Category: PowerPoint Tutorial

Recover Your Unsaved File in PowerPoint 2013

powerpoint 2013

powerpoint tutorial

presentation

recover

Rick Enrico

SlideGenius

unsaved file

Jun 08, 2016

Losing your work due to an unsaved PowerPoint file can be incredibly frustrating, especially if you’ve spent hours perfecting your presentation. Fortunately, PowerPoint 2013 provides several options to help you recover unsaved files so you can avoid starting from scratch.Here’s how to recover an unsaved file in PowerPoint 2013:

1. Check for AutoRecover Files

PowerPoint 2013 includes a built-in AutoRecover feature that automatically saves your work at set intervals. If your PowerPoint crashed or was accidentally closed before you could save, AutoRecover may have stored a temporary version of your file.How to Do It:

  • Open PowerPoint and go to the File tab.
  • Select Info and then click on Manage Versions.
  • From there, choose Recover Unsaved Presentations.
  • A list of unsaved presentations will appear. Select the file you were working on, and PowerPoint will open it.

Example: If your computer shuts down unexpectedly, you can use AutoRecover to restore the file to the last autosaved version.

2. Use the Document Recovery Pane

If PowerPoint 2013 crashed, it may automatically open the Document Recovery Pane the next time you launch the program. This pane lists any unsaved files that PowerPoint can attempt to recover.How to Do It:

  • When PowerPoint opens after a crash, check the Document Recovery Pane on the left side of the screen.
  • Click on the file you want to recover. PowerPoint will open the last autosaved version.
  • Save the recovered file to ensure it isn’t lost again.

Example: After a program crash, PowerPoint automatically opens the Document Recovery Pane, showing you a list of recent unsaved files that can be restored.

3. Look for Temporary Files

If the AutoRecover feature isn’t available, you may still be able to recover your unsaved file from temporary files that PowerPoint creates.How to Do It:

  • Navigate to C:Users[Your Username]AppDataLocalMicrosoftOfficeUnsavedFiles on your computer.
  • Look for a file with the .tmp extension that matches the time and date you were working on your presentation.
  • Rename the file to have a .pptx extension and open it in PowerPoint.

Example: If you forgot to save a presentation and PowerPoint didn’t crash, the unsaved temporary file may still be stored in the AppData folder.

4. Check the Recycle Bin

If you accidentally deleted a PowerPoint file or saved over an existing file, check your computer’s Recycle Bin. You may be able to recover the deleted version of the file from there.How to Do It:

  • Open the Recycle Bin on your desktop.
  • Search for the PowerPoint file you accidentally deleted.
  • Right-click the file and select Restore to return it to its original location.

Example: If you accidentally deleted a PowerPoint file while cleaning up your desktop, you can restore it from the Recycle Bin.

5. Recover Older Versions of a File

If you saved a PowerPoint file but later realized you made a mistake or saved over the wrong version, you may be able to recover an older version of the file.How to Do It:

  • Right-click the file in File Explorer.
  • Select Restore Previous Versions.
  • A list of previous versions saved by Windows Backup or File History will appear. Choose the version you want to recover.

Example: If you made significant changes to a presentation but want to revert to an earlier version, you can restore a previous version using this method.

Final Thoughts

Losing an unsaved PowerPoint file can be stressful, but with PowerPoint 2013’s built-in AutoRecover features and the ability to restore files from temporary or older versions, you have several methods for recovering your work. By following these steps, you can quickly recover unsaved files and avoid losing hours of hard work.

2 Easy Ways to Avoid Missing Fonts in PowerPoint 2013

custom fonts

fonts

powerpoint slides

presentation

Rick Enrico

SlideGenius

May 23, 2016

Launching a presentation that fails to display your font choices can be disappointing. Not only can this scenario be completely avoided with a few simple checks, but it’s also a waste of time invested in picking a set of fonts that match your pitch.The problem happens when the fonts you used are unavailable on the computer you’re using for your presentation. Here are two easy ways to help you display custom fonts in your deck:

I. Embed Fonts

Embed fonts in PowerPoint first to guarantee font compatibility when transferring your deck to another computer. Follow these steps so that your fonts won’t go missing during a presentation:1. Click the File tab on the ribbon. You’ll be taken to the Backstage view.2. Click on Options at the bottom of the vertical ribbon.3. A window called PowerPoint Options will appear. Click on Save in the left column.4. Scroll down further and check the box for Embed fonts in the file under the heading that says Preserve fidelity when sharing this presentation.5. Select Embed only the characters used in the presentation (best for reducing file size).6. Click OK.Your custom fonts should now be embedded within the presentation. This method eliminates the need of having to install your custom fonts to every computer that will view the presentation.

