Category: PowerPoint

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PowerPoint 2010: Turn Off Picture Compression

by AJ George Follow us on Twitter

You may not realize it but PowerPoint is lowering the quality of the images in your presentations. How? By default, PowerPoint is set to compress the images in your files. In most cases compressing the images is a good idea because smaller images mean smaller overall presentations. In some cases however, you may wish to maximize the image quality. For example, if the focus of your presentation is a collection of photographs, the loss of quality due to the compression is problematic. 

Here is how to turn off picture compression:

  1. In PowerPoint, choose File > Options to open the PowerPoint Options dialog box.
  2. Select the Advanced category.
  3. From the Image Size and Quality area, choose the presentation that you don't want PowerPoint to compress from the drop-down menu.
  4. Select Do not compress images in file. 
    Don't compress images.
  5. Click the OK button. 

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Having a problem getting PowerPoint to behave? Email your issue. I may be able to help and then share the solution here.
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PowerPoint & eLearning: PhotoPin, a New Stock Photo Resource

by AJ George Follow us on Twitter

I have previously written about my favorite stock photo resources.  I've also posted about how to find Google images you can actually use for commercial use.  In that same vein I'd like to present Photopin, a new resource that may be useful in your search for budget-friendly stock photos.

The photos are lifted from Flickr and are, by and large, Creative Commons licensed. This type of license allows free use but they'll need an attribution link. (If you'd like to pay for the photos instead of just linking to them, you have the option to do that through Fotolia instead.)

 

Having this many easily searchable Creative Commons images at your fingertips will be immensely useful if you are a blog writer. If, however, you would like to use the images in your eLearning, you will probably need images labeled for commercial use. No worries. After entering your search term and clicking Search, you can select Commercial from the License Type area in the upper left.

A word of caution: be sure to re-select the Commercial option for each search you do, as the choice does not stick between searches. Additionally, make sure that you follow the Flickr link for each image to check out the full License details, located in the lower right of the Flickr page.

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Microsoft PowerPoint 2007: Troubleshooting Pasted Slides

by AJ George Follow us on Twitter

Here's the scenario: You are an eLearning developer and receive a PowerPoint presentation from another party (a client, colleague, SME, etc). You've decided to paste some of the slides into another PowerPoint presentation following your own finely crafted master layouts. After you do this, you notice the formatting didn't quite take. Perhaps the bullets are positioned incorrectly. Maybe the title is incorrectly formatted. The whole thing is a big ol' mess. The cause is most likely that your presentation source did not use a master slide, or did not use standard content placeholders. Try this to clean up the mess.

  1. Open the presentation into which you want to paste slides.
  2. View the slides in Slide Sorter View by choosing View > Presentation Views > Slide Sorter.
  3. Open the presentation from which you want to copy slides.
  4. View the slides in Slide Sorter View by choosing View > Presentation Views > Slide Sorter.
  5. From within that second presentation, copy the slide to be pasted by selecting the slide and pressing [Ctrl] [C] on your keyboard.

    6. Note: If you are choosing more than one consecutive slide, hold down the [Shift] key while you select the first and last consecutive slides and then press the Copycommand. If you are choosing non-consecutive slides, hold down the [Ctrl] key and then press the Copycommand.

  6. From View > Switch Windows select the presentation that is to receive the pasted slides.
  7. In Slide Sorter view, click where you would like to paste the slides and press [Ctrl] [V]. By default, the pasted slides will follow the destination slide's layout. (However, if you're reading this, the layout is probably not looking quite right.)
  8. With the pasted slides still selected, choose Home > Slides > Layout and then choose your desired layout. This should fix most of your issues.
  9. If the content of your slides is still out of whack, it is probably because the original author used separate text boxes for text. To see what is on the slides outside the standard content placeholders, view the selection pane by choosing Home > Drawing > Arrange > Selection Pane. On the selection pane, locate the formatted Content Placeholder into which you would like your text to appear. Click the eye icon next to it to hide it. Any text that is still visible once you hide the Content Placeholder may be in one or several separate text boxes. You'll fix that next.
  10. Select one of the individual text boxes on the slide and copy the content (highlight the text and press [Ctrl] [C]).
  11. Delete the text box.
  12. On the Selection Pane, click the eye icon next to the Content Placeholder to view it again.
  13. Press [Ctrl] [V] on your keyboard to paste the deleted text box's content into the placeholder.
  14. Repeat steps 10-12 for any remaining text boxes on the slide. 

