Before you begin

Note to trainersThe videos in this presentation provide closed-caption files as its often easier for viewers of all abilities to follow along. If you wish to remove the closed captions, you must install the Subtitling Add-in for Microsoft PowerPoint (STAMP). You can download the add-in from http://sourceforge.net/projects/stamp-addin/files/Latest%20Version/ Once you install the add-in, to turn the captions off: Locate a slide that contains a video and click the video.

The Playback contextual tab appears on the top of the window. If you dont click the video, the Playback tab wont be visible.On the Playback tab, click Hide.Go to the next slide and repeat until youve hidden the captions all slides or for any of the videos with captions you wish to hide. Note that if you save the file, the captions will stay hidden when you re-open the presentation.To show the captions again, repeat steps 1-3, but click Show in step 2. If you click Remove during step 2, the captions will be permanently removed from the video.

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)1Before you beginIf a yellow security bar appears at the top of the screen in PowerPoint, click Enable Editing. You need PowerPoint 2010 to view this presentation. If you dont have PowerPoint 2010, download the PowerPoint Viewer (see the URL in the notes pane).

Download the PowerPoint viewer at (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144-1076-4615-9951-294eeb832823)2Microsoft PowerPoint 2010 TrainingPowerPoint tips and tricks[Notes to trainer: This presentation must be viewed in PowerPoint 2010. If you dont have PowerPoint 2010, the videos included in the presentation will not play. If you dont have PowerPoint 2010, download the PowerPoint Viewer to view these files (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144%2D1076%2D4615%2D9951%2D294eeb832823).If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.To browse other downloadable [Product Name] training presentations, see the Download Office 2010 training page (http://office.microsoft.com/en-us/powerpoint-help/download-office-2010-training-HA101901726.aspx).For detailed help in customizing this template, see the very last slide. Also, look for additional lesson text in the notes pane of some slides.]3Course contentsOverview: Eleven ways to save timeLesson: Includes 11 instructional moviesQuick Reference Card

PowerPoint tips and tricks4Overview: Tips and tricksPowerPoint tips and tricksYouve created tons of PowerPoint presentations. But perhaps you need some timesaving techniques to help you work faster. This short course will do just that: give you tips and tricks for working with PowerPoint 2010.

5Course goalsOpen PowerPoint fast. Use a template from Office.com.Make a slide from a single bullet.Crop a picture to a shape.Zoom with your mouse.Reuse a slide from another presentation.PowerPoint tips and tricksUse Slide Sorter view. Insert a screenshot.Insert a screen clipping.Show or hide the ribbon.Use the Quick Access Toolbar.6Start PowerPoint quickly (0:39)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Heres a quick shortcut for opening PowerPoint really fast. Youre going to want to use your Windows Key and the R Key. Thats Window-R in succession. This launches the Run box. Here, youre going to type in the phrase: powerpnt, thats power pnt and hit Enter on your keyboard. PowerPoint launches immediately and youre ready to roll for your next presentation.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

7Use a template from Office.com (1:03)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you need to set up a presentation quickly, you can use a template from Office.com. To do that, youll want to select your File tab, then select New, and all of the Office.com templates are presented for you. Were going to select PowerPoint Presentations and Slides and then the folder Business Presentations. From the Business Presentations lists, we have several choices and were going to select Business Plan Presentation and click Download. Now the presentation has opened up a number of slides. A total of twelve in this case, are presented here for us; each one containing a different topic, and a consistent and attractive layout. So thats how we can quickly create a new presentation using templates from Office.com.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

8Make a slide from a bullet (1:04)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Youve been working hard on your presentation but you notice as you're coming to the end of all your labors, that one of your slides doesnt exist, or rather it exists as a bullet on another slide. You want to make Our Sales Manager its own slide. So how do we do that? Well we could create a brand new slide and paste that information on there or we can go to Outline view, select the Sales Manager bullet and use Shift-Tab to bump it up to its own slide status. And BOOM! Youve got a brand new slide with the title, Our Sales Manager. Now we can fill that slide out with whatever content we like, maybe of Our Sales Manager and were good to go. So thats how you take an existing bullet from one slide and make its own brand-new slide.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

9Crop a picture to a shape (0:39)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

A quick way to add extra emphasis to a picture is to crop that picture to a shape. To do that you select the picture, make sure that youre in the Format ribbon and come over to the size area where we select Crop. Then choose Crop to Shape, and here you can choose any shape you desire. Any shape at all. So thats how we add emphasis to a picture by cropping it to shape.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

