Hi.

hopefully you've got, hopefully you can see my screen, which is shared.

That's my name there.

it's Phil Spark, and I'm a trainer at Financial Edge.

I teach a lot of financial subjects but also quite a lot of office packages as well.

So, a little bit on PowerPoints which is helpful for this session, and also an awful lot on Excel as well.

I can see. Yeah, we've got a couple more people joined, which is great.

Okay, I make that one minute past. So let's kick off.

While we do, you'll see that my colleague, Agata has put a note in the chat box.

That gives you a link to two things. First of all, a link to the material relating to this particular session.

We're actually not gonna use any of the material. We're not gonna put slides up on the screen.

We're not gonna do sort of workouts. I'm just gonna show you some stuff on, on PowerPoints, but if you want documents backing that up, if you want PDF slides, and also some of the workouts, some of the exercises we're going to do on PowerPoint, then download those documents.

Agata has also put up on the chat box, a link to the closing link to this session.

So when we get to the end of this session, we'd be grateful if you would leave us some feedback.

And also, in the same link there's the option to get in touch with us, ask us any questions if you want further information about either what we're covering here or anything else that we as an organization do.

So without further ado, let's kick off.

Let's get into PowerPoint.

So on the screen, you should see PowerPoints at documents which first of all, tells you what we are going to, who I am, and also what we're going to do.

Now, of course, what I could do with this document site is I could run a slideshow and just have this entire slide on the screen, but I thought it was actually useful as we are talking about PowerPoints to actually put the, the PowerPoint package on the screen.

So you can see this, the components of PowerPoint.

So in the middle of the screen where I'm sort of waving my mouse now you can hopefully see this is the, this is the, the document that we've been working on.

And of course, I can just click into any part of that, and I could edit this, edit the titles, edit the pictures, edit the icons, and so on.

On the left hand side, you've got little thumbnails. You've got little thumbnails over here.

So if I click on the top one then the screen should change to the main title.

Click on the second one, and it jumps to the introduction showing what we're going to do. That's the main point of the main slide that we wanted to display.

So we have those thumbnails.

And of course, you've got, you can also do, is you can use this to navigate around the around the, the documents and rearrange the documents. So you'll see I've just moved the contents, slide here into the middle, and then I could move it back again.

Other things to be aware of on the PowerPoint interface.

First of all, at the bottom, you have this section for notes right down at the bottom where you can put speaker notes, which are not displayed, but which are associated with any individual slide.

So these might be reminders bullet points reminding you of things that you want to say when you're actually presenting this particular slide.

And finally, up at the top, we have the normal, relatively standard office menus. So file with things like save and new and open and things like that. And then the homepage, which has got all the main editing features.

And then things like insert draw, design, and so on.

You underneath that, you also have the window.

So the ribbon and the ribbon, is I would argue for PowerPoint, which is a very sort of visual program, a very visual package.

It's perhaps a little bit more useful than it is perhaps in some of the other office packages if you can't actually see the ribbon, and I'll just turn it off show you what it looks like.

So if I go back to tabs only, so if I can't see the ribbon, then how you get the ribbon up on the screen.

If you click to, you click view up here, you get to the ribbon underneath.

And then if you click over on the very right hand side where it says ribbon display options on this little dropdown arrow, I'll click on always show ribbon, which is useful to always have that.

There, I think it's also worth making the point that the PowerPoint interface is context driven.

So what that means is when you change things, when you click on something, when you are working on something, then the menus change so that you've got the right menus for what you're doing.

Now if I just show you an example of that, if I click into this very top text box here, you'll see that it highlights this group of icons and text and a little shadow underneath, and you'll see that up at the top, I've got a new menu that says Shape format which give me options in terms of what I actually do. So if I click on that, you'll see that the ribbon changes, and these, this ribbon relates to what I'm doing at the moment.

It relates to options, for a shape on the, I can edit within Excel.

Final other points, I would just mention if I then right click on a particular, well, I'll just move out of the Y. If I write, click on a particular section.

So on a text box or a shape, you'll see at the bottom, there are lots and lots of fairly standard context driven options.

But right at the bottom, there's a thing that says format, shape.

