Manage Slides

0:00You can see that I have just started PowerPoint and I'm going to create a brand new blank presentation so make sure you've got the same as I've got here so if you're already in PowerPoint you might need to do file new or whatever you would normally do to give yourself a brand new blank presentation and before we go any further I should just mention that I'd like you to check that you are using the locally installed PowerPoint desktop application like I am here the clue is this ribbon across the top here with all of the commands so we are not running PowerPoint in the browser we're not using PowerPoint online this is the local installed PowerPoint app but anyway having got that out of the way let's cover a few tips for creating slides in PowerPoint and I do realize that you are more than capable of following the instructions on the screen where it says click to add title but actually when you create a brand new presentation you don't have to click to add the title because if you just start typing it'll put whatever you type in that first area just there on the slide this area being called a placeholder so this is a placeholder for the title of the presentation and again I realize you are capable of following instructions where it says click to add subtitle but hang on a minute your hands are on the keyboard having just typed the title so the keyboard shortcut for you to get yourself down into this other text placeholder is Control Enter it'll just

1:16pop you into that next text placeholder ready for you to type the subtitle so let's imagine this is all about a luxury ski trip that we're organizing for a for our high achievers it's some sort of incentive program so that's our subtitle there we go so now let's imagine we want another slide which is going to perhaps set the agenda for the presentation and do you remember that keyboard shortcut we used to get from the title down to the subtitle it was Control Enter wasn't it well we can use that same keyboard shortcut so Control Enter to create a brand new slide with the title and content placeholders already in place and again you don't have to click to add the title if you just start typing what you want to go in that first text placeholder up there which is going to be the title of our agenda slide which is a gender then it just pops it straight there let's press Control Enter our keyboard shortcut to move down to the next placeholder and I'm just going to pop in a couple of things here for our presentation so we're going to talk about the targets for this particular high achieving program incentive details and maybe we'll talk about the past winners so just got a couple of things there on my agenda slide if I want to create another slide I use that same keyboard shortcut so Control Enter so this is going to be all about the targets I didn't click I just started typing the word targets and it popped itself into that title area there

2:33but if I'm just sort of mapping out a draft here I might not have any information yet specifically about the targets so I'm just going to press Control Enter again to add in a quick slide for the incentive details and you can see over on the left hand side that I'm building up my presentation quite nicely and I did all of that without needing to touch the mouse I did all of that using the keyboard but before we go too much further I would like you to save this file because we're going to be using this same file you're creating now throughout the rest of the skills so go ahead and just save it with a name and a location that you'll be able to find again later as you progress through the skills I've just quickly saved that but you probably would have noticed that when I did use that tip that I showed you to create another slide it created a slide of the particular layout of title and then content and you probably are familiar with if you look in this area just here this new slide button now if you click the top half of the new slide button it'll give you that typical layout there the same layout as the previous slide and I'm just going to delete that so it's selected over in the left hand side so I'm just going to press Delete on the keyboard but you probably already know that if you click the bottom half of that new slide button you will get a collection of different layouts to choose from they've all got different placeholders in different positions and we are going

3:50to learn more about these later on as we progress through this skill and I would especially like you to note and I will be testing you on this later that we have nine different slide layouts available to choose from and why is it a good idea to use these slide layouts because I do sometimes see people just using blank slides and then randomly putting text boxes on which can work for very heavily customized slides but the reason why it's useful to use these layouts is because of this so let's imagine you were fiddling around with this and you know you kind of end up moving this out of the way and you think oh you know it's all misaligned now well if you click this reset button up here at the top left near that new slide button it'll reset it according to the underlying layout it'll put it all back into the same position so it's a great way of resetting a slide if you meddled with it accidentally or you were just experimenting but also if you click the layout button here you can change the layout so this agenda slide is currently just title and content but if I had a very long agenda that I wanted to flow onto two bulleted lists well let's change the layout maybe to two content and that would give me another text layout there perfectly aligned with that first one ready for me to you know put some more agenda items or whatever it is so we'll talk more about editing layouts and working with them later on in this skill but for now while we are