II. Save as PDF

When you’re pressed for time, saving your presentation as PDF is also a great alternative. It’s ideal for maintaining the appearance of fixed slide layout and fonts. However, this format will be unable to play animations, so do take note if your pitch needs to be viewed with dynamic animation.1. Click on the File tab, select Export, then choose Create PDF/XPS Document.2. Click on Create PDF/XPS.3. A confirmation window will appear. Put a check next to Open file after publishing, below Save as type.4. Enable Standard (publishing online and printing).5. Give a file name for your presentation, then click Publish in the lower right corner.

Have a Backup Plan

Using great font combinations for your PowerPoint slides can give your presentation maximum readability. There’s also the added bonus of making your deck stand out from a sea of boring, default font types with a custom font unique to your presentation.That’s why instances like missing fonts and changes in font formats may put a dent on your well-designed deck. This doesn’t have to happen. Embed your fonts within PowerPoint 2013 to ensure that your custom fonts appear exactly as you want them to during your pitch. You also have the option to save your file as a PDF when you’re in a pinch. Although you’ll preserve the appearance of your slides, a PDF file can’t play any animations that you’ve set in each slide.Choose among these two easy options so that your fonts won’t disappear when you have a big presentation coming up.

References

“How to embed fonts in PowerPoint.” Microsoft. n.d. www.support.microsoft.com/en-us/kb/826832“Troubleshoot font problems.” PPTools. n.d. www.pptfaq.com/FAQ00402_Troubleshoot_font_problems.htm

How to Add Narration to PowerPoint 2013

PowerPoint narration

powerpoint presentation

powerpoint tutorial

Rick Enrico

slide timings

SlideGenius

voice narration

May 11, 2016

Adding narration to your PowerPoint presentation is an excellent way to enhance its impact, especially when you can’t be present to deliver it live. Narration can help clarify key points, provide additional insights, and guide your audience through your slides. In PowerPoint 2013, adding narration is a straightforward process. Here’s a detailed step-by-step guide to help you add voice narration to your PowerPoint presentation.

Step 1: Prepare Your Equipment

Before you begin adding narration, ensure that you have the necessary equipment:

  • Microphone: Use a good-quality external or built-in microphone for clear sound recording.
  • Quiet Environment: Record in a quiet space to minimize background noise and distractions.

Step 2: Open Your PowerPoint Presentation

  1. Open PowerPoint 2013 and load the presentation to which you want to add narration.
  2. Go to the slide where you want to begin recording your narration. You can start at the first slide or anywhere within the presentation.

Step 3: Record Narration

Recording Audio for the Entire Presentation

To record narration for the entire presentation, follow these steps:

  1. Go to the “Slide Show” Tab: Navigate to the top toolbar and click on the “Slide Show” tab.
  2. Click “Record Slide Show”: Under the Slide Show tab, you will see the “Record Slide Show” button. When you click on it, a drop-down menu will appear. You will have two options:
    • Start Recording from Beginning: Choose this if you want to record narration for the entire presentation, starting from the first slide.
    • Start Recording from Current Slide: Choose this if you want to start recording narration from the slide you’re currently on.
  3. Select Recording Options: Once you choose either option, a dialog box will pop up asking what you want to record:
    • Slide and Animation Timings: This option records the timing for slide transitions and animations.
    • Narrations, Ink, and Laser Pointer: This option records your voice and any laser pointer movements or annotations you make during the presentation.

    Make sure to check both options if you want to record your narration along with the slide timings.

  4. Begin Recording: After selecting your recording preferences, click “Start Recording.” PowerPoint will begin recording immediately. Speak clearly and naturally as you move through the presentation. To advance to the next slide, click or use the right arrow key on your keyboard.
  5. Pause or Stop the Recording: If you need to take a break, you can pause the recording by clicking the pause button on the top-left corner of the screen. When you’re done, click “End Show” to stop the recording.

Recording Audio for Specific Slides

If you only need to record narration for specific slides, follow these steps:

  1. Select the specific slide where you want to add narration.
  2. Follow the same process as above: Slide Show → Record Slide Show → Start Recording from Current Slide.
  3. Record narration for only that slide or a sequence of slides, and end the recording when you’re done.

Step 4: Review Your Recorded Narration

After you’ve recorded the narration, it’s important to review it to make sure everything sounds right. Here’s how to do it:

  1. Play Your Presentation: Go to the “Slide Show” tab and click “From Beginning” or “From Current Slide” to watch and listen to your narrated presentation.
  2. Check Audio Icons: After recording narration, you’ll notice a small speaker icon appears on each slide where you’ve recorded audio. You can click the speaker icon to play the narration for that specific slide.

If any part of the narration needs re-recording, you can easily go back and replace it.

