Impress with PowerPoint Five ways to be faster and better at PowerPoint

Table of Contents Five ways to be faster and better at PowerPoint Section 3-27 Pages Practice exercises 28-37

These four guidelines will make you faster and better at PowerPoint Guideline will make you... Faster Better Setting up the interface 1 Using control and shift 2 Using group commands 3 Using hotkeys 4 Creating the right defaults 5

1 Adding the right commands to the quick access toolbar will make proper alignment and spacing of objects easy Click the “Customize Quick Access Toolbar” drop down in the upper right corner of PowerPoint…

1 Adding the right commands to the quick access toolbar will make proper alignment and spacing of objects easy …Click “Save” and “Email” if they are not checked, uncheck any others you do not need quick access to…

1 Adding the right commands to the quick access toolbar will make proper alignment and spacing of objects easy …Then click “More Commands”…

1 Adding the right commands to the quick access toolbar will make proper alignment and spacing of objects easy …Then click “Home Tab” on the leftmost dropdown menu…

1 Adding the right commands to the quick access toolbar will make proper alignment and spacing of objects easy …Then select the commands below in the order they are listed, clicking “Add” for each, then click “OK” Bring to Front Send to Back Align Objects Center Align Objects Middle Align Objects Left Align Objects Right Align Objects Top Align Objects Bottom Distribute Horizontally Distribute Vertically Rotate Objects Group Ungroup Commands add to Quick Access Toolbar toolbar

3 “Bring to Front” and “Send to Back” enables user to determine which objects are on top of others Sometime we want an object to be above or below another in PowerPoint… 1 Lorem ipsum dolor sit amet, consectetur adipiscing elit. Lorem Ipsem 2 3 Numbered circles are below the rectangle Numbered circles are below the rectangles …“Bring to Front” and “Send to Back” commands can fix this problem quickly Highlighting the numbers then using “Bring to Front” command fixes this* * Note that the same goal could be achieved by highlighting the rectangles and using the “Send to Back” command

Using “Align Objects Top” fixes this Four boxes are not aligned 1 The “Align Object” commands enable user to line up objects in a way that looks more polished Often objects that should be aligned perfectly are not… …This is where the align commands can be very useful Lorem Ipsem Vestibulum ante Lorem Ipsem Cras mauris Etiam vel Vestibulum ante Etiam vel Cras mauris Using “Align Objects Top” fixes this Four boxes are not aligned Lorem ipsum dolor sit amet, consectetur adipiscing elit. Cras mauris justo, aliquet a bibendum commodo, facilisis id odio. Etiam vel libero in quam gravida efficitur. Vestibulum ante ipsum primis in faucibus orci luctus et ultrices posuere cubilia Curae Lorem ipsum dolor sit amet, consectetur adipiscing elit. Cras mauris justo, aliquet a bibendum commodo, facilisis id odio. Etiam vel libero in quam gravida efficitur. Vestibulum ante ipsum primis in faucibus orci luctus et ultrices posuere cubilia Curae

1 The “Align Object” commands enable user to line up objects in a way that looks more polished Often objects that should be aligned perfectly are not… …This is where the align commands can be very useful [Text] [Title of output] [Text] [Title of input] [Text] [Title of input] [Text] [Title of output] [Text] [Title of input] [Text] [Title of input] Using “Align Objects Middle” fixes this Components of this content are off center

1 The “Distribute” commands enable user to create uniform spacing between objects that should be spread apart equally Often you want to space a series of objects apart equally… …This is where the distribute commands can be very useful [Component that supports part of the strategy or goal] [Strategy/goal supported by below] [Foundational idea, concept, strategy, etc. that supports entire strategy/goal] [Strategy/goal supported by below] [Component that supports part of the strategy or goal] [Component that supports part of the strategy or goal] [Component that supports part of the strategy or goal] [Component that supports part of the strategy or goal] Four columns are not spaced equally Using “Distribute horizontally” fixes this [Foundational idea, concept, strategy, etc. that supports entire strategy/goal]

2 Control and shift have various useful purposes when creating, re-shaping, moving and copying objects Whenever you hold down control while moving selected objects, they will be copied Highlighted objects stay in the same place when you hold down control… … And those objects are copied to wherever the mouse goes

2 Control and shift have various useful purposes when creating, re-shaping, moving and copying objects Holding shift when moving objects will keep them perfectly horizontal or vertical in relation to where they started While holding shift the rectangle and text box below can only move between the red dotted lines (perfectly vertical or horizontal to their origin)

