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Shelly Cashman: Microsoft PowerPoint 2019

Module 2: Enhancing Presentations with Shapes and SmartArt

Objectives (1 of 2)

•Search for and download an online theme

• Insert a symbol

• Insert a hyperlink

•Convert text to SmartArt

•Edit and format SmartArt text

• Insert and resize a shape

•Apply effects to a shape

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Objectives (2 of 2)

•Add text to a shape

•Apply a shape style

• Insert a picture as a shape fill

•Move an object using grids, guides, and the ruler

•Merge shapes

•Add a footer

•Add a slide transition and change effect options

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Project—Presentation with SmartArt and Shapes

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We will create slides shown below in this project.

Downloading a Theme and Editing Slides (1 of 9)

•To Search for and Download an Online Theme

• Start PowerPoint and point to the More themes link

• Click the More themes link to display the New screen and then type the desired text (electric) in the “Search for online templates and themes” box

• Click the Start searching button or press ENTER to search for and display all themes with the keyword

• Click the desired theme “Business digital blue tunnel presentation (widescreen)” to display a theme preview dialog box with a thumbnail view of the theme

• Click the Create button to download the theme and open a presentation with the theme in PowerPoint

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Downloading a Theme and Editing Slides (2 of 9)

• To Save the Presentation

• Click File->Save As->Browse

• Type the file name (SC_PPT_2_Energy) into Save As dialog box

• Click Save button to save the file to a location (OneDrive)

• To Delete a Slide (Only Three Different Layouts Are Needed)

• Click the slide thumbnail in the Slides tab to select the slide to delete (Slide 3)

• Press and hold CTRL and then click the thumbnail for the last slide (Slide 4) in the series to delete

• Right-click any selected slide to display the shortcut menu

• Click Delete Slide to delete the selected slides

• Repeat above to delete Slide 4 to 9

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Downloading a Theme and Editing Slides (3 of 9)

• To Move the Splitters in a Window

• To hide or decrease the size of the slide thumbnails

-Display the View tab and then click the Normal button

-Drag the splitter bar to the left until the slide thumbnails are the desired size or they are completely hidden

• To show or increase the size of the slide thumbnails

-Display the View tab and then click the Normal button

-Point to the splitter bar between the Slide pane and the thumbnails, and then drag the splitter bar to the right

• To show the thumbnails

-Click the collapsed menu button located to the right of the word, Thumbnails

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Downloading a Theme and Editing Slides (4 of 9)

•To Create a Title Slide

•Display Slide 1, select the text in the title text placeholder and then type the desired text as the title text (Conservative Energy at Home)

• Increase the font size of this title text to a larger size (80)

• Click the subtitle text placeholder, select the text in that placeholder, and then type the desired text as the subtitle text (Save Money and Increase Comfort)

• Increase the font size of this subtitle to a larger size (28), bold this text, and then change the font color (green: 6th

color in the Standard Colors row)

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Downloading a Theme and Editing Slides (5 of 9)

• To Align a Paragraph

• Place the insertion point anywhere in the title text

• Click the desired alignment button (Align Right) on the HOME tab in the Paragraph group to align the paragraph

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Downloading a Theme and Editing Slides (6 of 9)

• To Create the First Text Slide

• Display Slide 2, select the text in the title text placeholder and then type the desired text in the placeholder as shown below

• Select the texts in the bulleted paragraphs (“Add your … bullet point here”) and type your desired texts as shown below

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Downloading a Theme and Editing Slides (7 of 9)

• To Insert a Symbol

• Place the insertion point after the word (ENERGR STAR)

• Click the Symbol button [Insert tab | Symbols group] to display the Symbol dialog box

• Select the desired font (Symbol) in the Font box

• Scroll to and then click the desired symbol () in the list of symbols

• Click the Insert button then click the Close button

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Downloading a Theme and Editing Slides (8 of 9)

• To Copy a Symbol

• Select the symbol (), display the home tab, and then click the Copy button to copy the symbol to the Office Clipboard

• Place the insertion point after the desired word (WaterSense), and then click the Paste button to insert the symbol

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Downloading a Theme and Editing Slides (9 of 9)

• To Add a Hyperlink to a Paragraph

• Display the Insert tab and select the title text [Energy-Efficient Products],

• Click the Link button [Links grp] then click Insert Link to display the Insert Hyperlink dialog box and then click the “Existing File or Web Page” button in the Link to area

• Type the web address in the Address box (www.energysaver.gov)

• Click the OK button to insert the hyperlink

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Creating and Formatting a SmartArt Graphic (1 of 10)

• SmartArt graphics can help convey relationships between key points in your presentation

• SmartArt Graphic Layouts and Purposes:

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Type Purpose

list Show nonsequential information

Process Show steps in a process or timeline

Cycle Show a continual process

Hierarchy Create an organizational chart

Relationship Illustrate connection

Matrix Show how parts relate to a whole

Pyramid Show proportional relationships with the largest component at the top or bottom

