Transcripts
1. Course Introduction: Thank you. This beginners
course is designed to help you get started
with PowerPoint by taking you through many
widely used slide concepts. Each one showing you how to use specific features and functions, even if you have no prior
experience with the software. We'll walk you through the
basics of PowerPoint from navigating the interface to
creating slides with text, images, charts, graphs,
videos, and animations. We will give you clear step by step instructions on how
to create each layout. We'll start by creating a simple title
slide from scratch. We will cover text
formatting and alignment and how to
format a slide background. Building this agenda slide will help you understand
slide layouts, the slide master, and
choosing a color theme. We will also investigate the stock photo and
Smart art libraries. We will format a text slide and cover the basics
of alignment, distribution, and text margins. The format painter will
allow you to format multiple items quickly
and consistently. I will show you how to
crop and resize a photo from the stock library
and combine it with text. I will cover the drop a tool and show you the importance
of maintaining clarity. We will look at the
various chart types at how to edit the chart data, and how to customize and
improve the look of the chart. Tables can be used for many
layout tasks in PowerPoint, and here we will compare two products and cover
the various size, margin, and border settings. We will look at the
various ways of inserting video clips onto your slides
and the various sizing, formatting, and
playback options. We will use icons and
Smart art to show simple visual
representations and add interest to your content. Finally, I will also
show you how to reorder your slides,
add presenting notes, reuse your slides, copy and
paste between presentations, and other basic uses
of the interface. Even if you've never used
PowerPoint before, don't worry. We'll walk you through
everything you need to know. By the end of this course, you'll be able to easily create polished and professional
presentations in PowerPoint.
2. Interface Basics: When you open the
PowerPoint application, it will look like this. You can open an
existing presentation, but we're going to start
a new blank presentation, which you can do
by clicking here. We're straight into what's
called the normal view. Here, we can edit slides and navigate thumbnails on
the left hand side. This is a title slide that's
been put in by default, for example, I can click to
add title and type slide one. To add in a new slide. I can go up to the top on the
home section of the ribbon, click on new slide, and choose one of the
available layouts. I'm going to choose title and content and type slide two here, and bullet text here. To add another slide, I can go up to the top and
choose new slide again. Or while slide two is selected, I can press Control D, or right click and choose duplicate slide to make an
exact copy of that slide. I can now type slide
three on this. And if we want to rearrange
any of our slides, I can simply click
on this slide in the sorter on the
left and drag it up. To put this slide back,
I can press Control Z, which will undo the
previous action. To play these slides. We can go here where it
says slide show and click, and that will play from the
currently selected slide. Or if you press F five, it will play from the beginning. You can also go to slide show and from beginning
in the ribbon. Using the cursor keys or clicking on the
slide will advance. Pressing escape will get you
back to the normal view. At the bottom, there are also
another couple of views. This one here is
the slide sorter, and you can use that
to get an overview of your slides and also
see some other details. Slides can also be
arranged in here. I'll press Control Z again
to undo that and deleted, copied, or have other things applied to them,
such as transitions. If we go back to the bottom, we can choose this option here, which takes us back
to the normal view. In this bottom window, we can type notes by clicking and typing directly
into this area. These notes are not visible when the presentation is played. And when you roll
over this line, you can size this up or down. If you size it right
to the bottom, it will hide the notes
in the normal view. We can get them back
by rolling over the area until it shows
an up and down arrow, clicking and dragging up. We can navigate
between our slides, either by clicking
on these thumbnails or by pressing page
down and page up, or by using the mouse wheel. You can zoom in and
out of your slides by clicking on this bar and
dragging it left or right. You can also hold down control and use the mouse wheel
to zoom in and out.
3. Styling A Simple Title Slide: In this lesson, I'll be
showing you how you can create powerful title
slides such as this. So when we start a
new presentation, we'll go to File, New,
and choose blank. You can see that the
default layout is a title slide, where it says, click to add Title
is a placeholder, and click to Add subtitle is
also another placeholder. So if I click in this box, I can now type in the title. There's my title. And now I can click to add the subtitle. So the first thing we could
do is change it to a font we like and add bold where we think it would
improve the text. So if we click on this
top part of the title, make sure that either all of
the text is selected or the box by clicking on one of
the circles on the outside, and then we can choose
any font we want. If you type the first
few characters, it will go to that font. And I'm going to choose
fig tree Extra bold. And for this font. Again, you can either click and drag to select all the text or
simply click on one of the circles or the line outside
to select the whole box. Then go to the fonts drop down on the home
section of the ribbon. Type the first few characters
of the font you want, or find it in the drop
down list and click. I also want to make this
subtitle a little smaller. And to do that, we can click
on this smaller A here. When you roll over
that, you'll see it says what it does,
decrease font size. You can also use control
shift and left arrow. You can even just use control
and left square bracket. If you want to move
these up or down, you can hold down shift and
click on the text above, and now that's selected both. And while both are selected, if I wanted to move
them up or down, while keeping the
position across the same, I can hold down shift, click, and then drag
my mouse up or down. If I want to add any more text, I can go to the drawing box, click on Text box, and click to add it anywhere. Type in the text. Click to
make sure it's all selected. I'll change it to the same font. Then I'll go to a range that's also on the
drawing section, a line and a line center. To see it full
screen at any point. We can either click
this button here, which says slide show in the
bottom right hand corner, or press F five. Pressing Escape, will get you
back to the slide editor. If you'd like to change the
color of the background, we can right click anywhere
and choose format background. A menu will pop up at the side. And now we can choose a different color
for the background. I'm going to pick this blue. When designing slides with text, contrast is very important. If we have a dark background, I'd usually like a white
text or a very light text. And if I have a
light background, I would usually use black
or a very dark text, and we can select all of the text to change it
to white all at once. To do that, we can
either click on one, hold down shift, and
click on another. And while shift is still held down, click
on the third one. And then to change it to white, we can go to this little A
here in the font section, click to drop it down
and choose white. The other way of selecting
it would be to hold your mouse down anywhere on
the slide and drag across. And then let go, and
they'll all be selected. If you wanted to add something
like a gradient fill, you have the options here. In the format background section that we revealed earlier. We can go to something
like gradient fill, and that will allow you to
select different colors. And in this example, it goes from a darker blue to
a lighter blue at the top. But we can change that
to any color we want. If you want to add a picture
into the background, we can select picture or texture fill from this
format background option. If I click insert, you can choose the picture
from anyway you want. But stock images is a
good option if you have PowerPoint 365. I click here. You can type in
anything into this box, such as blue texture. Click there, and
then click insert, and it will add in this nice
full screen background. You can also add some basic
effects to this text. See if we click on it, click on the corner to make
sure it's all selected. Go to something like
shape effects and shadow. We can select offset
bottom right, which is the first preset, which adds a basic drop shadow. F five again, to view
the slide full screen. For our last part
of the graphic, I'll show you how you
can add a panel behind the text to make it
stand out even more. So while on the home section
of the ribbon, in drawing, there's this option,
rectangle. We can click it. Then by clicking and dragging, we're effectively
drawing a rectangle over this whole title. You can let go, and afterwards, you can adjust it by
moving these handles. I want this to be black. So I'm going to
select the color from this right hand format shape
menu and choose black. I also don't want it
to have an outline. So I click on the line section. More options are revealed, and I can choose no line. I do want it to have
some transparency, which is effectively the amount that you can
see through it. And you can either
drag this slider up or type in the
number into the box. I'm going to choose 70%, but I do want it to
be behind the text to make the text as clear as
possible, and to do that. We just have to right
click on our shape. Go to where it says
center back and click. I'm also just going to
align it to the center. And because we're already in the shape format
section of the ribbon, I can go to a line and a line
center. That looks good. But if, for example, you wanted something like a rounded
corner rectangle, it's easy to change without
having to redraw it. So as we're already on the shape format,
section of the ribbon, we can go to edit shape in the insert shape
section, change shape. And this second one here is
a rounded corner rectangle. This little yellow
dot will allow you to adjust how
round the corners are. So if I drag it to the right, it increases the
amount of roundness. If I drag it to the
left, it decreases. I also think I want to move
the title down very slightly, so I can click anywhere, drag over the whole
title, and let go. Then, as long as you
hold down shift, you can click on this and drag
it up and down to move it into the position you
want. That looks good. And finally, we'll
add a small bit of animation to reveal the
title in a nice way. And so for this, I'm going to add a Zoom
animation to the panel, then the text will fade out. To do that, we can just
click on the panel. Click on Animations
in the top menu bar, and all these different
animations will appear. I'm going to choose Zoom. Then I'll click on this
text, and choose Fade. Click on this text
and choose Fade. And click on this
text and choose Fade. We've now added four
animations that you can see by the numbers on these
little tooltips here. One is the panel, T is
this unlocking text, three is the subtitle, and four is the
presentation by text. While you're in the animation
section of the ribbon, in the advanced
animation section, there's a button
called animation pane. When you click this,
it will toggle the animation pane
visible or not visible. So we'll click to
make it visible. Now you can see the order that
everything's appearing in, and all I want to do is make sure these all happen
one after the other. So I can either
click on each one of them and click on Start
and choose after previous, or I can click on the first
one. Hold down shift. Click on the last one.
