Slides Reuse Feature PowerPoint 2010

It has been too long since I have posted and for that I apologize. I didn’t take the time to post while on vacation in Norway. Anyway, I am back and today’s blog post is about the “Slides Reuse” feature of PowerPoint 2010.

Sometimes you may want to reuse a particular slide from another presentation you made before. Instead of having to open this presentation and copy/paste the slide from one presentation to the other, you can use the built in “Slide Reuse” feature of PowerPoint.

1. While working on a presentation in Normal view, be sure that you are looking at the “Slides” tab in the left hand side and click between the slides where you want to insert a slide from another presentation.

PowerPoint Presentation

2. On the “Home” tab, click on the little arrow (the bottom part) of the “New Slides” button in the “Slides” group. In the drop-down choose “Reuse Slides” at the bottom.

Insert New Slide

3. The Slide Reuse pane will open on the right side of the window. You will have the option to insert a slide from another presentation or from a slide library. Here we will use another PowerPoint file.

Reuse Slides Pane

4. Browse to the presentation that contains the slide you want to reuse. Click “Open”.

Browse for Presentation

5. All the slides from this presentation shows up in the Slide Reuse pane on the right side.

Slide Reuse Pane with Open Presentation

6. Click on the slide you want to insert. The slide is inserted in between the slides you chose in 1.

Presentation with Inserted Slide

You can click on another slide if you want use more slides from this presentation or browse to a different presentation or just close the Slide Reuse pane to continue working on your presentation.

How to manually change kerning in PowerPoint 2010

When using really large font sizes in PowerPoint the space between some characters might not come out perfect. The area between characters is know as kerning and you can read more about its importance here. The bottom line is, if the kerning is off the text will look funny. So here we will look at one way you can use to adjust the kerning in a large typeset text in PowerPoint.

1. You can see that the space between the first 1 and the 0 is much bigger than between the other characters. This is very noticeable and it feels like the 1 doesn’t belong to the other text.

Bad Kerning

2. Select only the 1. Or the first character before the space you want to adjust.

Highlight First Character

3. Click on the character spacing drop down in the “Font” group on the “Home” tab and choose “More Spacing…”. You can also get to this by clicking on the little icon in the bottom right of the “Font” group to see additional options.

More Spacing Drop Down

4. A dialog box will show up that allows you to change character spacings

Character Spacing Dialog Box

5. There is a drop down menu with 3 options:

  • Normal – This is just the normal spacing
  • Expanded – This is if you want more space between the characters
  • Condensed – This is if you want to reduce the space between characters

Drop Down Alternatives Character Spacing

We will choose “Condensed” since we want less space. Now we must decide by how many points we will reduce the space in the text input box. We experiment with different values and end up with 20.

Condensed By 20

6. And now we have text that has better kerning and is more balanced

Better Kerning

How to save slide as image in PowerPoint 2010

Did you know that you can save one or more slides as images in Microsoft PowerPoint 2010. It is actually pretty easy.

You can either save all slides as images at the same time or do one slide at a time. Let us start by looking at how to save all slides at the same time.

1. Open the SlideShow you want to save as images

Open SlideShow

2. Go to the “File” tab (backstage) and click on “Save As”

File - Save As

3. A Save As dialog box will show up. Browse to the folder where you want the images to be saved. At the bottom click on the drop-down menu “Save As Type:”.

Save As Dialog

4. Scroll down to the type of image format you would like

  • GIF (Graphics Interchange Format)
  • JPEG (File Interchange Format)
  • PNG (Portable Network Graphics Format)
  • TIFF (Tag Image File Format)
  • BMP (Device Independent Bitmap)
  • WMF (Windows MetaFile)
  • EMF (Enhanced Windows MetaFile)

Save As File Type

5. Choose “File name” and click “Save”

Save As File Name

6. A new dialog shows up asking with 3 buttons: “Every Slide”, “Current Slide Only” or “Cancel”. Since we are saving all slides in the SlideShow as images we choose “Every Slide”

Save As Every Slide Dialog

7. A confirmation message shows up telling us that all our slides have been saved as a separate image. Click “OK”.

Save As Confirmation

If we go to the folder shown in the confirmation message, the same one we choose in step 3, we will see a new folder with the “File name” we provided in step 5. Inside this folder will be one image file for each slide in our presentation.

