Lessons

Lesson Info

Segment 26 - Powerpoint - The Basics Pt 1

We're going to build a power point completely from scratch. Now, when we make this power point, I'm actually going to coordinate it with an earlier project that we did, and if you were with us when we did the first word graphic design segment all the way on the first day we built this postcard, and if you weren't in your assets, if you look in the desktop publishing with word there's, a postcard in there, and this is what that postcard looked like. No, I do want to emphasize something that when you're using these tools creatively, you can make it look as elegant as you want or has absolutely garish has you want? And there is such a thing as going overboard with the graphics, this particular one that I made kind of my goal with it was mostly to show you as many features as possible, and so this was bright and vibrant, but you can get a whole different look simply by using different special effects and different colors. So in this unit, we're going to make a power point presentation that...

's going to color, coordinate and actually even used some of the assets from the postcard, but of course you can make it look like absolutely anything that suits the personality of your company and of your create your own creativity. So what we're going to do next is we're going to open up power point, we're going to start completely from scratch. So down on your doc, you want to look for an orange p if you don't see that orange pee on your doc, one of my favorite tricks is that you can also go up to spotlight the little magnifying glass in the upper right hand corner of your screen and start typing p o and by the time you get to pow, you're usually right there and you can click on it or press return and power point will open up. Now, when I open this up, it starts off in a gallery view. If you don't like this gallery view, you could put a check mark in this box down here at the bottom, and instead of opening up the gallery, it would just open up a blank presentation. But one of the things that I reasons why I like defaulting to the gallery is not just for the opportunity to pick from the available templates, but also because of the recent presentations down here in the left hand corner, and this is also available in excel and inward as well, and what this recent presentations does is it shows you all the files he worked on today, all the files you worked on yesterday. All the files you worked on in the past week and in the past month, and so it makes it really easy to get back to a file that you've done fairly recently without having to go into your finder and navigate to it up at the top. We have themes, and so all the themes air up here, a tw the top you also have the opportunity to save your own templates. Now, if you make presentations on a regular basis and these presentations could be where your ashes standing in front of a crowd, but when I say presentation, it could also be something that you save as a movie and post up on youtube, and I'll show you how to do that in a later segment. But if you are making presentations on a regular basis, it's a good idea to save one and get it so you like it and then say that as a template so that you don't have to start from scratch and you can reuse all of your fonts and your colors and everything over and over again. When you are looking through the available templates, when you slide your mouse across it, we call this scrubbing you can see the different layouts that are available in that template if they're too small to see you, can it? Sand this out so that you can see them larger there's a little zoom here and it allows you to see the different slide layouts that come in that presentation once you choose one and again we're not going tio oh actually we are going to use one of these look for infusion down below so keep scrolling until you find infusion and you can see this purple son and click one time just one time on infusion when you are using a template it has its own set of default colors but you don't have to use the color scheme that comes with it maybe you like the way this looks but you don't like purple I'm just going to click on some random different color schemes here and you'll see up in the upper right corner different color schemes and what they might look like so you can get the same thing in gray and you could get the same thing in brown and you can get it in green and in blue so you can find a color scheme that you like better than the one that you see so don't discount a template just because you don't like its color what you're really looking for are the textures and the layouts I'm going to click back on colors again and go back down to infusion because that is the color scheme that we've been using through this course next you to look at the fonts this presentation defaults to the fonts mistral and can dara but if you don't like those particular fonts, you have the ability to choose any font set that you like again we are going to stay on the default so I am going to click off next is the slide sides and there's three default size it is standard harkens back to the origins of power point when we would show a power point on on a television and so the standard is four by three that's also the dimension that if this is being designed for an ipad, you would do it in four point three wide screen is the standard hd tv setting, so if you're going to be putting it up on a television, you might choose ten I'm sorry sixteen by nine wide screen the sixteen by and you can see what that looks like when you click on each one of these sixteen by ten is the dimension of your computer screen and so