Go to where it says, start and select after previous. Now you can see a
nice timeline of everything that's going to
happen in the animation. First of all, the
panel will zoom in, then the title will fade in, then the subtitle, then the
text box at the bottom. So if we press the
five to play this, you can see the animations happening in the
order we've set.
4. Creating An Agenda Slide: In this lesson, I'll
show you how to create a simple agenda slide from basic text using the
inbuilt Smart art feature. If we right to click
on this slide, we can go to the layout option. Here, the second option is
called Title and Content. If we click that, We'll have a placeholder for a title and a placeholder for
some content below. This is the default layout
from the slide Master. If you go to view, Slide Master, you'll see the different layouts that are available by default. In the previous lesson, we used this title slide layout, and in this one,
we're going to be using title and content layout. So we can close the master view. Now I'm quickly going
to add some content. I'll click to add title. I've just quickly
pasted in some text, and then click to add text here, and I've pasted in four bullets. Now we have these. We can click to make sure
it's selected. Right click and choose
Convert to Smart art. If we go to more
Smart art graphics, then the second option list, we'll have all of
these available. You can choose any one you want. But for this example, we'll be looking at a horizontal
bullet list and click. So this can work quite
nicely for your agenda, especially if you have additional subtext in
the section below. So now I'm going to
quickly type in some text. Now I'm going to make the text in those a little bit smaller. And to do that, I can make sure this box is selected by clicking on one of
the outside circles, and then clicking this A with
the down arrow above it, which makes the text smaller. I'll do the same for
this one for this one. And finally, this one, I'm
going to select a new font. For the title, I'm going
to select fig tree. And you can choose a new font, either by typing the name of the font you want
to use in the box. Sometimes you only need
the first few characters, or by clicking this drop down arrow and choosing
it from a list. I'm also going to
make this bold. And there not on the
font color section, I'm going to choose one
of the theme colors, which is this dark teal color. I also want to change
the font for this. So I'll click to make
sure it's selected, click on one of
the outer handles to make sure everything
is selected, and then change the
font name here. I'm also going to line
all the text to the left. To do that, I can go to
this section here in paragraph and click a line
left or press Control A. So from any of the
options to change color, we have the theme
colors available. And to change these,
you can choose design. Then go to the variant section, click this down arrow,
and then colors. These are all the default ones. You can choose customize at the bottom if you
wish to change them. For now, we're going to
stick with the default ones. I'm going to choose
this one called green. When you choose a
different color theme, anything that used the
previous color theme in your presentation will
change to the new one. Now we can choose
different colors for different boxes from
our color theme. So we can click to make
sure it's selected, then go to shape fill. Pick a color, and also change the outline in this
case because this has an outline to
the same color. Now we can pick another
color for this. And again, change the outline to the same color. Then
finally, this one. And for this title, I'm going to choose this
darker green at the top, and finally align
it to the middle. To do that, you can
either click center in this paragraph
section or control A. This looks good but as the four boxes below
are still smart, we can easily change these
to different styles. To show these, I'm going to
quickly remove this subtext. Now once the Smart
art is selected. We can go to Smart art Design, and then choose
any other option. You can choose whichever
layout you like. But often the simpler
ones work best, such as this Trapezium list. Once it is selected, I'm
going to take the size of the text down slightly,
so it all fits on. Clicking at the bottom
middle here and dragging up to resize slightly. Then click on each of the shapes individually and set vertical
alignment to middle. That looks good. I'd like main
topics to be on two lines, so it looks the
same as the others. And to do that, I can just
click to put the cursor in front of the T. Then hold
down shift and press return. This looks good. But if you want to change any
of the shapes, you can click on
these, go to format, change shape, and then
pick anything from here. I'm going to pick the
second option in, which is called rectangle
rounded corners. I could do the same for
all of these shapes. I just want to take the
text down set fits in. If we go back to
Smart art Design, some of these layouts will
allow you to use photos. So if you choose more layouts, there's a section
called picture. And for this example,
we'll choose bending picture, semi
transparent text, and click k. Again, I'm going to take the size of the text down so it fits nicely. While it's selected, we
can size it down to ten. I don't need the
return here anymore. And now I can choose
any pictures I want for these by clicking on this
little icon in the middle. You can select any
image you want. PowerPoint will load it in and crop it and size it
to make it look good. If you want to change the
color of any of these boxes, you can click on them and change them to any
color you want. For example, this one is
quite difficult to see. So we can click on that.
You can either adjust the transparency here
or change the color. So if we go to shape fill, I can pick any
color for this one. These boxes are all
aligned to the middle, as we can see if
we go right click, Mat shape, text options. And then this option
here for textbox, that it's aligned to the middle. But because it has
a return in it, it's actually pushing
it up to the top. So if I click here,
press delete, you can see it's now
aligning it to the middle. To make sure you press delete on the line that's
down at the bottom. Now, everything is vertically
aligned to the middle. Pressing Shift F five, will play the slide
show from this slide. These look good. But
that's a final option. We're just going
to add animation. So as the presenter clicks, each one comes out one by one. To do that, while it's selected, we can go to animations, choose Fade, and importantly, under effect options,
choose one by one. I'll click animation pane here, and then click these dots, and it will tell you
what's happening. But basically, you
have four clicks, and each one of them will
reveal one of these. So when we play this with Shift
F five to play the slide, each time I click, one
of these fades on.
5. Formatting A Text List: Let's look at how
to lay out a slide, that is a simple list
of text content. So we'll start with this layout, which you can get to by going to new slide, title and content. I'll type in our title. And then we can
type in our text. I'm just going to quickly
pay them in to save time. So now to format it and make
it look a little clearer. We can use things like
colors and bold text, as well as adjusting the line spacing and putting
them in columns. So, firstly, we'll
choose a color scheme. And to do that, we can go
to design variance colors, and I'm going to
pick violet two. We can now set the
default fonts. So for that, under the
design section again, click this drop down
arrow under variance, go to Fonts, and choose
customized fonts. I can pick a font I want for the heading and a font
I want for the body, and it will display in
this sample window. We can also type this in. So I'm going to choose fig tree Extra bold for the titles. And fig tory for the body. You can also save
these if you want. I'm going to call it fitory. Now I'm going to change
this to a numbered list. Firstly, I want to make
sure it's all selected. So we can either click at the beginning and drag
across to select everything. Or once you click
inside the box, you can then click on one
of these outer circles, and that will select
everything as well. Once that's selected, make sure we're on the home
section of the ribbon, and in the paragraph area, we can click on
this option here, which creates a numbered list. Now I'm going to select the first words of
each by holding down the mouse here and
dragging across and then change it to one of
my predefined colors. And I'm also going to make this bold by clicking this B here. You can also press Control B. Now I'm going to select this
one, change the color again. Control B for bold, and the same again
here and below. Now I'm going to add
a return so that the description for each
part is underneath. If we just click, to add the mouse cursor here
and press return, you'll see it adds
another number because it thinks that
that's what we want to do. But we want to add
a soft return, so we can press backspace to get this back
to where it was, or controls to do, and then hold down
shift and press return. We'll just do that for
these other three. Shift and return each time. You'll see how the text
size has reduced slightly. This is because the shrink tex on overflow setting
is the default. I'll show you where
that is. If I write click and then
choose format shape. We can go to text options and then text box. And
here's the option. Shrink text on overflow. So the more text that's in it, it will actually
shrink the size of the text to fit in the box. This can be a useful
tool to prevent your text from going out
of the slide or the box. But in this example, we
will turn it off so we can have full control over
the size of the text. So for that, I'm going to
choose do not auto fit. Now once it's all selected, I can take this down to 16 by either typing or
pressing the down arrow. That's the size I
want my body text. I'd like the four
subtitles to be bigger. So I can select
them and then press up up and up three
times on each. You can also use control
and write square bracket. Or you can go to this
box that pops up here and increase font size
or type it in this box. We're now going to
change the line spacing, so we can click on our text, click on one of
the outer circles to make sure it's all selected, and then go to the
spacing options which are here or here. So we can click this dropdown. Choose one of the presets that it will show
you a preview for, or click line spacing options, which will take you to the
same place as this arrow here. I'm going to change
the line spacing to one and the spacing
before to 18. This is the amount of spacing that is before each
of the numbers. So if I click okay, you'll see that it's added a small gap in between
each of the numbers, which makes it clearer to read
and easier to understand. This looks good,
but we could also put it in two columns
if we wanted to. So we can click on the text. Then go to text options, text box, and then
at the bottom, there's a button called Columns. If we click on that, I
can type two columns, and I want some spacing
between the columns. I'll click two for that as well. And finally, we can click
here and press return to move number three
into the next column. And I want to move this down
a bit, so I can click here. Hold down shift, which will lock the exposition and
drag down. Okay.
