Powerpoint Tip #8 - Powerpoint Shortcuts

April 6th, 2009

powerpoint_tip

Below I’ve provided a summary of various powerpoint shortcuts which will make your life easier by reducing the time required to create your shows. I find that using them will improve your efficiency by over 100%. Use them, they really work!

Text Formatting Jack

Task: Windows Keyboard Shortcuts:
Change Font CTRL+Shift+F, then use up/down arrow keys, click Enter when done
Change Point Size CTRL+Shift+P, then use up/down arrow keys, click Enter when done
Increase Font Size CTRL+Shift+>
Decrease Font Size CTRL+Shift+<
Bold CTRL+B
Underline CTRL+U
Italic CTRL+I
Superscript ALT+CTRL+Shift+>
Subscript ALT+CTRL+Shift+<
Plain Text CTRL+Shift+Z
Spelling Checker F7
Center Paragraph CTRL+E
Justified Paragraph CTRL+J
Left-Aligned Paragraph CTRL+L
Right-Aligned Paragraph CTRL+R
Change Case Shift+F3 toggles selection through lower case, upper case, initial caps with each
press of keys
Create Hyperlink CTRL+K

Deleting and Copying

Delete Character Left Backspace
Delete Word Left CTRL+Backspace
Delete Character Right Delete
Delete Word Right CTRL+Delete
Cut CTRL+X
Copy CTRL+C
Paste CTRL+V
Undo CTRL+Z
Create a copy of the text CTRL+Drag

Navigating in Text Blocks

Character Left Left Arrow
Character Right Right Arrow
Line Up Up Arrow
Line Down Down Arrow
Word Left CTRL+Left Arrow
Word Right CTRL+Right Arrow
End of Line END
Beginning of Line HOME
Paragraph Up CTRL+Up Arrow
Paragraph Down CTRL+Down Arrow
End of Text Block CTRL+END
Start of Text Block CTRL+HOME

Navigating and Working With Objects

To Previous Object TAB
To Next Object Shift+TAB
Select All Objects CTRL+A
Drag and Drop Copy CTRL+Select and Drag
Create a Duplicate Object CTRL+D
Create another Duplicate with same offset as first Duplicate CTRL+D, move new copy to desired location, then use CTRL+D repeatedly to create more copies

Outlining, in All Views

Promote Paragraph ALT+Shift+Left Arrow or
TAB from beginning of Paragraph
Demote Paragraph ALT+Shift+Right Arrow or Shift+TAB from beginning of Paragraph
Move Selected Paragraphs Up ALT+Shift+Up Arrow
Move Selected Paragraphs Down ALT+Shift+Down Arrow

Outlining, in Outline View

Collapse to Titles ALT+Shift+1
Expand Text under a heading ALT+Shift+Plus
Collapse Text Under a Heading ALT+Shift+Minus
Show All Text and Headings ALT+Shift+A
Display Character Formatting Keypad / (numlock off)

Selecting, in Text

Character Right Shift+Right Arrow
Character Left Shift+Left Arrow
End of Word CTRL+Shift+Right Arrow
Beginning of Word CTRL+Shift+Left Arrow
Line Up Shift+Up Arrow
Line Down Shift+Down Arrow
Select All CTRL+A or F2
Select Any Text Drag with left mouse button depressed
Select Word Double-Click
Select Paragraph Triple-Click
Drag and Drop Select and Drag
Drag and Drop Copy CTRL+Select and Drag

Working with Slides and Presentation Files

New Presentation CTRL+N
Open a Presentation CTRL+O, CTRL+F12
Save CTRL+S, F12
Save As F12
Print CTRL+P
Find CTRL+F
Replace CTRL+H
New Slide (menu) CTRL+M
New Slide like last one, no menu Shift+CTRL+M
Exit/Quit CTRL+Q or ALT F4
Move from Title to Text CTRL+Enter
Move from Body text to Title of Next Slide CTRL+Enter

Working with Presentation Windows

Go to Previous Window CTRL+Shift+F6
Go to Next Window CTRL+F6
Size Presentation Window (Un-Maximize) ALT+F5
Maximize Application Window ALT+F10
Maximize Presentation Window CTRL+F10
Restore Presentation Window to Previous Size CTRL+F5
Put Presentation in its own Window CTRL+F5

