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30 Ultimate PowerPoint tips
and tricks. Updated for 2020.
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This video is the ultimate compilation
of PowerPoint tips and tricks to enhance
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your skills using Microsoft PowerPoint.
I've combined long established tips
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and tricks featured in previous
versions with prominent new ones
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Microsoft added in 2019 and 2020.
You'll find these tips and tricks
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useful whether you're using PowerPoint
for the first time or just wanting to
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enhance your PowerPoint skills. For the
complete list of contents, please refer
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to the description of this video.
Let's get started. #1 Stock Images.
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In 2020 Microsoft added stock
images to PowerPoint for office 365.
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It's available under the Insert tab,
Pictures, Stock Images. Here you'll find
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thousands of royalty-free images that
you can insert into your presentation.
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Select between stock images, cut
out people, icons, and stickers.
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Choose one from the list or select
from a category of different choices
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and you can insert it into your
presentation. Then it's resizable,
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movable however you want. Add some stock
images to your presentation. #2 Remove
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Background. PowerPoint comes with a
great tool to remove the background on
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images. So let's say we insert a
picture from our stock image list
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and we'll select this bird. You'll see
that this picture has a bird in the
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foreground and a background that we want
to remove. So let's go into the Picture
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Format which becomes available anytime
you click on an image and the first
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option is to remove the background.
Click that and it highlights in color
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all of the background image around that
object. It's not perfect so we're going
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to mark areas to keep like right here
where it's missing part of his wing.
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It does a pretty good
job once you click on it
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and now that we have this set, click
Keep Changes and it removes everything
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in that colored area. Now you have an
image with nothing in the background. #3
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Edit Shape. If you've inserted a shape
into your PowerPoint presentation,
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did you know that you can customize the
shape even more. Once it's selected you
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have an option here for Edit Shape
and Edit Points. Click on any corner
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and now you can drag and move the
points to change the shape even further.
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When it's all done, click outside
and you have a customized shape
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to fit your needs. #4 Morph Transition.
Morph is a great tool to use to
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transition from one slide to the next.
Let's say we duplicate this slide.
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Click on the second slide and we want
it to transfer these two images from
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one side to the other. We'll go
to the Transition and hit Morph
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and now you'll see that transition from
one slide to the next. When you're in
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your presentation that's the action
that will occur. #5 Enhanced Morph.
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We've seen how we can morph from one
object to the next by doing a duplicate
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slide and taking the object and moving
it and then going to Transition, Morph
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and it moves that object from one place
to the next. Let's say the second object
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we didn't want the same square and
instead we wanted it to be a circle.
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Now when we do the transition morph,
it doesn't work like we expected it to.
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It just transitions from one object
to the next and doesn't do a smooth
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transition between the two but there is
a solution where you can make this work.
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Go to the first object, click
on it, under the home tab
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look under arrange, and there is a
Selection Pane. This tells you the name
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of the object that we've selected. To do
an enhanced morph you just need to use
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two !! and a name so that's what we're
going to call that object. Now we're
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going to go to the second object and
we're going to name it the same thing.
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Now that they're the same name
when we do the Transition Morph
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it does a smooth transition between
the two and that's how you do
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enhanced morph. #6 Ctrl-Drag to
Copy. If you hold the Ctrl key down
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and drag an object it makes a
copy. This works for text too.
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#7 Design Ideas. You can take a boring
presentation and turn it into something
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much better by using design ideas it's
available on the home tab just click on
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design ideas and PowerPoint takes text
from your presentation and transforms
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it into different layouts choose one
of the recommendations and it updates
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your slide you can also add pictures
as part of your slide presentation
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and design ideas will use that picture
as part of the recommendations as well
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it's a great tool to enhance your
PowerPoint presentation and it's
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available with a click of
a button. #8 QR4Office.
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If you need to add a 3d barcode to
anything in your PowerPoint presentation
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go to the insert tab choose get
add-ins and search for qr for office
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this brings up the add-in app that
generates 3d barcodes click add
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and from the menu you can choose between
a url a secure url a mailing address a
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telephone number a text message
geolocations or do a custom code
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for a url just type it in and it creates
the barcode you can expand the size
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change the colors change the
background and when you insert it
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it adds it into your PowerPoint
presentation that barcode is now
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scannable by any phone or device
that can scan 3d barcodes and it
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will take you to this link this get
add-ins feature is available in any
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of the office 365 current versions
of PowerPoint. #9 Filled Map. You can
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create a map in PowerPoint using data
in a table. Just go to the Insert tab,
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click on Chart, and from the menu
select Map. Hit OK and it inserts
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it into your PowerPoint presentation.