6. Enhance A Text Slide Using Panels: Now, we'll look at
having some panels on the screen to put your
text content into. So firstly, we'll move
this text out the way. I'll hold down shift and
drag it to the right. Now I can scroll
back over to here. Go to the drawing section in the home part of the ribbon
and click on a rectangle. For this, you can
also go to insert, shapes, and choose rectangle. Now you can either
just click somewhere, which will add a square. Or if I now go back to the rectangle tool
and select it again, click and hold down the mouse, and drag it out until it's
the size I want it to be, and then let go of the mouse. I can now duplicate
this shape. Control D. Drag it into the
position I want. You'll see these
smart guides appear. And then when I drop it by
letting go of the mouse, the next time I press Control D, it will duplicate in
exactly the right place, and then finally,
control D again. To align all of these
into the middle. I can click on the first one, hold down shift while
clicking the others, when they're all selected,
control G to group. Then go to a range, align, a line center. I'm also going to
center the title, so I can click on the title, then go to this option
here, Center text. For these panels, I
can now ungroup them. Group group. And while they're
still selected, I can go to Shape Outline
and select no outline, and then shape fill and
select this light color here. Now I'm going to paste in the text from the text
that I moved over to the right into one of the
boxes. So we can select that. Control C to copy. Go back to our box, and
then control V to paste. That's now pasted the
text into this box, so it's just one item. I want the text to be black. Foe font size, so I'm
going to click in there in type 14 and also centered. I don't want it to
be a numbered list, so I'm going to click
here to turn that off. I also want this to be 28 point, so I'll select it and
click up to size it to 28. And I also don't want the colon, so I can click and delete that. Now we can right click,
choose format shape, text options, text box, and change the
margins as we wish. I'm going to change
these to 0.5. And clicking tab
on the keyboard, we'll move you to the next box. 0.5. The top I'm going
to set to 2 centimeters. And finally, I want to choose
vertical alignment top. I'm going to click
here in front of the W, press back space, and then click return to create a nice space between the
subtitle and the body text. I'm now going to do
that for the others. So I'm going to select them. Control C to copy, select the box,
Control V to paste. Now, we've already got
the formatting for the margins and the colors
correct in box one. We can just use
the format painter to copy that across
to the others. And if I want to apply the
format to both of these, I can double click
the format painter, click once, click twice,
then press escape. Now I want to select this and make it 14
point. I not bold. Then delete the colon. Go to
the first character here, press backspace,
and then return. Just going to select these
and do the same thing. Now these look good,
especially because the body text always starts at the same
vertical position. I'm going to change
these title colors. And to do that, you can either click on the left
and drag a cross, or because they're one word, you can double click on
it, and it will select it. And now you can change
the color as you wish. Just do that for these
other ones as well. And finally, for this slide, I'm going to add a circle
with a number in to put above this at the
top part of the box. So to do that, we go to drawing. We click on O val, and then clicking anywhere
will create a perfect circle. I now one, and it will put
the number one in there. I can make it smaller by
holding down shift while clicking and dragging on one of the corners. That's a good size. I also want to make this
bold and have no outline. So I'll go to shape outline
and select no outline. This is already in
the right position. But if it wasn't, if it's
down here, for example, I can just click and drag, and it will show
the smart guides as you get into the
right position. Now we can duplicate this
for the other three circles. Control D, drag
it into position. Let go, and before you
press anything else, control D and control D, again, we'll put the other
two in the right position. Now we can change the colors and type in the
different numbers. Between click in type
two, three, four. I can also click on
these panels and resize them slightly because they're a bit longer than
they need to be. And to do all of those
at the same time, we first select
one of the panels, hold down shift, and
click on all the others. Then if I click in this middle
one of any of the panels, I can drag up to
where I want it to be, which is about there. I can now click
anywhere on the slide, drag across, make sure
they're all covered, hold down shift,
and drag them down. And now when we
press F five to view this slide, it all looks good. If we wanted to add
some simple animation, I could make sure
nothing selected by clicking anywhere
on the slide. Then click on the circle, go to animations, and
choose something like Zoom. Then click on the box, and
choose something like Fade. I want it to start
after previous. So I'll just play
that so you can see the first one animating. So when you click, the
circle will zoom in, and the box will fade. We can apply that to the others. So you click on the circle, go to animations. Click Zoom. Click on the box, Fade, and choose after previous. Just do that for these last two, Zoom for the circle,
Fade for the box, making sure that you
choose after previous. You can also click on
the animation pane. It will reveal the
animations you've added and show you the order they're in and allow you to make changes. The final one, soon
for the circle, Fade for the box and
start after previous. Now, if you run that
slide from the beginning, each click will oom up one of the circles and fade
in the box underneath.
7. A Photo And Text Slide: Here, we will create a slide
with some text and a photo. So we'll start with the layout
that's title and content. We'll type our title and I'll
quickly paste in some text. So firstly, I want to change
the background color. So we can right click anywhere. Go to format background. It's on solid fill. Select color, and then choose any color that
we like the look of. Now I want to change the
font for both of these, so we can click to
select the first one. Hold down shift, and click
on the other block of text. Now we can select
the font we want. I'm going to choose fig tree. And for this top one, I'm going to use the extra bold variation. For this text, I want
it to be size 18. So make sure it's
all selected by pressing one of the
circles on the outside. Then go to this text selection. We can actually click in
here and just type 18. Now if I click on this circle in the vertical center
and drag it across, it will resize it to a
smaller wrapped paragraph. I also don't want this
to have a bullet, so I can go into the
poagraph section and click on this toggle, and it will remove the bullet. I also want this
text to be wrapped. And now I can move
this bottom bit down. So if I hold down shift and
then click on this outline, I can move the mouse down, and it will lock the x position. So effectively, it will
allow me to move it up and down while keeping it in the same position
across the slide. I also want to move
this one down a bit. Again, hold down shift, click my mouse down, and
drag the mouse down. Now we can add a photo, so we'll go to Insert,
pictures, stock images. I'm going to type mountains. Click on any image you
like, and click insert. We can align this to
the right side of the slide by going to
the arranged section, clicking on a line, and
choosing a line right. We can now crop the image
to half of the width. For this, it helps to
have the ruler turned on. Here's my ruler here. But if it isn't turned on, you can always go to view, make sure that ruler is ticked. Now I go to picture
format and choose Crop. Or we can just right click
and use the menu above crop. Dragging the black
handles that are either corner points
or straight points, will crop the image or dragging the circles that are just
outside the black handles, will resize the image. So I want this
black handle here. So I'll just
carefully roll over, and now I can drag
it to the right. I want to snap it just there, where it's a zero on the ruler. That is exactly half the screen. So now that's cropped, but I also want to
adjust the image, so the focus is on the center, which on this is this person
standing on the rock. And to do that, I can hold down shift, click with the mouse, keep it held down, and move
across. That's about right. Now we can press return, and the image will be cropped correctly and in
the right position. So I'll just press Shift five to run the
slide show of that. I want to change where my
text wraps very slightly, so I can click on this and
bring it in a little bit more. I would also like to
increase the line spacing, which is basically the gap between each of these
lines vertically. To do that, we can go up
to the paragraph section. Click on this drop down. You can choose any
of these presets, or you can go to line
spacing options, but you can type in
exactly what you want. At the moment, we have ten point spacing before
a paragraph and zero point after and a
line spacing of uh 0.9. You can select different
options in here. But often, I will use multiple and just adjust it until
I think it looks good. So something like 1.2, it's normally a nice
slightly spaced option that looks good on
text like this. I think that looks really good, and it's nice and easy to read. It's important to provide enough contrast between the
text and the background. So where we've used this
light blue and the dark text, that's a good
amount of contrast. If, for example, we chose a
