Category Archives: PowerPoint 2010 English

How to Change The Resolution of A Picture In Office Programs

We all know that when we insert images, photographs (high-resolution images) in our documents, presentations the result of the size of the file is to be increased. However, we can change the resolution of a picture in order to decrease the image size.

Below I will show how this can be done in PowerPoint. The same procedure stands either if the image is inserted in a Word document or an Excel File. The description of the post has been done with PowerPoint 2010.

First we select the picture that we want to change the resolution for by clicking on it with our mouse as shown at the image below.

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Once the image is selected the Picture Tools is activated, and then on the Format Tab and in the area of the ribbon named Adjust we select the command Compress Pictures as shown below.

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Once selected the Compress Pictures window appears as we can see.

Under the Compression Options area, if we want to change the resolution for the selected picture the command Apply Only To This Picture must be activated.

If we want to compress all the photos in the presentation we must uncheck the check box next to the command Apply Only To This Picture.

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Under the area Target Output, we can click at the resolution that we want and then press the OK button.

  • Print (220ppi): Excellent quality on most printers and screens – largest file size
  • Screen (150ppi): Good for webpages and projectors
  • E-mail (96ppi): Minimum document size for sharing
  • Use Document Resolution: By default, PowerPoint sets the resolution for pictures at 220 dpi. If your inserted photos have a lower resolution, then that resolution would apply.

(ppi): Pixels per inch or pixel density

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Whatever adjustments we do, we press the OK button to return to our presentation.  That is it, the images have been compressed.  In the video below and at the end of it, you can view the difference on the size between two files (one with the images not compressed and one with the images compressed).

Many times when we click on a image instead of the Picture Tools tab to be activated the Drawing Tools or SmartArt Tools tab appears. The reason is that the image is not treated as a picture because it is most likely an image with a drawing type of format such as an embedded object as we can see below.

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In the video below you can check out the steps on how to change the resolution of a picture in PowerPoint.

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How To Disable Auto Resize Of Fonts in PowerPoint

In PowerPoint when we type text into placeholders, the text automatically shrinks in order to fit the placeholder. The AutoFit feature shrinks the text as we type, which has as a result the fonts to be too small to be seen by the audience. A lot of people find that annoying and frustrating. How can we turn of this feature will be described below.

First of all we must select the Office button for PowerPoint 2007 users or the File tab for PowerPoint 2010 users.

For 2007 users: From the drop down menu we select at the right of the menu PowerPoint Options.

For 2010 users. Once in backstage view we select the category Options as we can see in the image below.

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Either version we use, the PowerPoint Options window appears where we select the category Proofing from the left of the window, and then we select the AutoCorrect Options button from the right.

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The AutoCorrect window appears, where we must select the tab AutoFormat As You Type as shown in the image below.

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Then under the area which is named Apply As You Type, we click to clear the check boxes for AutoFit Title Text To Placeholder and AutoFit Body Text To Placeholder, if we want to deactivate both the title and body text from auto sizing.

Once deactivated, we press OK to all the open windows in order to return to our presentation. From now on when we type into a placeholder our text will not be shrunk automatically to fit in, but we will have to decrease the font on our own if necessary.

You can also check out the video below describing on how to disable the Auto Resize function in PowerPoint.

Selection And Visibility Pane

In PowerPoint there is a task pane which is named Selection And Visibility which controls all the components (shapes, objects, placeholders) on a slide. Sometimes when these components are stacked on each other, it is difficult to select each and one of them.

To activate the Selection And Visibility task pane, we must select the Home tab and from the area of the ribbon named Editing to select the arrow at the right of the command Selection and from the drop down menu to select the command Selection Pane as shown in the image below.

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Another way to show the Selection And Visibility task pane is to select an object in our slide. Once selected the Picture Tools tab activates and under the Format tab and in the area Arrange we select the command Selection Pane as shown in the image below.