Drawing & Formatting

Show/Hide Guides (toggle) CTRL+G
Switch from Normal View to Master View Shift+Click Slide View Button
Group CTRL+Shift+G
Ungroup CTRL+Shift+H
Regroup CTRL+Shift+J
Resize while Maintaining Proportions Shift+Resize
Resize from Center CTRL+Resize
Resize from Center while Maintaining Proportions CTRL+Shift+Resize
Rotate in 15 degree increments Shift+Rotate tool
Rotate from Corner CTRL+Rotate tool
Rotate in 15 degree increments from Corner Shift+CTRL+Rotate tool
Extend Line along same angle Shift+Resize
Make Straight Segment while Using Curve Tool CTRL+ALT+click (using curve tool)
Nudge object one grid unit Arrow Key
Nudge object one pixel CTRL+Arrow Key
Temporarily Release Grid/Guide Snap ALT
Create Multiple Guides CTRL+Drag Guide

Controlling Slides in Slide Show

Go to Slide <number> <number> ENTER
Black/Unblack Screen B or Period
White/Unwhite Screen W or Comma
Show/Hide Pointer A or =
End Show ESC, CTRL+Break, Minus, END
Erase Screen Annotations E
Advance to Hidden Slide H
Advance to Next Slide Mouse Click, Spacebar, N, Right Arrow, Down Arrow, Page Down
Return to Previous Slide Backspace, P, Left Arrow, Up Arrow, Page Up

Getting Help & Programming Tools

Help F1
Menu and Dialog Explanations Shift+F1
Right Mouse Click without Mouse Shift+F10
Bring up Visual Basic Editor ALT+F11
Macro Recorder ALT+F8

Powerpoint Tip #7 - Speaking notes in handouts

April 5th, 2009

powerpoint_tip

After speaking with a client about how to simplify his show slides I ran into the following objection. “I know that I am packing too much on my slides but I need to use it for handouts later”. This is the catch 22 of slide design. On one hand your goal should be to keep each slide as simple as possible (one idea per slide) but on the other hand you want to make the show understandable to others at a later time. My suggestion is to keep your slides simple (as they are) and include your detailed speaking notes. You can add an extra slide to the beginning of your handout version that instructs the viewer to reference the speaking notes for all the details.

You can download the samples shown at cattails.ca/samples.

For more information about Cattails please visit Cattails.ca.
To see video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Web Site Tip #6 - Write for your Audience

March 24th, 2009

WWW IconThis tip will work equally well on your Website, in brochures, in your promotional videos, or anywhere you are marketing or advertising.

Write your message to appeal to your audience, not you. People don’t want to hear you brag about yourself, or how great your product is. People want you to help them solve their problem.

For instance, a pipe bursts in your house at 2:00 AM, and you’re frantically searching online or in the Yellow Pages for a plumber.
You come across two candidates.

One site boasts about his 25 years experience, his fleet of trucks, and all his satisfied customers. All good things to know, but…

The next site has similar copy, just further down the page.
His heading, in big bold letters reads…
Need a plumber fast? We’re available 24/7. Call us right now, we can be on our way in under 5 minutes, day or night.
By the way, we have 25 years experience, a fleet of trucks, and lots of satisfied customers.

I don’t know about you, but plumber number 2 certainly got my attention.
He provided an immediate solution to my problem.

This is used in successful advertising all the time, benefits sell your product, features justify the buying decision.

This process works equally well even if people are searching for good things.

When someone is planning a world cruise, and looking for a travel agent, their “problem” is making sure they get the best deals.
You need to position yourself as the agent that will solve this problem for them.

So design your Website to help your visitor, not brag about yourself.
Remember, its all about them, not you.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Web Site Tip #5 - Google Analytics

March 24th, 2009

WWW IconHow much do you know about the people who are visiting your site?
Do you know what operating system they are using?
How about their browser…Internet Explorer, Safari, Firefox?
More importantly, how did they get to your site?
What search terms did they use?
What pages did they click on, and how much time did they spend on each page?
Did they go to a certain page more than once?

All this is valuable information that you can use to improve not only the effectiveness of your site, but this is also be a great marketing research tool. By analyzing data such as search terms used, you can change you web copy to match exactly the most popular search terms used. Your visitors will think you made the site just for them.

And all this information is free. It comes to you through a program called Google Analytics. Once you sign up, you copy and paste a small piece of code they give you onto the pages on your site where this data would be valuable. Then, within a couple of weeks, all the information is available to you in a variety of reports generated by the system.
All free, and courtesy of Google.
Go to www.Google.com/analytics to learn more.

Free marketing data, it doesn’t get better than that.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Web Site Tip #4 - Increase Traffic with External Links

March 24th, 2009

WWW IconHere’s a tip for getting more traffic to your site… use external links.
These are links back to your site from other sites.

A large part of Google’s ranking is based on how many of these links you have.
So, how can you generate these links? Two ways.

One is to visit other sites similar to yours, and request a link exchange. For this to be effective, the sites you talk to should be in the same general interest area as your site. You obviously wouldn’t request a link exchange with your competition, but what about with your suppliers, or even some of your customers, or perhaps trade associations.

