Tag: powerpoint tutorial

Converting Presentations into Videos in PowerPoint 2013

powerpoint 2013

powerpoint tutorial

presentation

Rick Enrico

SlideGenius

videos

videos in presentations

Jun 22, 2016

PowerPoint 2013 offers a built-in feature to convert your presentations into video files. This is particularly useful if you want to share your presentation in a format that can be viewed without PowerPoint or distributed via email, social media, or on websites. Turning your PowerPoint into a video helps retain animations, transitions, and narration, making it a great tool for training videos, webinars, and more.

Here’s a step-by-step guide on how to convert your PowerPoint 2013 presentation into a video.

Step 1: Finalize Your Presentation

Before converting your PowerPoint presentation into a video, make sure everything is in place:

  • Check Slide Content: Ensure all slides are complete with the correct text, images, charts, and other elements.
  • Verify Animations and Transitions: Review your animations and transitions to ensure they flow as intended in the video.
  • Add Narration and Timings (Optional): If you want to include narration or specific timings for each slide, make sure to add them before starting the conversion.

How to Add Narration and Timings:

  1. Go to the “Slide Show” tab in PowerPoint.
  2. Click on “Record Slide Show” and choose “Start Recording from Beginning”.
  3. Record your voice narration and adjust the timing of each slide transition.
  4. Once done, PowerPoint will save the narration and timing with the slides.

Step 2: Save the Presentation as a Video

Once your presentation is finalized, you can start the conversion process.

Step-by-Step Process:

  1. Click the “File” Tab: Go to the upper left corner of the screen and click on the “File” tab.
  2. Choose “Export”: From the menu on the left, select “Export”.
  3. Select “Create a Video”: In the Export options, choose “Create a Video”.
  4. Set the Video Quality:
    • Choose the quality you want for your video from the “Create a Video” options. There are three quality settings:
      • Computer & HD Displays: Highest quality (1080p), best for large screens.
      • Internet & DVD: Medium quality (720p), ideal for sharing online or on DVDs.
      • Portable Devices: Lower quality (480p), good for mobile devices with limited storage.
  5. Set Timings and Narration:
    • If you recorded narration or timings, PowerPoint will automatically include them. Ensure that the “Use Recorded Timings and Narrations” option is selected.
    • If you didn’t record timings, you can set the duration for each slide manually by selecting “Don’t Use Recorded Timings and Narrations” and entering the number of seconds for each slide in the Seconds spent on each slide box.
  6. Click “Create Video”: After selecting the appropriate settings, click the “Create Video” button.

Step 3: Save and Export the Video

  1. Choose File Destination: After clicking “Create Video”, PowerPoint will prompt you to choose a location to save your video file. Browse to your desired folder and name the file.
  2. Select File Format: PowerPoint will automatically save the video as an MP4 file, which is the most common format. You can also choose Windows Media Video (WMV) if needed.
  3. Click “Save”: After choosing the file name and location, click “Save”. PowerPoint will begin converting your presentation into a video.

Step 4: Wait for the Conversion

Depending on the size and complexity of your presentation, it may take a few minutes for PowerPoint to convert your file. You can monitor the progress at the bottom of the screen. Once the conversion is complete, your video will be saved in the location you specified.

Step 5: Play and Share Your Video

After the video is created, you can play it in any media player that supports the MP4 (or WMV) format. You can also share it via email, social media platforms, or upload it to video-sharing sites like YouTube.

Additional Sharing Tips:

  • Upload to YouTube or Vimeo: If your presentation is meant for a wide audience, consider uploading it to video platforms like YouTube or Vimeo. These platforms make it easy to share your video via a link or embed it in websites.
  • Email or Share via Cloud: For smaller audiences, share the video via email or use cloud services like Google Drive, Dropbox, or OneDrive.

Tips for a Smooth Video Conversion

  1. Keep the File Size Manageable: High-quality videos can result in large file sizes, especially for lengthy presentations. If file size is a concern, consider lowering the resolution or compressing the video after exporting.
  2. Test Before Sharing: Always review the video after conversion to ensure all animations, transitions, and narrations are functioning properly.
  3. Optimize for Mobile: If you anticipate that your audience will view the video on mobile devices, use the Portable Devices (480p) setting for a lower resolution and smaller file size.

Conclusion

Converting your PowerPoint 2013 presentation into a video is an excellent way to share your presentation widely and ensure that viewers can access it without needing PowerPoint software. By following these steps, you can create a professional-quality video that retains all the animations, transitions, and narrations from your original presentation. This capability is perfect for webinars, online tutorials, and business presentations that need to be accessible on multiple platforms.