dark background such as this, I would recommend using
a bright colored text. So for the title, we
could click on this, click on the outer circle to
make sure it's all selected. Then go to my text color and
choose a nice light color. And for this text,
I could do the same but choose a white color. So that looks really good, and it provides enough contrast. We could also fade
these in one at a time. So if we click on the first one, hold down Shift,
click on the second. While shift is still held
down, click on the image. Then go to animations and choose Fade and set the start
to after previous. And then under
advanced animation, if we click on animation pane, we'll see the order,
things will come out. I can click on the title, which will fade up
for half a second. Then the welcome text, which will fade up for half
a second, then the picture. Your photos don't have
to be rectangular. They can be cropped
to any shape. So, for example, if we
click on this photo, go to picture format, crop and cropped shape, we can select any shape we'd
like to use for this here. If we zoom out a little bit, either by pressing
the minus here or holding down control and using your mouse
wheel to move down, we can see this
little yellow dot, and you can click on this
and drag it to the left, and that will adjust the crop. At any point, you can remove the crop or change the shape. We're going to crop and
selecting rectangle. Another impact for way to use photos is using a photo
covering the entire slide. So I'm going to
delete this image and then add it in again
as a background. So I'll click on this
image to make sure it's selected. Click delete. Then right, click
on the background, and choose format background, and go over to the right and select picture or texture fill. Then insert stock images, and we'll find the same
image. That's nice. But there are some
challenges with readability here because there are some light
parts of the photo, and it makes it a bit
harder to read the text. If you want to use
a full screen image and put text over the top, it's important to choose
an image that works well. So if we go back to insert over the side here,
stock images, I'm going to type camping night and then click on this
photo here, and insert. Now, we can move the
text over to the right. To do that, I can
click on the text, hold down shift,
select the other text. Then hold down shift, and as I drag to the right, it will lock the position. I'm going to make
all the text white. Then just select this part, and make it bold by clicking
the B in the font section, making it one size smaller. Clicking on this top part, hold down shift and drag down. And for the title, we can
drag it down to here. Now we're using the darker
areas of the photo, to put the white text on, to help with its readability, while still having a lot of impact and emotion in the photo. If we did want to stick
with the original photo, there are some other options to help make this more readable. If we click on this text, click on the circle outside, I can actually fill this in
with a color such as black. Now we can change
the transparency of this black and to do that. We want to make
sure it's selected, and we go to format shape, and this box will
appear at the side. And under the fill options
for the shape options, we can adjust the transparency, either by dragging
this slider to the right or by selecting
this and typing. I'm going to select 30%, which works quite well because we can see the photo
coming through, but the text is very
clear and easy to read. However, the text comes
very close to the edge, and I think it's
better with a margin. And to do that, while the
format shape options are open, we can go to text options, and then this text
box option below, and I can type in whatever
I want for these margins. So I'm going to select 1
centimeter for each To do this, I can just type
one and press tab, and it will move
to the next box. So that's a nice margin
around all other text. I'm just going to move
the box up very slightly. Now when I press F five. That works well, and
it's very clear to read. If we wanted to, we could also
move it to the other side. Again, we roll over
it, hold down shift. Then click with
the mouse and keep the mouse down and
drag to the right. We could do the same
with the title. We could also make the title darker to make that stand out. And one thing that
I like to do here is to choose a color
that's from the photo. So, for example, while
this is selected, we can go to font font color. Then roll down to where
it says, eye dropper. Click on that. And then
wherever I click now, it will take the
color from that, such as this dark teal
part of the water. So Shift F five,
we'll run our slide. If we wanted to,
as an alternative, we could use a lighter
colored text box. So this time, I could
click on the box, go to Shape Fill
and select white. And for the text,
I could use black. And if we wanted to,
we can make it bold. And we always have the option under the shape option section and fill of adjusting the
transparency as we choose. So higher up, you'll better see through it more
and lower down, it will be more opaque.
8. Simple Bar Chart: In this lesson, we will create a bar chart that is impactful
and can tell a story. So we'll start with
the default layout, which is title and content. I'll click to add title
and type this in. And in the center of the box that says, click to add text. There are a number of icons. This one on the second row on the far right, inserts a chart. There are many
different variations of chart that you can add, such as Pie chart, line chart, and so many others. We're going to start with
the first one that's selected to give you
an idea of how you can start with a default
chart and make some simple improvements to be able to clearly
show your data. So if we click on k, that will add the
default chart in. This window here is where we can add the data to be
displayed on the chart. If we change any
of these numbers, it will instantly be
reflected on the chart. If you close this window, you can get back to
it at any time by right clicking on the chart
and choosing edit data. We can resize this by going to the bottom corner
and dragging down. And the blue area
that's selected here is the data that's
displayed in the chart. So you could have a large
set of data and then isolate a smaller set
of values to display. For simplicity, I
will resize this box, so we just have the
first series of data. To do that, you can click on this bottom right
hand corner and drag it over to the
left, and then let go. To add more text or data, you can simply type into
the relevant boxes, and PowerPoint will expand the selection as you type
in the text or data. So for this example, I will add the months
into Column A, which is the first column, and then the sales
figures into Column B, which is the second column. So in column A, I'll
make sure that I'm selected on Category one and
start typing in the months. Each time, pressing return
to go to the next line. Now I can enter my data in the second column,
which is column B. Now we can close this window. And while the graph is selected, I'm going to type in
the font I want to use which is fig
tree Extra bold. I also want the title to
be in fig tree Extra Bold. So I'll click to
select the title. Then click on one of these
outer circle handles and type fig tree
Extra bold in the box. You can also press
this down arrow and go to one of the
recently used fonts, which is fig tree Extra Bold. Yeah. I'm going to change the background by right clicking on
the background, and choosing format background, then going to solid fill and selecting this mid gray here. Now I want this
text to be white, so I'll select it, and then go up to font color
and choose white. I also want this
text to be white, so I'll make sure
the whole graph is selected by clicking it and then clicking this out to handle, and then going to white. Now we can remove some of the elements
that we don't need. For example, this title
here says Series one, but we have the title
above that we want. So we can click on it.
Then click delete. The same for the legend
at the bottom here. Click on it, and click Delete. I also want these months on the horizontal
access to be bigger, so I can click on
them and then go to the increased font size button and adjust it to
whatever I want. I'm going to use 24 point. I also want to add
some data labels on the top of each
of these bars. To do that, when the
graph is selected, we can go to this plus button in the top right of the
graph that can add, remove or change
the chart elements. I want to add data labels.
Now I've added them. I can get rid of
the vertical axis, so I can click on them, click delete and the same
for these grid lines. So I can click on them to
select them and click delete. I'm now going to change
the color of these bars, so I can click on the bars and
select this bright orange. I'm also going to reduce the
gap in between the bars, which you can do by
clicking on the bars, and going to format data series. If this box isn't
shown on the right, we can always right click and
choose Format Data Series. I'm going to change
the gap width to 50%. I'm also going to increase the font size of
these data labels, so we can click on them and then press increase font size. I'm going to make
these 18 point. Now let's adjust
how these display, to make them clearer, and
make the message stronger. So we need to go to format data labels, which is
shown on the right. And if it's not, you
can always click on the data label and then
select format data labels, and this will
appear on the side. If we click to reveal number, we have an option
for format code. There are many different
options available here. And in format code, we can type in anything we want. So I'm going to type in
that I want to pound sign. Then a hash symbol, which
is the number that's shown for the data that
we have, then a 0.0, a comma, and a K.
