Category Archives: PowerPoint

Creating Your Own “Button”

Hi Friends!

This tip is for Outlook, PowerPoint, or Word. I’m not sure what other programs it will work in. It works if your recipient will read an electronic (soft) copy, rather than a hard copy (for obvious reasons).

Basically, you’ll copy a logo for your link. In this case I’m going to choose LinkedIn. Then you’ll associate a hyperlink to that logo. In this case I’ll associate my LinkedIn page to the LinkedIn logo. Here’s how it’s done:

1.   Go to and click “Images”

2.   Enter “LinkedIn” in the search box and hit enter

3.   Choose your favorite logo for LinkedIn and click on it to open it in its largest form

4.   Right-click and select “Copy Image from the resulting list”

5.   Go to you document (e-mail, slide, or Word document) and hold “Ctrl” and tap “V” to paste.

6.   Resize as needed.

Now we’re going to save your hyperlink in your documents.

1.   Go to your LinkedIn profile and find “Public Profile”

2.   Right-click on the URL (circled above) to the right of “Public Profile”

3.   Click “Save link as…”

4.   At this point you will see a file saving screen pop up. Save it in a place and as a name you will remember easily.

Now go to your document (e-mail, slide, or Word document)

1.   Right-click on the logo you pasted and choose “Hyperlink”

2.   Navigate to the URL you saved in LinkedIn and double-click it.

Your logo/icon is now a hyperlinked button! (Make sure you test it before you send it along though.)

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PowerPoint: Sound for ONE Slide, Several Animations

Hi Friends!

Well, I stumped myself today and, of course, I must always get to the bottom of it or I can’t rest. Here’s the story:

While working on a PowerPoint presentation, my client and I decided to illustrate the skills it takes to successfully enjoy a whitewater kayaking expedition on one PowerPoint slide. She had about 8 words to list; and instead of listing them, I thought it’d be cool to have each word fade in and out individually. She came up with the idea of adding a rushing river sound to it. GREAT! That was an awesome idea!! So, I showed her how to add sound and make it start automatically when that slide came up. It would end when the slide changed.

Ok…but the words wouldn’t animate. For some unknown (at that moment) reason, the animation was hanging up at the sound byte. Now YOU get to benefit from my stumped-ness!

1.   Add your sound byte, by going to the Insert tab, clicking on “Sound,” and then “Sound from file.” Then navigate to your sound and double click it. Answer the pop-up box by clicking “Automatic.”

2.   Check the option boxes, “Hide during show” and “Loop until stopped.”

3.   Click the Animations tab and select “Custom animation” (2007) or “Animation Pane” (2010).

4.   Click on the sound byte in the Animation pane, and then click the down-arrow (1 below).

5.   Select “Effect Options.” (Arrow 2)

6.   About half way down that first screen, you’ll see the section called “Stop playing.”Click the radio button called “After _____ slides” and make sure the blank says 1.
7.   Click “Ok.”
Test it by clicking the slide show icon in the lower right corner of the screen.
Thanks for stopping by!

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PowerPoint – Creating Your Own Pictures

Hi Friends!

A picture says a thousand words, so they say. But you can help that conversation in PowerPoint. I frequently use screenshots (see my article on that at, and I like to mark them up with circles and arrows. Of course you can layer and group graphics together, but did you know you can save them as one picture? Then you can insert that picture in any document, share it on the Web, Facebook, or wherever you’d like.

Here’s how I do it. Once I’ve grouped my graphics (select all the elements, and there are a few ways to do that), I right-click on the graphic I want to save, and select “Save as picture.”

It will save it as a .PNG file, but it works in most picture applications such as those I mentioned in my introductory paragraph.

Play around with that. It’s pretty handy!

Thanks for stopping by!

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PowerPoint – From Your Computer to Another

Hi Friends!

Have you spent hours on your PowerPoint presentation, e-mailed it, then discovered that your fonts went crazy, changed to something that messed up your entire presentation? You could spend HOURS fixing that back or at least to something that “will just have to do.” There’s a quick and easy prevention tool.

First, make sure you have saved your presentation the usual way (as a .ppt file).

1.   In the 2007 version, click on the Office icon (square “1” in the illustration below). In the 2010 version, click on the File tab.

2.   Next, hover over “Save As” (square “2”). A menu of options for versions of your file will slide out to the right.

3.   Click on “PowerPoint Show” (square 3).

If you want to make extra sure you will preserve your fonts, follow these steps:

1.   In the 2007 version, click on the Office icon (top left corner). In the 2010 version, click on the File tab.

2.   Click on “PowerPoint Options.”

3.   A new box will open up called – imagine this! – “PowerPoint Options”. Click on “Save” in the left side of the box (square “1” in the illustration below).