Now that it doesn't always say a shape. It depends if you had a graph or a chart, it would say format charts, or if it was a line, it would say format line.

But if I click on that format shape, then on the right hand side of the screen, I get another, little set of menus, another little sidebar opens.

And again, this is context driven and often a lot of the more sophisticated options and editing tools relating to whatever it is that you are actually, working on pop up in this particular section.

So you can see here, I've got a little paint pots at the top, which basically gives me options in terms of the color and the outline of that particular text box.

If I click the next one, which is a Pentagon shape, then it gives me a little bit more detail in terms of that shape.

And then over on the right, I've got text options.

So you can see this is a box with text inside.

So there'll be options, in relation to how it's handling the text, what font whether it's left or right justified what happens if it goes onto two lines, those sorts of things.

So, just be aware that the PowerPoints is context driven.

The menus ebb and flow, the menus change depending on what you are actually doing.

I think final points I'd make on this although of course, like any office package PowerPoints will enable you to have keyboard shortcuts.

So if I go into home and I click in, I just hover over paste, you'll see that paste has got the normal standard office keyboard shortcuts control V for paste.

And it, you know, it's got control C for copy, and so on control X for cut, all of those keyboard shortcuts are available just as they are in other office packages.

And similarly, if you want to create your own keyboard shortcuts, then you can click the alt tab sorry, the alt key, so left hand side of the space bar, just the same as if you click alt within Excel.

And again, you get letters F for file, H for home, and so on.

And you can therefore construct your own keyboard shortcuts.

My view is that in reality X PowerPoint is perhaps more visual and more suited to using a mouse than perhaps words or Excel.

If there are things that you find you're doing a lot of times, then of course the keyboard shortcuts can actually save you time.

But perhaps because you are often moving things around using the mouse, making things bigger, making things smaller, pushing things to one side or the other it probably is a little more of a mouse driven program than a keyboard driven program than Excel.

But of course, you know, keyboard shortcuts you know, the clues in the name they are shortcuts, so therefore, they can save you a little bit of time.

Okay. Final thing we're gonna do just before we go off and open up a new PowerPoint spreadsheet is, I'm just gonna highlight these little icons right at the very top of the screen, almost on the very top line next to the title.

And basically they are quick acts.

This is the quick access toolbar.

Again, these are available in all the more recent versions of all of the office packages, whether it's Word, Excel, or PowerPoints.

And so you can put up here icons which you find particularly useful, which you find yourself using a lot.

I've got one up here for save.

I've got one up here for undo, and then another one for redo.

If you want to change the quick access tool to toolbar, then basically you click on that little arrow to the right hand side, and you can just select from a lot of the standard options, or you can go into more commands down at the bottom and, and jump into those and go, yeah, delve into some of the more some of the more esoteric functions of PowerPoints.

Okay. So what we're gonna do is we're not gonna use any prebuilt PowerPoints. We're just gonna jump into a brand new PowerPoints. We're gonna set up a brand new PowerPoint.

I'm gonna show you some of the options as you do that, and particularly some of the options for moving things around on a particular slide.

I think it's worth making the point.

Whereas words is very much a text driven package, and Excel is obviously a numbers and sort of columns and row driven package.

PowerPoint is very much a shapes driven package.

Um, it really is about, uh, a lot putting things into boxes, putting things into shapes, moving those around on the, uh, slide.

So, uh, if you can get to grips with how you deal with shapes, uh, whether that shape is an actual shape, like a box, uh, whether it's a, a chart, like a bar chart, whether it's a box containing text, uh, a box containing, containing bullet points, uh, they're all really in, in PowerPoint terminology.

They're all shapes, they're all things that can be moved around on the, uh, screen.

So let's go and jump in and build a brand new, uh, PowerPoint. So I'm gonna go up to file, um, and I'm gonna say new.

And you can see it says blank presentation up at the top.

And there are lots and lots of standard, um, office, um, uh, PowerPoint templates.

Um, you know, if you scroll down a little bit, you can see all of these, uh, I would argue slightly garish, um, uh, colored, um, uh, uh, templates.