Recover Your Unsaved File in PowerPoint 2013

powerpoint 2013

powerpoint tutorial

presentation

recover

Rick Enrico

SlideGenius

unsaved file

Jun 08, 2016

Losing your work due to an unsaved PowerPoint file can be incredibly frustrating, especially if you’ve spent hours perfecting your presentation. Fortunately, PowerPoint 2013 provides several options to help you recover unsaved files so you can avoid starting from scratch.

Here’s how to recover an unsaved file in PowerPoint 2013:

1. Check for AutoRecover Files

PowerPoint 2013 includes a built-in AutoRecover feature that automatically saves your work at set intervals. If your PowerPoint crashed or was accidentally closed before you could save, AutoRecover may have stored a temporary version of your file.

How to Do It:

  • Open PowerPoint and go to the File tab.
  • Select Info and then click on Manage Versions.
  • From there, choose Recover Unsaved Presentations.
  • A list of unsaved presentations will appear. Select the file you were working on, and PowerPoint will open it.

Example: If your computer shuts down unexpectedly, you can use AutoRecover to restore the file to the last autosaved version.

2. Use the Document Recovery Pane

If PowerPoint 2013 crashed, it may automatically open the Document Recovery Pane the next time you launch the program. This pane lists any unsaved files that PowerPoint can attempt to recover.

How to Do It:

  • When PowerPoint opens after a crash, check the Document Recovery Pane on the left side of the screen.
  • Click on the file you want to recover. PowerPoint will open the last autosaved version.
  • Save the recovered file to ensure it isn’t lost again.

Example: After a program crash, PowerPoint automatically opens the Document Recovery Pane, showing you a list of recent unsaved files that can be restored.

3. Look for Temporary Files

If the AutoRecover feature isn’t available, you may still be able to recover your unsaved file from temporary files that PowerPoint creates.

How to Do It:

  • Navigate to C:\Users[Your Username]\AppData\Local\Microsoft\Office\UnsavedFiles on your computer.
  • Look for a file with the .tmp extension that matches the time and date you were working on your presentation.
  • Rename the file to have a .pptx extension and open it in PowerPoint.

Example: If you forgot to save a presentation and PowerPoint didn’t crash, the unsaved temporary file may still be stored in the AppData folder.

4. Check the Recycle Bin

If you accidentally deleted a PowerPoint file or saved over an existing file, check your computer’s Recycle Bin. You may be able to recover the deleted version of the file from there.

How to Do It:

  • Open the Recycle Bin on your desktop.
  • Search for the PowerPoint file you accidentally deleted.
  • Right-click the file and select Restore to return it to its original location.

Example: If you accidentally deleted a PowerPoint file while cleaning up your desktop, you can restore it from the Recycle Bin.

5. Recover Older Versions of a File

If you saved a PowerPoint file but later realized you made a mistake or saved over the wrong version, you may be able to recover an older version of the file.

How to Do It:

  • Right-click the file in File Explorer.
  • Select Restore Previous Versions.
  • A list of previous versions saved by Windows Backup or File History will appear. Choose the version you want to recover.

Example: If you made significant changes to a presentation but want to revert to an earlier version, you can restore a previous version using this method.

Final Thoughts

Losing an unsaved PowerPoint file can be stressful, but with PowerPoint 2013’s built-in AutoRecover features and the ability to restore files from temporary or older versions, you have several methods for recovering your work. By following these steps, you can quickly recover unsaved files and avoid losing hours of hard work.

How to Add Narration to PowerPoint 2013

PowerPoint narration

powerpoint presentation

powerpoint tutorial

Rick Enrico

slide timings

SlideGenius

voice narration

May 11, 2016

Adding narration to your PowerPoint presentation is an excellent way to enhance its impact, especially when you can’t be present to deliver it live. Narration can help clarify key points, provide additional insights, and guide your audience through your slides. In PowerPoint 2013, adding narration is a straightforward process. Here’s a detailed step-by-step guide to help you add voice narration to your PowerPoint presentation.

Step 1: Prepare Your Equipment

Before you begin adding narration, ensure that you have the necessary equipment:

  • Microphone: Use a good-quality external or built-in microphone for clear sound recording.
  • Quiet Environment: Record in a quiet space to minimize background noise and distractions.

Step 2: Open Your PowerPoint Presentation

  1. Open PowerPoint 2013 and load the presentation to which you want to add narration.
  2. Go to the slide where you want to begin recording your narration. You can start at the first slide or anywhere within the presentation.

