·
Editing Presentation
·
PPT - Copy & Paste Content
·
PPT - Find & Replace Content
·
PPT - Undo Edited Changes
·
PPT - Spelling Check
·
PPT - Content Translation
·
PPT - Setting Language Type
·
PPT - Duplicating Content
·
PPT - Special Characters
PPT - Slides Zoom In-Out
Copy and Paste Content
in PowerPoint 2010
In this chapter, we will
understand how to copy and paste content in PowerPoint 2010. PowerPoint offers
to the users a wide range of options when it comes to duplicating content.
PowerPoint has the standard cut and copy functions but allows variations of paste
options.
Cut Option
This option allows you
to cut content from the slide - this means the original content is being moved
to a different location hence the content will be deleted from its original
location when you use this option. To cut a content, you need to select it and
press "Ctrl + X" or right-click on the selected content and
select Cut.
Copy Option
This option allows you
to copy content from one location to another; hence the original content is
retained it its place while the duplicate content can be pasted. To copy a
portion of content, you need to select it and press "Ctrl + C" or
right-click on the selected content and select Copy.
Paste Option
This option allows you
to paste the cut or copied content at the desired location. There are multiple
paste options for you to choose from. These options are indicated by different
icons when you right-click at the desired location. Even if you do not remember
the icons, you can hover your cursor on top of them for tooltip explanations.
The table below describes the paste options in PowerPoint.
|
S.No |
Paste Option & Description |
|
1 |
Destination Theme Pasted content adopts
the destination theme. |
|
2 |
Keep Source Formatting Pasted content retains
the source formatting - available for table or Excel content. |
|
3 |
Picture Content is pasted as
an image - once pasted as an image, the content cannot be modified. |
|
4 |
Keep Text Only Pastes just the text -
available for table or Excel content. |
You can also paste
content using "Ctrl + V". In this case, you can make changes
to the pasted object by pressing the Ctrl key to get access to the paste
options. Note that these options are available only immediately after pasting.
If you perform some other action, you will not be able to make changes based on
the paste options.
Find & Replace
Content in Powerpoint 2010
PowerPoint offers its
users the ability to search for specific text and if required replace it
automatically. This is a very useful tool when you need to review a very large
presentation or correct the same error in multiple places in the slide. Given
below are the steps to find and replace text in PowerPoint. Although, you can
only use this function for text, the text itself can be present in a text box,
in another shape, as a WordArt, in SmartArt or tables.
Finding Content
The following steps will
show you how to find content in PowerPoint.
Step 1 − In the Home tab, under
the Editing section click on Find.
Step 2 − Type the text you want to search in the
"Find what:" field.
Step 3 − You can narrow your search by selecting
"Match Case" - to find exact case match - and "Find
whole words only" - to find whole words and not words where typed word
is just a part of the word.
Step 4 − Press on "Find Next" to find
the next occurrence of the search word.
Step 5 − The Find dialog does not disappear after
finding the first instance, so you can keep pressing "Find Next"
multiple times till you reach the end of the search. At this point, you will
receive a message from PowerPoint indicating the end of the search.
Replacing Content
Here are the steps to
replace content in PowerPoint.
Step 1 − In the Home tab, under
the Editing section click on the Replace button.
Step 2 − Type the text you want to replace in the
"Find what:" field and the replaced text in "Replace
with:" field
Step 3 − You can narrow your search by selecting
"Match Case" - to find the exact case match - and "Find
whole words only" - to find the whole words and not words where typed
word is just a part of the word.
Step 4 − Press on "Find Next" to
find the next occurrence of the search word. PowerPoint will show you the next
occurrence and you can then click on "Replace" to replace the
word. If you want to skip the occurrence, you can press "Find Next"
again without pressing "Replace"
Step 5 − The Replace dialog does not disappear
after finding the first instance, so you can keep pressing "Find
Next" multiple times till you reach the end of the search. At this point,
you will receive a message from PowerPoint indicating the end of the search.
Undo Edited Changes in
Powerpoint 2010
Like any other program,
there are times when you may want to undo some of the changes you made to the
slides. PowerPoint offers the "Undo/ Redo" option to
facilitate this. While working with the "Undo/ Redo" options, you
must remember that these will always be sequential which means you can only
undo actions in the order they were executed. You cannot undo the last action,
retain the remaining 10 actions and undo the eleventh one. If you want to undo
the eleventh action, all the subsequent 10 actions will also be undone.
To undo the last action,
click on the Undo button in the PowerPoint Quick
Access bar.
You can keep clicking on
this button repeatedly to undo the series of actions; however a more graceful
way of undoing multiple actions is to use the dropdown next to the undo button.
Here you can select the list of actions you want to undo by sliding your cursor
on top of the actions and click on them.
Redo is an option available only after you have
undone at least one action. The redo follows the same logic as the undo option,
except in the reverse order. You can click on the redo button one or more times
to redo previously undone action in the sequence. You do not have the dropdown
option with redo though.
Spelling Check in
Powerpoint 2010
One of the best proofing
tools available in PowerPoint is the spelling check. This is an automated
proofing feature which will review the entire presentation for errors. To use
this feature, you need to first set the Proofing language from the Language section
under the Review ribbon.
In the Language dialog,
you can select the language you want to use for your presentation. If you have
some content selected, you can click OK and select it for just that section. If
you want to use the selected language for the entire presentation you should
click default.
Once the proofing
language is set you can see it at the bottom of the PowerPoint window. If there
are proofing errors in the presentation, you will also see an icon of a book
with a red cross on top of it.
You can review the
errors in the presentation by clicking on the red cross at the bottom of the
window or by clicking on "Spelling" under the Proofing section
in the Review ribbon.