Picture Include a placeholder for pictures within the graphic

Office.com Use additional layouts available from Office.com

Creating and Formatting a SmartArt Graphic (2 of 10)

• Two ways to create SmartArt Graphics: to convert existing text/pictures to SmartArt Graphics or to add text/pictures to SmartArt Graphics

• To Convert Text to a SmartArt Graphic

• With Slide 2 displaying, click Home tab

• Select the 6 bulleted list items and then click the “Convert to SmartArt” button [Paragraph group] to display the SmartArt Graphics gallery

• Click “More SmartArt Graphics” in the SmartArt Graphics gallery to display the Choose a SmartArt Graphic dialog box

• Click the desired category in the left pane (List)

• Click the desired SmartArt graphic shape (Vertical Box List: 2nd

graphic in 2nd row) in the right pane

• Click the OK button to apply this shape and convert the text-14-

Creating and Formatting a SmartArt Graphic (2 of 9)

• To Edit SmartArt Shape Text

• Display Slide 3. Position the pointer in the “Step 1 Title”, “Step 2 Title” and “Step 3 Title” shapes and then select the texts

• Type the desired replacement texts (Appliances, Windows, Lighting) for the 3 shapes

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Creating and Formatting a SmartArt Graphic (3 of 9)

• To Edit SmartArt Bulleted Text

• Select Slide 3 SmartArt

• Click the Text Pane button [Design tab | Create Graphic group] or the arrow icon in the left-center of the graphic to open the Text Pane

• Repeatedly select the text in one of the level paragraphs in the Text Pane and then type the replacement text as shown below

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Creating and Formatting a SmartArt Graphic (4 of 9)

• To Format Text Pane Characters

• Click the Close button in the Text Pane

• Click a blank area inside the SmartArt border to deselect a shape (Lighting) (but still keep the SmartArt graphic selected)

• Display the Home tab and then click the Select button [Editing group] to display the Select menu

• Click Select All, then click an effect (First Bold then Text Shadow buttons [Font group])

• Click a blank area inside the SmartArt border to deselect the shapes

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Creating and Formatting a SmartArt Graphic (5 of 9)

• To Change the SmartArt Layout

• Select (Slide 3) SmartArt Graphic, click the SmartArt Tools Design tab

• Click the More button [Layouts group] to expand the Layouts gallery

• Click More Layouts at the bottom of the gallery

• Click List in the left graphic categories pane

• Click the desired layout (Target List Layout) & OK to change the layout

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Creating and Formatting a SmartArt Graphic (6 of 9)

• To Edit the Title Text

• Select the title text (Slide 3) and type “Tips to Save Energy”

• To Insert / Duplicate a Slide

• With Slide 3 selected, insert a new slide with Title and Content layout

• With Slide 4 selected, click New Slide arrow and click “Duplicate Selected Slides” in the layout gallery to create a duplicate (Slide 5)

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Creating and Formatting a SmartArt Graphic (7 of 9)

•To Insert a SmartArt Graphic

•Display Slide 4 and click the “Insert a SmartArt Graphic”icon in the content placeholder to display the “Choose a SmartArt Graphic” dialog box

• Click the desired SmartArt type (Process) in the left pane to display the corresponding gallery

• Click the desired graphic (Upward Arrow: 2nd graphic in 10th row) to display a preview in the right pane

• Click the OK button to insert this SmartArt graphic

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Creating and Formatting a SmartArt Graphic (8 of 9)

• To Add Text to the SmartArt Graphic

• Click the placeholders labeled [Text] and type the texts (from left to right: “Hourly pricing”, “Peak time savings” and “Central AC cycling”)

• Click a blank area inside the SmartArt border to deselect a placeholder

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Creating and Formatting a SmartArt Graphic (9 of 9)

• To Apply a SmartArt Style

• With the SmartArt graphic selected, click the More button [SmartArt Styles group] to expand the SmartArt Styles gallery

• Click the desired style (Powder: 4th style in 1st 3-D row) to apply the style to the graphic

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Inserting and Formatting a Shape (1 of 8)

• To Insert a Shape

• With Slide 5 displayed, click Layout button [Home tab | Slides group], select to change the layout to Blank

• Click the Shapes More button [Home tab | Drawing group] to display the Shapes gallery

• Click the desired shape (Oval) in the Shapes gallery

• Position the pointer where you wish to insert the shape (center of slide), and then click the slide to insert the shape

• Display the Shapes gallery and click the Trapezoid shape (7th

shape in the 1st row of the Basic Shapes area)

• Insert the shape to the right of the oval

• Display the Shapes gallery and click the Arrow: Curved Down shape (4th shape in the 2nd Block Arrow row)

• Insert the shape to the lower-left corner of the slide)-23-

Inserting and Formatting a Shape (2 of 8)