4. Click “Embed fonts in the file (box “2” below),” then choose one of the two options below. If you choose the second option, “Embed all characters,” your file size will be bigger. However, if you choose the first option, no one – yourself included – will be able to make any changes to the presentation on another computer.

5.   Click “Ok” (box #3).

That’s it! Thanks for stopping by!

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PowerPoint – adding sound

Hi Friends!

Today we’re working in PowerPoint – adding sound. For the purpose of this tip, I’m going to be adding music so you can see how to make it span multiple slides. We’re working in Office 2007, but 2010 will take the same steps.

Open PowerPoint – either an existing presentation, or a new one. If you’re opening a new one, add 2-4 new slides. You don’t have to put any content on them. We just need slides.

To add music, click the Insert tab. At the right end of the Ribbon (Office 2007: The Ribbon), you’ll see the Sound button. Click the down arrow to tell PowerPoint where to find the sound.

Select “Sound from File.” Windows Explorer window will pop up, so you can navigate to the file you want. (Hopefully, you have at least one song that is in a proper “Sound Format. Microsoft lists the acceptable file types when you click the down arrow next to “Sound Files near the bottom the explorer window.) Once you select your sound file, a little box pops up asking if you want the sound to play at a mouse click or automatically when the slide opens. Click either one; you will have the option to change it when the sound Ribbon comes up:

This Ribbon holds your options for how to handle the sound. This is where you can change the “automatic” and “click” option you just made. But this menu offers one more choice – Play across slides, which I am choosing:

Anytime you decide to make changes to your sound, you can do that quickly by clicking the sound icon on your slide. The Sound Tools ribbon will appear.

Watch for a future post about creating slide transitions. If you want a slide show to last the entire length of  a song, and no more, you will need to control the amount of time each slide shows. Stay tuned!

Thanks for stopping by!

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PowerPoint: Design Themes

Hello Friends!

Today’s tip is about customizing slide designs in PowerPoint. Microsoft has offered a few design templates on the design tab (in versions 2007 and 2010) and even more template designs online. But sometimes we will have different colors in mind, maybe we don’t like the font in the template and the effect. Good news! We can change all of those to suit our own purposes!

This tip is only about changing the colors, in order to keep it short and sweet. Here is a picture of the “Themes” portion of the design ribbon (the band that shows when you’ve selected the design tab):

These are just some of the themes you can choose. For the rest of them you would use the down arrow or the dash plus down arrow, which shows all the themes:

The little squares near the bottom of each sample slide shown will not be on the slides. Those are to show you the colors that come with that theme. Some represent the bullet color, others represent background, font color for title and body. We want to use this theme (above), but not these colors. So we go to the right of all the sample slides, to where we see “Colors.” You will see the list of existing themes and the various colors associated with them, but below that you will see “Create new theme colors.”

Click on “Create new theme colors,” and you will see this screen (minus the red arrows and boxes, of course):

Notice you can now see all the same colors as the little boxes I spoke of earlier, but now you know what details they are associated with – at least by name, anyway. To change your theme colors, you will use the down arrows next to each item (arrow #1). Experiment with this, and have fun with it. When you have a theme you like, be sure and name it (arrow #2).  Here is how I played with the color theme:

This is only a first pass. You can see that some of the bullets didn’t come through very clearly, but I actually created the bullets so I could see what it would look like every time I change something on our pallet list.

Hope this will be a fun thing for you to experiment with!

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Thanks for stopping by!

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PowerPoint: Slide masters

Hello Friends! Today, we will work with PowerPoint. Why use slide masters? Maybe you want the same background and/or graphic on every slide. Maybe you want to modify a template that you like, but it isn’t EXACTLY what you want. Master slide saves you the hassle of modifying every slide in your presentation. Even when using slide master, you CAN still modify individual slides as needed.

Let’s start!

To navigate to the slide master view, click on the “View” tab, then click “Slide Master.” It will look like this:

On the left side, you have all the templates available (without going to the Microsoft website). The default template is highlighted in that column AND appears for editing in the large window on the right. To modify ALL the templates at once, click on the TOP slide (the one above the one that is highlighted). Now you can make your format changes to fonts that will affect every template below and every slide you create. You can “permanently” change the title, add a logo, change the background, and anything else you want to appear on every slide.

Once you’ve made your changes to your slide master, go to “Normal” view and start creating your slide show.

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