5:07in the mindset of creating slides very often in your work in PowerPoint you will be reusing slides that already exist in other presentations and that's what we're gonna look at in the next video

0:00You can see that we've already got a slide here for the targets and the incentive details in our presentation that we're mapping out here, but not yet for past winners, that should be plural. And the reason why I didn't add a slide for past winners is because I know that somewhere in another presentation, I've already got a slide which showed the winners of last year's sales incentives. So this is a very common scenario where you want to reuse slides that you know exist somewhere else in another presentation. So what I've got for you in this skill, I do have a couple of files that I would like you to use.

0:31One of which is this one here, Enterprise Sales Update, because that's where I 'm pretty sure I remember. We've got a slide there for previous winners of last year's sales incentive, and if I scroll to the end here, sure enough, there's a slide. And I am sure you are more than capable of using copy and paste to copy that slide from the other existing presentation into our new presentation that we're creating, which you can just see underneath here. So you could actually do that, whatever method you usually use, either the buttons or the keyboard shortcuts or a right click.

1:02So let's just quickly do that. So I'm going to copy that and paste it into here , so it's just paste that. And what you'll notice is I did have a couple of options with regarding how this formats itself when it's pasted in. I chose the option to retain the formatting from the original document, and you can tell that because of the font style here. But if I look at that and say, "Oh, that looks a bit ugly, look, I've got the button that will enable me to change my mind and say, "Oh, no, please make it match the rest of this presentation, you know, the destination," and that will change the font style.

1:35But I'm just going to delete that because there are other ways we can bring that slide in. So instead of copying and pasting, you could, oh, where was it? There it is. You could simply, I'm getting a pickle with my windows here, so let's just minimize that. There we go. We could simply drag that slide into our presentation. That will, by default, adopt the same fonts and colors and whatnot of the rest of the slides, but again, you could use the button to override that and to, for example, retain the source formatting if you want to. But again, I'm going to delete that because there's another way. There's another way we can reuse that slide.

2:08And that is this. If you click the bottom half of that new slide button that we 've already experienced by seeing the different layouts there and choose this, " Reuse Slides," what that will do. It'll open up a panel on the right-hand side and enable you to go and browse for any file you like. So I'm actually going to go and pick up the, well, was it the same file that we saw a second ago? So there we go. The sales update file. So let's just open that. And this is quite tidy if you're working on a small screen and you're getting in a muddle with lots of different windows overlapping because look, I've got all of those slides that we saw a second ago in the actual separate presentation, which actually I can now close.

2:48But I've got that all available in this panel down the side and it means that I can pick. I could say, "Yes, I'll have that slide, I'll have that slide, I'll have that slide." It just pops them all in. So I've got three new slides I've just added in there. I'm actually just going to delete those. So to select all three slides, I'm clicked on one, shift and click on the last of the little selection and press delete. So what I really want to do is just bring in this last one and I do want to retain the source formatting. The reason for that is I want to give us a bit of tidying up to do with regards to the look and feel when we come on to talk more about slide layouts and the theme and whatnot.

3:19So I've finally settled on the method I'm using to bring that slide in. Now this reuse slide panel down the right hand side. Another reason why I like it is when you close it and then maybe later on when you're carrying on working on this particular presentation, if you go back to reuse slides, it'll remember that last presentation that you did have open so you can then grab another slide there or of course you can then go browse for a completely different one. So lots of different ways of bringing in a slide from another presentation. But I do have another file I would like you to take a look at. So that's this one here brochure draft.

3:52So let's imagine somebody had been using PowerPoint to start creating a broch ure or some promotional flyers about this, you know, this promotion we're running. And I think, well, actually, I love this. I want to bring these into my presentation, but my goodness, how is that going to work with regards to the slide sizes and layouts. So if I try and drag this in, it's done its best, but I'm thinking, oh, it's kind of all a bit smaller. So what I tend to recommend is if you do have slides that you want to reuse and the slides are of different shapes and sizes, generally, I would say resize the slide before you bring it in.