And if you just jump straight into this, um, this will give you a, a template, um, you know, with a certain design, a certain look and feel it. However, if you work for a large organization, it's fairly likely you will already have templates, uh, set up, uh, with your corporate color palettes, uh, and so on. So obviously, uh, use those.

But there's some, you know, fairly, some of some of them are perhaps a little bit more muted, a little bit more sober, um, that you might find, um, uh, you might think are perhaps a little more appropriate.

I'm gonna go with a blank one just so that we can concentrate on the contents of the slide rather than the, uh, background.

So I'm gonna go with a blank presentation and opens up at something, uh, brand new.

And again, here we have an absolute plain, uh, um, and a, uh, we have, uh, a plain empty slide over on the left hand side in the little, uh, thumbnails over on the right hand side.

Again, you've got lots of potential designs, uh, that you can, uh, that you can use.

Uh, some of them, uh, you might remember from that last, uh, page.

Um, and you've got lots of, lots of, lots of, lots of ideas.

Again, I think most of these are fairly garish, but, uh, so I'm gonna stick to the, the fairly plain, uh, white, uh, one.

Okay. So let's, uh, jump into, in, in, in, in, into this, um, uh, first, first thing I'm going to just look at, um, is something called the master, uh, slides.

And just let me, uh, move my notes a little bit so I can get to the, uh, the right, uh, the right pages.

Okay, here we go. Um, so we need to set up our slides, um, and it's worth getting the basics right before we start putting any content onto our slides.

Now, one of the very first things, uh, we are going to do, um, is basically going, I'm gonna go to the design tab up here.

Uh, so it's in the, uh, it's in the middle of the menus.

I'm gonna click on the design tab, and you'll see that it comes up with, again, all of the lots and lots of themes.

Um, and I can go into perhaps one of those other, uh, themes.

Um, and it comes up with, uh, oops, sorry, let me click. That's the wrong one. Um, there you go.

And it comes up with a sort of, you know, an interesting, perhaps not too sort of, uh, bold, uh, background.

And all of your slides would, uh, have this sort of look and feel, uh, about them.

And again, there's lots and lots of themes that you can, uh, choose from.

I'm gonna go, uh, I'm gonna hit undo with my quick access toolbar and get rid of that. So I'll go back to nice and plain. One of the other things worth looking at is over here on the right hand side, it says slide size.

So if you go to slide size and click on that, and you'll see that it defaults to, uh, wide screen 16 by nine, which is the sort of shape of a, a modern tv, um, and most modern, um, computer monitors.

Uh, so that's, that's the shape of my monitor. That's, so that's, that's why, uh, uh, it's defaulted to, uh, that size.

Um, if you wanted something, um, that would fit an older fashioned, uh, la, um, screen, or a lot of laptops still have a four by three, um, sort of, you know, less wide, uh, screen, uh, then you can select four by three, um, or you can collect, you can select custom slide size down here.

Um, and that's useful if you are producing slides for perhaps say, a hard copy documents for a PitchBook or something like that, uh, where people are actually, you're actually gonna print, print it out, um, in either a for size or letter size if you're in the us.

Um, so again, you can basically get the basic shape of your slides, uh, right for the outputs and not have to sort of stretch the stretch in one way or the other when you actually, uh, print or possibly lose some things at the edges.

Now, the other thing that I'm going to look at, I'm just gonna get rid of this design over on the right hand side, so we've got a little bit more space.

Um, I'm going to look at the view tab, um, and you'll see that, I mean, the normal, uh, layout over here, which is basically, uh, the thumbnail on, on the left, uh, the main body of the, the main slide in the middle and the notes underneath.

And I've got other ways of, uh, arranging my screen.

So I can have a slide sorter, or I get all mini versions of all of my slides on the screen.

I can move them around, I can rearrange them.

And, uh, so on, uh, the notes page, um, is, uh, where the, uh, the, the speaker notes, uh, are bigger, um, you know, is, uh, uh, often very good to print. If you want a hard copy of a, a documents, uh, before you are going to, uh, present, um, that's a, uh, um, or, or for or, or for, or your readers as well.

Uh, that notes for you can be quite useful as well.

Now I'm gonna jump into this next, uh, icon here, which says slide master.