if I'm going to be showing this on a projector I might shoes sixteen by ten I'm going to go ahead and stick with sixteen by ten since I want to be able to do this on my maximum dimension if you were putting this up on youtube or kickstarter, you might choose a four by three and you're welcome to go either way right now now I'm going to click choose so now I have my presentation up on my window a little bit about the interface as always, we have a menu bar up at the top, we have a file and edit and view menu just like we do in all of the microsoft office programs insert just like inward format, just like in word, we have a whole menu just for arranging things, and we have a menu specifically for working with the slide show, and we'll come back to that in the next segment below that we have our standard toolbar and just like all of office it's the same up through the undoing redo buttons and then it just has a few of its own tools to the right, then we come down to our ribbons. The home ribbon has all of the most frequently used commands in office there's a ribbon tio change the theme, so for instance, maybe you start working with it and you don't like the theme you can change it right on the fly sometimes that goes really smoothly sometimes, though it might change some things if you're especially if your presentations fairly intricate, so if you are going to change the theme, I recommend doing it early in the process, not waiting until you put the whole thing together and then changing it and there's rulers written some sorry four tables and for charts and smarter now, smart art is available on word and excel as well. I've been saving it for power point, and we're going to do that during this this session power point has transitions between slides and animating the things that are on the slides, and we're going to do that in the next segment as well. Now this video was called the normal view, and so the normal view consists of thumbnail pain in the left hand side, so that as we add slides, I can easily click on them to move between them and then the main area here, where you do your development and at the bottom there's a little notes area. So if you are going to be giving this presentation life or narrating on top of it, another feature that we're going to d'oh in the next segment, you can make notes to yourself here and print out those specific notes so that you have a little script to follow or at least a reminder of the points that you know that you want to make. I'm going to maximize my window. I'm going to use this little arrow up here in the upper right hand corner so that my power point fills the screen. My many bar did disappear, but it's not really gone if I jammed my cursor way up to the top. That menu bar drops down and then I can use any of the commands I want and then when I moved my cursor away it disappears if you want to get out of this full screen mode you do bring your cursor back to bring down your menu bar and there is a button in the upper right hand corner that's now blue that will take it back to window size okay, so we have now opened up on our title slide and you'll see that it has these boxes on it these are placeholder text and so when I click in that first placeholder the text just disappears it's not really there it's just waiting for you to put in your own content so I'm going to click I'm going to type in wandering star and it puts it in in this nice kind of jagged handwriting where it says quick to add subtitle I'm going to go ahead and just click right there and I'm going to put in my right in astrology jewelry now a little bit more concept in power point is that one thing that's different from word is that word is text based where you're mostly working with characters but here because we're doing art we have objects and we have text and so we have boxes that contain the text and so when I'm clicked right here on astrology jewelry I see two things one is that I see abounding box around it and it has dots and handles in the corner and so if I clicked on any one of these handles before I click on it when I just hold my cursor over it I get a double headed arrow and that allows me to resize the box so the corners or the middle handles allow you to change the dimensions of the container and if I hold my cursor over the edge of the container but not on one of the handles get a four headed arrow and that would allow me to pick the box up and move it anywhere on the window that I want so if I wanted to vary the location of objects I could do that now you don't see that box when you click off of the object it's on ly there when you click back on the object itself no, I actually liked my astrology jury down at the bottom I could undo using this arrow here but I kind of picked it up and dropped it several times I'd have to undo undue undo so notice that your undo button does have a little drop down next to it and when I click on it I can see move object, move object, move object resize object and those are all things that I did as a demonstration but I didn't really want in the presentation so this allows me to undo for different steps all at once although you can't pick and choose, you can't just undo the third thing down, you have to just go all the way back again, so I have my first slide here and it has that kind of little son shape and I like that, but I can actually improve on it at any point if I'm on a slide and I want to change its layout, I have a layout button right here and I am back on my home rhythm and I'll click on layout and this is the title slide that I'm on right now. But this one over here says title slide with picture and that's kind of intriguing, so I'm