Step 5: Edit or Re-Record Narration

If you’re not satisfied with a portion of the narration, you can re-record it. Follow these steps:

  1. Go to the Slide: Navigate to the specific slide where you want to change the narration.
  2. Re-Record for That Slide: Click “Record Slide Show” in the “Slide Show” tab, and select “Start Recording from Current Slide.” PowerPoint will overwrite the existing narration for that slide.

If you want to delete the narration entirely, simply:

  • Select the audio icon (speaker) on the slide.
  • Press Delete on your keyboard to remove it.

Step 6: Save the Presentation with Narration

Once you’re happy with your narrated presentation, make sure to save your work:

  1. Click “File” in the top-left corner.
  2. Select “Save As” and choose a location to save your presentation.
  3. If you plan to share the presentation with others, it’s a good idea to save it as a PowerPoint Show (.ppsx). This ensures that the presentation will open in full-screen mode with narration ready to play.

Step 7: Export as a Video (Optional)

If you want to share your presentation as a video, PowerPoint 2013 allows you to export it with the narration included:

  1. Click “File” → “Export” → “Create a Video.”
  2. Under “Use Recorded Timings and Narrations,” select “Use Recorded Timings and Narrations” to ensure your audio is included in the video.
  3. Click “Create Video,” choose your desired video quality, and save the video to your preferred location.

Tips for a Great Narration

  • Use a Script: While you don’t need to read word-for-word, having a script or outline can help you stay on track and ensure you don’t miss key points.
  • Speak Clearly: Enunciate your words clearly and avoid speaking too quickly. Your audience needs to understand you easily.
  • Avoid Filler Words: Words like “um,” “uh,” and “you know” can be distracting. Practice avoiding these fillers in your narration.
  • Test Your Equipment: Ensure your microphone is functioning properly, and test the audio quality before recording the entire presentation.

Conclusion

Adding narration to your PowerPoint 2013 presentation is a simple yet effective way to elevate your slides and make your presentation more engaging. By following the steps outlined above, you can confidently add narration to enhance your storytelling, explain key concepts, and guide your audience through your presentation. With a little preparation and practice, your narrated presentation will leave a lasting impression!

Protect Your Slides in PowerPoint 2013

powerpoint 2013

powerpoint presentation

PowerPoint tip

Protect PowerPoint file

Rick Enrico

SlideGenius

May 04, 2016

Protecting your PowerPoint slides is essential, especially if you are sharing your presentation with colleagues, clients, or collaborators and want to prevent unauthorized changes, edits, or access. PowerPoint 2013 offers several methods to protect your presentation, from basic password protection to restricting editing permissions.Here are some methods to protect your slides in PowerPoint 2013:

1. Password-Protect Your Presentation

One of the most secure ways to protect your PowerPoint file is by adding a password to prevent unauthorized users from opening or editing it. PowerPoint allows you to set different passwords for viewing and editing the presentation.How to Do It:

  • Open your PowerPoint presentation.
  • Click on the File tab and select Info.
  • Click on Protect Presentation and choose Encrypt with Password.
  • Enter a password for the file and confirm it. Once applied, users will need to enter this password to open the presentation.

Example: For confidential corporate presentations, use a password to restrict access and ensure that only authorized personnel can view or edit the slides.

2. Mark Your Presentation as Final

If you want to prevent further edits to your presentation, you can mark the file as final. This action informs others that the presentation is complete and shouldn’t be edited. Although this method doesn’t provide full security, it discourages changes.How to Do It:

  • Open the presentation and click on the File tab.
  • Select Info, then click on Protect Presentation.
  • Choose Mark as Final. PowerPoint will display a notification that the presentation is marked as final, and editing will be restricted.

Example: Use this feature after completing your final version of a pitch deck to indicate that no further changes should be made.

3. Restrict Editing

You can restrict users from editing specific aspects of your presentation, such as preventing changes to the text or design. This is useful when sharing presentations with collaborators who should only review the content, not modify it.How to Do It:

  • Click on File > Info.
  • Under Protect Presentation, select Restrict Access.
  • Choose from the available options to restrict formatting, design, or editing changes while allowing the presentation to be viewed.

Example: Restrict editing for a presentation you’re sharing with a client, allowing them to review the content without making modifications to the design.

4. Save the Presentation as a PDF

If you only need the recipient to view the presentation without making any changes, consider saving the file as a PDF. This format is secure, as it prevents edits to the content while maintaining the visual layout of the slides.How to Do It:

  • Open your presentation and click File > Save As.
  • Choose PDF from the list of formats and save the file. The PDF will retain the design and content but will not allow for editing.