All Images In Folder

If you only wanted to save one of your slides as an image just choose “Current Slide Only” in step 6. You will then have the opportunity to name the file something of your choosing. This as opposed to when saving all slides the names of the files will be “SlideX” where X is the slide number.

This is a really neat feature if you want to post an image of a slide or a whole SlideShow on your blog or online. It can also be used if you make a nice drawing or diagram in PowerPoint that you want to use in a page layout software for a brochure or magazine. There are probably many more times when saving your slides as image files can be useful. How do you use this feature?

How to Embed Fonts in PowerPoint 2010

When sharing a presentation with other people you may experience them calling you up saying that things are not aligned and look funny. This could be the result of you using a font in the presentation they don’t have on their computers. PowerPoint then substitutes your font with one on their system. To avoid this, it is possible to embed the fonts you use in the presentation. That’s what we are looking at today.

The place to find the settings for embedding fonts is in the PowerPoint backstage (the file tab), under “options” on the left side.

PowerPoint Backstage View

After clicking on options a new window opens up, the PowerPoint Options dialog. Click on “Save” on the left side and at the bottom of the window are the settings available for embedding fonts.

PowerPoint Options Dialog

Click the little checkbox next to “Embed fonts in the file”. There are two options; one for embedding only the characters used in the presentation and one for embedding all characters in the alphabet. By choosing the first option it will help to keep the file size down. This can be a good option if the people you are sending the presentation to are not going to edit it. If you are sharing the presentation with someone for them to make edits, then you are probably better off choosing to embed all characters.

PowerPoint Options Dialog Embed Font

And that’s how you embed fonts in your presentation.

Change the size of your slides

Sometimes it is necessary to change the size of the slides you are using and here is how you can do that in Microsoft PowerPoint.

A somewhat common slide format is the 16:9 format or a wide-screen format. This can be useful for presentations in very large audiences, in big rooms with big projector screens. The typical size is a 4:3 size. The numbers refer to the aspect ratio of width to height of the slide.

So the way to do this in PowerPoint 2010 is to go to the Design tab, then click on Page Setup

Design Page-Setup

The following window will appear:

Page Setup Window

There are already many options created for you in the drop-down list or you can create your own custom size by directly inputting the size in the width and height boxes.

Page Setup Window w Drop Down Expanded

Insert Video from Web – PowerPoint 2010

Just a quick look at how you can insert a video into your slide presentation from the Web. In this example I will use YouTube.

First you must find the video you want to insert into your presentation so I went to YouTube and picked a random video I found. (You can click on the image to see a bigger version.)

Screenshot of YouTube video

Copy the embed code as highlighted in red in the screenshot above.

Back in PowerPoint, find the slide you want the video inserted on and go to the Insert tab and click on Video. Choose Video from Web site….

Insert Video in PowerPoint

A new window will pop-up. Past the copied embed code and click insert.

Insert or Paste Embed Code

The video will show up on the slide.

Video Inserted on Slide

Using Custom Shapes in PowerPoint 2010

Microsoft PowerPoint 2010 has some cool custom shapes functions that are not visible in the ribbon by default but can be added.

To add or customize the ribbon go to “File > Options”. In the pop-up window on the left choose “Customize Ribbon”.

Then you must create a custom group to add the new functions to. On the bottom right side click on “New Group” while having the “Home” selected in the “Main Tabs” window. A new group will be added. You can rename it if you like.

In the middle drop down menu choose “Commands Not in Ribbon”. Then scroll down and find “Shape Combine”, “Shape Intersect”, “Shape Subtract” and “Shape Union”. Select each one of them and click “Add>>”. Click “OK”.

Customize Ribbon Option Window

You should now have a new group in the Ribbon under the Home tab.

Let us now look at what each of those do. All of these 4 functions do something to 2 or more shapes so we need to have at least 2 shapes drawn on the slide. We will use the same 2 shapes to test each of the 4 functions; a square and a circle. The shape that is on top (most forward) will be secondary shape. I will show the function selected in the ribbon above each result below.

One Red Circle and One Blue Square

1. Shape Combine

Combined Shapes

2. Shape Intersect

Intersect Ribbon Function

Intersect Shapes

3. Shape Subtract

Subtract Ribbon Function

Subtract Shapes

4 Shape Union

Union Ribbon Function

Union Shapes

Let me know about any cool shapes you come up with.