4:28So let's just have a quick chat about slide sizes and whatnot. So this particular presentation, yeah, I want to reuse these slides, but let's imagine I'm going to sort out the slide size first. So if you go to the design ribbon tab and over here you'll see the slide size button. Now you could just click widescreen just here to change it to the traditional widescreen size for presenting. But look, you've also got custom slide sizes where you can choose from a variety of drop down options here, plus any custom measurements that you like.

4:59For us, though, I think actually all we do need to do is change it to the default widescreen layout. So if I choose that, then there are a couple of useful options to consider here because it's going to ask us, well, in order to resize this page we're looking at, you know, what do you want me to do with the content? Do you want me to maximize it so it fills the slide or do you want me to make sure that it all fits? Now I don't know about you, but I don't find these options particularly intuitive. So I would suggest just choose one, see how it looks, and you can always undo it again and choose the other one instead.

5:30So let's choose, for example, ensure fit. And then I think, oh, well, that's still looking a bit small, so let me undo that. I mean, I don't like that. Go back into slide size and choose widescreen, and this time let's choose maximize. Ah, that's better. That's perfect. So that now looks more like the slide that I do want to reuse. Let me just drag that into my underlying presentation there. And just for fun, let's keep the source formatting because I think the blue bar down the bottom did look quite nice. That presentation that we were meddling with there, well, I can now close that down without saving any of those changes because I only change the layout there , you know, the orientation and whatnot in order to reuse it so I can just don't save because I've grabbed what I needed.

6:09But there's one more example I want to work through with you with regards to bringing in content from elsewhere in order to quickly populate your presentation. So let's see, imagine, and indeed, if you look at the other file I've given you , you've got a word document where somebody, either yourself or somebody else, has already started to put together some text which you want to summarize and reuse in your PowerPoint presentation. So what you'll see here is somebody has already started writing out the terms and conditions of this Austria Skiing Tripsails incentive.

6:40And of importance for us to note at this stage is that, look, they have used in Microsoft Word here the heading styles. Now, I do realize this isn't a Microsoft Word course. So, you know, don't worry if this isn't something that you really know about or care about, but it is important for what we need to do in PowerPoint because, look, these headings here have been formatted with the heading one style. And these little subheadings have been formatted with the heading two style. And if I just flick through, you will see, yeah, that's another heading one style.

7:10Click that, that's another heading two style. So is that. And when I bring this document into PowerPoint, PowerPoint is going to use these heading styles to decide where we create new slides and what we use for the bullets. So I think we should try it. Now, you need to make sure that this file is closed before you try it, otherwise it will get upset. So let me just close that down. And then back in our presentation, let's go to the end here. And at the bottom half of that new slide button, that gives us all of these layouts, which is already looking a bit different. We'll talk more about this in the next video. But the option I want for us now is this slides from outline.

7:47And that's where we go and pick up the file that I just showed you in Word that you've got available in this skill. There it is. If I insert that, then it'll take a moment or two to chew on that. But what it will do, let's just check. There we go. Look, it's kind of given me a general title there for the document . Okay, I may or may not need that. But look, what it has done, it has picked up all of the text that was formatted with the heading one style and created a new slide for each of those. And any text that was formatted with the heading two style becomes a bullet point on that slide.

8:22And it has not brought across any of the dense paragraphs of text, because of course PowerPoint isn't designed to display dense paragraphs of text. That's for Word. So it has perfectly picked up the headings and organized them onto some slides for me. So we've now got quite a bit of content for us to play with. Go ahead and save this file because I would like us to carry right on with this file in the next video, where we will be doing a little bit of tidying up with regards to how this looks and to make sure all of the slides are nice and neat and tidy, and the slide layouts are doing what we need them to do.