Step 3: Record Narration

Recording Audio for the Entire Presentation

To record narration for the entire presentation, follow these steps:

  1. Go to the “Slide Show” Tab: Navigate to the top toolbar and click on the “Slide Show” tab.
  2. Click “Record Slide Show”: Under the Slide Show tab, you will see the “Record Slide Show” button. When you click on it, a drop-down menu will appear. You will have two options:
    • Start Recording from Beginning: Choose this if you want to record narration for the entire presentation, starting from the first slide.
    • Start Recording from Current Slide: Choose this if you want to start recording narration from the slide you’re currently on.
  3. Select Recording Options: Once you choose either option, a dialog box will pop up asking what you want to record:
    • Slide and Animation Timings: This option records the timing for slide transitions and animations.
    • Narrations, Ink, and Laser Pointer: This option records your voice and any laser pointer movements or annotations you make during the presentation.

    Make sure to check both options if you want to record your narration along with the slide timings.

  4. Begin Recording: After selecting your recording preferences, click “Start Recording.” PowerPoint will begin recording immediately. Speak clearly and naturally as you move through the presentation. To advance to the next slide, click or use the right arrow key on your keyboard.
  5. Pause or Stop the Recording: If you need to take a break, you can pause the recording by clicking the pause button on the top-left corner of the screen. When you’re done, click “End Show” to stop the recording.

Recording Audio for Specific Slides

If you only need to record narration for specific slides, follow these steps:

  1. Select the specific slide where you want to add narration.
  2. Follow the same process as above: Slide Show → Record Slide Show → Start Recording from Current Slide.
  3. Record narration for only that slide or a sequence of slides, and end the recording when you’re done.

Step 4: Review Your Recorded Narration

After you’ve recorded the narration, it’s important to review it to make sure everything sounds right. Here’s how to do it:

  1. Play Your Presentation: Go to the “Slide Show” tab and click “From Beginning” or “From Current Slide” to watch and listen to your narrated presentation.
  2. Check Audio Icons: After recording narration, you’ll notice a small speaker icon appears on each slide where you’ve recorded audio. You can click the speaker icon to play the narration for that specific slide.

If any part of the narration needs re-recording, you can easily go back and replace it.

Step 5: Edit or Re-Record Narration

If you’re not satisfied with a portion of the narration, you can re-record it. Follow these steps:

  1. Go to the Slide: Navigate to the specific slide where you want to change the narration.
  2. Re-Record for That Slide: Click “Record Slide Show” in the “Slide Show” tab, and select “Start Recording from Current Slide.” PowerPoint will overwrite the existing narration for that slide.

If you want to delete the narration entirely, simply:

  • Select the audio icon (speaker) on the slide.
  • Press Delete on your keyboard to remove it.

Step 6: Save the Presentation with Narration

Once you’re happy with your narrated presentation, make sure to save your work:

  1. Click “File” in the top-left corner.
  2. Select “Save As” and choose a location to save your presentation.
  3. If you plan to share the presentation with others, it’s a good idea to save it as a PowerPoint Show (.ppsx). This ensures that the presentation will open in full-screen mode with narration ready to play.

Step 7: Export as a Video (Optional)

If you want to share your presentation as a video, PowerPoint 2013 allows you to export it with the narration included:

  1. Click “File” → “Export” → “Create a Video.”
  2. Under “Use Recorded Timings and Narrations,” select “Use Recorded Timings and Narrations” to ensure your audio is included in the video.
  3. Click “Create Video,” choose your desired video quality, and save the video to your preferred location.

Tips for a Great Narration

  • Use a Script: While you don’t need to read word-for-word, having a script or outline can help you stay on track and ensure you don’t miss key points.
  • Speak Clearly: Enunciate your words clearly and avoid speaking too quickly. Your audience needs to understand you easily.
  • Avoid Filler Words: Words like “um,” “uh,” and “you know” can be distracting. Practice avoiding these fillers in your narration.
  • Test Your Equipment: Ensure your microphone is functioning properly, and test the audio quality before recording the entire presentation.

Conclusion

Adding narration to your PowerPoint 2013 presentation is a simple yet effective way to elevate your slides and make your presentation more engaging. By following the steps outlined above, you can confidently add narration to enhance your storytelling, explain key concepts, and guide your audience through your presentation. With a little preparation and practice, your narrated presentation will leave a lasting impression!

We’re in Strong Defense of PowerPoint and So Should You

boring presentations

powerpoint deck

powerpoint presentation

powerpoint tutorial

Rick Enrico

SlideGenius

May 02, 2016

Let’s put a lid on Death by PowerPoint once and for all.

One program can’t be responsible for the millions of boring presentations being delivered out there, yet the blame always goes to PowerPoint. Learning a craft takes a lot of time and dedication. The lack of time invested in learning the program and designing visual content are the roadblocks that most users can’t overcome in order to create a deck.

It’s too often that people blame PowerPoint for poor presentations, but the program can only make do with what the user puts into it. After all, it’s still only a visual aid. The rest of the presentation’s development rests on your shoulders.