Once you have placed all of the text into Content Placeholders, your slides will follow your master slides' layouts.

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Having a problem getting PowerPoint to behave? Email your issue. I may be able to help and then share the solution here.
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Microsoft PowerPoint: Hide a Master Slide Logo

by AJ George Follow us on Twitter

A PowerPoint user approached me recently with an issue. She was given a PowerPoint template with a company logo on it. She was asked to remove the logo but could not. My first thought was to tell her to remove it from the master slides. However, she had already tried this and the logo appeared to be part of the actual background, even on the master slide. My assumption is that someone created the background (with the logo included) in another program, or took a screen shot of the background in PowerPoint and inserted it as a background image. Whatever the case, that logo was not coming off. Her best option was to cover it up.

If the background had been solid, this would have been an easy fix. She would have simply needed to insert a shape with the same fill color as the background (and no line) to cover it up. Unfortunately, that was not the case. The background was instead a repeating pattern. In the end, I came up with a solution that works (and may help you out too!) for repeating patterns, but not for randomized patterns.

For clarity, this is what I mean by a randomized pattern:

A randomized pattern 

And this is what I mean by a repeating pattern:

A repeating pattern. 

While I have no solution for the first scenario above, here is how to cover up the logo in the second:

  1. Working within the Master Slide view (View > Master Views > Slide Master), select the master slide containing the logo.
  2. Draw a rectangle (or any shape, really) large enough to cover the logo (Insert > Illustrations > Shapes).
    Covered logo.   
  3. Right-click the shape and choose Format Shape.
  4. From the Fill category of the Format Shape dialog box, choose Slide background fill.
    Slide background fill.   
  5. From the Line color category of the Format Shape dialog box, choose No line.
  6. Click the Close button.
  7. Using the arrow keys, move the shape to a section of the slide with the same part of the repeating pattern.
  8. Using your mouse, pull the resizing handles of the shape to make it taller and wider. (This will give you some wiggle room in capturing the background pattern.)
  9. Right-click the shape and choose Save as Picture.
  10. Save the image wherever your presentation is saved.
  11. Delete the shape from the slide.
  12. Insert the saved image onto the slide (Insert > Images > Picture).
  13. Using the arrow keys, move the image over the logo and adjust the position until it matches the background pattern.


    The logo will now be invisible on all slides following that master slide.

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Having a problem getting PowerPoint to behave? Email your issue. I may be able to help and then write about the solution here.
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PowerPoint 2010: Copy a Master Slide from a Previous Presentation

by AJ George Follow us on Twitter

Ever received a PowerPoint presentation from someone and wished you could apply your own, previously created master slides in the presentation? Easy peasy; here's how:

  1. Open both the recipient and the source presentation (the source presentation is the one that has the master slide you would like to use in the recipient presentation).
  2. From within the source presentation, choose View > Master Views > Slide Master.
  3. In the slide thumbnail pane on the left, right-click the master slide that you would like to copy. (Selecting the larger slide master at the top will automatically select all of its associated layouts. To copy just one layout, you would right-click and copy just that master slide.)
  4. Choose View > Window > Switch Windows and select the recipient presentation. 
  5. In the recipient presentation, choose View > Master Views > Slide Master.
  6. If there is not already a customized slide master in the recipient presentation, right-click one of the blank slides and choose Paste (or press [Ctrl] [v]).
  7. If the recipient presentation already contains customized slide masters, right-click below the last customized slide. You can select either Use the Destination Theme (the first image below) to use the theme of the current presentation; or Paste Keeping the Source Formatting (the second image below) so the pasted master will have the theme of the source presentation.

    Use the Destination Theme Keep Source Formatting  

  8. When you are finished, choose Slide Master > Close > Close Master View. 
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eLearning and PowerPoint: Usage Survey

by AJ George Follow us on Twitter

I've heard from several eLearning developers expressing their frustration over being given lackluster PowerPoint presentations and asked to magically transform them into effective and engaging eLearning lessons and courses. Are you in the same boat? Perhaps you are creating the PowerPoint presentations as well? Maybe (gasp) you're the one creating the lackluster presentations?