This table represents the data that
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shows up in your map. Let's remove
some of the data from the list here
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and you can see that it updated
to just North and South America.
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Let's get rid of those two and now it
shows a map of just the united states.
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You can enter just states in here
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and it updates the map to reflect that
data. You can use countries, regions,
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cities, zip codes, or any other location
specific data that can be mapped
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and a nice feature is you can select
from the list up here of chart styles.
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So for a quick method to show a map
in your PowerPoint presentation use
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Filled Map. #10 Dictate and Translate.
Brand new in PowerPoint is an option
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to dictate text directly into
a text box. Just go to Insert,
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Text Box. Set it up somewhere on
your screen and then click inside.
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Now click on Dictate and wait for
it to record your voice. "This is
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a test of PowerPoint dictation".
Exclamation mark. New line. Smiley face.
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You can also choose from a variety
of different languages to record.
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Translate is available
from the Review tab.
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Just highlight some text and click
the Translate button from the menu.
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It brings up the translator and
converts it into any language that
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you choose. Here you also have a number
of languages to choose from. Choose one
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and then hit Insert and it replaces
the text with that new language.
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You can reverse the translation and
insert it back. Dictate and Translate
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adds a new dimension to how you handle
text in your PowerPoint presentation.
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#11 Quick Alignment. The quickest
method to align objects on a slide
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is to select all of them, come up to
the Arrange button on the Home tab,
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select a line, and then choose whether
you want to align to the left, center,
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or to the right. This aligns
them all in the same location
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and then you can also align the
distribution vertically or horizontally,
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which makes the spacing
between them even.
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The other options to be aware of is
if you have one object over another
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and you want to move the
order. Come to the Arrange
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and you can choose to bring something
to the front or move it to the back.
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That changes the layering of
objects on top of each other
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and if you have multiple objects that
you want to combine into one choose
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Group from the menu. Now they move
and act as one object. So remember,
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all the quick alignment options are
available under this menu Arrange. #12
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Ink to Text. PowerPoint comes with a
great drawing tool that you can convert
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ink into text or shapes.
Just pick Draw from the menu,
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select a pen, and write
some words on the screen.
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Now choose the Lasso and select that
area and click the Ink to Text button.
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That converts it to text. Now the key is
make sure you turn off the Draw tool and
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now you can select this text and even
edit it just like a regular text box.
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You can also convert Ink to Shapes
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and this time we're
going to draw some shapes
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like a square. We'll call that #1.
We'll do a circle and we'll call that #2
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and let's do a triangle
and we'll call that #3.
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Now lasso those
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and we'll choose Ink to Shape
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and that converts them all to shapes.
We'll turn the drawing tool off
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and now you can select each one of
those and move them around as needed
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and even edit them with the text inside.
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You can also work with
math. Let's draw an equation
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and we'll lasso that and do Ink
to Math. It converts to text
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similar to the Ink to Text
option but it knows about math
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and formulas. You can also use the Ink
Equation Editor. You can write a formula
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and it fills it in on the fly. Insert
it into your presentation and you can
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drag it where you want. It also has
an equation menu where you can select
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from different formulas and operators if
you don't want to type them in yourself.
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So if you need to work with math in
your presentation that's a great tool.
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There's one final option from
this menu and it's Ink Replay.
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If you draw something you can do Ink
Replay and it replays the whole drawing
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that you created. This can be used for
some animation in your presentation.
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Obviously this works best with a
pen device that you can handwrite
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but you get the idea. #13 Eyedropper.
Eyedropper allows you to apply a
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specific color to multiple objects
on your PowerPoint presentation.
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Let's select multiple objects
by holding down the Ctrl key
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and if you go to the Shape Format
menu under Shape Fill. Let's choose
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the Eyedropper and now we're
going to select this red color
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and it fills all those
objects with that color.
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You can do the same thing
with the Shape Outline
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and it applies that outline color to all
the objects we've selected. Eyedropper
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is available in a bunch of different
locations like under Shape Effects,
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Glow. So if you need to select a color
from your screen use the eyedropper.
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#14 Chart Animation. You can add
animation to your charts in your
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PowerPoint presentation. Just select
a chart, go to the Animations tab,
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select an animation like Float-In and
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you can see that the whole chart
floats into your presentation.
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Click on this Animation Pane and you can
see the animations that are in effect
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but right now let's add an effect
option and choose by Series.