Plan Out and Plot Your Points

The power to do anything with PowerPoint might be what puts off people from the program. Everyone starts with an empty slide, which can understandably be intimidating to stare at and fill with text. Avoid the pressure it places on you by preparing your outline now and creating a PowerPoint later.

Research your topic first. You’ll be ending up with a lot of information. Narrow it all down and create an outline next to trim down data that’s not supporting your message. Facilitate the flow of information for your audience by providing a structure and outlining your ideas before creating a deck.

Familiarize Yourself with PowerPoint

Lack of technical PowerPoint know-how will make it difficult for you to embody your vision on the slide. Familiarize yourself with the basic functions of the program and empower yourself with creation.

Invest time in learning PowerPoint. Look up a tutorial in a search engine, and the results are right there for your convenience. However, here’s another problem: design isn’t something we can come up with on the fly.

Your brand identity depends on your chosen design. The color scheme you pick determines the character of your brand, so pick one that best suits your needs. For example, blue is often seen as a professional color. Try to give it a bit of contrast by pairing it with orange and balance these colors by deciding which color you want to give more prominence.

Learning both the program and design is a multidisciplinary task that you can’t rush yourself into.

Practice, Practice, Practice

PowerPoint can be your ally or your enemy, but you can always count on yourself first.

Invest in your own abilities and hone your speaking skills. Record yourself and point out areas in your speech that gave you trouble and make sure to get it right on the next take. Keep doing so until you can get your entire pitch right in one take. Practice your delivery so that you know your pitch like the back of your hand.

You’re the center of the presentation, and PowerPoint is just there to aid you. Don’t pour all your effort and resources on your deck. Make sure to spend the same amount on yourself.

PowerPoint, Your Partner for the Perfect Pitch

As with most things in life, you can only get out what you put in when it comes to PowerPoint. Resist the temptation to cram your entire research in a few slides. Structure your slides in a way that will make it easier for your audience to follow what you’re saying.

Miscommunication down the line can be avoided if we make the effort to learn the language that machines speak: they wait for us to input a command, then they execute it.

In defense of PowerPoint, it has clear limitations. For one, it can’t customize your pitch according to your vision. You have to provide the input that the program can work with.

Maximize its potential before dismissing the capabilities of this presentation tool. Ask a team of experts to help you get the most out of your pitch.

 

Reference

Kaptereve, Alexei. “Death by PowerPoint.” SlideShare, July 31, 2007. www.slideshare.net/thecroaker/death-by-powerpoint

Choosing the Right Template for Your Presentation Type

powerpoint templates

PowerPoint tip

powerpoint tutorial

presentation design

Rick Enrico

SlideGenius

template colors

Apr 18, 2016

Your PowerPoint is your presentation visual aid. That’s why it should reflect your character as an organization or individual, from the deck’s content all the way down to the design. However, some presenters tend to overlook this aspect of PowerPoint and craft a deck that doesn’t match the message they want to convey.

If you want slides that will win your audience over, it’s best to have customized PowerPoint templates created specifically for your brand. However, if you’re pressed for time and budget, using templates with premade layouts can still do the trick, but that doesn’t mean choosing a generic design, though.

Choose the right PowerPoint template for your pitch by keeping three things in mind:

Make It Memorable

Compared to less strict occasions, presenting in a formal setup may call for a particular design. You’ll want to draw attention to your deck without being too loud or overly embellished. Experiment with various color schemes that will fit the essence of your pitch.

A combination of warm colors can attract your viewers’ gaze. On the other hand, cool colors will put them at ease. Although using these colors can evoke certain emotions in the viewer, the best way to get the audience to associate your brand with your deck is to use your company colors in your slides.

Select a template that already has your brand’s colors in it. If you can’t find one that exactly fits, you can change template colors without affecting the overall layout. PowerPoint provides an option under the Design tab that lets you do just that.

how to change color template in powerpoint

For Office 2013 users, simply click Colors under Variants group. A dropdown of various color combinations will appear. Change the template’s hues by clicking on the color scheme you want.

how to change powerpoint color scheme

Engage the Audience

The success of your pitch lies in your audience’s response. Choose a template that resonates with your prospects to generate positive reactions. For example, most people want a deck with prominent visuals instead of blocks of text. In that case, you’ll be inputting more pictures and visual representations of data. Refrain from using templates that have elements such as frames and pre-installed illustrations. These graphics can clutter up your slide and distract your audience from your main point.

Leaving room for white space, or the absence of visible objects on your slide, relaxes the eyes and lets it focus on important points on your deck. Opt for cleaner slides you can overlap with big and bold images. If you’re planning to use images throughout your presentation, it’s best to do away with pre-installed graphics.

hot to change Format Background in powerpoint

But if you’ve selected a template with illustrations and only want to remove them on a specific slide, take them out by going back to the Design tab.

Under Customize, click Format Background.