going to choose that third one that's his title slide with picture and when I click on it it's going to change that lamp so it looks mostly the same, but now I have the addition where it says drag picture tio placeholder or click icon toe ad so you can do this in two different ways. You could open up a finder window that shows you with a picture, and you can just pick it up and drag it into that spot if you click on it, it takes you into your file management system and we have in our folder for the course in the power point full folder there's a ping image called that says luminary son and you can put in several different filed types into power point it will read j pegs it will read bit maps it will read gifts, it will read tips and so ping is a standard internet format, so I click on it and I'll click insert and now it drops the a jury son into this place holder and this particular son is I have a very, very high end piece it's, a fifteen thousand dollars necklace and that's a star star ruby in there and so that's what you're actually looking at there is that crown, that crowning piece on that design now when I dropped the picture in the place, I want to call your attention to these three buttons down here this first one allows me to reposition size or crop the picture in the within the placeholder itself, and when I click on it, I'm going to be careful here but I don't actually want to do this, but when I click on it, I can see these crop handles and these were the same crop tools that we saw in the other programs where I can click on that and I can change the outside and the shape of that place holder around my picture and I can actually separately in addition to the bounding box see that I also have these dots and so aiken resize the picture itself by dragging on the handles I want to be careful that I don't distort that son if I want to resize the picture and not make it too wide or too tall, if I hold down my shift key, it will allow me, teo, expand it proportionally. And now that I've moved it, I actually need tio drag it a little bit, so it takes a little bit of practice to distinguish the picture, which is the one that has the dots from the picture placeholder, which is the one that has the the inner square can you see that distinction? And so that gives you the ability to manipulate either the shape of the place holder or the picture itself within that place order and then when I click on the button again or click off of it, it now takes those new changes when I click on the picture again, I now also have two other buttons I have cropped the picture to fill the place holder, and so when I clicked on it, it actually tightened up my son a little bit it's always worth trying these things out and seeing if you like the effect, if you don't simply undo I like what it did right there there's also the option to resize the picture to fit the whole picture inside the place holder and in this case that worked really well as well so you click on it you see if you like it if you don't, you wouldn't do it now who am I as asking comey made the color transparent as we would be able to inward the picture itself yes when you convey oh up to the format picture tools and you have all of the same tools that you had that you have inward and graphic design perfect ok, so now we have a title slide that features one of our one of our sons and it's just wonderful how it really does integrate itself with this particular theme and it's really nice when you can find a theme that really reflects the character in the nature of your company or of the project that you're working on. So now we have our title side and it's time tio make our next new slide, so I'm going to go back to the home ribbon and I have a new slide but in the first position and in general when after you do a title slide it usually would tio a title and bullets slide but because we chose another slide layout the other effect of the new slide is that it always replicates the same lay out that you had on the previous slide so this time in an unusual circumstance it made a second title slide normally after a title it just starts right in with bullets so I need to change this slide and I do want to use the next standard the the next most common slide so I'm going to click back on this layout button and I'm going to choose title and content and that has a title across the top and one major content area in the middle now when I look at this bullet slide I can actually see that the middle place holder is multi purpose there's a click to add text which will just start making a bulleted list but if he wanted to put in a table or a chart or a smart art or a picture or a clip art or a movie the tools are already there waiting for you and all you would have to do is just click on it and it would go into that mode we do want to start with bullets because that's the most important thing that you do in power point so I'm going to put up a title here that says out of this world and I would start typing my bullets I have some text already stored in one note and when we did the one note unit in an earlier session we saw how one could be really handy as a way of storing snippets that you re use for your company so that you're not always having to go look for it or generated over and over again and so I have an introduction the elevator pitch right here I'm going to adapt for this slide so if you have the course files you can go into the one note unit and get this information you could also just type in anything that you want so I am looking in my one note folder in the wandering star one note file so we'll go ahead and copy this and I'm going to use a command see to copy