So when I add this, we can now clearly see
what all the values are. So by displaying these figures
in thousands of pounds, it makes it very easy to
see what we're presenting. We can also highlight individual
figures if we choose to. For example, if I wanted to highlight these
lower summer months, I could click to
select all the bars, then click again just on the individual bar and then go to the color
and change it. I can now click on this
single bar and do the same and this single
bar and do the same. So by changing those colors,
I've highlighted them, and it will allow
your audience to focus in on this specific data. I'm actually going to add in a panel to draw
attention to this. So if we go to the drawing
menu at the top and choose a rectangle with rounded
corners, and then drag this out. I'm going to fill this
in with a lighter gray. No shape outline. Then type out my message. I want to make this all fitory. So I'll click on the outside, and I can go to my
recently used fonts. I'm going to make
this bit not so bold and just use
the standard fity. I'm also going to make
it a little bit smaller. And then this ale bit bigger. Finally, I'm just going
to use a triangle to actually draw attention
to this area below. So for that, we go
to the drawing menu, click on triangle.
Click anywhere. I want to turn this around, so I can hold down shift. Click on the circular arrow at the top and drag
the mouse around. And I also want it
to be a bit smaller, so I can hold down shift
and drag in from the side. I'm also going to make
this a very light color. White will do, shape
outline, none. I'm now going to
position this in the middle and then drag this into the middle,
holding down shift. If you want, you can
resize this triangle. To whatever size do
you think looks good? I could click on this center dot at the top and drag down, and that would make a
slightly flatter arrow. That looks good. Now I can select the box, hold down shift,
select the arrow, and control G. We'll group these together for when we
add the animation. So if I click on the graph, go to animations and add
something like a wipe. I can change the effect
options to make these come in by element in series.
So one at a time. I think these look
better when they appear a bit quicker. And
to change that. We can make sure that
the animation paint is selected as it should be if you've just added
the animation. And I can click these arrows
here to expand the contents, and you'll see that
everything's selected. That's all of these bars. I can change the duration to something like a
quarter of a second. So now when I run that, each bar will appear in
about a quarter of a second. I'm also going to change the
start to after previous. That will mean that
everything happens automatically. That looks good. I want the final thing to
appear to be this panel. For this, I'm going to add
an animation that's a Zoom. So if I was presenting
this slide, I'd say, here's a comparison of the
monthly sales revenue. And you'll notice
that sales revenue is low during the summer months. Using the methods of
highlighting individual data, deleting elements that aren't needed and using
things like panels to highlight key messages
can really bring your slides to life and help
you visualize your story.
9. Team Members Slide: Now, let's create a
team members slide. A team member slide
is a common layout in business presentations
that introduces your core team members
and their expertise. It is similar to the previously
created text list layout, but this time we'll
be dealing with team photos and making sure they look clear
and consistent. So from new blank presentation, we'll right click,
choose layout. And for this, we can
just choose title only as the rest of it is
going to be manually created. So we'll click to add title. Type in our title. I
want to center that. So I click on one of
the outer circles, and go to home and choose
this center inside the paragraph menu
or press Control e. Because we set the
default fonts last time, we can go to design
and under variance, choose fonts, and select the fig tree combination that we created in a previous lesson. I'm also going to go back to variance and choose
a color theme. For this, I'm going
to pick Violet two. Now we can set the colors. So I'll right click
on the background, choose format background,
go to solid fill, and pick one of the colors. I'm just going to pick a
dark version of this blue. And now I want to
make the title white. So I can click on it,
click on any circle on the outside. Then go to home. And in this font section, click on the colors,
and choose white. For this example,
we're going to have five team members and to set up where the
text goes for this, I'm going to go to the
drawing section and choose a rounded
corner rectangle, which is the second
option in rectangles. Now I can click and drag it. I can use this
little yellow dot. Click on it and
drag it to the left to reduce how rounded
the corners are. We don't have to get
the size exactly right because we can
resize them in a minute. But that's pretty
close to the size we want for each of these
five team members. I'm going to start by setting
this to a black fill, so we can go up to shape fill, choose black, and shape
outline. No outline. Now press Control D, which
will create a duplicate. And when I drag
it into position, you'll see the smart
guides appear. And when I let go, if
I now press Control D, Control D and Control D, I'll now have five panels. We can select all of these
by clicking off them, dragging across all of them, and then letting go and either right clicking
and going to group and group or
pressing Control G. Now, if I hold down shift, click and drag from
the top right corner, I resize them so they'll
fit on the page. I can now go to a range, a line and a line center, and they'll be
centered on the slide. Now we can ungroup them, either by right clicking, going to group, and
clicking on Ungroup, or Shift Control G. We can now add some
text into each box. And to do that, you
can click and type. I'm going to quickly paste
in some texts to save time. I would recommend using a
similar amount of text for each team member to keep
things clear and easy to read. So I'm quickly going to
paste in the text that I created earlier for pressing
Control V in this box. Then I can click on one
of the outer arrows and size it down to
the size I want, which for now will be 12. I'm just going to quickly do
that to the other panels. Now I want to align the text
to the top of the panel. And to do that, we'll click, drag over all the panels. Make sure we've got
format shape visible. To do that, you can just right click and hit format object. And then go to text options. Vertical alignment top. Actually want a
bigger top margin because I'm going to
put the photo up there. So for this section top margin, I'm going to click and type 2.4. Now I'm going to add a
photo of one of the team. I'm going to use the inbuilt
stock library for this. But when using your own photos, try to use photos with
similar lighting, position, and style, to keep it looking professional
and consistent. So I'll go to Insert,
pictures, stock images. I'm going to type portrait. And click to add that
photo and insert. I can click on the
top right hand corner and drag across and
down to resize this. I can click on it, put it into position, and then go to crop, which is under the picture
format section and select an aspect ratio of one
to one, which is a square. I can now click off that. I want it to be a
tiny bit smaller. So again, I can click on
the top right hand corner and drag it down a bit.
This is about right. In this designer I want
it to be a circle, so I can go back to the
picture format menu, back to crop and choose crop
to shape and select val. And because we've previously selected an aspect
ratio of one to one, it's made it a perfect circle. I can now drag this
into position. If you want this to
be a bit smaller, you can hold down control and shift and drag from any corner, and that will resize
it from the center. I'm now going to
select all the panels by clicking and
dragging across them. And in format shape. Again, you can always go to format object if this
panel is not available. And under format shape, I'm going to choose
80% transparency, which will make the panels blend in nicely with
the background. I'm also going to select
the name in the roll, so we can go to here, click and hold the
mouse down and drag until we get to the end and make this 16 point by clicking the larger A with the
little arrow pointing up. Now I just want to
select the name, and I'm going to make
this a light blue. This provides some contrast
between the name and the details and makes
everything clearer to read. I'm going to do
the same to these. 16 point for each of them, and then make the name blue. Ideally, we'd want each one of these to take up
the same amount of lines so that the description of the role starts in
exactly the same place. And for that, we can go here, click, and hold down
shift and press return. And so for these,
we could take down the font size by one to make it. And that would mean
they would fit in, and I can also make
them bold with control. So I'm going to make these
all foe Control B for bold. And again, for this
one, shift and return. And that will make sure
that the description for each one starts in
exactly the right place. I can now make each one of
these a light blue color, clicking, selecting,
and going to the color. Now, we can create
the other photos for the rest of
the team members. So we can click on this photo, press Control D to duplicate, and then drag it into position. The smart guides will appear. Control D, will
duplicate it again, and control D and
Control D again. And I want to make sure these
are all at the same height. So I can select them all, go to a range, a
line and a line top. Now we have these photos. We can change them,
right click on the image, choose
change picture, and then if you have the photos on your
device, the computer, you can choose this device, but I'm just going
to choose them from the stock photos
for this example. To make adjustments
to this photo, you can right click
and choose crop. In this example, I want
to make it a little bit bigger so I can hold
down control and shift, click on the top right
corner circle and drag. This will size up the
picture from the center. And then I can click
inside and drag down. So it's in the right position. I want to make the heads on each of the people
about the same size. It doesn't have to be exact, but getting as close as possible will give
you a better result. So again, hold down control and shift to size
from the center, click on the corner circle, and drag up. That's about right. Now, I'll just hold down
shift and drag down. So on the next picture. Again, click on the
picture, right, click on it, change picture, and then choose
your new picture. If you want to make the
picture bigger or smaller, or adjust the cropping, you can right click, go to crop, and then hold down control and shift and drag
from the corner to size up and move it about
by dragging up down, left or right inside. We'll do the same
for these last two. Right click, crop, hold down shift, and
drag to the right. If we play the slide show
now, these look really good. But if you wanted them to come up one by one, for example, on a click, we want to group the photo and
the panel as one item. And to do that, you
can either click and drag over both of them
and press Control G, or you can click on the
ph and then hold down shift and click on the
panel and then contro G to. Control G, Control G, Control G. Now we want to
select all of them. Go to animations fade and
set start to be on click. Now when we play the slide show, each click will reveal
each team member.
