Thursday, March 30, 2023

Copy and Paste Content



In this chapter, we will understand how to copy and paste content in PowerPoint 2010. PowerPoint offers to the users a wide range of options when it comes to duplicating content. PowerPoint has the standard cut and copy functions but allows variations of paste options.

Cut Option

This option allows you to cut content from the slide - this means the original content is being moved to a different location hence the content will be deleted from its original location when you use this option. To cut a content, you need to select it and press "Ctrl + X" or right-click on the selected content and select Cut.

Microsoft PowerPoint 2010

Copy Option

This option allows you to copy content from one location to another; hence the original content is retained it its place while the duplicate content can be pasted. To copy a portion of content, you need to select it and press "Ctrl + C" or right-click on the selected content and select Copy.

Paste Option

This option allows you to paste the cut or copied content at the desired location. There are multiple paste options for you to choose from. These options are indicated by different icons when you right-click at the desired location. Even if you do not remember the icons, you can hover your cursor on top of them for tooltip explanations. The table below describes the paste options in PowerPoint.

Microsoft PowerPoint 2010

 

S.NoPaste Option & Description
1

Destination Theme

Pasted content adopts the destination theme.

2

Keep Source Formatting

Pasted content retains the source formatting - available for table or Excel content.

3

Picture

Content is pasted as an image - once pasted as an image, the content cannot be modified.

4

Keep Text Only

Pastes just the text - available for table or Excel content.

You can also paste content using "Ctrl + V". In this case, you can make changes to the pasted object by pressing the Ctrl key to get access to the paste options. Note that these options are available only immediately after pasting. If you perform some other action, you will not be able to make changes based on the paste options.

Microsoft PowerPoint 2010

Tuesday, March 28, 2023

Keyboard Shortcuts



Like the other windows based programs, PowerPoint 2010 also offers a wide range of keyboard shortcuts. For the current PowerPoint users, there is a major change in the way these shortcuts are being mapped in the 2010 release compared to some of the older ones. With a whole new range of features being added to PowerPoint, it is evident why there are so many changes to the keyboard shortcuts. We will understand how to read and figure out the shortcuts with ease.

Step 1 − The first step to access the keyboard shortcuts is to press the Altkey on your keyboard. This will display the first level of shortcuts indicated by alphabets or numbers as shown. For example, the shortcut to access the Home ribbon is 'H' and for saving the presentation, the shortcut is '1'.

Microsoft PowerPoint 2010

Step 2 − Once you select the first level of shortcut, the second level of shortcuts for respective commands are shown. Notice that some of these shortcuts are disabled or displayed in a lighter shade than others. This is because the disabled shortcuts cannot be used in the current state.

Microsoft PowerPoint 2010

For example, all the font related commands are disabled as no text has been selected. If you execute the same steps after selecting a portion of text, these shortcuts will be enabled too.

Microsoft PowerPoint 2010

In some cases, there are two alphabets associated with a single shortcut; in such cases, you need to key in both of them immediately after another to get the desired effect.

Running Slide Show



Most PowerPoint presentations are created to be run as a slideshow. Given all the advanced features available in PowerPoint 2010, it is no surprise that there are many features related to running the slideshow that have been included in this program too. Most of these features are really to help you create a good slideshow without having to go through the entire presentation over and over again after every minor change. Features related to running the slideshow are grouped under the Slideshow ribbon.

Microsoft PowerPoint 2010

SectionMenu ItemDescription
Start SlideshowFrom BeginningStarts slideshow from beginning
From Current SlideStarts slideshow from the current slide
Broadcast SlideshowAllows users to broadcast the slideshows using Microsoft's PowerPoint Broadcast Service
Custom SlideshowBuilds a custom slideshow by picking the slides you want to run
Set UpSet Up SlideshowHelps set up the slideshow including browser/ full screen display, show options with or without narration/ animation, pen and laser color during the slideshow and the slides to be presented during the show
Hide SlideHelps mark/ unmark the slide as hidden, so it is skipped or shown during the slideshow respectively
Rehearse TimingAllows users to rehearse the timing on each slide and the entire slideshow
Record SlideshowRecords the slideshow including narration and animation
Slideshow CheckboxesHelps set or avoid the use of narrative audio and rehearsed timings during the show. Display media controls in the slideshow view
MonitorsResolutionDefines resolution in slideshow view
Show Presentation onPicks the monitor to display the presentation one - in case of multiple monitors
Use Presenter ViewRun presentation in Presenter view rather than just slideshow view

Sunday, March 26, 2023

Adding Header & Footer



PowerPoint offers the ability to add header and footers to the slides. While having footers in presentations is logical, header may not be quite evident at first. Typically, the slide title would be the header in the main slide, however when it comes to printing out handouts a separate header would be quite useful.