I'm gonna click on slide master, and you'll basically see on the left hand side, my thumbnails basically look quite similar, but they basically have lots and lots of options.

And what this does is it sets up a master slide for all of the various layout options that, uh, that PowerPoints, um, has got embedded.

Um, and you can see if I sort of jumped down to maybe this one, um, uh, PowerPoints, uh, one of the, one of the standards layout options is this one here, where PowerPoint will give you sort of two boxes, and they're called placeholders, give you two boxes.

Uh, and I could put perhaps bullet points on the left hand side, um, and a, a bar chart on the right hand side.

Uh, and this basically gives me some standard setups in terms of the fonts, in terms of, uh, bullets and how they sort of drop down to various levels, um, and so on.

Also, you can see at the bottom, I've got footer, uh, page number on the right hand side and the current date on the left hand side.

If I go to the very top one and I make changes on this one, then it'll basically make changes for the entire slide deck.

If I make changes just for one of those layouts, it'll only change slides with that particular layout.

Now, why this is particularly useful is that this is sitting underneath any particular presentation that I have got.

Uh, so therefore, if I make changes to this now, and then I decide at a later date, I want a different look and feel to my slides that I can come to here and I could change the background, or I could change the fonts or something like that, just give you an indication.

So if I say I want to change the background style to, uh, perhaps a very pale gray like this, um, you can see it's gone great, but it's also gone gray for all of my, uh, uh, subsidiary, uh, my, all of my sort of, uh, next level, uh, slide layout.

So I'll have that pale gray, uh, background for all of them.

If I wanted just one of them to just have a bit different background, uh, I could click on that one and just change the background style for just that one.

Again, I'm gonna undo that so we've got a nice pale background, uh, while we're working on some documents.

Okay, so I'm gonna go back to view and get outta that slide master and go back to my normal view.

And we're now gonna add a few, um, odds and ends and start playing around with them.

Um, if I right click on this left hand thumbnail, if I want to start putting, uh, new slides in place, then basically I can add them with a new slides at tab here, and it defaults, um, to this standard, uh, um, uh, the standard layout.

But if I wanted a different layout, so I wanted the two, the two sides side by side boxes, I go to this little box here.

I go to layout, I right click on that, uh, the, the, the, the thumbnail of this slide.

I, um, I click on a layout, and then I get all of those, um, alternatives. So I could go to the, the one that's two, the comparison one, which has got those two boxes on either side.

I'm actually gonna go for purely blank. So I've got lots and lots of space.

So I've got an absolutely blank slide here.

Now, as I said, PowerPoint is all about shapes, so I'm just gonna show you how PowerPoint deals with shapes.

So we're gonna go to the inserts box up here, and I'm gonna put in two or three, uh, shapes. So I can click into shapes.

I'm just gonna click, uh, a box, a little rectangle.

I'm gonna draw that on the screen.

And then I'm do, gonna do the same thing again.

I'm gonna click somewhere else. I'm gonna say, uh, insert.

And I'm gonna click, uh, shapes.

And I'm gonna click a slightly different color, a dif different, different sort of shape.

I'm gonna click a rectangle with, uh, rounded edges, something like that.

Now, once I get into one of those, I can change the look and feel of that box.

Now remember, this could be anything, this could be a chart, this could be a text box, this could be bullet points.

I've just put some boxes in here just so we can play around with them a little bit.

Um, so first things first.

You can see that for each of these shapes, I can resize it as I move the little, I, I click on the little, um, uh, little circles on the, uh, side.

Um, you can see that I've got a little rotation elements.

Now, if I just click on the, uh, corner, I hold down shift.

Now what shift does, oops, I wasn't selecting that. There we are. I hold down shift.

Now, if, if I move, um, my mouse, you'll see that it keeps the, the, the sort of the aspect ratio.

It keeps the sort of the shape of the box, the same, always a sort of rectangle.

Uh, whereas if I don't have shift, then it's entirely free.

I can turn it into a, a square, I can turn it into something long and thin.

Um, and, uh, so on, um, if I click on this little element at the top, the, uh, round circle, I can rotate it.