Select Hide background graphics to hide any pre-installed elements on the current slide.

How to Hide Background Graphics in powerpoint

Account for the Venue

Where your presentation is held can affect people’s perception of your pitch. Survey the area before the actual date of your presentation to get a good feel of what type of deck would suit the setting.

Consider things like lighting and the size of the place you’re presenting in. Your goal is to deliver your message in a readable and comprehensible deck. A template that’s already too bright in an open area may lose its visibility to any audience members sitting in the far back.

Conversely, a place where you can dim the lights gives you more leeway on saturating your template. Check that your slide elements are distinguished from their background. After all, contrast factors in greatly when it comes to readability. A slide with well-contrasted objects is visible from afar compared to slides with objects that are hardly distinct from one another. Use dark text on a light background, or vice versa, to highlight the slide object.

In Conclusion: Templates Can Work, If Used Well

A good template is the first step to a great deck design. Bright colors will grab attention, while subtler ones will relax the eyes. Avoid templates with distracting designs that will steal attention away from your key points. Choose a readable template that has high contrast to make your deck more viewer-friendly.

PowerPoint templates aren’t just a matter of playful design. Given the right template, you can interest and attract new clients. Make your pitch memorable with a deck that reflects your brand and fits the occasion.

References

Sibley, Amanda. “19 Reasons You Should Include Visual Content in Your Marketing [Data].” Hubspot. August 6, 2012. blog.hubspot.com/blog/tabid/6307/bid/33423/19-Reasons-You-Should-Include-Visual-Content-in-Your-Marketing-Data.aspx#sm.0001frknxr3k3dlkqq22lsqtd9h7a
“PowerPoint 2013: Modifying Themes.” GCFLearnFree.org. www.gcflearnfree.org/powerpoint2013/29

Featured Image: “Choice” by zhouxuan12345678 on flickr.com
www.flickr.com/photos/53921113@N02/5453214046

View Notes During Your Presentation for PowerPoint 2013

powerpoint 2013

powerpoint notes page

powerpoint presentation

PowerPoint tip

powerpoint tutorial

Rick Enrico

SlideGenius

view notes

Apr 01, 2016

Presenter notes in PowerPoint 2013 are an essential tool that allows you to have additional information at your fingertips while delivering your presentation. These notes act as a script or reference, helping you stay on track without displaying them to your audience. PowerPoint’s Presenter View enables you to see your slides, notes, and upcoming content all at once on your monitor, while your audience only sees the slides.

Here’s how to set up and use Presenter View to view your notes during your presentation in PowerPoint 2013:

1. Enabling Presenter View

Presenter View allows you to display your notes on one screen (your laptop or desktop monitor) while projecting the slides onto a second screen (such as a projector or external display).

How to Enable It:

  1. Connect Your External Display or Projector: Plug in your second monitor or projector.
  2. Go to the “Slide Show” Tab: Click on the Slide Show tab in the PowerPoint ribbon.
  3. Check “Use Presenter View”: Under the Monitors group, make sure Use Presenter View is checked.
  4. Select the Correct Display: Next to the Use Presenter View checkbox, select which monitor will show the Presenter View (usually your laptop screen) and which one will display the slides (external display or projector).

2. Adding Notes to Your Slides

Before using Presenter View, ensure your notes are added to each slide. These notes will be visible to you while you present.

How to Add Notes:

  1. Select a Slide: Click on the slide where you want to add notes.
  2. Open the Notes Section: At the bottom of your PowerPoint window, you’ll see a panel labeled Notes. If it’s not visible, click the Notes button at the bottom right of the PowerPoint window.
  3. Type Your Notes: Type any information or talking points you want to reference during your presentation in the Notes pane.

3. Using Presenter View During the Presentation

When in Presenter View, you’ll be able to see:

  • Current Slide: The slide currently being displayed to your audience.
  • Next Slide: A preview of the upcoming slide.
  • Presenter Notes: A section showing the notes you’ve written for the current slide.
  • Timer and Clock: A timer to keep track of how long you’ve been presenting, and a clock to help manage your time.

How to Access Presenter View:

  1. Start the Slide Show: Go to the Slide Show tab and click From Beginning or From Current Slide.
  2. Presenter View Appears: Once the slide show begins, Presenter View will automatically appear on your primary screen, and the slides will be displayed on the external display or projector.
  3. Navigate with Confidence: Use the arrows in Presenter View to move between slides while reading your notes without the audience seeing them.

4. Adjusting the Notes During the Presentation

If you need to adjust or edit your notes during the presentation, you can click the Notes section in Presenter View and type changes directly. This is especially useful for adapting or updating content as you go.

