grabs attention

BOTH CAN:» Have durations/timing» Be automatic vs. performed manually (e.g., mouse click)

Handy FunctionsUndo (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 pictures you are arranging for a preferred layout? This is a fast way to move or distribute them left, right, center, vertically, horizontally!

Handy FunctionsToolbars: 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

Handy Functions

1. Normal2. Slide Sorter3. Reading view4. Slide Show view

(can also press F5 to start show from beginning)

5. Zoom6. Zoom slide bar and

buttons7. Auto-fit to screen size

1 2 3 4 5 6 7

Most useful: 1, 2, 4, 7

PowerPoint Keyboard ShortcutsTo do this PressDuplicate/Clone an object or a slide CTRL + D

Group or Ungroup a series of objects(first, select items you wish to group or ungroup)

CTRL + G to groupCTRL + SHIFT + G to ungroup

Select all(works for all slides in the Outline view, all objects inthe slide, or all text in a text box)

CTRL + A

Undo CTRL + Z

Redo CTRL + Y

Paste Special CTRL + ALT + V

Line Break(to split text onto two lines without creating a new line or paragraph)

SHIFT + ENTER

PowerPoint Show Keyboard ShortcutsTo do this PressStart a presentation from the beginning F5

Perform the next animation or advance to the next slide

N, ENTER, PAGE DOWN, RIGHT ARROW, DOWN ARROW, or SPACEBAR

Perform the previous animation or return to the previous slide

P, PAGE UP, LEFT ARROW, UP ARROW, or BACKSPACE

Go to slide number number+ENTERDisplay a blank black slide, or return to the presentation from a blank black slide

B or PERIOD

Display a blank white slide, or return to the presentation from a blank white slide

W or COMMA

End a presentation ESC or HYPHEN

Now, go show your stuff…