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This floats each series in one at a
time. You can also choose by Category
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and that brings the entire category in
one at a time. Other options available
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by Element in Series, or by Element in
Category. You can adjust the duration.
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So to spice up your chart use Chart
Animations. #15 Alt-Shift Order.
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If you have a list and you need
to change the order of those
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items just highlight the one you want
to move, hold down the Alt-Shift keys
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and hit the Up Arrow to move it up and
the Down Arrow to move it down. That's a
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quick trick to change the order of items
in a list. #16 Quick Access Toolbar.
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In the upper-left corner of all the
Office apps is the Quick Access Toolbar.
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This gives you quick access to some of
the common functions that you want to
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access from within the program and
in this case it has Save and Undo
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and some other items available. If you
click this Down Arrow you can customize
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this Quick Access Toolbar. First you can
select from a number of common features
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by just turning them on and off but you
can also come down here to More Commands
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and select from popular commands
to add to the Quick Access Toolbar.
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For example, if we wanted to add the
Eyedropper Text Fill hit OK. It now adds
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that to the Quick Access Toolbar and
you can just go directly there when you
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want to use that function. Some of the
common ones i like to add is Quick Print
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and also Spelling so that you can
check the spelling of text that you
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insert in your PowerPoint presentation.
Just remember you can customize this
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toolbar any way you want and it is
available in all of the Office apps.
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#17 Smart Lookup. Smart Lookup is a
feature in PowerPoint that allows you to
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select text and look up information
about it from the web. For example,
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in this presentation let's select the
Covered Call text, go to the Review tab,
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click on Smart Lookup. It looks this
information up on the web and provides
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a definition, different web results, and
even pictures, and within each one of
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these you can select See More Results
and it provides other information.
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You no longer need to copy and paste any
information into a web browser. You can
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just do smart lookup directly from your
PowerPoint presentation. #18 Slideshow
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Tricks. There are a number of keystrokes
available while you're in a presentation
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to help communicate your message. You
can hit F1 to see the list of options.
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Some of the more helpful ones
is W to white out your screen.
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Hit it again and it brings it back.
B blacks out your screen and B again
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brings it back. Ctrl-P brings up
a pointer where you can circle and
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draw lines and arrows anywhere in your
presentation. Hit the E and it erases.
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Ctrl-P again turns that off. Ctrl-I
brings up a highlighter where you
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can highlight different areas of your
screen. Ctrl-I again turns that off
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and E erases. The plus key zooms in.
Minus zooms out and if you hit it all
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the way out it shows you all of your
PowerPoint slides or you can select
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and go directly to one. Minus again
to go back. Hit a number and Enter
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to go directly to that slide. Two-Enter
takes me to the second slide. One-Enter
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takes me to the first. Hit Ctrl-L
to bring up a laser pointer.
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Hit it again to turn it off. These are
just some of the shortcuts available
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to help control your presentation while
in presenter mode. #19 Animate Images.
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Did you know you can add
motion animation to an image.
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Let's select this bird.
We'll go up to Animations.
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In the pull-down menu select Custom Path
and now we're going to select and draw
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the direction that we want this bird
to move. Double-Click at the end and
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there's your animated motion. You can
also come up here and click this button
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to edit the settings for that custom
path. We can have it Auto Reverse
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when it's done. We can set sound
and do other triggers at the end.
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You can also set the timing. Let's
say we want to move this from two
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seconds to five and we'll hit OK.
Now it's moving at a slower motion
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and then reversing the
direction when it's done.
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You have a great deal of flexibility
about motion animation and you can do
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this with any image. #20 Instant Photo
Album. It's really simple to create an
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instant photo album using some of your
pictures. Just go to the Insert tab,
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choose Photo Album, choose File
Disk, and then select all the
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images that you want to insert into
your photo album. Click Insert.
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Choose these options. You can make them
all black and white, you can have them
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fit to the slide, but the defaults
generally work well. Hit Create and
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it instantly created your photo album
complete with slides for each picture
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and if you want to improve the look a
little bit use your Design Ideas and
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select from a format that makes it look
nice. It's that simple. Congratulations
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you've made it through two-thirds of
the tips and tricks list. The rest will
00:19:58
continue in 15 seconds but please take
a moment right now to subscribe to Sele
00:20:02
Training and click the bell icon to get
notified when new videos are released.
00:20:07
Don't forget the entire 30 tips and
tricks list is in the description of
00:20:10
this video with hyperlinks to each. Now
let's get back to it. #21 Reuse Slides.
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You can add slides to your
presentation directly from
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another PowerPoint file by selecting
Reuse Slides from the Home tab.