0:00You'll see that I'm picking right up on that file that we've been working on over the last couple of videos. And do you remember I asked you to make a mental note that when we clicked the bottom half of the new slide button, we saw nine slide layouts. Well, I'd like to show you what's happened now. We've got an awful lot more slide layouts available. And that's because when I was bringing in slides from those other presentations , I was choosing the option to retain the source formatting. So, for example, can you see these layouts down here or with the blue graphical element along the bottom?

0:33Well, that was when I brought this slide in and said, "Oh, yes, I quite like that blue line there. I'll retain the source formatting." Well, that actually brought through all of the slide layouts available within that particular look and feel that was applied to that original template. It's brought all of those slide layouts in. And that was because that slide was formatted with the retrospect theme. We shall apply a theme in a second. So, the original nine slides that we saw in the blank presentation were these nine here. And then we've also got a couple of maverick layouts that have come through.

1:03This one in particular, Team Option 1, it's called, "That came through when I brought this slide in and chose again to retain the original formatting." And you can see it looks different. It's got different font styles and different font colors. And clicking on that slide, if I click the layout button just here, you get to see which layout is applied to the slide I'm clicked on by the fact that this one here, can you see that's kind of selected. So, these slide layouts are all part of the theme. So, if you go to the Design Ribbon tab, and a theme is basically a template which includes all of those layouts and also the fonts, the color schemes and any graphical elements, et cetera.

1:41So, they set the look and feel for the entire presentation. So, this is now looking a little bit of a mess because we've got a mixture of different themes going on. And also, if I show you these slides at the end, which was the content we brought in from the Word document, well, they don't really match anything, do they? Strange font, strange colors, don't know where they came from. So, let's try and tidy it all up, make it consistent. So, I'm going to press Ctrl+A on my keyboard to select all of the slides in this outline down the side here. And on this Design Ribbon tab, if I click the drop down here, you'll see there are lots of different themes available.

2:13You can have a flick through. As you hover over them, they've all got names. So, the one that we shall pick, so that's droplet, for example, and that one is , well, you can see the names there, but let's choose this one, which is Fawcit. I'm going to choose that one. And then within each theme, quite often you will see some variants. So, the default color scheme for the Fawcit theme is the greens, but I'm talking about a skiing holiday, and for some reason, for me, blue is a better color for a skiing holiday. So, I've changed it to blue there. And you can see visually down the left-hand side that that theme, that look and feel has been applied to all of the slides.

2:47And you'll see that it includes not only the graphical elements we can see, but also the colors that's been applied to the headings and whatnot, and the font style, the bullet style, all of these things. And if I go back to the Home Ribbon tab and click the bottom half of that new slide button, you'll see that the available layout is a bit more reduced. It is now only pretty much only, including the layouts that come with that particular theme that we implied. Plus this slightly odd Team Option 1, which was the one that came through for this slide here, but we'll talk a bit more about that in a second.

3:18Right, you'll see these three slides here that were created when we brought in the word outline. Don't look quite right, but we know, don't we, about resetting a slide. So, I've selected these three slides, so click on the first one and then shift and click on the last one of a little series you want to select. And then let's reset those slides back to the underlying layout from the theme, you know, from the template, and you'll see that supplied the correct colors and the correct font styles and whatnot. So that is looking better. Also, while we're here, this slide came in, again from the Word document, I think that was the overall title of the Word document.

3:54Well, let's change the layout of this slide to be a section header. Yeah, that looks better. You'll see there's the opportunity to add a subtitle to this section header. It doesn't matter if we leave that empty. This empty text box here won't show and we actually present these slides through the slideshow view. But I do have a bit of problem with this slide here. So I think to myself, well, the title isn't aligned properly. You know, that doesn't match the other slides. So let's, oh, well, let's use that reset tip. So if I choose reset for this slide, oh my goodness, it looks a bit peculiar.