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Whatever way we use the task pane named Selection And Visibility appears at the right of our screen. In the area of the Selection And Visibility task pane which is named Shapes On This Slide all the components that are in the current slide appear as shown below.

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By selecting a name of one element from the task pane, the corresponding element gets selected in the slide. In the image below I have selected Smiley Face 4 from the task pane and right away the corresponding element has got selected in the slide as we can see.

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To rename and element from the task pane, we just select the name of it and then by double clicking on it with our mouse in the text box we are able to edit it as shown below.

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If we want to hide an element from our slide and not to delete it, at the right of the name of the element in the task pane, we can select once on the icon of the eye that appears. Straight away the element is hidden from the slide, and the eye at the right of the element in the task pane does not appear. With the same procedure we activate the appearance of the element.

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At the bottom of the task pane the following buttons are available:

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Show All: By selecting this command all the elements that were hidden in our slide appear again at their position.

Hide All: By selecting this command we hide all the elements in our slide.

Re-order Buttons: By pressing the up or down arrow, when we have an element selected in our slide, we adjust the order of appearance of the element in order with another element. The order of appearance of an element makes sense when one element covers another element, and in this situation we decide which element will be in front and which behind. The re-order buttons are useful in PowerPoint, when we want to rearrange the order of appearance of elements in a presentation.

In the image below I have also activated the Animation Pane next to the Selection And Visibility Pane, where we can see that the same names that we had given in the Selection And Visibility Pane, stand also in the Animation Pane.

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The Selection and Visibility task pane in Word appears on the Home tab and from the area of the window named Editing, we select the command Select and from the drop down menu we select the command Selection Pane.

The Selection And Visibility task pane in Excel appears on the Page Layout tab and from the area of the ribbon named Arrange we select the command Selection Pane.

You can also check out the video below, describing on how to use the Selection And Visibility pane:

Create Handouts From PowerPoint In Word

Many of us I believe have thought of a way on how to include PowerPoint slides, outlines, or notes in a Word document. Well the solution is very easy and here is the way on how it can be done;

First of all we must open the PowerPoint Presentation that we want to convert to Word.

For the PowerPoint 2007 users we must select the Office Button which is located at the top left corner of our window, and from the drop down menu that appears we select the category Publish and then from the right we select the command Create Handouts in Microsoft Office Word.

For the PowerPoint 2010 users we must select the tab File in order to go to backstage view and from the drop down menu we select the category Save & Send and then from the right we select the command Create Handouts as shown in the image below.

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One way or the other the Send To Microsoft Word dialog box appears where we can select the page layout in Microsoft Word. We can select from the following options.

  • Notes Next To Slides
  • Blank Lines Next To Slides
  • Notes Below Slides
  • Blank Lines Below Slides
  • Outline Only

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In the area of the dialog box name Add Slides To Microsoft Word Document we can select from the following two options:

Paste:

Depending on what layout we chose, the slides will appear in Microsoft Word as shown in the image below, where I had chosen the layout Notes Next To Slides. Whatever changes we do though in our slides in PowerPoint will not be updated in Microsoft Word.

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Past Link:

Depending on what layout we chose, the slides will appear in Microsoft Word as shown in the image below. By pasting the slides with a link we can update the slides in the Word document by right clicking on a thumbnail of a slide and from the shortcut menu that appears we select the command Update Link as shown in the image below.

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Also by right clicking on a thumbnail in Word, and from the shortcut menu that appears by selecting the command Linked Slide Object a new menu will appear where we can:

  • Edit Link: PowerPoint opens in order to edit the slides.
  • Open Link: PowerPoint opens.
  • Convert: We can convert the link into an object.
  • Links:

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In the image below I have selected the command Links from the shortcut menu where the dialog box Links has appeared. In this dialog box we can do all the adjustments that we want by selecting the appropriate commands.

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If we double click on a thumbnail of a slide, the PowerPoint application will start automatically with our current presentation ready for editing.