Example: When sharing a finalized presentation with external clients, save the file as a PDF to maintain design integrity and prevent alterations.

5. Use Digital Signatures

PowerPoint 2013 supports the use of digital signatures, which can certify the authenticity of a presentation and verify the identity of the author. This feature is ideal for presentations that require a higher level of security and authenticity.How to Do It:

  • Click on File > Info.
  • Select Protect Presentation and choose Add a Digital Signature.
  • Follow the steps to create and attach your digital signature, which will indicate that the file has not been tampered with since the signature was added.

Example: Add a digital signature to presentations that are legally binding or require proof of authorship, such as financial reports or formal business proposals.

6. Remove Personal Information

If you’re sharing a PowerPoint presentation with others, it’s a good idea to remove any personal information, such as author details or editing history, to protect your privacy.How to Do It:

  • Click on File > Info.
  • Select Check for Issues and click on Inspect Document.
  • In the Document Inspector window, check for personal information, and remove it before sharing the file.

Example: Before sending your presentation to clients or external parties, remove personal metadata to maintain professionalism and protect sensitive information.

Final Thoughts

PowerPoint 2013 offers several ways to protect your slides, from adding passwords to restricting editing and converting your presentation to a PDF. By applying these protection methods, you can safeguard your work, prevent unauthorized modifications, and ensure that your presentation is shared securely.

View Notes During Your Presentation for PowerPoint 2013

powerpoint 2013

powerpoint notes page

powerpoint presentation

PowerPoint tip

powerpoint tutorial

Rick Enrico

SlideGenius

view notes

Apr 01, 2016

Presenter notes in PowerPoint 2013 are an essential tool that allows you to have additional information at your fingertips while delivering your presentation. These notes act as a script or reference, helping you stay on track without displaying them to your audience. PowerPoint’s Presenter View enables you to see your slides, notes, and upcoming content all at once on your monitor, while your audience only sees the slides.Here’s how to set up and use Presenter View to view your notes during your presentation in PowerPoint 2013:

1. Enabling Presenter View

Presenter View allows you to display your notes on one screen (your laptop or desktop monitor) while projecting the slides onto a second screen (such as a projector or external display).How to Enable It:

  1. Connect Your External Display or Projector: Plug in your second monitor or projector.
  2. Go to the “Slide Show” Tab: Click on the Slide Show tab in the PowerPoint ribbon.
  3. Check “Use Presenter View”: Under the Monitors group, make sure Use Presenter View is checked.
  4. Select the Correct Display: Next to the Use Presenter View checkbox, select which monitor will show the Presenter View (usually your laptop screen) and which one will display the slides (external display or projector).

2. Adding Notes to Your Slides

Before using Presenter View, ensure your notes are added to each slide. These notes will be visible to you while you present.How to Add Notes:

  1. Select a Slide: Click on the slide where you want to add notes.
  2. Open the Notes Section: At the bottom of your PowerPoint window, you’ll see a panel labeled Notes. If it’s not visible, click the Notes button at the bottom right of the PowerPoint window.
  3. Type Your Notes: Type any information or talking points you want to reference during your presentation in the Notes pane.

3. Using Presenter View During the Presentation

When in Presenter View, you’ll be able to see:

  • Current Slide: The slide currently being displayed to your audience.
  • Next Slide: A preview of the upcoming slide.
  • Presenter Notes: A section showing the notes you’ve written for the current slide.
  • Timer and Clock: A timer to keep track of how long you’ve been presenting, and a clock to help manage your time.

How to Access Presenter View:

  1. Start the Slide Show: Go to the Slide Show tab and click From Beginning or From Current Slide.
  2. Presenter View Appears: Once the slide show begins, Presenter View will automatically appear on your primary screen, and the slides will be displayed on the external display or projector.
  3. Navigate with Confidence: Use the arrows in Presenter View to move between slides while reading your notes without the audience seeing them.

4. Adjusting the Notes During the Presentation

If you need to adjust or edit your notes during the presentation, you can click the Notes section in Presenter View and type changes directly. This is especially useful for adapting or updating content as you go.

Final Thoughts

Presenter View in PowerPoint 2013 is a valuable tool for anyone looking to deliver a more polished and organized presentation. By keeping your notes and key points visible to you, but hidden from your audience, you can stay focused, confident, and on track throughout your presentation.

PowerPoint Photo Album Feature: Add Multiple Images at Once

The Photo Album feature in PowerPoint allows you to quickly insert and organize multiple images into a presentation, making it ideal for photo-heavy slideshows, portfolios, or presentations that require visual documentation. This feature automates the process of adding images and offers various customization options to enhance the visual layout.Here’s how to create a photo album in PowerPoint:

1. Access the Photo Album Feature

PowerPoint’s Photo Album feature streamlines the process of adding multiple images into your presentation at once.Why It’s Important:

  • Saves Time: Instead of inserting images one by one, the Photo Album feature allows you to add them in bulk and arrange them automatically.
  • Organizes Images: You can easily customize the layout and sequence of the images to create a cohesive visual narrative.