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It shows a list of
recent PowerPoint files.
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Click on one and select each slide you
want to insert into your presentation.
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In the left pane position the location
where you want the slide inserted.
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If you scroll to the top of the slide
list and uncheck this Use Source
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Formatting option, when you insert
a slide it will convert the slide to
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match the format of the slide above your
insertion point. In office 365 you'll
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also see recent PowerPoint slides that
have been shared with you from other
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team members. This feature makes it easy
to collaborate on team presentations.
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So save yourself some time and use the
Reuse Slide feature. #22 Link to Excel.
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Let's say you have an excel chart and
you want to link it to PowerPoint.
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Just click on your chart, do Ctrl-C
to copy. Go over to PowerPoint and
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do Ctrl-V to paste. Now before you do
anything else click on this link and
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make sure you select one of these two
entries with the chain representing
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the link to Excel. You have a choice
between using your destination theme
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or use the source formatting in your
PowerPoint presentation. We'll go ahead
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and use the destination theme and link
the data. Now when you right-click you
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can edit the data and it takes you back
to Excel where the source of the data
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is. So let's say we change this
number right here from 15 down to 6.
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When we go back to PowerPoint the
data is updated. Change it back to 15
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and it's updated there. It's now linked
between Excel and PowerPoint. Just
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remember, make sure that you've saved
your Excel spreadsheet so that there's
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a file that it can link to and make sure
that you select one of these two chain
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options. That's all there is to it. #23
Animated GIF. You can create a custom
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animated gif to use in your PowerPoint
presentations or in other applications.
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Let's start by inserting a Smartart
and we'll choose this Gear tool
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but you can use any graphics
that you want or create your own.
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We'll label these A, B, and C and then
we're going to duplicate this slide
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and we'll take each one of these
and rotate it part of the way.
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Now we'll duplicate this slide again
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and we'll rotate it again
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and you get the idea. Create
some motion for your graphics
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that you'll create into a gif.
Now we're going to go to File,
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Export, and choose
Create an Animated GIF.
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You can set the resolution and
the speed between each slide.
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When you're ready create the
gif and we'll choose a name
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and hit Save. Now to see how that
works let's create a new slide
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and we'll make it a blank and we're
going to insert a picture from this
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device. Choose our test and
there's your animated gif.
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#24 Layered Images. Another form
of animation of images can use
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layering. Let me show you how this
works. I'm going to insert a picture
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from the Stock Images and we're
going to find a mountain scene.
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Let's select this one right here
and insert it. Let's crop it
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to the aspect ratio of 16:9 so
that it fits nicely into the frame.
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Now I'm going to right-click
and duplicate this slide and on
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the second slide I'm going
to remove the background.
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We want to remove all of this area here
but we want to keep everything here.
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We'll keep the changes and now I'm
going to Ctrl-C to copy, go back to
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our first slide and paste it over the
top. We'll line it up just right and now
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we have two layered images. Let's add a
third layer. Let's insert Stock Images
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this time we'll pick the moon and let's
select this one right here and insert it
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and I'm going to crop that one but I
just want the area around the moon.
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Now let's remove the background
on that image as well.
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Keep those changes and we'll take
the moon and move it down here in the
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corner. Now we want this moon to move
up so I'm going to go to Animations
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and from this menu I'm going to pick
the Up Animation and you can see that
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it moves from this location to this one.
Let's move this up a little ways farther
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and when you look at the Animation Pane
this is what that's going to look like.
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But with layering we want the moon to be
behind the one image and in front of the
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other one so if you go back to Home and
Arrange, the Selection Pane you can see
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the three images in order. This one is
the picture of the moon. We want to move
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that down behind the other picture so
it's in between the two in the layer.
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Now when we go back to play it you can
see that it raises behind the image. Now
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let's double-click here. Let's adjust
this so it's a smooth start and end
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and we'll change the timing to 5 seconds
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and now we have a smooth transition
motion graphics using layering.
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#25 Slideshow Loop. Sometimes you want
a PowerPoint presentation to play in a
00:26:53
continuous loop. There's a couple
things you need to set up to make
00:26:56
that work. First go to the Slideshow
tab. Click on Setup Slideshow and
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check this box for Browsed at Kiosk. Hit
OK. Now go over to your Transitions tab
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and on the After check that box, change
it to the amount of time you want it
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to be on each slide, and Apply to
All. Now when you hit Slideshow -
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one, two, three, one, two, three
and it repeats in a continuous loop.