You can also check out the video below, describing the steps on how to Create Handouts From PowerPoint Into Word.

Turning Photos into PowerPoint Slide Shows

We have often come to the need to turn our digital pictures into a PowerPoint slide show. Instead of inserting every digital image one by one on each separate slide by using the Insert Picture command and then resizing the images, we can use the Photo Album command quickly and easily. Further down I will describe how this could be done:

First of all we must start PowerPoint (the same procedure stands for PowerPoint 2010 and PowerPoint 2007). Then we must click on the Insert tab of the ribbon, and on the area of the ribbon named Illustrations (for PowerPoint 2007) and Images (for PowerPoint 2010) we select the command Photo Album as we can see in the image below.

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From the drop down menu we select the command New Photo Album as we can see.

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Once selected the Photo Album window appears where we must select the button File/Disk from the area of the window named Insert Picture From:

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Once selected the Insert New Pictures window, where we must select the images that we want to insert and then select the Insert button in order for them to be inserted.

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Once the images have been inserted we return to the Photo Album where we can see all the images inserted in the area Pictures In Album (with their names) as shown in the image below.

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By selecting the command New Text Box from the area Insert Text a new slide will be inserted where we can add text if we want to.

From the area named Picture Options we can activate the command check box Captions Below All Pictures and also the command All Pictures Black And White.

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In the middle of the window, once an image is selected in the area Pictures In Album we can use the Up and Down buttons to rearrange the order of the image. We can also delete and image by selecting the Remove button and at the right of the window we can use the commands Rotate, Contrast and Brightness as we can see below.

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In the area of the window Album Layout we can select the drop down menu next to the command Picture Layout in order to have one, two, four pictures inserted in one slide or the same but with the slides to have a title also.

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In the area of the window named Album Layout we can select the drop down menu next to the command Frame Shape in order to reshape the borders of our image.

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In the area of the window named Album Layout we can select the command Browse at the right of the command Theme in order to apply a theme to our presentation.

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Once we have done all the adjustments we just press the Create button and all the images have been inserted into our presentation will all the adjustments that we had made.

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Once we have created a Photo Album we can edit it by using the command Edit Photo Album, which is found on the tab Insert and in the area Illustrations or Images (depending the version of PowerPoint) we select the command Edit Photo Album.

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The Edit Photo Album dialog box appears where we can do all the changes that we want and then press the Update command button in order for them to be applied.

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Slide Show In A Window For PowerPoint

Have you ever found yourselves in the need to run a PowerPoint Slide Show in a separate window?

This can easily be done by adding a small button which is named Slide Show In A Window to the Quick Access Toolbar.

First of all we must select the File tab on the ribbon, and once we are in backstage view we select the command Options from the bottom of the menu. Once the PowerPoint Options window appears we select the category Quick Access Toolbar from the left of the window. After from area of the window named Choose Commands From we select the drop down menu in order to select either Commands Not In The Ribbon or All Commands.

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Once selected we scroll down until we find the command Slide Show In A Window, where we select it and then press the Add button. Once we have added the command we can see it at the right of the window as shown in the image below.

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Once we have added it we press the OK button to return to our presentation. We then notice next to the Quick Access Toolbar the command Slide Show In A Window as we can see in the image below.

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If we have our presentation already open, we just press the command and our presentation appears in a whole separate window as we can see.

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If we want to return to our presentation we just press the Escape button.

How To Change The Way PowerPoint Looks When We Open It

I believe almost everyone has wondered if there is a way to change how PowerPoint looks when we open it. Meaning that if there is a way to have the Slide Sorter View by default, or the Outline View every time we open the application.

Well there is a way and this is the way of how it can be done.

In PowerPoint, we have to select the File tab in order to go to the backstage view and then select the Options category. Then from the PowerPoint Options window that appears we select the category Advanced from the left pane of the window. Then we scroll down in the window until we reach the Display section and then from Open All Documents Using This View we set the view we want to use from the right as we can see in the following image. Once selected we press the OK button to apply the changes.