How to Do It:

  • Go to the Insert tab in the ribbon.
  • Click on Photo Album, then select New Photo Album from the dropdown menu.

2. Add Images to the Photo Album

Once the Photo Album dialog box appears, you can add the images you want to include in your presentation.Why It’s Important:

  • Quick Image Insertion: You can select multiple images at once, making it faster to populate your slides with visuals.
  • Flexibility: You can add images from your computer, online sources, or even scan them directly into PowerPoint.

How to Do It:

  • In the Insert Picture From section, click File/Disk to browse and select the images you want to include.
  • Select multiple images by holding down the Ctrl key and clicking on each one, then click Insert.

3. Customize the Photo Album Layout

PowerPoint allows you to customize how the images are arranged in your photo album, including options for layout, frame shapes, and captions.Why It’s Important:

  • Tailors the Presentation to Your Needs: Whether you want a simple grid layout or more elaborate framing, PowerPoint offers flexibility in how your images are presented.
  • Adds Visual Interest: Applying different layout options or frame shapes can make your photo album more engaging.

How to Do It:

  • In the Album Layout section, choose from various layouts, such as Fit to Slide, 1 picture per slide, or 4 pictures per slide.
  • You can also select different frame shapes, such as Rectangle, Rounded Rectangle, or Soft Edge Frame.

Example: Use a grid layout for a portfolio of product images, or display one image per slide if you want each photo to stand out individually.

4. Add Captions to Images

Adding captions to your images can provide context, titles, or descriptions that enhance the viewer’s understanding of the visuals.Why It’s Important:

  • Provides Context: Captions allow you to explain or title each image, adding valuable information to your slideshow.
  • Improves Engagement: Captions help draw attention to specific details or themes in your images.

How to Do It:

  • Check the box next to Captions below ALL pictures in the Photo Album dialog box.
  • After creating the photo album, you can edit the text for each caption by clicking directly on it within the slide.

Example: If you’re showcasing a series of event photos, use captions to provide dates, locations, or descriptions of what’s happening in each image.

5. Rearrange Images in the Photo Album

You can rearrange the order of images within the Photo Album to ensure that they are displayed in the desired sequence.Why It’s Important:

  • Controls Flow: The order in which images appear can affect the overall narrative or message of your presentation.
  • Optimizes Visual Storytelling: Rearranging images allows you to group similar visuals together or create a logical progression in your slideshow.

How to Do It:

  • In the Photo Album dialog box, use the Up and Down arrows to rearrange the order of the images.
  • You can also remove or add additional images by selecting them and using the appropriate buttons.

6. Edit the Photo Album After Creation

Even after creating the photo album, you can go back and make edits to the layout, images, or captions at any time.Why It’s Important:

  • Allows Flexibility: If you need to add new images, change the layout, or modify captions, PowerPoint gives you the flexibility to update the photo album as needed.

How to Do It:

  • Go to the Insert tab, click on Photo Album, and select Edit Photo Album.
  • Make changes to the layout, add or remove images, or adjust the order as necessary.

Final Thoughts

PowerPoint’s Photo Album feature is a quick and easy way to insert and organize multiple images into a presentation. With customizable layouts, captions, and frame options, you can create visually engaging slideshows that highlight your images effectively. Whether you’re presenting a portfolio, documenting an event, or showcasing product visuals, the Photo Album feature saves time and enhances visual impact.

PowerPoint Tip: Creating Custom-Shaped Placeholders

Custom-shaped placeholders can add a creative and professional touch to your PowerPoint presentations. By moving beyond the standard rectangular placeholders, you can better align your designs with your brand’s visual style or create more engaging and dynamic slides. Custom placeholders allow you to insert text, images, or other content into unique shapes, giving your presentation a fresh, modern look.

Here’s a step-by-step guide on how to create custom-shaped placeholders in PowerPoint:

Step 1: Add a Shape to Your Slide

To create a custom-shaped placeholder, start by adding a shape to your slide. PowerPoint provides a wide range of shapes, from circles and triangles to stars and custom polygons.

How to Do It:

  1. Go to the “Insert” Tab: In the PowerPoint ribbon, click on the Insert tab.
  2. Click “Shapes”: From the Shapes dropdown, select the shape you want to use as a placeholder (e.g., circle, hexagon, arrow).
  3. Draw the Shape: Click and drag on your slide to create the shape in your desired size.