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#26 Embed Fonts. If you intend to
share your PowerPoint presentation with
00:27:37
another person or send it to present
on a different computer then it's a
00:27:42
good idea to use embedded fonts. This
ensures that the fonts are in the file
00:27:47
with the presentation. You can enable
this by going to File, Options, Save
00:27:55
and check this box for Embed Fonts
in the File and hit OK. Now when you
00:28:01
save your PowerPoint presentation it
saves the fonts within the file. #27
00:28:07
Compress Media. You can insert videos
into your PowerPoint presentation
00:28:15
but sometimes these files can be
rather large. One thing you can do
00:28:19
is go to File, Info, and this
Compressed Media option will be
00:28:24
available if you have a video in your
presentation. It gives you the option
00:28:29
to compress the media down to a smaller
size format by adjusting the resolution.
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So let's go to HD 720p and you'll see
that the initial size is 35.6 megabytes
00:28:40
and it's compressed it down
to 29.6. Not a huge savings
00:28:45
but it depends on the type of
file that you're compressing.
00:28:48
Hit Close and now you can save that
file and send it to someone. If you
00:28:52
need to adjust the media compression
come back in here, choose Undo, and then
00:28:58
you can compress it again at a different
resolution. So if you need to reduce the
00:29:02
size of your PowerPoint presentation
with a video use Compress Media. #28
00:29:08
HD Video Export. You're already familiar
with presenting your video live but you
00:29:13
can also record your video and present
it as an exported HD video presentation.
00:29:20
To do that just go to File, Export, and
choose Create a Video. You have choices
00:29:27
here where you can set the resolution of
your video Ultra, Full HD, or Standard.
00:29:34
You can choose to record
timings and narrations.
00:29:38
This opens up your presentation for
video editing. Here you can record,
00:29:44
stop, and replay your video.
00:29:47
You can mark different points on your
screen with a laser pointer or with a
00:29:51
highlighter, change the color of that
device, set your audio on and off,
00:29:56
turn on video, scroll through your
different presentation screens, even
00:30:01
refer to your notes, and when you're
all done recording close this window
00:30:07
and it comes back to your Create Video
screen. If you don't want to record
00:30:11
timings and narration just set the
seconds between each slide and choose
00:30:16
Create Video, give it a name, and hit
Save and it exports your video out into
00:30:22
a file and now you can share that
file as a pre-recorded presentation.
00:30:28
#29 Shape Intersect. Here's a neat trick
to intersect pictures and images. Let's
00:30:35
go up to the Insert, Pictures, Stock
Images, and we'll select this boat.
00:30:43
Shrink that down a little bit.
Now I'm going to go to the Insert,
00:30:48
Shapes and select one of these
stars down here. We'll draw that
00:30:54
around the boat so that it covers
it up and here's the trick,
00:30:58
you need to click on the image
first, hold down the Ctrl key,
00:31:02
click on the shape secondly
and now go up to Shape Format,
00:31:07
Merge Shapes, and choose Intersect
and you've just created an image shape
00:31:13
intersect. You can do this with custom
shapes as well so let's go back and
00:31:18
Insert a Picture from our Stock Images
again and we'll pick our bird this time
00:31:25
so we'll shrink this down a
little bit. I'm going to go to
00:31:29
Insert, Shapes but this time under
Lines I'm going to select this one
00:31:34
right here. Then I'm going to draw a
line around the outside of this object
00:31:46
and when the points connect
again it creates a shape.
00:31:50
Now we're going to do the same
thing. Click on the image first,
00:31:54
hold the Ctrl key down,
select the shape second.
00:31:58
Shape Format, Merge Shapes, Intersect
and now we have a cutout of just our
00:32:03
bird. So if you want to get creative
with your images use the Shape Intersect
00:32:08
technique. #30 Picture Fill. It's really
easy to add a picture to a shape. Let's
00:32:15
go ahead and insert a shape and we'll
pick this circle and we'll go ahead and
00:32:21
change the outline to a different color
and make it a wider line. Now if you go
00:32:28
to the Shape Fill there's an option
here where you can pick a Picture.
00:32:34
We're going to go ahead
and select our Stock Images
00:32:38
and we'll pick our bird again and
that adds a picture to that shape.
00:32:44
Now it is one object that you can
move around. I don't quite like the
00:32:48
alignment of that picture so what I'm
going to do is click on the Picture
00:32:53
Format and we'll do the Crop
and now i can edit that image,
00:33:00
change the size, and
adjust it however i need
00:33:08
and now we have our final picture. Hey
if you want to see more videos like this
00:33:13
one, please subscribe and if you've
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00:33:17
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