A second way to generate external links is to visit blogs, forums, or websites, again in your field, and leave pertinent comments. These comments must be of value to the discussions taking place.

It is essential that you don’t advertise or blatantly promote yourself in your comments! This is considered SPAM, and you will be kicked out.

What is allowed however is a tag line and a link back to your site in your signature. Two good things happen here, one, if your comments offer value to the reader they may just click on your link to find out more about you, and two, even if nobody clicks, you have still generated an external link, and Google will take note of that fact.

If you can add just one or two of these links a week, you will see your rankings steadily improve.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Web Site Tip #3 - Website Keyword Phrases

March 24th, 2009

WWW IconAs I’ve said before, for high search result rankings, you have to please the Google gods.

So, if you sell widgets, you must make sure the phrase “widget” is used in the copy throughout your site, especially on the home page.
But there’s more to it than simply using the phrase “widget”.

Put yourself in the mind of your visitor.
What search term would they use if they are looking for your product?
Would they search simply for widgets, or maybe for industrial strength widgets, or environmental friendly widgets, or even for custom made widgets.

Research is showing that people use 2, 3, and even 4 word search phrases.
You have to think about all the possibilities they may try when searching for your product, and you have to incorporate those different phrases into your web copy.

Doing this will make Google very happy, and you will be rewarded with qualified visitors to your site.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Web Site Tip #2 - Driving Traffic to Your Site

March 24th, 2009

WWW IconLet’s talk about getting traffic to your site.

You may have the greatest looking site, with amazing functionality, but if no one is visiting you, it’s not helping at all.
You have to get the search engines like Google, and Yahoo placing you high up in their page rankings.

There are lots of ways to do this, and we’ll talk more about Search Engine Optimization in future episodes, but for now, let’s talk about one of the major factors Google considers when ranking your site… content.

Google wants its users to experience accurate search results, with high quality information, not a blatant sales pitch.
So if you’re a widget manufacturer, and your site offers lots of information on the history of widgets, and a white paper on European widgets vs North American widgets, and a blog all about widgets,  you will rank a lot higher with the search engines than your competitor who’s home page screams buy our widgets today.

Offering all this information will also build trust with your visitors.
It not only establishes you as an expert, but lowers your visitor’s sales resistance when you ask for the order.

Remember, content is king for both search engines and human visitors.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Web Site Tip #1 - Web Site Questions

March 24th, 2009

WWW Icon

Today I’d like to talk a little bit about web site creation.

The very first question we ask our clients when they hire us to build their site is…
What do you want your site to do? Do you want it to…

Sell a product or service?
Capture visitor’s contact information?
Show people you’re an expert in your field?
Do you want to talk about your people?
Are you trying to get a visitor to bookmark your site so they come back again?

In many cases, you want to accomplish all of these, and that’s fine, but you have to establish an order of priority. Too many sites we see try to do it all right on the home page. This will just confuse your visitor, and they are likely to move on to another site before you can convey your message. So, the very first question you must answer is…
“If I can accomplish only one objective when someone visits my site, it is to…”

This exercise is a lot harder than you think, but finding the right order of priorities is the key to a successful web site.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Powerpoint Tip #6 - Overall Slide Design

February 16th, 2009

powerpoint_tipToday I’d like to talk about overall slide design.

Slides should contain a relatively plain background and a title bar. The title bar can be as simple as a line  under the headline or it can be a lighter or darker version of your existing background. The bar should take up about the first inch and a half across the top of the screen.

You can make a slightly darker version of the background by simply dragging a black box over your slide and setting the opacity to 80%. This way your existing background will still show through and have some continuity with the rest of the slide.

I find many people use too many different layouts within a selected design. Stick to one or two layout and your show will appear more professional and polished.

You can download the samples shown at cattails.ca/samples.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…

Powerpoint Tip #5 - Font Colour Choices

February 16th, 2009

powerpoint_tipI’d like to tackle the topic of selecting good font colours for the most popular backgrounds.

1. Make sure you use a font that reads well on your selected background. This means a high contrast font that is either dark or light in colour.

2. Most people use black text on their slides because they are using a plain white background.  I suggest you use a dark text colour instead to improve the look. The safest choice is to use a dark rich blue. Remember this is best used on a light or medium background.

3. You can improve your headline by making it bold version of your selected font. You can tweak it further by making it a slightly darker version of your main text. This will provide some consistently between the headline and detail text.

You can download the samples shown at cattails.ca/samples.

For more information about Cattails please visit Cattails.ca.
To see more video powerpoint presentation tips please visit CattailsTV.

See you soon, Jack…