The available views to be selected are the following:

  • The View Saved In The File
  • Normal – Outline, Notes And Slide
  • Normal – Thumbnails, Notes And Slide
  • Normal – Outline And Slide
  • Normal – Thumbnails And Slide
  • Normal – Notes And Slide
  • Normal – Slide Only
  • Outline Only
  • Slide Sorter
  • Notes

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The next time we start PowerPoint it will be in the view that we selected.

This adjustment can also be made in PowerPoint 2003 (Tools menu – Options – View Tab – Default View) and PowerPoint 2007 (PowerPoint Options – Advanced – Display).

Invisible Linking in PowerPoint. Know How‼!

Usually when we want to hyperlink a specific slide, a url or a custom slide show, we add a hyperlink onto a button. Then when we click on the button, and automatically we are transferred to the location that we have defined. What though, if we wanted to do this automatically? Further down I will describe how this is accomplished.

First Step: If we have already inserted any buttons in our presentation, we must remove them because they are not necessary.

Second Step: We must add a rectangle that covers the entire slide. In order to do that we must go to the Insert Tab and from the area of the ribbon named Illustrations we select the Shapes button and from the drop down menu we select from the category Rectangle a Rectangle shape. Then we draw with our mouse the rectangle shape to cover our whole slide as shown in the image below.

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Third Step: Then we make sure that the rectangle is still selected. We will notice it if we can see the handles around our shape and see the Drawing Tools Tab and under the Format Tab that activates itself automatically as shown below.

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Fourth Step: From the area of the ribbon named Shape Styles we select the command Shape Fill and from the drop down menu we select the command More Fill Colors.

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Once the Colors window appears, at the bottom of the window we must set the Transparency to 99%, as we can see below.

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Then we must select the Shape Outline command and from the drop down menu to select the command No Outline as shown below.

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Fifth Step: Now our rectangle shape is invisible, and while it is selected we must select the Insert Tab and from the area of the ribbon named Links we must select the Actions button. Once the Action Settings window appears we select the tab Mouse Over as we can see below.

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Sixth Step: We select the command Hyperlink To and set it to Slide/ Url/ Custom Show/ Another Presentation or whatever our needs are. At the bottom of the window optionally we can select the command Highlight When Mouse Over, so that we will be notified when our mouse cursor is over the Hyperlink.

Seventh Step: Now if we want to test our invisible hyperlink, we must test our slide show. In order to do that we select the Slide Show Tab and from the area of the ribbon named Start Slide Show, we select either the command From Beginning or From Current Slide depending on which slide is the hyperlink.

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Once our presentation has started we will notice that moving our mouse over the presentation that we cannot see our hyperlink but once moving the mouse over the slide a small window appears notifying us where the hyperlink leads to. By clicking with our mouse the hyperlink activates and leads us to the other presentation that I have selected.

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There are many ways that we can use with the invisible linking. For example with this technique that I described above, it allows us to hyperlink automatically from Presentation A to Presentation B either with a single click or not all depending on our settings.

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Reuse Slides in PowerPoint 2010

We are about to create a presentation and we end up wondering on what our presentation will look like. We then realize that the slides that we want to create might also be available in another presentation that we or someone else has created. What do we do then? We borrow the slides from another presentation of course.

Further down I will describe the steps on how to borrow slides from another presentation. I will not use the copy and paste command, but a very useful command which is named Reuse Slides.

Reusing existing slides is a lot of help: First of all we don’t need to recreate things that we have already created and secondly we save a lot of time.

How To Reuse Slides

PowerPoint offers us a command that locates specific slides and allows us to insert them into our presentation. This function exists in previous versions of PowerPoint, with the difference that there are some different functions in PowerPoint 2010.

First: We open the presentation that we want to add slides in (not the one that we want to borrow slides from). Then we select the Home Tab and from the area of the ribbon named Slides we select the arrow at the right of the command New Slide where the drop down menu appears. Once the drop down menu appears we notice the variety of slides with their layouts and at the bottom of the window we find the command Reuse Slides as shown at the image below.