Step 2: Convert the Shape into a Placeholder

To make the shape act as a content placeholder (for text, images, or videos), you need to convert it into a placeholder.

How to Do It:

  1. Right-Click the Shape: Once your shape is added to the slide, right-click on it.
  2. Choose “Format Shape”: This opens the Format Shape pane on the right-hand side of the screen.
  3. Adjust Fill and Outline: In the Format Shape pane, go to the Fill options and choose No Fill if you want to make the placeholder transparent. You can also adjust the Outline color and thickness as needed.
  4. Assign a Content Type: Go to the Home tab, click on Arrange, and choose Convert to Placeholder. Select the type of content (e.g., text, image, video) that will be placed in the custom-shaped placeholder.

Step 3: Insert Content into the Custom-Shaped Placeholder

Now that your shape is a placeholder, you can easily insert content like images, text, or videos directly into it.

How to Do It:

  1. Click the Placeholder: Click on the shape, and you’ll see an option to insert content based on the placeholder type you assigned.
  2. Insert the Content: If it’s an image placeholder, PowerPoint will prompt you to upload an image. If it’s a text placeholder, you can begin typing directly into the shape.

Step 4: Adjust the Placeholder Layout

Once you’ve added content to the custom-shaped placeholder, you can still make adjustments to its size, position, and layout.

How to Do It:

  • Resize the Shape: Drag the corners or edges of the shape to resize it without distorting the content.
  • Reposition the Shape: Click and drag the shape to move it to different parts of the slide.
  • Apply Custom Formatting: You can further enhance the placeholder by applying custom formatting such as shadows, 3D effects, or color gradients from the Format tab.

Step 5: Save as a Custom Template (Optional)

If you plan to use the custom-shaped placeholders in multiple presentations, consider saving your slide as a template for future use.

How to Do It:

  1. Go to the “File” Tab: Click on File and select Save As.
  2. Choose “PowerPoint Template”: From the dropdown menu, choose PowerPoint Template (.potx).
  3. Save: Save the file so you can reuse the custom-shaped placeholders in other presentations.

Final Thoughts

Creating custom-shaped placeholders in PowerPoint is an excellent way to elevate your slide design and make your presentations more engaging. By following these steps, you can easily add creativity to your slides while keeping them functional and visually appealing. Whether you’re inserting images, text, or video content, custom-shaped placeholders give you the flexibility to present information in a fresh and dynamic way.

A Step-by-Step Guide for Using Custom Fonts in PowerPoint Design

custom fonts

fonts

Powerpoint tips

powerpoint tutorial

Oct 16, 2014

Custom fonts can add a unique and personalized touch to your PowerPoint presentations, helping you align with your brand’s identity and make your slides visually engaging. However, using custom fonts requires a few extra steps to ensure consistency and compatibility across different devices. In this guide, we’ll walk you through the process of using custom fonts in PowerPoint design, from installation to embedding for seamless presentation sharing.

Step 1: Download and Install the Custom Font

Before you can use a custom font in PowerPoint, it needs to be installed on your computer. There are many websites where you can find both free and premium custom fonts.How to Download and Install a Custom Font:

  1. Find a Font: Download the font file from trusted sources like:
  2. Extract the Font: Fonts usually come in a compressed ZIP file. Extract the ZIP file to access the .ttf or .otf font file.
  3. Install the Font:
    • Windows: Right-click the font file and select Install.
    • Mac: Double-click the font file, then click Install Font in the Font Book.
  4. Restart PowerPoint: After installing the font, close and reopen PowerPoint so that the new font appears in the font dropdown list.

Step 2: Apply the Custom Font in PowerPoint

Once your custom font is installed, you can start using it in your PowerPoint design to enhance the look and feel of your presentation.How to Apply the Custom Font:

  1. Open Your PowerPoint Presentation.
  2. Select Text: Highlight the text you want to apply the custom font to.
  3. Choose Your Font: Go to the Home tab, click the font dropdown, and select your custom font from the list.
  4. Format Text: Adjust font size, color, and other formatting as needed to create a visually appealing design.

Step 3: Embed the Custom Font for Consistency

If you plan to share your presentation with others, it’s essential to embed the custom font to ensure that it displays correctly on different devices. Without embedding, the font may be substituted with a default font if the recipient doesn’t have it installed, which can affect your design.How to Embed Fonts in PowerPoint:

  1. Go to the “File” Tab: In PowerPoint, click File in the upper-left corner.
  2. Select “Options”: Scroll down and click Options.
  3. Choose “Save”: In the PowerPoint Options window, select Save from the menu.
  4. Enable Font Embedding:
    • Check the box next to “Embed fonts in the file”.
    • Select either “Embed only the characters used in the presentation” (to reduce file size) or “Embed all characters” (for full editing capabilities).
  5. Click OK: PowerPoint will now embed the custom fonts in the presentation file.