it but you could copy using an edit menu or copy over here and I'm going to do a command tab to go back to power point and I'm going to paste that information I'm going to use a command the two paste but you could of course do it again with the clip board right here I have an extra space at the end of it so I'm going tio hit delete make sure I don't have any extra spaces and now this came in as one big paragraph and in power point what you don't want to do is put one big paragraph up on your screen it makes it so that your viewers are going to spend more time trying to read this paragraph then listen to you actually talk so there's something called the seven by seven rule which simply states that the maximum number of elements you want on the slide is seven and the recommended number of words in one bullet point is seven or less and so I'm going to modify this and turn this into more more standard text and bullets, so I'm going to change this into made by alicia cats and then I'm going to hit return and notice that it separates it out into a new bullet and if you're not a fast type ist you don't have to make your words match mine exactly I'm completely not concerned you're not being graded on this if I want to dio right now I need to delete that space and that lower case has to make it a capital s I want to remind people that if you're on a mac, you do in fact have a forward delete if you hold down your function key if you have one of the short little square keyboards function delete, deletes forward and I'll put in a capital s right there and so I'm going to say the signature horoscope necklaces custom made to order now I'm going to turn this next section into a sub bullet, so I hit return to make it a regular bullet and when I hit the tab key up in the upper left hand corner of your keyboard it now turns this bullet into a sub bullet we see that it tightened up the space between them instead of the bullet being purple it's now black and I'll change this to use is and I'm going to function delete it uses you and I'm going to change this up a little bit uses your birth in felt and I'm even going to take this down to another sub bullet so that you can see it happen when a press return and I'm going tio hit the tab key again and I'm gonna change that deed to a capital d and then I'm going to erase the comma and the tea and I'm going to hit return and it keeps it at that same third bullet level and I'm going to take out another word because again the less words you have the better so I'm going tio take this down to time and make that place notice that every time I'm pressing return I'm making more and more lines and instead of running over the slide that hopefully you saw that it was shrinking everything up and that's called auto fit the text to the place holder there is in the bottom left hand corner this little auto fit options button here and if it is on a fitting and you don't want it tow auto fit you want it to continue to be long, long and large you can tell it to stop fitting the text to the placeholder poor vice versa if yours isn't and you wanted to you can turn it tell it you can turn that on right here okay so now I'm going to erase from the so that all actually the whole place of birth something take those words out trimming it up to fit the seven by seven role and I press return so now I have a third level sub bullet but this is actually now one of my main points so to bring it back over to the left hand side if you're a button person you would come up here tio the paragraph group and there's a promote or I'm sorry a decrease in depth here and that would bring it back to the next level up what I like to do because I don't take my hands off of the keyboard as much as possible the same way we did a tab to make it smaller you can hold down the shift key and shift tab and it does the same thing it takes it back to bigger so tabb takes you that way holding the shift key and tabbing takes you back again and I'll make that a capital t planets, houses and zodiac constellations are positioned exactly as they were the moment you were born okay, I'm happy with that so whether you're entering in your own text on the fly or copying and pasting something into place you want to break it up into the most smallest, most digestible pieces of information that you can you can see how much easier it is to read this slide than it was to read the big paragraph that eye for originally dropped into place any questions or comments so far? Okay, good! So now let's, go on to our third slide. The next thing that I want to do is a two content slide, and so this is one that's going to have a picture and some content both at the same time, so I'm going to go up first to the new slide button and I'm going to again to use the drop down and I'm going to come out down here to to content and this is the second most popular slide design, so you can see here again I have a title and then I have one place holder again, either for bullets, orographic and one on the right as well. Bullets and graphic. So my title for this slide is going to be gemstone planets, and I just made a typo, and I want to point out that word noticed that it was a typo. It underlined it in red and I could run a spell checker, but if I right click or control, click or two finger click on it, it gives me options for what that word might be, and in fact I do want jump stone so I can replace that typo right then in there! Now in our two content, we're going to put an image on the left side and a table on the right side. Now you've seen bullets let's go in and look at some more graphic options, so I'm going to come down here to this insert picture from file button