4:25And that is because, as you probably saw when we did glance at the layout, this particular slide layout has these bizarre green boxes. So I think on this occasion, I'm just going to click undo. Oh, my dog's unhappy about something. I don't know who she's seen. Hopefully she'll calm down in a second. But I think for this particular slide, I'm just going to think, oh, well, I can just manually make that heading left aligned to make it match. That's okay. This is kind of a one-off slide that's coming from elsewhere. But if I did want to properly fix the underlying layout that is a little bit odd, then for that, I need to go into the slide master.

5:02That's the underlying settings that are controlling all of these layouts. So to get into that slide master, if you go to the view ribbon tab and choose, there we go slide master, then now what you're seeing is rather than your presentation, you are seeing that template that's driving the appearance and layout of your slides. And because I was clicked on that troublesome slide, this is the particular slide layout I'm now looking at. So if this really did bother me, I mean, I've kind of fixed it now, haven't I in my actual presentation. But if this really did bother me, I could delete these funny green rectangles.

5:35I could manually tell it that for this particular layout, I do want that heading to be left aligned. And that might make sense if I want to use this layout time and time again. I admit I'm a bit ambivalent about whether it was worth the trouble to change the underlying layout since we had already kind of fixed the actual slide. So that's kind of optional in my opinion for one-off layouts like that that have come through from some other random place. But more useful I think is if you're looking at this template, this theme, and you think, well, I really wish that the title text color was a bit darker.

6:07So what you're looking at here is this slide that's kind of at the top of the hierarchy of the master. So this is the overall master. So if I think, well, I generally want my headings to be a darker blue color. And if I click the text color here, you will see these are the colors that have come in from that template because it contains the overall theme, you know, the overall look and feel, which includes the color scheme. So let's choose the darker blue for the titles. And some of these are the ones you might need to do for the individual slide layouts like the title slide layout. But I think if I flick through, that's pretty good, isn't it?

6:39I think all of these individual layouts have got, yeah, the dark blue there is the title. So now, if you look at the slide master ribbon tab and choose to close out of the slide master view, as you flick through all of those slide titles have now got the dark blue color. So, yeah, that's looking pretty good. Let's just dive back into that slide master because there's a couple of other things I want to point out. You will see that this particular template has come with all kinds of other old layouts as well, including these sideways ones.

7:09Now, they're not doing any harm because you may or may not use them. But if there are any slide layouts that you want to delete because it might have got a bit crazy when you've been bringing in slides from lots of different places. So this one I'm clicked on here, I can see that it's used by no slides by this little tip that's popped up. So I can delete that if it bothers me. So I can just right click and say, "Do you know what? I'm going to delete that layout. Let's tidy up." So you could do that, not that it's doing any harm. But you can also create your own slide layouts. So looking at this, well, this slide here, this slide layout here is the most blank one that's available.

7:45But it's still got this great big graphical element. It's still got place holders for footers and the slide number and the date and whatnot. So perhaps I'd like an alternative to that, which is properly blank. So I'm going to create my own additional slide layout, which is truly blank. Might be useful when I'm creating extra slides in this presentation. So I'm going to right click just in that gap there and say, "I'd like to insert a layout, please, of my own choosing." So I choose a new layout. It's given me just the, you know, just the default there. But then I meddle with these placeholders. I say, "I don't want to title. I don 't want placeholders for footers or dates or numbers."

8:20But also on this new layout I'm creating, "Please hide the background graphics ." So that's a properly blank slide now that I got available to work with. So I'm going to rename this new layout. I'm going to call it. So let's choose to call it something like white blank. So truly blank. So let's rename that. Now if you were going to create your own slide layout with placeholders, then look at this button here. This is where you can start to add your own title text placeholders and, you know, whatnot in order to build up your own alternative layouts that look, you know, look a bit like this.