Step 4: Test the Presentation on Other Devices

It’s a good idea to test your presentation on a different computer to ensure that the custom fonts display correctly, especially if you plan to present from a device other than your own.How to Test:

  1. Save and Transfer the File: Save the presentation and open it on another computer that doesn’t have the custom font installed.
  2. Check for Consistency: Ensure that the font displays as intended and that the layout is preserved.

Step 5: Convert to PDF as a Backup

If you’re concerned about font compatibility or file size, you can convert your PowerPoint presentation to a PDF. This will preserve your custom fonts and ensure that your design remains intact.How to Convert to PDF:

  1. Go to the “File” Tab and select Export.
  2. Choose “Create PDF/XPS Document” and click Create PDF/XPS.
  3. Save the file as a PDF to ensure that your custom fonts are embedded and visible, regardless of the device used.

Final Thoughts

Using custom fonts in PowerPoint can elevate your presentation design, adding a professional and personalized touch. By following these steps—downloading, applying, embedding, and testing—you’ll ensure that your custom fonts display properly across devices. And, as a backup, saving the presentation as a PDF guarantees that your fonts and layout remain intact when shared with others.

How to Make a Simple Infographic Using PowerPoint SmartArt

infographics

PowerPoint Design

powerpoint tutorial

Sep 29, 2014

Infographics are a powerful way to present complex information visually. While you might think you need advanced graphic design software to create infographics, PowerPoint’s SmartArt feature allows you to design simple, effective infographics quickly and easily. Here’s how to create an infographic using SmartArt in PowerPoint.

1. Choose the Right SmartArt Graphic

The first step in creating an infographic is selecting a SmartArt layout that best fits your data. PowerPoint offers a wide range of layouts for different types of information, such as lists, processes, or hierarchies.Why It’s Important:

  • Matches Your Data: Choosing the right layout ensures that your data is presented clearly and logically.
  • Simplifies Design: SmartArt offers pre-designed templates that make the process fast and easy.

How to Do It:

  • Go to the Insert tab and select SmartArt.
  • Choose from the categories such as List, Process, Cycle, or Hierarchy based on the type of data you’re presenting.

2. Input Your Data

Once you’ve selected your SmartArt layout, the next step is to input your data. You can enter text directly into the SmartArt or use the text pane for a more structured input.Why It’s Important:

  • Organizes Information: Entering data into the SmartArt ensures that your information is structured and visually balanced.
  • Clarifies Your Message: Well-organized data helps convey your message more effectively.

How to Do It:

  • Click on the SmartArt graphic to open the text pane.
  • Input your data in the provided fields, using concise text to avoid clutter.

3. Customize the Design

PowerPoint allows you to customize your SmartArt by changing colors, shapes, and fonts to match your presentation’s theme or your company’s branding.Why It’s Important:

  • Enhances Visual Appeal: Customizing the design makes your infographic more visually engaging.
  • Reinforces Branding: Using your brand’s colors and fonts ensures consistency across all marketing materials.

How to Do It:

  • Click on the SmartArt Tools tab and use the Change Colors and SmartArt Styles options to customize your design.
  • Adjust fonts and sizes to make your infographic more readable and visually appealing.

4. Add Visual Elements

To make your infographic more engaging, consider adding icons or images that complement your data. Visual elements help break up text and make your infographic more dynamic.Why It’s Important:

  • Increases Engagement: Adding visuals makes your infographic more interesting and easier to understand.
  • Supports the Message: Icons and images help illustrate points and reinforce key messages.

How to Do It:

  • Go to the Insert tab, select Icons or Pictures, and choose relevant visuals to enhance your infographic.
  • Place icons or images near the corresponding text to maintain a clear and organized design.

5. Adjust the Layout

Once you’ve input your data and customized the design, you may need to adjust the layout to ensure that everything is properly aligned and visually balanced.Why It’s Important:

  • Improves Readability: A well-organized layout ensures that your infographic is easy to follow.
  • Enhances Aesthetics: A balanced design makes your infographic more visually appealing.

How to Do It:

  • Drag and resize the SmartArt elements to create more space between sections or adjust the proportions.
  • Use PowerPoint’s alignment tools to ensure that your infographic elements are evenly spaced and aligned.

Final Thoughts

Creating a simple infographic in PowerPoint using SmartArt is an easy and efficient way to visually represent data. By choosing the right layout, inputting clear and concise information, and customizing the design with visuals and colors, you can create an engaging infographic that enhances your presentation. With PowerPoint’s intuitive tools, even non-designers can create professional-looking infographics in just a few clicks.