Here are the steps to add header and footer information to slides

Step 1 − In the Insert ribbon, click on the Header & Footer menu item.

Microsoft PowerPoint 2010

Step 2 − The Header and Footer dialog has two tabs — the Slide tab and the Notes and Handouts tab.

Step 3 − You can add details to the slide footer from the Slide tab.

Microsoft PowerPoint 2010

 

S.NoSlide Footer Options & Description
1

Date and time

  • Add date and time to the footer

  • Specify the format of the date and time entered

  • Set up the footer to update automatically or use a fixed number

2

Slide Number

Insert Slide number in the footer

3

Footer

Add designated text to the footer - a good example of this is the confidentiality clause or copyright clause

4

Don't show on title slide

Decide on whether the footer information should be displayed on the title slide or not

Step 4 − You can add the details to the handouts from the Notes and Handouts tab.

Microsoft PowerPoint 2010

 

S.NoNotes and Handouts Options & Description
1

Date and time

  • Add date and time to the footer

  • Specify the format of the date and time entered

  • Set up the footer to update automatically or use a fixed number

2

Header

Add the header information for every page on the handout

3

Page Number

Insert page number in the footer

4

Footer

Add designated text to the footer - a good example of this is the confidentiality clause or copyright clause

When you check any of the header and footer checkboxes in either tabs, you can see the location where the detail is inserted in the preview section.

Microsoft PowerPoint 2010

 

Microsoft PowerPoint 2010

Thursday, March 23, 2023

Adding Slide Numbers



Just like you have page numbers for books, it is usually a good idea to add slide numbers to presentations. There are two ways you can add slide numbers to your presentation and this chapter will show you both those techniques.

Step 1 − Under the Insert ribbon, Text group click on Slide Numbercommand.

Microsoft PowerPoint 2010

Step 2 − The Header and Footer dialog opens up.

Microsoft PowerPoint 2010

Step 3 − Check the Slide number check box.

Microsoft PowerPoint 2010

Step 4 − The Preview shows the section where the slide number will be placed.

Microsoft Office 2010

Instead of clicking on the Slide Number command, you can also click on the Header & Footer menu item to launch the same dialog as in Step 2.

Microsoft PowerPoint 2010

Review Presentation



Reviewing the presentation can be a very powerful way of eliminating the errors and perfecting the slides. PowerPoint offers a wide range of reviewing options for you to use. Some of them are automatic or system driven, while others aid other users to collaborate and review the slides. All the reviewing tools are grouped under the Review ribbon.

Microsoft PowerPoint 2010

 

Review SectionFunctions
Proofing
  • Spellchecking − Identify spelling and grammar based on selected language preference

  • Research − Reference language related research tools based on specific reference books and research sites

  • Thesaurus − Provide synonyms for selected text

Language
  • Translate − Provides translation services for selected words for multilingual support

  • Language − Sets the default language for the presentation - this will be used as default language for proofing

Comments
  • Show Marking − Show/hide the user comments in the slide

  • New Comment − Add new comment against the selected content

  • Edit Comment − Edit an existing comment

  • Delete Comment − Delete a selected comment, all comments in the selected slide or all the comments in the presentation

  • Previous / Next Comment − Move to previous / next comments

Compare
  • Compare − Compare the current presentation with another presentation and identify the differences

  • Accept/ Reject − Accept or reject the differences to be incorporated into the current presentation

  • Previous/ Next − Move to the previous or the next difference in the comparison.

  • End Review − End the review and discard any unapplied changes

Tuesday, March 21, 2023

Saving Presentation



One of the most basic tasks in PowerPoint is being able to save your work; this is probably the most important task as well. There are many users who have burnt their fingers for not saving their work in time and losing hours of hard work. The following are the basic steps to save a presentation.

Step 1 − Click on the File tab to launch the Backstage view and select Save.

Microsoft PowerPoint 2010

Step 2 − In the Save As dialog, type in the file name and click "Save".

Microsoft PowerPoint 2010

Step 3 − The default file format is .pptx. If you want to save the file with a different name, choose one of the file types from the "Save as type" dropdown list.

Microsoft PowerPoint 2010

If you are working on an already saved file, the "Save" option in the Backstage view will directly save the file in the existing format with the existing name. If you want to change the format or filename of an existing file, use the Save As option instead.

Microsoft PowerPoint 2010

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