Final Thoughts

Presenter View in PowerPoint 2013 is a valuable tool for anyone looking to deliver a more polished and organized presentation. By keeping your notes and key points visible to you, but hidden from your audience, you can stay focused, confident, and on track throughout your presentation.

3 Cropping Options to Use in PowerPoint 2013

crop images

crop pictures

crop to common aspect ratio

crop to shape

cropping options

powerpoint presentation

powerpoint tutorial

presentation tip

Rick Enrico

SlideGenius

Jan 28, 2016

This tutorial is also applicable to Microsoft PowerPoint 2016.

Previously, we’ve looked at some of PowerPoint’s uses, such as hiding slides, looping backgrounds, and outlining fonts. Today, let’s learn how to crop images into a shape and edit them perfectly all inside your PowerPoint. Here are three cropping options to start with:

A. Crop a Picture

PowerPoint 2013’s cropping tool can help you trim the edges of an inserted picture. This will let you focus on an important segment you want to highlight.

1. Double click on the picture you want to crop in your PowerPoint file. This will bring up Picture Tools above the Format tab.

powerpoint picture tools

2. Click on the Crop icon at the far right, under the Size group.

cropping pictures in powerpoint 2013

SlideGenius Tip:
You can also right click on the picture to crop it. A smaller menu with two large icons will float above the context menu. Then, click on the Crop icon beside the Style option.

how to crop images in powerpoint picture tools

3. Typically, you will see four corners and one on each side with cropping handles. Drag the crop handles inward and outward to adjust your image’s crop area.

powerpoint crop image area

4. To change the position of the image inside the indicated crop area, click and drag the picture around until you’re happy with the results.

crop image in powerpoint 2013

SlideGenius Tip:
Make sure to fill up the entire crop area so your image won’t have a transparent gap.

powerpoint picture tools transparent

5. When you’re done, click outside the gray area to apply the changes and exit crop mode. You can also press the Escape (Esc) key on your keyboard.

powerpoint picture tools ESC

Before you move ahead with the other methods, it’s important to note that the image area outside the cropped image isn’t automatically deleted. This means it’s still viewable when dragged around during crop mode, so you’ll need to delete the trimmings manually.

1. Double click on the picture you want to crop in your PowerPoint file. This will bring up Picture Tools above the Format tab.

powerpoint 2013 cropping tools

2. Go to the Adjust area located on the left of the screen and click on Compress Pictures. A dialog box will appear named Compress Pictures.

powerpoint 2013 compress picture tool

screen10

3. Select the box that says Delete cropped areas of pictures to trim the image.

powerpoint delete crop areas of pictures option

4. Check the box that says Apply only to this picture so only the current image will be affected.

powerpoint apply only to this picture option

5. Click OK.

powerpoint crop images ok

B. Crop to Shape

PowerPoint also allows you to crop a picture into a specific shape without affecting your original image.

1. Double click on the picture you want to crop in your PowerPoint file. This will bring up Picture Tools above the Format tab.

powerpoint 2013 crop to shape

2. Click on the arrow below the Crop icon.

powerpoint 2013 crop icon

3. In the Crop drop down menu, choose Crop to Shape. A drop down gallery will appear.

powerpoint 2013 crop to shape features

4. Click on your desired shape from any of the various categories.

powerpoint 2013 crop to shape optionspowerpoint 2013 crop to shape round edge

C. Crop to a Common Aspect Ratio

This lets you crop a picture with an exact measurement and fit it into a predefined space.

1. Double click on the picture you want to crop to an aspect ratio. This will bring up Picture Tools above the Format tab.

powerpoint 2013 Crop to a Common Aspect Ratio option

2. Click on the arrow below the Crop icon.

screen20b

3. Go to Aspect Ratio.

powerpoint 2013 Crop to a Common Aspect Ratio

4. Lastly, choose any of the Square, Portrait, or Landscape ratios.

powerpoint 2013 shapes square, rectangle, cirle

Now You Know How to Crop an Image!

Personalize your images with PowerPoint’s versatile cropping options and choose the best look for your presentation slides!

References

“Crop a Picture or Place It in a Shape.” Office Support. n.d. www.support.office.com
“Crop Pictures in PowerPoint 2013.” Indezine. n.d. www.indezine.com

Sound Slides: A PowerPoint Tutorial on Music and Sound Effects

PowerPoint Design

Powerpoint tips

powerpoint tutorial

Mar 05, 2015

Adding background music or sound effects to your PowerPoint presentation can enhance the mood, create emphasis, and keep your audience engaged. PowerPoint allows you to add various audio files to your slides, which can be played automatically, on a loop, or triggered by a click.

Here’s how to add music or sound effects to your PowerPoint slides:

Step 1: Prepare Your Audio File

Before adding music or sound effects, ensure that your audio file is ready. PowerPoint supports audio formats such as MP3, WAV, and WMA.