2 Control and shift have various useful purposes when creating, re-shaping, moving and copying objects Holding control and shift when moving objects will copy them to a place that is perfectly horizontal or vertical in relation to where they started This is useful when you want to create further rows of columns of objects in the same format as something already on the page

2 Control and shift have various useful purposes when creating, re-shaping, moving and copying objects Holding shift while creating shapes keeps it in default proportions (i.e., rectangle will be perfect square, oval will be circle, triangle will be equilateral triangle) Shapes are always perfectly proportioned when created holding down shift

2 Control and shift have various useful purposes when creating, re-shaping, moving and copying objects Holding shift when creating a line will restrict it to being perfectly vertical, horizontal or at a 45o angle These are the only angles lines can go when you hold down shift when creating them

3 The “Group” commands enable user to turn multiple objects into a single object that can be centered easily on the slide Highlighting a set of objects and then pressing Control + G turns them into a single object Each object is individually highlighted… …bit grouping makes them a single object

3 The “Group” commands enable user to turn multiple objects into a single object that can be centered easily on the slide By grouping all content on a page, you can center it perfectly using the “Align Object Center” command… If all the content on the page is grouped… …it can be centered on the slide easily

3 The “Group” commands enable user to turn multiple objects into a single object that can be centered easily on the slide …You can also center parts of a slide by grouping them separately and using “Align Object Middle” command 1 2 3 Group the components of the slide you want to have arranged properly Then use quick access toolbar commands to do so* * The “Distribute Horizontally” command was also used here to space the 3 components of the slide equally apart

4 These hotkeys will shorten the time it takes for frequently used commands Hotkey Hotkey Cut Ctrl + X Undo Ctrl + Z Copy Ctrl + C Redo Ctrl + Y Paste Ctrl + V Insert slide Ctrl + M Run presentation F5 (Shift + F5 to start at the current page) Copy slide Ctrl + D

5 Creating the right defaults saves the user from having to format objects when they are created Put a rectangle, text box and line on a slide…

5 Creating the right defaults saves the user from having to format objects when they are created …Format them the way you would like them to be whenever you create them…

5 Creating the right defaults saves the user from having to format objects when they are created …Then right click each of them and select the “Set as Default” option

Practice exercise 1.1 Instructions Create a box below that covers the text and then click the “Send to Back” command in the Quick Access Toolbar to reveal the text behind it Lorem ipsum dolor sit amet, consectetur adipiscing elit.

Practice exercise 1.2 Instructions Highlight the blue circles below and then click the “Bring to Front” command in the Quick Access Toolbar to reveal the entire circle 1 Lorem Ipsem Lorem ipsum dolor sit amet, consectetur adipiscing elit. 2 Cras mauris Cras mauris justo, aliquet a bibendum commodo, facilisis id odio. 3 Etiam vel Etiam vel libero in quam gravida efficitur.

Practice exercise 1.3 Instructions Highlight the four blue boxes below and then click the “Align Objects Left” command in the Quick Access Toolbar to line them up vertically Lorem Ipsem Lorem ipsum dolor sit amet, consectetur adipiscing elit. Cras mauris Cras mauris justo, aliquet a bibendum commodo, facilisis id odio. Etiam vel Etiam vel libero in quam gravida efficitur. Vestibulum ante Vestibulum ante ipsum primis in faucibus orci luctus et ultrices posuere cubilia Curae

Practice exercise 1.4 Instructions Highlight the four blue boxes below and then click the “Align Objects Top” and then the “Distribute Horizontally” command in the Quick Access Toolbar and then the same with the text boxes below them. This will align the objects horizontally and space them properly. Lorem Ipsem Cras mauris Etiam vel Vestibulum ante Lorem ipsum dolor sit amet, consectetur adipiscing elit. Etiam vel libero in quam gravida efficitur. Vestibulum ante ipsum primis in faucibus orci luctus et ultrices posuere cubilia Curae. Cras mauris justo, aliquet a bibendum commodo, facilisis id odio.

Practice exercise 2.1 Instructions Highlight the blue box and text box below, then, holding down Control, drag the objects to the right, then unclick the mouse Lorem Ipsem Lorem ipsum dolor sit amet, consectetur adipiscing elit.

Practice exercise 2.2 Instructions Highlight the rectangle and text box below, then drag them to the left holding down shift until they are perfectly set in the box to the right, then do the same in relation to the box above Lorem ipsem Lorem ipsum dolor sit amet, consectetur adipiscing elit.