Amongst my own office, opinions often differ when taking into consideration the presentation delivery goal and mode as to what constitutes a good presentation. Are layout and design concerns really that different when a PowerPoint presentation supports a public speaker, an online meeting/class or webinar, or is used for eLearning? Are the concerns design based at all, or is it really the content that must be different?

Whatever the case, we'd like to hear from you about your experience using PowerPoint in conjunction with eLearning. Please take a moment to fill out our short survey. Your responses will help us to help you and, more specifically, address your needs going into 2012.  

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About the author: AJ George is IconLogic's lead Technical Communicator and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

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PowerPoint 2010: Creating a Spinning Animation, Version 2.0

by AJ George Follow us on Twitter

After posting the first article, PowerPoint 2010: Creating a Spinning Animation, I got a tip from one of our readers, Konrad Schroth, for an alternate way to create a spinning animation. Today I'd like to share his method.

The previous method I shared involved duplicating the object you would like to spin, making it invisible, lining it up as a mirror image to the original image and then grouping the two images. This method shifts the center axis to the tip of the original image and changes the axis from which the image spins.

Here is an alternate way to achieve the same effect:

  1. Locate the point upon which you would like the image to spin.

    By default, the image will spin upon its center axis, as depicted below.

    By default, the image will spin upon its center axis.

  2. Once you have determined the axis point, drag the Guides so they intersect at this point. (To view the guides, choose View > Show > Guides.)

    In this example, I have the guides intersecting in the center of the base of this clock hand.

    Drag the Guides so they intersect

  3. Insert a circle (Insert > Shapes), large enough that it completely overlaps the shape you would like to rotate when it is centered on the axis point you have established.

    Note: To insert a circle, select the Oval shape and hold down the [Shift] key while drawing. In order to see my clock hand image in front of the circle, I have sent the circle shape to the back by selecting Home > Drawing > Arrange > Send to Back.

    Large circle added.

  4. Group the image to the circle by holding down the [Shift] key and selecting both, followed by pressing [Ctrl] [G] on your keyboard.
  5. From within the group, select only the circle, right-click and select Format Shape.
  6. From the Fill category, select No Fill.
  7. From the Line category, select No Line.

    The circle will now be invisible.

  8. Apply the Spin animation to the group (Animations > Add Animation > Emphasis > Spin).

    The image (the clock hand in this case) will now rotate from the axis you specified by centering the invisible circle on it.

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About the author: AJ George is IconLogic's lead Technical Communicator and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

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PowerPoint 2010: Animating the Pieces of a Grouped Object as a Whole

by AJ George Follow us on Twitter

Last week I was revamping the presentation accompanying our Online Trainer Training: Engaging the Virtual Learner class when I ran into a bit of an animation shortcoming in PowerPoint. I wanted to animate the boat below so it "sailed" onto the slide.

 

I wanted to animate this boat.

 

Adding the animation effect was not a problem. I had the shapes grouped in one overall boat shape and selected Animations > Add Animation > Entrance > Fly In. Then from Animations > Effect Options, I selected From Right.

The problem was that after the boat "flew" in, I wanted little people to appear on the boat. For this to look best, I wanted part of the front of the boat, but not other parts, to overlap the people so they appeared to actually be on the hull of the boat like the image below.

 

IconLogic people on the boat.

To achieve this effect I would need to ungroup the drawing. However, once the drawing is ungrouped it loses its animation properties. If all the ungrouped pieces are selected and then the animation is applied, they will all fly in from the same place at the same time, regardless of their ending position, looking less like a boat sailing in and more like a boat exploding in reverse.

Here's the solution.

  1. Assemble the pieces of the drawing, like in the first boat above.
  2. Select all the pieces and group them ([Ctrl] [G]).
  3. Copy ([Ctrl] [C]) and paste ([Ctrl] [V]) the drawing.
  4. Apply the desired animation to the original boat (Animations > Add Animation > Entrance) and position it in its ending position.
  5. Add a discreet exit animation to the original boat (Animations > Add Animation > Exit > Disappear).
  6. On the animation pane (if you don't see this, select Animations > Animation Pane to view it now), click the down-arrow next to the boat drawing's exit animation and select Start After Previous.
  7. Move the copy of the boat so that it exactly overlaps the original.
  8. Ungroup the copy ([Ctrl] [Shift] [G]). Do not click anywhere else on the slide, so the pieces in the copy will all remain selected.