10Zoom with your mouse (0:45)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If Im working in a PowerPoint presentation and I want to quickly zoom in on objects on my slide; I can press the CTRL key on my keyboard and I can dial the mouse wheel on my mouse forward to zoom in, and I can zoom out again by pressing CTRL and dialing the mouse wheel backward. If I select an object, I can zoom in specifically on that object. It also works for text. So thats how we use CTRL and our mouse wheel to zoom in and zoom out.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

11Reuse slides (1:32)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

When building new presentations, its possible to reuse the slides from old presentations. To do that, under the Home tab I select New Slide. Then I select Reuse Slides from the bottom of that pane. If Ive been to the location before, all of the slides will be listed for me here. If not, I will need to browse for a file, then select the presentation that contains the slides I wish to use and click Open. Now all of the slides of that presentation are available for me in this pane. Now I must select the slide, under which I wish these slides to be inserted. So Im going to select the last slide of my existing presentation, then Im going to scroll down in the Reuse Slides pane and select the slides I wish to use. If I need to preview them, I simply need to roll my curser over the top of each slide so that I can get a quick preview to remind me of the slides I wish to use. Then all I have to do is click the slide, and its inserted beneath the slide I selected and re-formatted so that it matches the current presentation. So once again, all I need to do is click and the slide is inserted in my existing presentation and thats how we reuse slides from another presentation.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

12Slide sorter view (1:07)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you need to move a slide in your presentation to another location in that presentation, all you need to do is click and hold and drag that slide to its new location. However, dragging a slide to it's new location can sometimes get a little unwieldy. Its difficult to stop where you need to stop and sometimes well, you just lose perspective altogether. So, if you need a larger, birds-eye view of your presentation, you can use the Slide Sorter view. The Slide Sorter view is here, in the lower right-hand corner next to your normal view. If you select the Slide Sorter view; you can then click, and hold, and drag that slide to any location you like. Further, if you want to move more than one slide, you can select them by using your Control or Shift key and click, and hold, and drag, those to any location that you like. So thats how we use the Slide Sorter view to move slides inside of our presentation.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

13Insert a screenshot (0:34)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you need to insert a screenshot of an open folder or application on your computer, you can do that by clicking the Insert menu, choosing Screenshot and selecting from the list of available windows. Then you can resize the screenshot and place it where necessary. So thats how you insert a screenshot in your presentation.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

14Insert a screen clipping (0:39)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you want to capture a screen shot of a specific portion of your computer screen, you can go to the Insert menu, choose Screen Shot and choose Screen Clipping. At which point PowerPoint is minimized and your screen is made available for your selection. You can then select the portion of the screen you wish to use and the portion is inserted inside of PowerPoint. And thats how you select a specific portion of your screen for use inside PowerPoint.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

15Show or hide the ribbon (0:59)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

Sometimes to make your presentations as effective as possible, you need more space to work. One of the ways you can get that space is to hide your ribbon. You can use the keyboard command CTRL-F1 and that hides the ribbon. Press CTRL-F1 again and that brings the ribbon back or you can double click any tab, except the File tab, and that hides the ribbon, and double-click again, and it brings the ribbon back. Now with the ribbon hidden, you can still use it. Just click any tab and then after you select something, its hidden again. And of course, like we showed you a second ago, to bring it back permanently double-click the tab. So thats how I can show and hide a ribbon inside of PowerPoint.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

16Use the Quick Access Toolbar (0:47)PowerPoint tips and tricksPoint to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back.

If you find that you're using some commands and buttons more than others, you can quickly add them to your Quick Access toolbar to make them available no matter where you are in PowerPoint. I find that I use Transitions quite often so im going to add the Transitions to my Quick Access toolbar. I select the Transitions tab and then right-click on one of the Transitions to Add the Gallery to the Quick Access toolbar. Then, no matter where I am, I have access to adding transitions to the selected slide. So, thats how you add a menu you use more often to your quick access toolbar.[Note to trainer: If you have trouble playing this video, for instance if a Codec Unavailable message appears in the videoplayback window, the presentation might have opened in Protected View.To enable video playback, inthe yellow security bar at the top of the PowerPoint window, click Enable Editing.Note that even with Protected View turned on, video should play correctly in Slide Show view.]

17Quick Reference Card 1Open PowerPoint fastPress Windows Key+R, type winword, and then press Enter. Use an Office.com templateOn the File tab, click New, and then under Office.com templates, choose a template. Make a slide from a bulletOn the left, above the slide thumbnails, click the Outline tab.Select the text you want on its own slide.Press SHIFT+TAB.