PowerPoint Permissions: How to Protect Your Presentation Deck

powerpoint permissions

Powerpoint tips

powerpoint tutorial

Sep 16, 2014

When sharing a PowerPoint presentation with others, you may want to control who can edit, copy, or share the deck. PowerPoint offers various permission settings that allow you to protect your presentation from unwanted changes or unauthorized access. Whether you want to restrict editing, require a password, or limit viewing, PowerPoint makes it easy to safeguard your content.Here’s how to protect your PowerPoint presentation using permissions:

1. Mark Your Presentation as Final

Marking your presentation as “Final” is a simple way to discourage editing. It informs others that the document is complete and locks the file for editing.Why It’s Important:

  • Discourages Unwanted Changes: Marking the document as final helps signal that no further edits should be made.
  • Adds a Layer of Protection: While it doesn’t fully prevent editing, this feature adds a barrier for those who might try to alter the content.

How to Do It:

  • Open your PowerPoint file and click on the File tab.
  • Select Info, then click on Protect Presentation.
  • From the dropdown menu, choose Mark as Final.

2. Restrict Editing with a Password

To prevent unauthorized changes, you can set a password that restricts others from editing the presentation. Viewers can still open the file and view it, but they won’t be able to make changes without the password.Why It’s Important:

  • Prevents Unwanted Edits: By requiring a password to edit, you ensure that only authorized users can make changes.
  • Maintains Content Integrity: This protects the structure and content of your presentation from accidental or intentional modifications.

How to Do It:

  • Go to the File tab and select Info.
  • Click Protect Presentation and choose Encrypt with Password.
  • Enter a password, then confirm it. Users will need this password to make any changes.

Example: If you’re sharing a sales pitch with colleagues but don’t want anyone altering the key data, you can lock the file with an edit password.

3. Add Digital Signatures

Adding a digital signature to your PowerPoint deck is a way to authenticate the document and ensure its integrity. This helps verify the document’s source and indicates that the content has not been altered since it was signed.Why It’s Important:

  • Authenticates the Presentation: A digital signature provides proof of authorship and ensures the presentation has not been tampered with.
  • Ensures Document Integrity: Once signed, the document cannot be edited without invalidating the signature.

How to Do It:

  • Go to the File tab, click Info, then select Protect Presentation.
  • Choose Add a Digital Signature, and follow the prompts to create or apply an existing digital certificate.

4. Restrict Permissions Using IRM (Information Rights Management)

PowerPoint’s Information Rights Management (IRM) feature allows you to control how people can access and use your presentation. With IRM, you can prevent others from printing, forwarding, or copying the content.Why It’s Important:

  • Protects Sensitive Information: IRM is ideal for presentations that contain confidential or proprietary information, ensuring that recipients cannot misuse the content.
  • Customizes Access Levels: You can grant different permissions to different users, controlling who can view, edit, or distribute the presentation.

How to Do It:

  • Go to File, then click Info.
  • Select Protect Presentation and choose Restrict Access.
  • Select Restricted Access and choose the appropriate permissions for viewing and editing.

Example: If you’re sharing a financial report with executives, you can restrict access to only viewing and block forwarding or printing to protect sensitive data.

5. Save as Read-Only

Saving your PowerPoint presentation as read-only ensures that others can view the content but are unable to make changes unless they specifically save a new version.Why It’s Important:

  • Prevents Accidental Edits: This setting ensures that users can only view the presentation unless they deliberately choose to save an editable copy.
  • Preserves the Original Content: The read-only format protects the presentation’s original structure and content.

How to Do It:

  • Go to File and click Save As.
  • In the Save As dialog box, click Tools (next to the Save button) and select General Options.
  • Check the box next to Read-Only Recommended, then click OK.

6. Convert to PDF

One of the easiest ways to protect your PowerPoint presentation is by converting it into a PDF. PDFs are difficult to edit, making them a secure format for sharing your presentation while keeping the layout and design intact.Why It’s Important:

  • Ensures Consistent Formatting: Converting to PDF locks the design, so no changes can be made to the content or layout.
  • Prevents Editing: Most users won’t have the tools to easily modify a PDF file.

How to Do It:

  • Go to File, select Save As, and choose PDF from the file format options.
  • Save the presentation as a PDF file, and share it with your audience.

Example: If you’re distributing a finalized investor presentation, converting it to PDF ensures that no one can accidentally change critical data or design elements.

Final Thoughts

PowerPoint’s permission settings allow you to protect your presentations in a variety of ways, from password protection to restricting access or converting files to read-only formats. By understanding how to use these tools, you can control who can view, edit, or share your presentations, ensuring your content remains secure and intact.