    Note: If the notion of keeping the pieces of the copy separate from the original sounds daunting to you, check out this article on using PowerPoint's selection pane. Naming all of the elements on your slide will help you keep them straight. Additionally, you can use the selection pane to temporarily hide things if they are in your way.

  9. Add a discreet entrance animation to all of the copy's pieces (Animations > Add Animation > Entrance > Appear).
  10. On the animation pane, hold down the [Shift] key while you select the first and last piece of the ungrouped boat on the list.
  11. Click the down-arrow next to the first selected item and choose Start with Previous.

You have now set up the slide so that the grouped image of the boat first sails in, disappears and then, as it is disappearing, all of the ungrouped pieces of the same image appear.

Since you set the animation to disappear at the same time the pieces appear, your viewers will not notice that there are actually two boats on the screen. You will now be able to layer in other images to the drawing, such as the little people.

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About the author: AJ George is IconLogic's lead Technical Communicator and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

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PowerPoint 2010: I Installed Lion and Now My Shortcuts Don’t Work!

by AJ George Follow us on Twitter

Recently I updated my iMac to OS X Lion. I do a lot of work in Microsoft PowerPoint 2010 on the Mac by using Parallels. In a previous article I covered how to move objects in PowerPoint less than the standard 6 points using the arrow keys. By holding down the [Ctrl] key in conjunction with a directional arrow key you can move objects 1.25 points at a time instead.

If you, like me, recently upgraded to Lion you may have noticed that this shortcut will no longer work in PowerPoint. Pressing [Ctrl] plus the left arrow key will now move your screen left, to Mission Control. Pressing [Ctrl] plus the right arrow key won't do anything (in PowerPoint anyway). Pressing [Ctrl] plus the up arrow key will take you to Mission Control and pressing [Ctrl] plus the down arrow key will show the desktop.

To reset your shortcuts to the way things worked previously, you will need to adjust your Mac's Preferences.

  1. From the top menu bar on your Mac, choose Apple > System Preferences.
  2. From the Hardware area, select Keyboard.
  3. At the top of the Keyboard dialog box, click the Keyboard Shortcuts tab.
  4. Select Mission Control at the left.
  5. On the right, deselect both instances of Mission Control as well Show Desktop.

    Mac keyboard shortcuts.

    Alternately, you could double-click each shortcut and hold down new keys to reset the keyboard shortcut to something that won't interfere with PowerPoint's shortcuts.

    Note: If you change your mind about deactivating (or changing) the shortcuts, simply click the Restore Defaults button to put everything back the way it was.

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About the author: AJ George is IconLogic's lead Technical Communicator and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."

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eLearning & PowerPoint: A Great FREE Resource

by AJ George Follow us on Twitter

I've talked a lot about where to get free stock photos, about how to manipulate stock photos, and tips for creating your own graphics. Somehow, in the midst of all that, I remained in the dark about what is probably the best free resource I've come across in a while.

When tasked with constructing eLearning on a limited budget and a limited time frame, you may be forced to take a linear approach to your navigation. This is often seen as a less effective way to present learning, but it doesn't have to be. One solution to the linear eLearning doldrums is to present your content in comic format.

This could prove quite labor intensive. But, behold: Design Comics. Not only can you take a look at some comic examples and download a pretty nice selection of characters and scenes, BUT, it's all free. SHUT-UP!

John has an idea.

This slide above took less than five minutes to build. All I did was drag and drop the downloaded images from Design Comics and slap a text box on it. Similarly, you could add more than one person and thought or dialog bubbles from the Shapes menu.

You could also ditch the comic idea altogether and just use these images as part of any eLearning course, even one with branching.

Branching 1

 

Branched comic.

Easy, fast, looks nice, FREE. What more could you want?

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About the author: AJ George is IconLogic's lead Technical Communicator and author of both "PowerPoint 2007: The Essentials" and "PowerPoint 2008 for the Macintosh: The Essentials."