Practice exercise 2.3 Instructions Highlight the whole column of text boxes (not the rectangles) then drag them to the right while holding control and shift to create a new column aligned with everything to the left, then do the same again to create a third column Lorem ipsem Lorem ipsem Lorem ipsum dolor sit amet, consectetur adipiscing elit. Cras mauris Cras mauris justo, aliquet a bibendum commodo, facilisis id odio. Etiam vel Etiam vel libero in quam gravida efficitur.

Practice exercise 2.4 Instructions Make square, circle and equilateral triangle by holding down shift while each is being made

Practice exercise 2.5 Instructions Make the square and circle below larger by holding down shift while increasing their size

Practice exercise 2.6 Instructions Make a perfectly vertical, horizontal and 45o angle line below by holding down shift while making them

Practice exercise 3.1 Instructions Highlight all objects below and press Control + G to turn it into a grouped object, move the grouped object around and resize it to make it larger, ungroup by pressing Control + Shift + G [Text] [Text] [Insert text, data, graphs and/or pictures in this box] [Insert text, data, graphs and/or pictures in this box]

Practice exercise 3.2 Instructions Highlight the objects below and then press Control + G to group it, then click the “Align Objects Center” command in the Quick Access Toolbar to center it within the slide [Text] [Text] [Insert text, data, graphs and/or pictures in this box] [Insert text, data, graphs and/or pictures in this box]

Practice exercise 3.3 Instructions Group the table below using Control + G, then do the same for the bullet list Then highlight all the content below and then click the “Align Objects Middle” command and then the Distribute Horizontally” command in the Quick Access Toolbar [Table] [Text] [Text] [Bullet list] [Insert text, data, graphs and/or pictures in this area] [Text] [Text] [Text] [Text] [Text] [Text]

Practice exercise 3.3 Instructions Group the table below using Control + G, then do the same for the bullet list Then highlight all the content below and then click the “Align Objects Middle” command and then the Distribute Horizontally” command in the Quick Access Toolbar [Table] [Text] [Text] [Bullet list] [Insert text, data, graphs and/or pictures in this area] [Text] [Text] [Text] [Text] [Text] [Text]

Practice exercise 3.3 Instructions Group the table below using Control + G, then do the same for the bullet list Then highlight all the content below and then click the “Align Objects Middle” command and then the Distribute Horizontally” command in the Quick Access Toolbar [Table] [Text] [Text] [Bullet list] [Insert text, data, graphs and/or pictures in this area] [Text] [Text] [Text] [Text] [Text] [Text]

Practice exercise 3.3 Instructions Group the table below using Control + G, then do the same for the bullet list Then highlight all the content below and then click the “Align Objects Middle” command and then the Distribute Horizontally” command in the Quick Access Toolbar [Table] [Text] [Insert text, data, graphs and/or pictures in this area] [Bullet list]

4 These hotkeys will shorten the time it takes for frequently used commands Hotkey Hotkey Cut Ctrl + X Undo Ctrl + Z Copy Ctrl + C Redo Ctrl + Y Paste Ctrl + V Insert slide Ctrl + M Run presentation F5 (Shift + F5 to start at the current page) Copy slide Ctrl + D

4 These hotkeys will shorten the time it takes for frequently used commands Hotkey Hotkey Cut Ctrl + X Undo Ctrl + Z Copy Ctrl + C Redo Ctrl + Y Paste Ctrl + V Insert slide Ctrl + M Run presentation F5 (Shift + F5 to start at the current page) Copy slide Ctrl + D

4 These hotkeys will shorten the time it takes for frequently used commands Hotkey Hotkey Cut Ctrl + X Undo Ctrl + Z Copy Ctrl + C Redo Ctrl + Y Paste Ctrl + V Insert slide Ctrl + M Run presentation F5 (Shift + F5 to start at the current page) Copy slide Ctrl + D

4 These hotkeys will shorten the time it takes for frequently used commands Hotkey Hotkey Cut Ctrl + X Undo Ctrl + Z Copy Ctrl + C Redo Ctrl + Y Paste Ctrl + V Insert slide Ctrl + M Run presentation F5 (Shift + F5 to start at the current page) Copy slide Ctrl + D

4 These hotkeys will shorten the time it takes for frequently used commands Hotkey Hotkey Cut Ctrl + X Undo Ctrl + Z Copy Ctrl + C Redo Ctrl + Y Paste Ctrl + V Insert slide Ctrl + M Run presentation F5 (Shift + F5 to start at the current page) Copy slide Ctrl + D

Practice exercise 5 Instructions Create a rectangle, text box and line in a slide deck that uses your corporate format Format the objects as you want them to be when you create them, and then right click each and select the “Set as Default” option XXX XXX