10. Comparison Table: Tables are a useful
tool for presenting text information
and numerical data. They are made up of cells
arranged in rows and columns, and have a lot of
customization options. Before we add this table, we'll quickly go to design. Click on this drop down box
in the variance section. Change the fonts to our fit tory bold that we set up in
the previous lesson, and then go to variance again, click the dropdown box again, go to colors, and I'm going
to choose green yellow. I'll now right, click
on the background, go to layout, and choose
title and content. I'm going to be
comparing two products. Okay. I can insert a table. To do that, you can go
to insert and either choose table here
and then drag down. Or you can simply
go to the table in this placeholder and
say insert table, and then it will
actually give you the number of columns and
number of rows you want to add. I want to have three
columns and five rows. So I can type three columns, five rows and click. You can now type
in text to any of these cells by clicking
in them and typing. Tab will take you to
the next cell across. By default, the first row
is in bold with white text, and it's on a darker color. And this is set in the
theme and the style. The lower rows use
lighter colors. You can use the cursors to move across and enter the text
in any cell you want. I'm quickly going to paste
in some texts to save time. And while the table is selected, we can go to table design, and you can pick any of these styles from
the preset menu. If you press this down arrow, you'll see there are
a lot available. By default, it's used
medium Str two, accent one. For example, I could select
something like this, medium Style one, accent five, and it would change
it to this format, automatically without me having to change a lot of
individual settings. Under your table style options, which are here in the
table design section, there are six main settings that you can select on or off, such as banded rows. There are also
effects that you can add and quick styles that
you can add to the text. But often, these can negatively
affect the readability, especially with a lot of text, so I would keep it clear and simple to make it look
the most professional. You can remove the
borders from any cell. So for example, if I
select these two cells, go to borders and
select no border, that would remove the
borders from that cell. With the pen, you can actually
draw in the borders if you wish or select them
from the borders menu. So in the draw border section, we'll make sure draw table is
selected by clicking on it. Then I can click anywhere
on one of the edges, draw across, and it will
actually draw a border for me. This current one's in black. But you can actually choose any pen color In this example, we'll just pick a bright green, so you can see what we're doing, and then just draw down. So you have a lot
of flexibility in the colors you can
use and the borders. If I wanted to reset
all of these now, I could press escape to
leave the drawer option. Make sure the whole thing
selected by clicking on one of the outer circles.
Select no border. Choose the pen color. I'm actually going to pick
this Aqua accent five, which is the same one, and
then choose all borders. While the table is selected, we can go to layout,
and from here, you can change the margins, the alignment, and the
spacing of every cell. Again, I would keep it simple. And for example, we can go to cell margins and
change it to wide. And this adds a
nice space around each cell and makes
it easier to read, especially when there's
lots of information. If you wish, you can customize the margins to any size
from cell margins, there's an option
for custom margins. For now, we're going to stick with this default wide setting. You can also click and
drag to size these. So if we roll over
this column border, the cursor changes,
I can click and drag to the left or right,
and it will resize. So if I drag it to the
left, it's resize this. So it's made the first column a little bit smaller and
the second one bigger. I like having the
first column smaller, but I'd like the second
and third column to be the same width. To do this, we can
simply click here, drag to make sure both
columns are selected, and then go to where it says, Distribute columns and click. That's effectively
resized these two columns to make them exactly
the same width. If we click in this column, it will say the width up here, 11.22, and we can
click in this column, and that will also be 11.22. You can always check
or manually adjust the width or the height
from these options. So now we'll show slide show. That looks pretty good
and pretty clear. But we can take it a
little bit further. So in my example, I'm going to select the whole
table by going to one of the outer
circles and clicking on it and then selecting
no borders. I'm then going to click here and drag up to change the
color of this cell. I'm going to change this
to a light green and all the texts to white.
So I'll go home. Click on the text here
and change it to white. I'm going to click
on this one and select Shape fill, no fill. Then I'm going to select this. And I want this to
be a darker green. You can either do this
from shape fill here, or you can go to table design and choose it from shading here. Again, I want the
text to be white, so I'll go home, click on the white text
for the font color. I'm going to add an extra column for some space in
between these two. So I can click in
here, right click. Choose insert, and then
choose columns to the left. I want this to have no fill, so I'll go to shape fill
and choose no fill, and then click here on the column border and drag in to reduce the
amount of space. I still want each of these
to be the same width. So I can click on the column, go to layout, and
then choose width 11, and click on this one for
this first column for vaccine one and make that
width 11 by typing it in. I want this column to
be a tiny bit thinner. So I'll click on width
and just type down. So something like 1
centimeter will do. Then I'll click on this
circle on the right side in the vertical center and drag
it slightly to the right. And this is just so that the who can get it text will fit in. I can align the table in the center by going to
a line center up here. And when I view this
slide in slid how, it looks pretty
good, but there's a couple more things
I want to do. Firstly, I want to put a thin white border between the cells, so I can just click
here, drag up. Go to table design, select white for the
pen color and choose borders inside
horizontal border. So now when I run that,
you can see the border, and it looks really nice
and separates it nicely. We can increase the
margins if we want. So when these are all selected, I can go to layout, sell
margins, custom margins, and then on the
left and the right, I'm going to type uh 0.7, just to give it a
bit more space. Where there's texts
like this, where there's one character
at the end, which would be better
on a second line. I can hold down shift
and press return. This all looks good to me now, and there's one final
thing I want to add, which is just an
icon at the top. And to fit these in,
I'm going to make the top row 4.5 centimeters, so I can click anywhere
in the top row, go to layout, and
increase this to 4.5. We can just click in
here and type 4.5. Now I'm going to
change this text and actually make it
this green color, and make the shape fill no fil. I'm going to make the
text a little bigger. And then do the
same for this side. So I'll change it to
the color I want. Set the shape fill to be none. Then while the text is selected,
make it a little bigger. I also want this to be
vertically centered. I'm going to make sure
that both of these are selected by
clicking and dragging. Then under layout, go to this
second option in alignment, which is to vertically
center the text. I can now hold down shift, roll the cursor over to this
bounding box for the table, drag up, and this will
drag the whole thing up. That's about the right position. I'll view the slide
show. That looks good. We'll now just add
in our illustration. So we'll go to Insert icons. To get to the illustrations
option, which is here. I'm going to type in test,
and then select this. Insert, clicking on the
corner and dragging. We'll resize this
to make it smaller. And if you go to home and
then choose Shape fill, it will actually only
fill the high light color in these inbuilt
PowerPoint illustrations. So I can select the light green, put it in the
position that I want. And then if I click and hold on this and then press
control and shift, I can drag, and that will make a copy that I can put here. And for this, I'll
go to Shapefll and pick the darker green. So I think this
looks really good, and it's a really powerful
and professional way to compare two different things using the inbuilt
PowerPoint tables, which will help you
with alignment and being able to change the
settings quickly and easily.