and I'll click on it, and I'm going to go into the asset filed for our this power point course, and I want here the planet guide, so either double click on planet god or inserted into place, and you see that it perfectly fits itself to the guide again. If I click, I could try clicking on these buttons just to see if I get any effect, but this picture was so perfectly fit to that guide that any changes here settle let's give it a little bit of a picture style now that we have that graphic into place because I'm clicked on a picture. I have a new picture ribbon up here that was not there before, and if you don't see it it's because your not clicked on the picture so it click on the picture. I have this new format ribbon and a picture styles gallery. Now, when people first start using power point, they get so excited about all the different graphical possibilities that on every slide in every picture, they use a different picture style that's actually going tio make your power point a little bit too cluttered. You want to choose one general style and reuse it throughout a presentation because consistency actually helps people understand what they're seeing. So I'm going to use the fourth one right here a drop shadow rectangle and it puts in a little shadow around the picture which now makes it look like it's popping off the page if you want to adjust the effect you can do that. While I'm clicked on the picture, I can come up here to the effects button and these pictures styles are generally combinations of effects, different combinations of of shadows and borders and reflections and shapes and all kinds of different options. If I want to just work with one specific effect at a time, I can come to this effect button and if I wanted to change something about the shadow maybe wanted to change its direction or doing inner shadow or maybe a little bit of perspective you know there's all kinds of things that you could dio I did that just to show you but that's not my goal. So I am going to do a command z and undo it and go back to the shadow that I originally had you select if you want to further edit that effect if I go back to the effects button and back to shadow and way down at the bottom of the shadow effects are shadow options every single one of these special effect it has its options down at the bottom of the selector, so I'm going to go down to shadow and then options and here are my options so let me move this so that you can see it so I have the option for outer inner perspective this is fun if I click on the angle it actually allows me to change the angle of the shadow around my square unfortunately, it's not a live preview so you don't get to see it you could change the color of the shadow maybe instead of gray maybe I want my shadow to be a little bit purple let me try that I'll see how it looks that part actually updated right than in there you can change the size of the shadow so when I let go is when it's changing it so I definitely want some shadow now much I don't disappeared on me want to go ahead and say ok so I can get back to seeing what I see it just disappeared okay when and down what do you do? Undo okay effects shadow shallow options so you have the size of the shadow you have the blur of the shadow is how fuzzy the shadow is the distance that's something that I like to play with that's how far away the shadow is from your object that size is still too big that buttons get me into trouble and then there's also a transparency and that's how dark or how light your shadow is? I'm going to to the purple on this and I'm going to click ok on dh again technical difficulties, but hopefully on yours it actually made those changes in this case of him having that kind of difficulty, my better for my better approach would be to change one thing and then get out and then go in and change something else and then get out. Power point is very resource hungry, and so if you have a lot of other programs open on your computer, you may have slowdowns or sometimes even crashes, so you want to say frequently yes, cut I am you! My computer is going crazy, it's going up or down and I cannot slow it down to stay at the slide. What did you do yesterday? Onward to slow down your cursor? Well, I did it when we were dragging, which I'm not sure is what's happening for you. What I would do right now is I would save your file and quit power point and then open it up again and see if the problem persists. I think that's actually a good point, we should probably save our work so far, so I'm going to go up to file and I'm going to choose save and one thing I want to point out when you're saving files and this was the same in word and excel the first time that you go to save a file in power point defaults to this little box right here, and I can give it the name that I want, but notice that it's trying to drop it in my documents folder and that's a great start, because when you're on a mac, you do want all your documents to be saved in the documents folder, but that doesn't give me any power for where I want it to be located. So I'm going to use this drop down arrow right here, and that opens up the window to my file structure so that I can actually tell it where I want to go each time, so I'm going to save this in I'm saving things on my one drive in my documents folder in my class folders. Now, if you want to make a folder on the fly, he would like to collect several documents together in one place. There is a new folder button down here at the bottom, and that way you can make a new folder and then put your file in that folder I'm going to put it where I've been keeping things for this course, and I'll click safe.