And again, if I do it, uh, without holding any keys, uh, then it's kind of free form.

If I hold down shift, uh, then it only only lets me jump in.

Um, I think it's, uh, uh, 12, 12 and a half degree, no, 22 and a half degree, uh, increments.

Um, so it's easy to get it exactly 45 degrees click z control Z to get rid of that.

If I wanna change the formatting of this, I right click, click on format, shape, and of course, I could do this with ribbon.

The ribbon, I could jump into menus, um, and so on.

Um, but if I write click, it gives me more options.

So over here I've got the little, uh, paint pot.

I click fill. I'm gonna change the, uh, the color inside.

So let's make it an orange color inside, uh, and I can change the line.

And let's make the line, um, perhaps, um, uh, thicker line around the edge.

There I am. Uh, so increase it's, uh, a number of points. Then there you go. You got a thicker line, uh, around the edge.

Um, other things that I can do, if I want to create another shape exactly the same, uh, I click on the blue box.

Um, I'm gonna click Ctrl, and as I drag a second, uh, I drag this away, it makes a copy.

So again, like control, um, and see within, um, within Excel.

Um, other things I can do if I want to arrange these.

Now, uh, Excel is extremely helpful.

If I just move the boxes around, you'll see it every now and again, I get these little sort of, uh, red, um, lines, uh, appearing.

Let me just get it to the bottom there. There we go.

Just at the bottom, you'll see there's a little red line, uh, joining up the bottom of the yellow and the blue box and bot that basically says, is those on now in line? If I drag this over to the, uh, right hand side, uh, then again, you'll see, um, that when I'm lined up, uh, I get little, uh, red lines, um, on, uh, uh, on the, on the right hand side.

Um, and Excel is, uh, sorry, PowerPoint's extremely sort of clever.

Um, if I line the blue two, the two blue ones up, then I get the little blue, the little red line again. So it makes it very easy to get things, uh, aligned.

Let me just make this a little bit smaller 'cause it's, uh, it's dominating the screen a little bit.

Um, now other things that I can do, um, if I want to, uh, arrange these, I hold down control.

I click on all of the boxes, and then now they're all, uh, um, they're all selected.

Um, if I right click, there are lots and lots of little options here, but if I right click, um, I can group them, click on this group, um, option, and now they become one item.

So if I just click anywhere within the middle, then they all move together.

It stays in that structure, which is great. If I've created something, if I've created something which is perfect, and I just want to move it somewhere else, or I want to copy the entire thing onto another page, uh, that works.

If I resize this, then it's basically shrinks all of them, keeping the sort of the layouts, keeping the kind of, uh, the relationship with each of those boxes, uh, consistent.

Um, if I right click within the box, uh, then I can grow to group and then ungroup, and it treats them again as separate items.

Um, also things like if I go to, uh, the arranged tab up here and I get the same thing, um, uh, with my right click, um, uh, I can, uh, I can do size and position options.

This one's a little bit easier to use the menus, uh, because we've got more menus up here.

Um, so these, I've now got three items.

Um, I can basically say I want to align, uh, um, oops, align, right? It's just jumping to help click on a line, right? And you can see it shifts everything over to the right hand side.

If I do the same thing and do a line left, uh, where am I arranged and a line and a line left, then it kind of moves all of them over.

Now you can see that's, uh, the yellow one is in front, is behind the blue one here.

So if I want to, uh, bring the yellow one forward, I right click on that and it will give me, uh, bring to front.

And I click on that as an option.

And it basically brings that one to the front.

And you can basically move these items, uh, backwards and forwards.

So if I want to have, uh, the blue, uh, one blue on the, on the front, then the yellow one, then a blue one behind, um, I can basically, uh, just with this first blue one, basically bring it forwards.

Uh, so if I click on bring, uh, oh, it's now in front of the back blue one, I need to bring it forward again.

And now it, uh, put them all in the right order. We've got blue, then a yellow, and then a blue one behind.

Uh, so you can really sort of rearrange these pretty much as you, uh, want it.

Uh, final thing I'm going to do on this, I'm just gonna move that blue one a little bit out of the way so we can just focus on just the, this one.