8:54But just for an example, we created a blank one. So now if I close out of this master view, what you will see when you click the bottom half of the new slide button, sure enough, there's my new white blank slide layouts that I can use at any time. And also actually let's apply it to this slide. I think this slide here might look better without that big graphical element in the background. So let's change the layout to blank for that slide. Yeah, it's done the job. But I do have an alternative for you. So I'm going to undo that. I'm going to undo the application of the blank slide layout to this particular slide because you can remove these background graphics just for a one-off slide without troubling the slide master.

9:34So it's great to have the layout in case there's future slides I want to create that are completely blank, or I can just deal with it on a slide-by-slide basis . So let's try that as an example. So on the design ribbon tab here for this slide, over on the right-hand side, if you choose to format the background just for this slide, I could choose to hide those background graphics. And if I really wanted to, I could add my own different background for this one slide. So let's choose a gradient fill of maybe, you know, what colors show we choose.

10:05Well, you've got all sorts of preset gradients you could have a play with, but that'll probably do. And you'll see that the default is it's just applying it to this slide. You can see that because of the previews down the side. But if I did want to apply it to all slides, then there is that option, apply to all down the bottom here, which I'm not going to pick because I just want to apply it to this one slide. And I did that without having to trouble the slide master. But the last thing I'd like us to just quickly look at is the idea of adding in a header or a footer. So if you go to the insert ribbon tab and choose header and footer, and what you'll see on the slide tab here, I could, for example, include on the slide the date and time, which either is going to be updating automatically.

10:45So every time I open it up and edit it, it'll show the current date, or it could be a fixed date, but I'm not going to choose that. I could add the slide number, but I'm simply going to add a footer that says confidential. And I can choose, as you can see here, whether or not to include it on the title slide. So I think, yeah, let's not include it on the title, please. Apply to all. Well, that should mean it's going to apply to every slide except the title. Sure enough, there's no footer there saying confidential. But as I flick through, there we go, confidential, confidential, confidential.

11:18Yes, it's applied on every slide. And the position of that footer is determined by, you guessed it, the underlying slide layout in the slide master. So do you remember this slightly troublesome slide we had? Er, well, the position of the default position of the footer doesn't really fit in with this custom slide here. So you can see there's that confidential footer there, looks a bit old, but you can just delete them for individual slides. And again, because this is a one-off slide, we didn't need to take the trouble to actually tidy up the underlying layout properly.

11:50I've just deleted that footer, or I could have just moved it. I think that's fine. And then just finally, do you remember that blank slide layout that we created? We removed all of the placeholders, didn't we, from it? So if I just go back to the Home Ribbon tab and choose to insert a brand new blank slide of that new layout, you'll see that does not include the confidential footer, because I deleted all of the placeholders off that master when I created it. Whereas if I were to create a new slide that was, I don't know, title and content, then it does contain that footer.

12:24So all of these text box, all of these placeholders, the header and footer and whatnot, they're all controlled by the underlying slide layouts in the Slide Master.

0:00In this video I'd like us to explore a few features and whatnot along the theme of organizing your slides And in order for us to have plenty of slides to actually organize I'm going to insert some more into this presentation that we've been working on So I'm just going to pop myself at the very end of the presentation here And I'm going to use that reuse slides option that we already saw it's remembered that presentation that it was last pointing to so I'm just going to Yeah, let's just you know That's just add a few random ones of these and you'll notice that I've got the keep source formatting checkbox checked And you might be thinking well Why because we took the trouble didn't we last time in the last video to choose the design template?

0:38So why aren't I letting these new slides absorb the look and feel of the template that we had applied? Well, the reason why I'm not doing that is because I've just popped these slides in quickly because maybe I want to use them as a Reference I might reuse some of those slides. I might not I might just be referring to the content And I want them to be sure to look like they are supposed to look from the source Because sometimes when you bring these slides in from other places as we learned they go a bit peculiar And I'd rather deal with that on a slide-by-slide basis if I choose to use them But the point is I've now got look at the bottom left-hand corner 19 slides in this slide deck so it's starting to get a bit out of hand So yes, we need a few tools to help us organize them now the view that we're using at the moment Which I tend to recommend as a good standard view for most of your work in PowerPoint is called normal view and on the view ribbon tab which is where we went to switch into the slide master if you remember Yes, you can see we are in normal view and there are a few other views as well So by all means have a flick through some of those and you will also notice down at the bottom right hand corner We have also got links to some of those views and also the zoom So the view that I would recommend Even though you can reorder slides in this normal view so I can just click and

