Advance PowerPoint Tips and Tricks
No matter if you are a regular user or an occasional user of PowerPoint, these Advanced PowerPoint tips and tricks will save you a ton of time and make you look like a pro. These PowerPoint tips will help you make you presentations look better in lesser time and effort.
1. How Not to Lose Format While Sharing (EMBED YOUR FONTS)
Most of us face a similar problem while sharing PowerPoint files, but most of us over look it. The problem is whenever we use custom fonts or fonts apart from the ones that are built-in, the font changes whenever a presentation is opened on a new PC or laptop. Think about is this way, you design a presentation and you use three fonts in the presentation, to make it more visually appealing. Then you send it to your professor or client and when they open it all text alignments are out, all the heading sizes have changed, and two of your fonts out of three are switched automatically to some system fonts, making your presentation look armature.
There are two simple solutions to keep your fonts and fonts formatting in place, first method is straight forward, which is to save your PowerPoint file as PDF. The other method is to embed fonts.
How to Embed fonts in PowerPoint Presentation
In just a few simple steps you can embed fonts to you PowerPoint file:
- First Click File on the top left corner of the screen
- Then click on options
- PowerPoint options window will pop up
- Now you will see a list of options such as General Proofing save etc. on the left side of the PowerPoint options pop-up window
- Now click on SAVE
- In the save option look at the end of the screen you will find the option “Embed Fonts in the File” – Now click the Checkbox beside the option “Embed Fonts in the File”
- Now two more options will appear:
- Embed only the Characters used in the presentation (this option will embed only the characters (alphabets, digits, special characters in your presentation file, which means if someone edits the file and uses some other character the fonts will change to system font for those characters – however this option will not add to the size of your presentation)
- Embed all the characters – this is the best option for others to edit your presentation and there will be no change in fonts whatsoever, but this option will significantly increase the size of your PowerPoint file.
2. SAVE AS PICTURE PRESENTATION
If your PowerPoint file has a significantly large size and you just have to send you presentation or email it you can save the presentation as “PowerPoint Picture Presentation”. This option will change each slide into an image and reduce the size of the presentation significantly. You will lose all the animation in the presentation if you select this option and yes you won’t be able to edit the file either. However, you can add slide transitions to the presentation after you change it to picture presentation.
Steps to save you presentation as PowerPoint picture presentation:
- Press Ctrl+SHIFT+S this will open “Save as option” window
- On the bottom of the window below File Name there will be an option “Save as Type”
- Click on that and a list of save options will appear
- Select the option “PowerPoint Picture Presentation” and click Save… and you are done.
3. CUSTOM SLIDE SIZES
Most of the people think that there are only two slide sizes available in PowerPoint, Wide screen (16:9) and standard )4:3). Well there are many other slide sizes available in PowerPoint such as:
- Letter Paper (8.5×11 inch)
- Ledger Paper (11×17 inch)
- A3 Paper
- A4 Paper
- B4 (ISO) Paper
- B5(ISO) Paper
- 35mm Slides
- Banner (8×1 inch)
And the best and the most flexible of all is the custom size. So, how do you change the slide size according to your requirement? Just follow these steps.
- On the top menu ribbon click on “Design”
- On the extreme top right corner click on “Slide Size”
- A drop-down list will appear with three options
- Custom Slides
- Now click on “Custom Slides” slide size window will pop-up, now click on the “Slides Sized For” and a drop-down list will appear with different built in slide sizes and at the bottom of the drop-down list there will be custom slide size option.
- Click on “Custom” and set the width and length of the slide and hit OK.
4. SHAPE MERGE TOOL
PowerPoint has a large number of built-in shapes options you can find that in “insert> Shapes”, however there is a far advance option in PowerPoint as well which allows you to create new shapes by merging two or more different images. First make two images which you want to merge and create a new shape. Select both shapes and click on format in the top menu then see on the top left side you’ll see “Edit Image” below it you will se “Text Box” and last would be merge shapes. First select both of your images then click on merge shapes, a drop-down menu will appear with the following options:
- Union: This option as evident by its name combines two shapes forming a new shape.
- Combine: this option combines two shapes; however, this option removes the area of two shapes which intersect with each other
- Fragment: Cuts out the shape where the two shapes interest and the remaining shapes of the two shapes
- Intersect: With this intersect you can create a shape which to intersecting shapes create, to be precise this option creates the shape where two shapes intersect.
- Subtract: This option subtracts one shape from the other.
With these options you can create amazing new shapes.