PowerPoint tips and tricksQuick Reference Card 2Crop a picture to a shapeSelect the picture or pictures that you want to crop to a specific shape.Under Picture Tools, on the Format tab, in the Size group, click the arrow under Crop.Click Crop to Shape and then click the shape you want to crop to.Zoom with your mouseIf your mouse has a wheel, hold down the CTRL key, and then rotate the wheel forward to zoom in. Rotate the wheel backward to zoom out

PowerPoint tips and tricksQuick Reference Card 3Reuse slides from another presentationOpen the presentation that you want to add a slide to.In the pane that contains the Outline and Slides tabs, click Slides, and then click where you want to add a slide.On the Home tab, in the Slides group, click the arrow below New Slide, and then select Reuse Slides.In the Reuse Slides pane, click Open a PowerPoint File.In the Browse dialog box, locate and click the presentation file that contains the slide that you want, and then click Open.Tip In the Reuse Slides pane, PowerPoint displays thumbnails of the slides from the presentation that you selected. Rest the pointer on a thumbnail to see a larger version of the slide's contents.In the Reuse Slides pane, do one of the following: To add a single slide, click the slide. To add all of the slides, right click any slide, and then select Insert All Slides.

Note If you want the slide that you are adding to the destination presentation to maintain the formatting of the original presentation, select the Keep source formatting check box before you add the slide to the destination presentation.

To add a single slide, click the slide. To add all of the slides, right-click any slide, and then click Insert All Slides on the shortcut menu.

PowerPoint tips and tricksQuick Reference Card 4Slide Sorter viewIn the lower-right corner of the screen, press the Slide Sorter button. Insert a screenshot or screen clippingClick the slide that you want to add the screenshot to.On the Insert tab, in the Images group, click Screenshot.Do one of the following: To add the whole window, click the thumbnail in the Available Windows gallery. To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and hold the left mouse button to select the area of your screen that you want to capture.

PowerPoint tips and tricksQuick Reference Card 5Show or hide the ribbonPress CTRL+F1.Use the Quick Access ToolbarRight click a button, and then click Add to Quick Access Toolbar.

PowerPoint tips and tricksQuick Reference Card 6The online version of this Quick Reference Card provides more information. To see that version, go to http://office.microsoft.com/en-us/powerpoint-help/quick-reference-card-RZ102673175.aspx?section=14&mode=print PowerPoint tips and tricksUsing this templateSee the notes pane or view the full notes page (View tab, Notes Page) for detailed help on this template.Using This TemplateThis Microsoft PowerPoint template has training content about tips and tricks for using Microsoft PowerPoint 2010. Its content is adapted from the Office.com Training course called PowerPoint 2010 tips and tricks.PowerPoint version: The template must be viewed in PowerPoint 2010. If you dont have PowerPoint 2010, the videos included in the presentation will not play. If you dont have PowerPoint 2010, download the PowerPoint Viewer to view these files (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=cb9bf144%2D1076%2D4615%2D9951%2D294eeb832823).Video playback: If the yellow security bar appears at the top of the screen in PowerPoint, or if a Codec Unavailable message appears in the video playback window, the presentation might have opened in Protected View. To enable video playback, in the yellow security bar at the top of the PowerPoint window, click Enable Editing.Slide layouts: Each slide has a custom layout. To apply the custom layout to a new slide, right-click the slide thumbnail, point to Layout, and click the layout from the Layout gallery. To alter the layouts, open master view and alter the specific master layout in that view. You can find the layouts title by pointing to its thumbnail.Animations: Custom animation effects are applied throughout the presentation. These include Float In (Up or Down option), Fade, and Zoom. To alter animation effects, click the Animations tab, and use the Add Animation gallery and Timing options. Effect Options gives you choices about the effect; click Animation Pane on the Animations tab to work with multiple animations. Transitions: One transition, Doors, is used to emphasize sections of the slide show. Its applied on the Course Contents slide, Lesson slide, and the first test slide. Hyperlinks to online course: The template contains links to the online version of this training course. The links take you to the hands-on practice session for each lesson and to the Quick Reference Card that is published for this course. Please take note: You must have [app] 2010 installed to view the hands-on practice sessions. If you dont have [app] 2010, you wont be able to access the practice instructions. Headers and footers: The template contains a footer that has the course title. To add footers such as the date or slide numbers, click the Insert tab, and click Header & Footer. Extracting videos from this file: Read these instructions first, because youll have to close this file in order to follow them. To extract the videos from this file, start Windows Explorer and change the filename extension from .pptx to .zip. Confirm the name change, and then open the renamed file. Youll see a set of folders. The videos are located in the \ppt\media folder. Copy the videos and paste them to your local drive or other convenient location. Youll probably need to rename the videos, because PowerPoint names them Media1.wmv, and so on. To resume using the presentation, change the filename extension back to .pptx. 24