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Once we select the Reuse Slides command the task pane window appears at the right of our screen regarding the Reuse Slides command.

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From the task pane Reuse Slides we can select the Browse button and then to select the command Browse Slide Library or Browse File in order to locate the slides. Alternatively we can also select the links named Open A Slide Library or Open a PowerPoint File.

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  • The Browse Slide Library lets us access slides from a Microsoft Office SharePoint Library. This option will only work if a Slide Library is set up for you.
  • Browse File brings up a dialog that lets you locate the presentation on your computer.

In this post I will select the command Open a PowerPoint File as shown in the image below. I have located the file and I am ready to press the Open button.

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The slides from the presentation appears straight away in the area Reuse Slides pane as well with the titles of each slide as shown in the image below.

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Once we move our mouse over the slides, the slide doubles its size, making it more visible in order to see the content of it.

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In order to retain the slide formatting of the original slide, we must check the box beside the option Keep Source Formatting which is located at the bottom of the Reuse Slides task pane as shown at the image below.

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In order to insert a slide in our presentation we just select it with our mouse, and straight away it is inserted in our presentation. Copied slides will always be inserted after the selected slide in the active presentation.

If we right click on a slide from the Reuse Slides task pane we will see the following options.

  • Insert Slide: Inserts the slide into the active presentation and the slide will use the Theme of the active presentation.
  • Insert All Slides: Inserts all the slides into the active presentation and all the the slides will use the Theme of the active presentation.
  • Apply Theme to All Slides: It will apply the Theme of the selected slide to all the slides in the active presentation. No slides are inserted.
  • Apply Theme to Selected Slides: It will apply the Theme of the selected slide to selected slides in the active presentation. No slides are inserted.

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Once we have finished inserting our slides into our presentation, we press the X icon on the right of the Reuse Slides task pane to close it.

Insert Section Breaks in PowerPoint

How to Insert Section Breaks in PowerPoint

The 2010 version of PowerPoint, introduces us to a new feature in order to organize our slides, which is called Sections. We can use this feature to split our slides into groups (useful for large presentations and for presentations with many presenters). With this feature we can also split our slides depending on the Themes.

Sections that we use to organize our slides in a Presentation are similar with the use of folders that we use to organize our files. When we have a large presentation, the titles of the slides and the numbering doesn’t help us that much going through the slides, which has a result for us to lose track of the slides.

Let’s see how we can use this feature:

1. We start PowerPoint 2010 and open our Presentation.

2. We click in the space between the two slides where we want the section to begin. Alternatively, we could select the slide which the section will start from. The section break will start right before the selected slide.

3. On the Home Tab, and in the area Slides of the Ribbon, we select the command Section and from the drop down menu we select the command Add Section, as we can see in the image below.

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4. From the moment we have inserted a section break, we can rename it, so we can distinguish the one section from the other section. In order to do this, we must select the Section and do a right click of the mouse button, and from the shortcut menu that appears to select the command Rename Section, as we can see in the image below.

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In the image below, we can see the Rename Section window, where we just type in the name that we want and press the Rename button.

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5. Each slide that we add under the Section break, the slides will automatically be a part of the section. Once we have created all the slides and have separated them into Sections, we are able to collapse the different sections so we could see them one below the other. We must at least select one section and with a right click of the mouse button, the shortcut menu will appear and from there we select the Collapse All command as we can see below.

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From the shortcut we can see that we can do the following:

  • Rename Section
  • Remove Section
  • Remove Section & Slides
  • Remove All Sections
  • Move Section Up
  • Move Section Down
  • Collapse All
  • Expand All

All the commands that are relative with Sections that we find when we do the right click of our mouse, we can locate them from the drop down menu Sections, which is found on the Home Tab and in the area Slides of the ribbon as we can see below.

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