1:55drag to reorder slides But the view I would recommend if you want to get organized is the slide Sort of view so either this button here up on the view ribbon tab or down at the bottom right the next button along with the Four little squares this I think is very useful to get an overall view of all of your slides and the order You click and drag to move things around you see a slide you don't need anymore So you can delete it. I tend to just right click and choose to delete a slide You might want to duplicate a slide So let's imagine you wanted to perhaps you know try and edit this slide here with all of those text effects Well, you're not that confident about how successful you would be so maybe it would be safe to duplicate that slide So that you've got the original untouched one if you end up messing it up different ways of duplicating a slide Of course, you can copy and paste it you can right click and choose to duplicate it But I quite like the keyboard shortcut control D We'll give you a duplication and then if you want to go and work on that slide You double click on it and that will take you back into the normal view for that slide ready for you to go and start making Any edits that you want to make but anyway, let me just go back into that slide sort of view and A really useful feature that we've got and I'm particularly thinking about these extra slides I brought in just now But a really useful feature is to divide your presentation up into sections

3:14And there are several reasons why you might want to do this So what I'm gonna do is I'm going to add a section just to separate out these extra slides Which I may or may not use they're just for reference really and then you know, that's why I stuck them at the end So I want to add a section in between slides 12 and 13 now notice that you can change the zoom So if you want to be able to see the slides, you know, see more slides on the screen at the same time Then I've just zoomed out a little bit So I want to add a section divider just in this gap here And I tend to use the right click menu quite often as you'll have noticed so in that space there I want to add a section So if I do that and it prompts me to give a name to this section So I'm just going to call it other slides for reference something like that and then just click rename And what you will see therefore is it's given me this little heading with all of those slides tidily organized into that And what I love about this is you can click that heading to collapse them So very often if you are working on a big slide deck You've got lots of slides to look at it really does help if you can Collapse and hide slides that you don't need to look at right now to help you focus That might be because there are slides you just popped in for reference like I have It might be because different people are working on different parts of the presentation

4:29And if I go back to the normal view well again, you will see down here There's that same section header that you can expand or collapse as you need to and Similarly, we can add these little section headers here in this normal view if we prefer So let's imagine that this chunk of slides here Well, these were all about the terms and conditions so that would be a suitable occasion to add a section header So again just in the gap where I want the header to go I'm going to right click and choose to add a section and I'm going to call it terms and Conditions, let's just rename that and you can see you know I've got the same sort of thing so I can easily focus on the bits I need to focus on and Also, if I just go back to that slide sort of view You can if you want to move entire sections around So if I want to for example put the terms and conditions section all of those four slides at the very end Then I can click and drag that section to the end there Great if I want to rename one of these sections because you'll notice now I've got these sections it's put the slide that I haven't Contracey put into a section well, it's put that into a section called default section So if you want to rename a section then just right click again and choose to there we go rename it So let me just call those I don't know intro something like that so rename that again That's collapsible I can focus in on just the ones I want to look at and if you

5:48want to remove these section headers Well again if you right click on one of them You can choose to just remove all of the sections or just this one section That would just remove the divider just the you know the Sectioned heading if you like if you want to remove the actual slides within the sections then that it would be that option there So let's just try them if I choose to remove all sections You'll see that all of those dividers have gone But all of the slides are still there so let me just undo that to put them back Whereas let's imagine this particular section with those slides I brought in for reference let's imagine that I've I've finished what I need from those slides I can get rid of those now if I right click and choose remove section and slides It will remove that whole section and the slides within it, but it has retained the other section headers So just be very alert to whether you are removing the actual section headers or these slides within the section as well But either way the slides sort of you I heartily recommend the helping you get organized with a large number of slides