How to Do It:

  • Save the audio file to a location you can easily access from PowerPoint.

Step 2: Insert the Audio File

Inserting audio into a PowerPoint slide is a simple process.

How to Do It:

  • Go to the slide where you want to add the audio.
  • Click on the Insert tab in the PowerPoint ribbon.
  • Select Audio, then choose Audio on My PC from the dropdown menu.
  • Navigate to the location of your audio file, select it, and click Insert.

Step 3: Customize Audio Playback Settings

Once the audio is added, you can customize its playback options.

How to Do It:

  • Select the audio icon that appears on your slide.
  • In the Audio Tools tab, go to the Playback section and choose how you want the audio to play:
    • Start Automatically: The audio will play as soon as the slide is shown.
    • Start On Click: The audio will play when you click the icon.
    • Play Across Slides: The audio will continue to play even as you transition to different slides.
    • Loop Until Stopped: The audio will keep playing on repeat until you manually stop it.

Step 4: Hide the Audio Icon

If you don’t want the audio icon to appear during your presentation, you can hide it while still allowing the sound to play.

How to Do It:

  • Select the audio icon.
  • In the Playback tab, check the box next to Hide During Show.

Step 5: Preview the Audio

Before presenting, make sure the audio plays correctly by previewing the slide.

How to Do It:

  • In the Playback tab, click the Play button to test the audio.
  • If you’re playing music across multiple slides, test the transition to ensure it flows smoothly.

Final Thoughts

Adding music or sound effects to your PowerPoint slides can make your presentation more engaging and dynamic. Just make sure the audio enhances your message without overwhelming or distracting the audience. Test the sound quality and volume before your presentation to ensure it’s balanced with your spoken content.

4 Easy Tips to Manage Your PowerPoint File Size

Powerpoint tips

powerpoint tutorial

presentation tips

Feb 20, 2015

PowerPoint presentations can quickly become large and unwieldy, especially when they contain high-resolution images, videos, or embedded content. Large file sizes can cause problems when sharing the presentation via email, slow down performance, or even lead to difficulty opening the file on older devices. Fortunately, there are a few easy ways to reduce the file size without compromising the quality of your presentation.

Here are four easy tips to help you manage and reduce your PowerPoint file size.

1. Compress Images

High-resolution images are often the primary culprit behind large PowerPoint files. PowerPoint has built-in tools that allow you to compress images without significantly losing quality. Compressing images reduces their file size, helping you keep the overall size of the presentation manageable.

How to Compress Images:

  1. Select an Image: Click on any image in your presentation.
  2. Go to the “Picture Format” Tab: At the top of PowerPoint, navigate to the Picture Format tab.
  3. Click “Compress Pictures”: In the ribbon, click on Compress Pictures.
  4. Choose Compression Options: Uncheck “Apply only to this picture” if you want to compress all images in the presentation. Then, select the desired resolution (e.g., Email (96 ppi) for maximum compression or Web (150 ppi) for moderate compression).
  5. Click OK: PowerPoint will compress the selected images and reduce the overall file size.

Tip:

Choose a resolution based on how you plan to share the file. For email, lower resolutions work well, but for printed presentations, you might want to select a higher resolution for better quality.

2. Use the “Link to File” Option for Videos

Embedding videos directly into your PowerPoint presentation can significantly increase the file size. Instead of embedding large video files, you can link to the video file on your computer. This keeps the PowerPoint file size small and allows the video to play without being embedded in the presentation.

How to Link a Video:

  1. Go to the “Insert” Tab: Click on Insert at the top of PowerPoint.
  2. Select “Video”: Choose “Video on My PC” from the Video dropdown menu.
  3. Select Your Video: Find and select the video file you want to include.
  4. Click the Arrow Next to “Insert”: Click the arrow next to the Insert button and select “Link to File” instead of embedding the video.

Tip:

When linking a video, make sure to keep the video file in the same folder as the PowerPoint file to avoid broken links when moving or sharing the presentation.

3. Embed Fonts Carefully or Avoid Embedding Them

Embedding custom fonts in a PowerPoint presentation ensures that your fonts will appear correctly on any device. However, this can dramatically increase file size, especially if you’re using multiple fonts or font variations. If file size is a concern, consider embedding only necessary fonts or avoiding font embedding altogether.

How to Manage Font Embedding:

  1. Click the “File” Tab: Open the File tab at the top left of the PowerPoint window.
  2. Click “Options”: Scroll down and click Options at the bottom of the left menu.
  3. Go to the “Save” Section: In the PowerPoint Options window, select Save.
  4. Manage Font Embedding:
    • To embed fonts, check the box next to “Embed fonts in the file.”
    • To reduce the file size, choose “Embed only the characters used in the presentation” or uncheck the box altogether if you can use standard system fonts.