11. Using Video Clips: Let's look at how
to include video in your presentation and the
options for playing it back. I will start with a very simple text layout, but this time, illustrate the text with a video clip, rather
than a photo. So we'll go to Insert, and then from the media section, choose Video and
click the Dropdown. Here we have three options. If you choose the top
one, this device, you can access any video
from your computer. And you can click this device. Select the video file you want, and then click Insert. If you want to add video
from YouTube or Video, you can click here for online. You can enter the address for the video, and it will be added. For this example, I will use the Ibuilt Video Stock library. We can type anything
into our search field. Click the video and
then click insert. The video can be resized just like a photo, so
we can click on it. Click and hold down the
corner and drag in. Then we can align it
by going to home, arrange a line, a line center. Under the playback tab, when the video is selected, there are various options. By default, the video
will play automatically and continually loop until
you go onto the next slide. This video has no sound, but if your video
has a sound track, you can choose the
playback volume, including the option
to mute it here. If you choose in click sequence
next to the start option, the video will only play
when you click through the slide in the same way that simple entrance
animations work. There is also the option to hide your video until you
click to start it. And an option to play back
the video full screen, regardless of how it is sized and positioned
on the screen. So if I select this,
play full screen, then I run the slide from here. It will play back full screen. If you'd like to play the video without the media
control bar here, which allows you to scrub through the video
or play or pause, we can go to the slide
show section of the ribbon and tick off this box here
that says show media controls. This applies to all the video
clips in this presentation. If we return to a
layout we've used before with the text
on the left hand side, I can show you how easy it is to crop and resize the
video to any size. So I'll quickly paste
in the video that we had from the previous
slide, and under playback. I'll make sure that playful
screen is turned off. I will drag the video to
roughly where I want it. Then click here at the
bottom left and drag to the bottom corner
until it snaps, then zoom out a little, either by holding down control
and using the mouse wheel, or by going to this minus
here and clicking zoom out. Now I can hold down shift. Click on the video and
drag it over to the right. And then if we go to video
format, we can choose crop. If we roll over these
black rectangles here, being careful not to roll
over the round circle, which will turn the cursor
into this double headed arrow. So we're very careful. We put the cursor here, where it changes into
this small black icon to show that we're cropping, we can click, hold down the
mouse, and drag to the left. And this will be
the left hand crop. So, I'm going to
leave it back here, and we can do the
same on the right. Click, drag in. You'll be to see underneath the video where the edge of the
slide is as you drag, so we can leave it
right here on the edge. Then, as I'd like the
focus point of the video of the person in the Kayak
to be right in the center, I can hold down shift, click and drag to the right. That's about right. Now I
can click outside the slide. We'll click on the video to
make sure it's selected. And on playback, we want
it to play automatically. Now we can play this slide. Here's a very nice
way of getting a cropped video into
your presentation. Just like with photos, the video does not need
to be rectangular. We can use the video
shape drop down to display the video
in any shape we want. So if we go to video format, video shape, you can
select any of these. I'm going to choose
parallelogram. You have the options to click on this yellow dot and adjust
to anything you'd like. You can also recrop this at any time by going
to video format, clicking crop, and then
dragging these black handles. So any part of the
video that you've cropped out is still available, so you can re crop it to any shape or any
size at any point. There are also a range of preset video styles that
you can choose from. So if you go to video format
and click this drop down, you can see that there are a
number of options available. Any of these can be further
adjusted in the settings. I'm going to choose this one
here called rotated white, which adds a nice white
border around to make it look like a cut out
photo and a drop shadow. Once we've done that, I just want to make it
a little smaller. And I can do that
from the center by holding down
control and shift, clicking on the corner, holding the mouse down, and
then dragging in. This can then be positioned
anywhere you want. And finally, I will
finish with an example where a video is used as
a background to a slide. So we click and press
delete on this. I'm going to use
slightly less text, delete this text and
change this text to white, so I'm going to use
a darker background. I'm going to hold down
shift and drag this up and make it bold by
pressing Control B. Now I'm going to go to
insert video stock videos. Type in my search term, click the video and
then click insert. Then click on it
and drag it up to the top left corner
until it snaps. Hold down the bottom
right corner and drag it to the bottom right
corner until it snaps. Then right click, send it back. I'm going to click on this
text and drag it out slightly, so it fits over this
amount of lines. Then hold down shift, so both text boxes are
selected at the same time. Now click on this line and
drag up into the left. I'm also going to add a shadow to help the text
stand out even more. But generally, if you use a
dark video and white text, that works really
well, or if you use a light video and dark
text, that will also work. It's always good to
have a strong contrast between the background
and the foreground text. So now I'll click on
this and click on this. Right click, format object. Then we go to text options, and I want to select
the second option here, which is text effects,
and go to shadow. We can select the
very first one, which is called
offset bottom right. Then adjust the
settings as we want to. I'm going to choose ten Blur, two distance and play that. That's looking good. And
the black drop shadow helps the text stand
out really nicely.
12. Add Impact With Icons: Icons are great when
you want to draw attention to particular
elements in your content. They also add impact
to your slides and make them easier
to read and remember. Here is a slide that aims
to provide a summary of a business by looking
at six key aspects. I'm only using generic
text for this example, but it is the type
of content where you might use a
series of icons to help the viewer identify each section and
add some impact. First, let's lay out
the content across the page in a way that
leaves room for some icons. So here we have a title
and six text boxes. I'm going to select
all of these by clicking with the mouse
away from these text boxes, dragging over the entire
content and letting go, which will select everything. I'm now going to
click and hold on this middle circle and
drag it to the left. Now I'm going to click off, then click on each one, and drag it roughly
into position, and then we're going
to line them up. I'll first line up
the bottom three by clicking away from the content
and dragging over again. Then in the shape
format section, going to a line
and a line middle. Then I'll align the top three, D in the same again,
arrange a, a line middle. Now I can pick all of these up and drag them
across slightly. This gives me some
nice room on the left of each of these
to add some icons, and we can fine tune the
positions once we add the icons. We're going to use icons from the inbuilt PowerPoint library, so you can click Insert icons, and then choose them from here. You can type anything you want, and the relevant
icons will appear. Now we can click on that icon
and drag it into position. I will go back to insert icons
and choose the next ones. If at any point you
want to change these, you can click here
and choose Sal icons, unless one of these is relevant, and you
can choose that one. So, for example, I could press Control D to duplicate this one, drag it into position. Then click here and choose this. If I click that one, hold down shift, click
the second one, and then while shift
is still hold down, click the third, they're
now all selected. And if I hold the mouse down and hold down Control and shift, I can drag down, and this will actually make a copy
of all of them. So I'll just choose
the last three icons. This looks pretty good already, but we can add some color and
some hierarchy to the text. So making this part of
the text a little bigger, which will help make
the title stand out against the
description text. So we'll make each title
at big by selecting it. And if it's one word, you can just double
click to do that, then you can go here
to raise the size. Or you can press control and write square bracket
once it's selected. Now we can add some
color to these, so we can select the first icon, go to shape Phil, and then
pick the color that you want. And I'm using the color
theme from design, variance. Click on the Down arrow, go to colors, and I'm
using red violet. I can also do this to the title. Double click to select the word. Then go to home, text fill, and choose the same color. I'm quickly going to choose some different colors from the theme for these other ones. Each time, choosing
the same color for the text that I've
chosen for the icon. So each time we're
clicking on the icon, going to shape fil,
picking our color, double clicking to select
the word that's the title, or you can click
and drag across, and then going to font color, pressing the drop down, and choosing the same
color as the icon. Now, we'll go full
screen with our slide. A nice clear way of presenting your information using the
inbuilt PowerPoint icons. To show you how easy it
is to restyle icons, let's create a different
look with the same content. This time we'll use
a darker background. So if I select everything
by pressing Control A, I can go to text
and choose white. Then by click off and
just select the icons. I can make these
white by going to shape fill, and choosing white. Now, if we right click on the background and choose
format background, it's on solid fill already. I can go to any color. I'm going to choose this dark gray. I'm going to move all
the text down a bit. So we'll click on the first one. Hold down shift. Then click
on the remaining text. So they're all selected or
down shift and drag down. I'm also going to
centerlign this text. So we go to paragraph
in the home section, center or press Control E. Now, click on the icons and
drag them into position. We might need to
make these a little smaller because we're going
to add them into circles. Now we can click on the title, and align that to the center. Again, you can choose Control E, and then move it
up a little bit. So clicking, holding down
shift and dragging up. And I'm also going to raise
up the top line of icons. So I'll click away
from the content, drag over all of these top
icons in the top text. Then move my mas over
to this position. Hold down shift,
click and drag up. Now I'm going to make the
icons a little smaller. So while hold down
shift, select them all. Then go to the corner
of any one of them, hold down control, and
shift, and drag in. Now I'm going to
add a circle and put it behind each of the icons. So to do that, we'll go
to the drawing section. It will say val, which, if not in the
recently used shapes, will always be available
as the second basic shape. Then I can click anywhere, and it will add a
perfect circle. I want the outline to be white. Now I can drag it
into position here. Then right click and
choose center back. From here, we can align both of these as the circle
is still selected, I can hold down shift,
click the icon. Then go to a line center. I can also align middle. Some icons may not look
perfectly centered, so you can manually adjust them, so they look just right. So if I hold down shift, I might want to drag this
slightly to the right, so I think that
looks more central. I'm now going to copy the
circle to the other positions. And to do that, I can
click on the circle, hold down control
and shift and drag. Then right click, sent to back, and make sure that
these are aligned. Range, a line, align middle. Range, a line, a line center. Click on the circle, hold down Control and Shift and drag. Then right click, send to back. Make sure they're both selected. Range age, line center,
arrange, align. Middle. I'm just going to quickly do that
for the other three. We can do that by selecting
these top three, again, holding down shift, and clicking to select
multiple items. Then hold down Control
and Shift and drag down. Right click, send to back. Center up these icons, making sure they're both
selected and the same again, a line center and a line middle. Now I want to make
sure that the text is all centered
underneath a circle. And to do that, I
can hold down shift, click here and drag until
the smart guides appear, showing it's in the center. We can also apply
the color variations as we did in the first
part of this example. So I can click on these, then go to Shapefile,
and pick my colors. To add a nice bit of variation. And now I want to make sure everything's centered
on the page. So I'm going to click
away from the content, drag over everything
except the title. Then I'm going to group
these and center them. So we can either
right click on any of the circles and
choose group group, or we can press Control G. Then I can go
to a range a line, a line c, and that center all
the content on the slide. So there's a nice way
of making a variation using the same content but
with differently styled icons.