From the Spelling dialog,
you can take the necessary actions to ignore, correct or edit the errors in the
presentation. The table below describes the various options you have in the
Spelling dialog.
|
S.No |
Spelling Dialog Option & Description |
|
1 |
Ignore Ignores the error for
the current instance. |
|
2 |
Ignore All Ignores the error for
all the instances in the presentation. |
|
3 |
Change Accepts the suggested
change for the current instance. |
|
4 |
Change All Accepts the suggested
change for all the instances in the presentation. |
|
5 |
Add Uses the first
suggested word each time you click Add. |
|
6 |
Suggest Includes this word in
the PowerPoint dictionary. |
|
7 |
AutoCorrect Automatically corrects
similar errors going forward. |
|
8 |
Close Closes the Spelling
dialog. |
|
9 |
Options Sets up how PowerPoint
should proof the presentation. |
Content Translation in
Powerpoint 2010
One of the newer
features in PowerPoint is the content translation. This feature allows you to
select content and have it translated into a different language. The following
steps will help you translate content in PowerPoint.
Step 1 − Select the text to be translated and
click on Translate - Translate Selected Text under the Language section
of the Review ribbon.
Step 2 − In the research sidebar, the "From"
language is set to default language settings for the content. The "To"
language is set to the alphabetically first language supported by PowerPoint.
Step 3 − From the "To" language
dropdown, select the language you want the selected portion of text translated
into. Click on Insert to replace the selected text from the
default language to the new translated text.
Step 4 − Notice that if you replace the portion
of text using translation, the default language for the replaced text also
changes automatically.
MS Powerpoint -
Setting Language Type
PowerPoint is a
multi-lingual tool; it is evident that there will be an option to set the
default language to be used in the slides. The following steps will help you
set the language type in PowerPoint.
Step 1 − Under the Review ribbon,
in the Language group, click on Language
Step 2 − If you have not selected any content,
you will be able to just set the Language Preferences
Step 3 − If you have selected a portion of
content with text in it, you can also set the proofing language.
Step 4 − When you select the "Set
Proofing Language", you get the language dialog. Wherein, you can
select one of the many languages available in PowerPoint. If you are selecting
a language just for the selected text, click OK. If you are
selecting a language for the entire presentation click Default. You
can also check the "Do not check spelling" checkbox, if you do
not want PowerPoint to automatically check for spelling errors based on
dictionaries available.
Step 5 − When you select "Language
Preferences", you get the PowerPoint Options dialog
where you can change the language settings like loading dictionaries for
various languages, prioritizing the display and help languages, and the Screen
tip language setting.
Duplicating Content in
Powerpoint 2010
PowerPoint is a
multi-content program that supports many non-text content types like shapes,
charts, pictures, clip arts, SmartArt and multimedia files. While working with
the content, it may sometimes be required to duplicate the content as part of
the presentation development. PowerPoint offers options to duplicate the
non-text content using the cutcopy-paste features.
Cut-Paste Procedure
In this procedure, the
original content is moved to a different location. When you use the Cut option,
you can also create multiple copies, it is just that the content in the
original location is lost. The following steps will make you understand how to
work with the cutpaste procedure.
Step 1 − Select the content you want to move.
Right-click on it to access the Cut option.
Step 2 − Now move the cursor to the location
where you want the content to be moved and right-click to access the Paste
options.
Step 3 − Select one of the paste options to paste
the content.
Copy-Paste Procedure
This is exactly similar
to the cut-paste procedure except that the original content is retained in the
original location.
Step 1 − Select the content you want to move.
Right-click on it to access the Copy option.
Step 2 − Now move the cursor to the location
where you want the content to be moved and right-click to access the Paste
options.
Step 3 − Select one of the paste options to paste
the content.
The Use
Destination Theme option retains the content as the original content,
but uses the destination location theme settings. The Picture option
just pastes the content as an image with original settings. Once pasted as a
picture you cannot change the parameters of the original content; for example,
if you pasted a chart as an image, you cannot edit the data on the chart image.
Special Characters in
Powerpoint 2010
PowerPoint supports the
insertion of special characters. This allows the users to adjust the font
characteristics of these characters just like any other text giving them
greater flexibility in terms of the presentation design. The following steps
will help you insert special characters.
Step 1 − In the Insert Tab,
under the Symbols group, click on the Symbol command.
Step 2 − In the Symbol dialog,
select one of the special characters you want to insert in the presentation.
Step 3 − If you cannot find the character you are
looking for, you can change the font subset from the dropdown and look at a new
set of characters.
Step 4 − If you know the character code of the
symbol, you can enter it in the Character Code field and
search for it.
Step 5 − To insert a character, you can either
double-click on it in the Symbol dialog or, select it and press the Insert button.
Step 6 − The Symbol dialog does not disappear
after you insert a character, which means you can add as many characters as you
want from this dialog.
Step 7 − Once you are done, you can click Close to
close the dialog.
Slides Zoom In-Out in
Powerpoint 2010
PowerPoint allows users
to zoom in and zoom out of the slides to help focus on specific sections or
look at the entire slide as a whole. The minimum zoom supported by PowerPoint
is 10% and the maximum is 400%. The zoom bar is located in the bottom right
corner of the PowerPoint window.
To change the zoom
settings from the zoom bar, you can click on the marker and drag it. Dragging
to the left will zoom out and to the right will zoom in.
Alternately, you can
click on the zoom percent to open the zoom dialog. Here you have the option to
auto-fit the slide in the screen, or choose from six pre-defined zoom settings,
or define your own zoom setting.