Um, one of the other things that you could do is you may well want text inside, uh, a box, different ways that we can do this.

So I'm first of all just gonna go to a standard text box.

I click on insert.

Um, and previously I was using, uh, shapes and of course everything else on here.

I could include charts, I could include, um, uh, smart art, I could include photos on a page, uh, lots of those sort of things.

One of the things I can include is the text box.

Um, so I'm gonna include click on text box.

Now, if I just grab this, you can see that I now have a, uh, uh, a cursor, it procreates a, a text box, and I can just type, um, into the text box, oops, as normal.

Um, and I get all of the normal, uh, uh, uh, elements, uh, all of the normal sort of type word, word elements, um, as I would normally do.

So if I double click, um, on say text, um, I can make it bold.

I could change the font.

I could, uh, create bullet tech, uh, bullet points and so on, um, just as I normally would do.

But of course, that's just a plain vanilla, uh, text box.

What if I wanted something, um, within, uh, this particular box? Now I just go to this blue box, double click, and might take a little moments there.

You'll possibly just see that I've got a flashing gray icon in the middle.

Uh, and that means I can type within the box so I can, sorry, apologies for my, uh, uh, spelling, but that kind of, uh, demonstrates how it still does, uh, spell checking.

Let me just, uh, move my s around and actually fix the, uh, the spelling.

So I can just type within this box.

And you'll see that it, uh, defaults to a, a, a white on blue, which looks pretty, pretty good.

Um, I could of course, um, just change, change, change, change the font as I would normally do, make it bigger, make it smaller, uh, change the color and so on.

Now, one thing I'm just gonna do is I'm just going to copy a section of the text And paste it a number of times.

Just keep on type, just keep on copying the same thing.

And you'll see that eventually it gets a bit too big, it flows over.

And because it's white text, um, it's actually outside of the, uh, blue box on a white background, so we can't actually see it.

Um, so I've got all of this, uh, type, uh, all and it's just overflowing, spilling over the edge of the box.

Now you'll see that over on the right hand side, this context driven option has got lots of stuff about the shape.

So that's the blue box with how big it is, and the liner at the, the border around the edge.

But it also has text options there on the right hand side.

And that's basically, 'cause we've now typed text into this, and we've got various elements, various, uh, things.

Uh, you can have, uh, various, uh, fonts. You can have, uh, shadows behind it, you know, groovy fonts.

Uh, but if I turn to this right hand side one, we start to get the sort of normal text options that we would have in words. So right aligned left lines, um, um, middle or middle, you know, whether, whether it's in the middle, uh, or at the top or the bottom.

There's one which is, uh, quite useful, which says, uh, don't auto fit.

If I look down a little bit, it says resize shape to fix text, or alternatively, the one above just says shrink text on overflow.

Um, now I click the resize shape.

So what this one does is it grows the box around the, the text.

Um, so as the, as you keep on, uh, typing, the, the box gets bigger, if you wanted the sh the, the text to shrink, um, then you click that little button just, um, just above.

Um, so very, very flexible. I just click away from that.

You can now see that I've got all my texts all just fitting within, uh, that nice blue, uh, box.

Um, and as I said before, the, the really important thing about PowerPoint is that it's, it's shape driven, whether we are using text, whether we're using bullet points, uh, whether we're putting up a, um, a chart or a, you know, a table or an extract from Excel, um, or just a block of text, a description, everything that PowerPoint does is all within these shapes.

So, um, hopefully what we've done today is show you a little bit about how you can manipulate those shapes, move them around, get them into the right place on, uh, your, uh, on, on, on, on your PowerPoint presentation and end up with a, hopefully a fairly, uh, slick, fairly, uh, persuasive presentation.

And, um, that's my, uh, 30 minutes, uh, my time is up, so I better, I better stop.

Um, again, just a reminder that in the chat box there is a link to a feedback form.

And when you've, uh, uh, and in that same place, um, you also have the option to drop as a question.

So if there's anything I've said that you want a little bit more information on, uh, drop as a line and one of the trainers, uh, will get back to you.

Okay. Hope that's been useful and hope to see you on another of our webinars very soon.

Okay, thanks a lot. Bye bye.