Check out how this amazing PowerPoint template is created using “Shape Merge Tool”
5. ALIGNING OBJECTS IN POWER POINT
This is a great option to align objects in PowerPoint to make your presentation look clean. You can use this option to align shapes, text boxes and images.
Single object alignment:
To align an object, select the object then click on “Format” in the top menu, then look at he top right side of the menu you’ll find “Align” option click on it to see “Align Options” which are:
- Align Left
- Align Center
- Align Right
- Align Top
- Align Middle
- Align Bottom
- Align Horizontally
- Align Vertically
- Align to slide (This option is selected by default and aligns you objects with respect to the slide. Which means if you select align center this will take the object to the center of your slide).
- Align Selected Objects (This option is used to align multiple objects, and the objects will align with respect to the object which is selected first).
With single object selected these align options will align your object with respect to the slide.
Align Vertically & Align Horizontally Options
This option aligns multiple objects vertically with equal spaces between them, however the size/dimension of all the objects needs to be the same. To vertically align a number of objects first select the top most object then select the bottom most object the select the objects in between the two (it is necessary to select the objects in this order), after this go to align and select “Align Center” this will make all the objects align in a line vertically, now to put equal space between the objects go to align and click on “Align Vertically” option. This will align all you selected objects vertically with equal spaces in between.
You can repeat the same process for objects to align them horizontally, there is only one difference which is when you select all the objects in the order mentioned above go to align and click on Align.
6. CROP IMAGES TO SHAPES
Almost all everyday users know the Crop image function in PowerPoint which comes very handy in many situations. However, a few people know Crop to Shape function. This function allows you to crop your images in shapes such as circle, square, triangle, pentagon and all other available shapes. To use Crop to shape option, follow these steps:
Click on the image, in the top menu go to “Format” then look at the right side of the menu you’ll find “Crop” option.
Click on the little down arrow, a drop-down list will appear now click on the “Crop to Shape” option and select the shape you want your image to crop to. Its simple as that. Once you select the shape the aspect ratio of the image will get distorted.
Now you need to click the shaped image and click on “Crop” in the “Format” menu and manually stretching the image until it looks OK.
Check out this Free PowerPoint template to see what “Crop to Shape Tool” can do
7. MATCH COLOR USING EYE DROPPER
This is a very simple to use and fun function of PowerPoint, if you want to use a color for which you do not have a color code or you just like a color and want to use it in your presentation. Just take a screenshot of that image and easily copy that color using “eye dropper” tool. Follow these steps to use “eye dropper tool to copy colors you like in your presentations:
- Take a screen shot of the image containing the color you want to copy and paste or insert that image in your PowerPoint slide
- Now go to insert>shapes in the top menu and select any image you want to use.
- Create the selected image on the slide, the default color of that image will be plain blue
- Now your slide has two objects on it, the image containing he color you want to use and the shape you want to use the color on.
- Now select the image and go to Format>Shape Fill, click on “Shpe Fill” a drop down menu will appear with default theme color options look down below the color options, see below the “More Color Fill” option you’ll se “Eye Dropper” click on the eye Dropper and now your cursor will change into a small eye dropper.
- Take the eye dropper cursor to the image which you pasted on your slide and click on the color you want to use
- As soon as you click on the color the eye dropper tool will copy that color and fill it in the shape you selected
- The color will be saved automatically in the color palette in format>fill color so that you can use it in future and don’t have to copy it again and again using Eye Dropper.
Tip: You can use Adobe Color (https://color.adobe.com/create) to create your own amazing color palettes which are not available in PowerPoint by default
8. MATCH FORMATTING USING FORMAT PAINTER
Format painter is another very useful and pretty time saving tool, with this tool you can simply copy the formatting (gradient, shade, glow, reflection, font size, font, font color etc.) of text or shape with just one click saving time to format every shape, text box and headings again and again. You can take advantage of the “Format Painter tool” by using these simple steps:
- First select that shape or text box whose formatting you want to copy
- Now go to “Home” in the top menu and look at the extreme left side of the Menu, in Clipboard options beside Paste icon you’ll see a small paint brush icon, click on that icon, now your cursor will change to a paint brush.
- Now simply click on the text box/shape you want to copy the formatting on and voila you just saved yourself a few ore seconds of your time!
These PowerPoint Tips and Tricks can save you a lot of time and effort, most of professional PowerPoint presentation designers use these and many more tools to design absolutely fantastic presentation decks. It may seem difficult to adapt these tools but once you get use to these you’ll understand the true potential of these tools. More tricks and tips are coming your way soon with videos soon, so keep visiting.