Tip:

If you’re using widely available system fonts (like Arial or Times New Roman), avoid embedding fonts entirely to save space. If you do embed fonts, limit it to the necessary characters.

4. Save the Presentation as a Compressed File Format

One of the simplest ways to reduce the file size of your PowerPoint is by saving it in a compressed format. PowerPoint offers the PPTX format, which is a compressed version of the older PPT format. Saving your presentation as a PPTX file can help reduce file size without affecting the content or quality.

How to Save as PPTX:

  1. Click the “File” Tab: In PowerPoint, go to the File tab.
  2. Select “Save As”: Choose Save As and select a location to save the file.
  3. Choose “PowerPoint Presentation (*.pptx)”: In the “Save as type” dropdown, make sure to select “PowerPoint Presentation (*.pptx)”.
  4. Click “Save”: This will save your presentation in the smaller, compressed PPTX format.

Tip:

Always use the PPTX format for your presentations, as it’s more efficient and has better support for modern features than the older PPT format.

Final Thoughts

Managing the size of your PowerPoint presentation can help improve its performance, make it easier to share, and ensure smooth delivery during presentations. By compressing images, linking to videos, carefully managing font embedding, and saving your presentation in a compressed format, you can significantly reduce the file size without compromising on quality or content. These simple steps will ensure that your PowerPoint files remain manageable and accessible, whether you’re sharing them via email or presenting them on different devices.

PowerPoint Advice for Confused Mac Users

powerpoint advice

powerpoint for mac

Powerpoint tips

powerpoint tutorial

Feb 18, 2015

PowerPoint for Mac users can sometimes feel a little different from its Windows counterpart, but with the right approach, you can still take full advantage of its powerful features. If you’re a Mac user struggling to navigate PowerPoint, this guide will help clarify some key differences and tips for smoother operation.

1. Learn the Mac-Specific Shortcuts

Macs have different keyboard shortcuts compared to Windows, which can make PowerPoint usage feel unfamiliar. Learning these shortcuts can save time and frustration.

Why It’s Important:

  • Increases Efficiency: Knowing the right shortcuts speeds up your workflow.
  • Reduces Confusion: Using Mac-specific shortcuts ensures you’re not fumbling with the wrong commands.

Example: Use Command + Z to undo and Command + C to copy, instead of the Windows Ctrl equivalents.

2. Understand the Differences in Menus

Mac PowerPoint’s ribbon and menu layout is slightly different from the Windows version, so certain features may be located in unexpected places.

Why It’s Important:

  • Reduces Frustration: Familiarizing yourself with the layout helps you quickly find the tools you need.
  • Enhances Productivity: A smoother navigation experience leads to more productive work.

How to Do It:

  • Explore the Insert, Format, and View tabs, which are similar but not identical to the Windows version.
  • Take note of any tools that seem to be missing; they might just be under a different menu on the Mac.

3. Use the Mac-Specific Features

PowerPoint for Mac integrates well with other Mac applications, offering features like seamless embedding of media files from your Apple devices or using AirDrop to share presentations across devices.

Why It’s Important:

  • Maximizes Functionality: Leveraging Mac-specific features allows you to optimize your workflow.
  • Improves Collaboration: Sharing files or media across devices makes collaboration easier.

How to Do It:

  • Use AirDrop to share presentations with nearby devices.
  • Embed media files directly from your Photos app to integrate with your presentation more easily.

4. Sync with iCloud for Easy Access

Mac users can take advantage of iCloud to store their presentations and access them from any device.

Why It’s Important:

  • Ensures Accessibility: With iCloud, you can easily access and edit your presentation on multiple devices without needing to transfer files manually.
  • Provides Backup: iCloud automatically backs up your files, protecting your work from accidental loss.

How to Do It:

  • Save your presentations to iCloud Drive from within PowerPoint.
  • Access your presentations from any Mac or iOS device by signing into your iCloud account.

5. Use Presenter View Effectively

PowerPoint for Mac has a Presenter View that lets you see your notes, upcoming slides, and a timer—just like in the Windows version. Familiarizing yourself with this tool will make your presentations run more smoothly.

Why It’s Important:

  • Enhances Presentation Delivery: Presenter View helps you stay organized and deliver a more polished presentation.
  • Improves Confidence: Having your notes and upcoming slides at hand makes you feel more in control.

How to Do It:

  • Go to Slide Show > Presenter View to activate it during your presentation.
  • Make sure to connect your Mac to a projector or external screen for Presenter View to work correctly.

Final Thoughts

PowerPoint for Mac users can sometimes feel different from the Windows version, but with practice, you can master its features. By understanding the shortcuts, layout differences, and Mac-specific functionalities, you can create and deliver professional presentations with ease.