2. 1 VCAM Technical Forum 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM Common PowerPoint Challenges Date: 04/31/2006

3. 2 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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!

4. 3 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “Why do I need to format the Slide and Title Masters?”  Select “View” “Master” –“Slide Master”

5. 4 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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.

6. 5 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Formatting the Slide and Title Masters  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.

7. 6 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Formatting the Slide and Title Masters  This is where you’ll place logos and standard graphics that you want to appear on ALL pages of the presentation.

8. 7 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Formatting the Slide and Title Masters  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.

9. 8 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Returning to Your Presentation  To return to your regular presentation pages, select “View” “Normal”

10. 9 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum The Presentation  Your first page of the presentation will look something like this.

11. 10 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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...”

12. 11 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Applying a Different Background Template  Change the “Files of type” to say “All Files”

13. 12 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Applying a Different Background Template  Select the existing file that contains the background attributes you need for your presentation.

14. 13 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Applying a Different Background Template  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.

15. 14 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Applying a Different Background Template  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.

16. 15 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Inserting/Adding Slides – Which Slide Format?  If you are creating bulleted text, choose the Bulleted List slide

17. 16 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Inserting/Adding Slides – Which Slide Format?  If you are creating a slide and need to insert a large photo or chart, choose the Title Only slide

18. 17 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Inserting/Adding Slides – Which Slide Format?  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!

19. 18 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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.

20. 19 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Placing Slides From an Existing Presentation  Hold down the “Ctrl” key and select the slides you need from your co-worker’s presentation.

21. 20 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Placing Slides From an Existing Presentation  Select “Edit” “Copy” from the toolbar

22. 21 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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”

23. 22 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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

24. 23 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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

25. 24 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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

26. 25 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “Format Painter” to the Rescue!  Change one box the way you want it  Select your new box

27. 26 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “Format Painter” to the Rescue!  Click once on the “Paint Brush” icon in the toolbar (for one change), or double-click (for multiple page changes.)

28. 27 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “Format Painter” to the Rescue!  The cursor changes into a “paint brush cursor”  Click on each of the boxes you want changed

29. 28 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “Format Painter” to the Rescue!

30. 29 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “Format Painter” to the Rescue!  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

31. 30 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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

32. 31 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Editable Excel Charts  From the “Edit” toolbar in PowerPoint, choose “Paste Special”

33. 32 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Editable Excel Charts  From the “Edit” toolbar in PowerPoint, choose “Paste Special” select “Microsoft Excel Chart Object” and select “OK”

34. 33 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Editable Excel Charts

35. 34 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Editable Excel Charts  When you double click the chart, it opens Excel and all the elements are editable.

36. 35 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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 a T A o r E L s e!

37. 36 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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.

38. 37 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “I need to send only three of 15 slides to someone else. How do I do that?”  Click the lower left “slide sorter” icon.

39. 38 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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...)

40. 39 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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.

41. 40 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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

42. 41 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Text in a Shape  Right Click the text shape and select “Format Auto Shape...

43. 42 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Text in a Shape  Select the tab “Text Box”  Select “Word wrap text in AutoShape”  Click “OK”

44. 43 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Text in a Shape  Your text now wraps properly in the shape  Highlight the text and change boldness, size, color as desired VCAM Volunteer Improvement

45. 44 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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-clicking stops the “Free- form” tool

46. 45 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum  Click on the shape (make sure your toolbar is displaying the “drawing” tools) Reshaping Your Shape (No Diet Involved!)

47. 46 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “I need extra space between lines of text.”  This slide has bullets  The bullets are average distance apart  I want them spread further apart

48. 47 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Extra space between lines of text.

49. 48 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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

50. 49 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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)

51. 50 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum 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)

52. 51 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Aligning Correctly – Even Spacing  Results – evenly spaced objects

53. 52 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum “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”

54. 53 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Bring to Front – Send to Back  Now you can change the color or move the box, or delete it!

55. 54 2006VCAM\10_Oct\Technical Forum001 – 5/13/2015 1:55 AM VCAM Technical Forum Anything You’re Still Wondering About?  Toolbar buttons?  Shortcuts?  How to….? Send questions to Peter Milne