13. SmartArt Diagrams: Now I'm going to show
you how to create professional looking
diagrams quickly and easily using Smart art. We'll start off with
this standard layout, which is title and content. I'm just going to quickly
paste in a title to save time. Now we can add the Smart art, either by going to these
icons in the center and choosing this option here to
insert a smart art graphic, or at any time, you can go
to insert from the top menu, and then choose Smart art here with the same icon as below. So I'll click to insert
a smart art graphic. You can see there's a wide
range of customizable us, including lists, processes, cycles, hierarchies, and more. In this example, we're going to use a cycle and select this, which is the first option. Basic cycle and click k. I'm going to choose a
color scheme for this. So I can go to design, click this drop down box, then go to colors, and
I'm going to select blue. Now, the menu items
on the top of the ribbon show Smart art
design as an available option. We can click on that,
and then from here, we can change colors
based on our theme. So I can hit change colors and choose something like this, which is called
colorful accent colors, which basically rotates through
the colors in the theme. You don't just have
the ability to change the format
of the whole chart. It's also possible to change the format of
individual elements. For example, I could click
on one of these stages and actually change the colors of just that by going to
home and shape fill. Or I can click something like the arrows
and change those. So I might decide,
I want to change the arrows to a more
subtle gray color. And when one of them selected, I can click on it,
then choose this gray, for example, the one
in the middle here, and then select the same
gray for the others. To do that, you can just
click on each of the arrows and then just the paint bucket
area of the shape fill, and it will turn it into the same gray color as
previously selected. A big advantage of using smart art is that it's
very easy to adapt. You might have this basic cycle and decide that you
need an extra stage. And you can easily add
that in by going to Smart art Design and
clicking Add shape. In the create graphic
section of the ribbon, and it will add in a new shape and automatically align
all of the others. I can now click on this arrow. Go to home and then color
that in the same gray. I can also type into this
what I want it to be. And I'm quickly going to type in an example word
for each of these. If you want, you can
always change the order of any of these by clicking
on any one of them. Make sure you're in the smart art design section
of the ribbon, and then choosing to
move up or move down. And for this last
one, I can give it a different color by
going to home Shapefll, and picking a color from here. If you wish to remove a stage, you can simply click on
it and press delete. It's also really easy
to change the layout to any of the others in the Smart
art library at any time. For example, I can go
up to Smart art Design, and then pick anything
I want from this. You can go to more layouts. I could click on process, go to the top and
select basic process. Then click k, and it would
immediately change this. And I can press Control Z, which is undo to go back. If I want to add any
animations to these, I can simply go up to animations and choose how
I want them to reveal. So, for example, I
could click Zoom. That would reveal the
whole thing at once, but I can also go to effect options and
choose one by one. Now, if I play that slide, I can click to reveal
each thing at a time. When you reach the limit of what is possible using Smart art, you can always combine it
with other custom content. For example, here, I'm just going to quickly paste
in some content, which is a circular image. I'm going to send this
image in the middle to the back by clicking it, select it, then right clicking, and choosing sender back. I can make the basic cycle, smart art graphic
bigger or smaller, by holding down
control and shift, rolling over the corner circle, clicking with my left mouse
button, and dragging out. That looks good. At the moment, when I view the slide show, I can click for each of the
sections to be revealed, but I'd like the extra text
to be revealed at the end. And to do that, I can
click on one of these, then hold down shift and
click on the others. Control G to group, and then under
animations, choose Fade. So now, I'll start
with this and then reveal one at a time as we
set up in the animation. Then click one final time, the other information
to be revealed. So by using Smart art, you can easily create
complex graphics and easily adjust them to
fit into your slide design, and they are flexible enough to make editing quick and simple.
14. Compile The Slide Show: We'll now collect some slides
from the previous lessons, put them all together
in a presentation, and see how we can reorder those and add
transitions and timings. So we've started with a new
presentation and no slides. To add some slides from a
previous presentation saved, we can go to a new slide from the home section
on the ribbon. Then choose reuse slides. From here, we can click Browse. Select the slides
that we've saved previously, and click open. These are all the slides
that we've made previously. If you had them in
individual files, you can actually
choose brows and click on each one to add it
to one presentation. As soon as you click on any of these, it will add them in. But by default, it won't
keep the source formatting, which means it will use the
theme and the styles from this empty blank
presentation and not from the ones that we
created in these slides. To get it to keep the
source formatting, we need to make sure
that this is ticked on. So I'll delete this slide
by making sure it's selected by clicking on the thumbnail and
then click delete. I'll now go and make sure
this box is ticked on. Now I can click on
any one of these, and it will add it in with
the correct formatting. You can also copy and paste. So for example, if this pathway to success
slide wasn't in this deck, I could open the deck I
want to copy it from. Make sure it's selected.
Press Control C, or right click and choose copy. Then go to the deck that
I want to copy it into. Position my cursor where
I want it to be added, right click, and it's important here again to choose
keep source formatting. So the second option. Can also go up to paste
in the home section, on the ribbon, and choose the same option,
Heap source formatting. It's now copied it
into my slide deck, keeping the exact
formatting that I want. If we click on
these four squares, that will go into
the slide sorter. Any slides can be easily moved
about in the slide sorter, simply by clicking on them, keeping the mouse held down, and dragging to the position
you want it to be in. You can always press Control Z to undo the previous action. I'm going to click on Slide
one and press delete as that's just a black slide from when we created
our new presentation. If you want to move
multiple slides, you can click to
select the first one, and either control click
to select subsequent ones, or I click on the
first one again. You can hold down shift, and that will select every slide between the first one you
clicked and the last one. I can now click and hold on any of these selected slides and drag And I haven't released
to my mouse button yet. And you can see there's a little five and
red lines around it, which shows that I have
five slides selected, and wherever I drop these, that's where they will appear. I'll press Control
Z, just to undo that and return to
our previous order. To play this presentation. We can go to the bottom
and click slide show, and that will play from the current slide
that's selected. Shift F five will also do this. So if we wanted to play
from this slide here about, let's compare these
two products, I can click on it and
press Shift F five. You can also go to slide show on the top of the ribbon and
choose from current slide. Underneath the slides, if
you see a little star, that means it's got some
animation on it or a transition. And if you see an
amount of time, that means how long it
will stay on that slide. In the transitions
section of the ribbon, we can go to advanced
slide and see that it says after 2 seconds, and it's ticked on in
the timing section. So for example, if I wanted all these
slides to play through automatically after 2 seconds,
we can select them all. Either by clicking the first
one, holding down shift, and clicking the last one, or control A will do
the same thing. Now under advanced slide, I can tick on the after box. Type in two and press return. And if I press F five to play
that from the beginning, each slide will appear, and 2 seconds later, it will go to the next slide. I'll press escape to exit
back into the slide sorter. And it's very easy
to turn that off. You can see that at
the moment every one of them has this 2
seconds time applied. If I press control
A and this box, the time will disappear. And then if I play that
from the start by pressing, I can advance manually. When any slide selected, you can also choose
a transition. For example, if we wanted to fade between every
one of these slides, we could press control
A and then choose Fade. And then every slide will
fade to the next slide. You can also press control A and turn off the transitions if you choose to. A
15. Completing The Course: Congratulations on finishing my PowerPoint for
Beginners course. I hope you can now understand the basics of PowerPoint
and can apply the skills learnt to create quality presentations
in PowerPoint. Please get in touch with me at Alan atom UK to tell me
how you found the course. I welcome any feedback
and would love to hear.