0:00Okay let me walk you through how I would have solved this challenge. So you can see that I've got the company update file open and our first task is to change the slide size because you can see this has got the really old-fashioned looking aspect ratio, the 4x3 aspect ratio and it says change the slide size to 16x10. So on the design ribbon tab that's where we see slide size. So it says 16x10, not 16x9 which is the option we've got there for widescreen so we're going to have to go into custom slide size and it's not measurements we're typing in here we can pick 16x10 from the dropdown so let's choose that. I then have to choose between maximizing or ensuring fit so what I said in the instruction of task 1 it says make sure the pictures don't end up looking too small and that was just a kind of a hidden way of saying I want to maximize the content please so that's what I was after. Task number 2 at the end of the presentation so let me just check there import the outline from the process improvements document so the other file for this challenge was a Word document so we want to insert slides from that Word document at the end here so I've clicked at the end and then you might remember on the home ribbon tab bottom half of the new slide button let's pick up some slides from that Word document from that outline. There's the Word document so let's insert that. Now this will fail if you try and do it

1:19while the Word document is actually open so if you did have the file open and wonder why it didn't work then try it again with the file closed but you can see those are the three slides that it has brought in from that Word document. Good. Now let's sort out the formatting so instruction number 3 it says apply the wood type theme to the entire presentation so let me select all of the slides so Control A and then on the design ribbon tab that's where we see all of these themes and to see the particular name of the theme you've been asked to pick then hover over the themes to see the names so that's the wood type one I wanted you to choose so let's choose that. That's looking pretty good.

1:54Instruction number 4 on your list it says change the slide layout of slide number 4 to make it a section header so that's the one we want to make a section header so on the home ribbon tab let's change the layout to a section header. Good. Let's just close down that designer panel over on the right-hand side. Instruction number 5 it says reset or reapply the slide layout to slides 5, 6 and 7 oh yes you can see that that's adopted the purple formatting presumably from the Word document so let's just select those three slides there and choose to reset them that's better. Instruction number 6 says hide the background graphic on the title and content layout. Now the title and content layout is this one here okay and I think that's been applied to these two slides so if I just click on this slide and again just yeah there we go so title and content is the slide layout for these two slides and the background graphic is this red circle in the bottom right-hand corner so the instruction says hide that background graphic on the title and content layout on the slide master so we go into the slide master from the view ribbon tab say slide master make sure that we are on the title and content layout which is yes used by slides 2 and 3 so yes let's hide the background graphics then for that

3:10particular layout let's see how that looks good so that has now indeed gone that red circle has gone from from the two slides that have that layout. Instruction number 7 says insert a fixed date as a footer to all slides so let's do that bit first so insert header and footer so it's date and time but it's a fixed date which obviously you can either use the current date or over type it with a particular date so yes we are going to apply it to all slides so it's down the bottom there perfect but the instruction instruction number 7 there does say remove it for the process updates section header oh yes so we just get rid of that there so I can override it for individual slides if I want to so I've just deleted that. Instruction number 8 in your challenge says move the date placeholder on the master slide to the top right-hand corner so at the moment it's at the bottom right-hand corner let's move it up there we do that on the master slide so it affects all of the slides so back into the slide master let's go up to the you know the the top one of the tree there the actual master itself rather than individual layouts move it to the top corner close that and if we flick through then yes perfect you can see the dates at the top corner instruction number 9 tells us to change the background to yellow for slide 3

4:26only so if it's just for a one-off slide then I would go to the design ribbon tab choose to format the background so let's choose a color so more colors let's choose a pale yellow so it doesn't look too dreadful click okay I'm not going to apply to all it's just this one slide good and then finally instruction number 10 rename the untitled section oh I can see it there we go rename the untitled section to process improvements so I'm going to right click on that little heading there choose to rename it and I'm going to call it as instructed process improvements good