• To Resize a Shape Proportionally

• With the shape (Slide 5: trapezoid) selected, press and hold down SHIFT and then drag the lower-right corner sizing handle diagonally to the desired size (about 2½ the height of oval)

• Release to resize the shape

• Resize the oval to about the same height as the trapezoid

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Inserting and Formatting a Shape (3 of 8)

• To Resize a Shape Nonproportionally by Entering an Exact Measurement

• Select the arrow shape and then display the Drawing Tools Format tab

• Change the setting in the Height box (3”) [Size group]

• Change the setting in the Width box (13.5”) [Size group]

• Select the oval shape and change its height and width to 4”

• Select the trapezoid shape and change its height and width to 4” and 3”

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Inserting and Formatting a Shape (4 of 8)

• To Select All Slide Content

• Display the Home tab and then click the Select button [Editing group] to display the Select menu

• Click Select All

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Inserting and Formatting a Shape (5 of 8)

• To Apply a Shape Style

• Click the Quick Styles button [Home tab | Drawing group]

• Click the desired shape style (Gradient Fill-Light Blue, Accent 1, No Outline: 2nd col, last row) to apply the selected style to the shape

• Click a blank area to deselect the three objects

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Inserting and Formatting a Shape (6 of 8)

• To Copy and Paste a Shape

• With the shape (Slide 5: trapezoid) selected, click the Copy button [Home tab | Clipboard group]

• Click the Paste button to insert a duplicate shape

• Drag the duplicated shape to the left side of the slide

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Inserting and Formatting a Shape (7 of 8)

• To Add Text to a Shape

• Repeatedly click the shape to select it and then type the desired text (from left to right: “Remembers your preferred temperatures”, “Turns itself up or down”, “Can be controlled from anywhere using phone, tablet, or laptop”)

• To Select Shapes

• Press and hold down SHIFT and then click the desired shape (all three shapes)

• To Format Shape Text

• Click an effect (Bold, Text Shadow) [Home tab | Font group]

• Click the Font Color arrow then select a color (Dark Blue)

• Click “Increase Font Size” and increase to desired size (20 pts)

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Inserting and Formatting a Shape (8 of 8)

• To Change a Shape Fill Color

• Click the shape (Arrow) to which you wish to apply a fill

• Click the Shape Fill arrow [Drawing Tools Format tab | Shape Styles grp] to display the Shape Fill gallery, and then click the desired color (Green, 6th color in Standard Colors row)

• Click a blank area to deselect the arrow

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Positioning Slide Elements (1 of 19)

• To Display the Drawing Guides

• With Slide 5 displaying, click the View tab, and then click the Guides check box [Show group] to display the horizontal and vertical guides

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Positioning Slide Elements (2 of 19)

•To Display the Rulers

•With Slide 5 displaying, click the Ruler check box [View tab | Show group] to display the vertical and horizontal rulers

•To Display the Gridlines

•With Slide 5 displaying, click the Gridlines check box [View tab | Show group] to place a checkmark in the box and display the horizontal and vertical gridlines

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Positioning Slide Elements (3 of 19)

• To Position a Shape Using Guides, Gridlines, and the Ruler

• Position the mouse pointer on the horizontal and vertical guides so that it turns to a double headed arrow

• Drag the horizontal and vertical guides to the desired locations on the slide (horizontal: 3” below the center, vertical: 5” left of the center)

• Drag the picture (left trapezoid) to the desired locations (lower-left corner touches the intersection of the vertical and horizontal guides)

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• Drag the vertical guide 2” left of the center. Drag the oval so that its lower-left corner touches the intersection of the vertical and horizontal guides

• Drag the vertical guide 2” right of the center. Drag the 2nd trapezoid so that its lower-left corner touches the intersection of the vertical and horizontal guides

Positioning Slide Elements (4 of 19)

• To Distribute Shapes

• Select the shapes (3 shapes in Slide 5) to distribute, and then click the Align button [Drawing Tools Format tab | Arrange group] to display the Align Objects menu

• Click “Align to Slide” so that PowerPoint will adjust the spacing of the pictures evenly between the slide edges, and then click the Align button to display the Align menu again

• Click Distribute Horizontally to adjust the spacing

• To Align a Shape

• Select the shapes (3 shapes in Slide 5), then click the Align button [Drawing Tools Format tab | Arrange group] to display the Align Objects menu

• Click an option (Align Middle) to align the shapes (with Align to Slide checked)

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Positioning Slide Elements (5 of 19)

• To Position the Arrow Shape

• Drag the horizontal and vertical guides to 3” above the center and 6.66” left of the center (left edge of the slide) and drag the arrow shape so that its upper-left corner touches the intersection of horizontal and vertical guides

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• To Flip a Shape

• Display the Drawing Tools Format tab

• With the arrow selected, click the Rotate button [Format tab | Arrange group] to display the Rotate Objects gallery

• Click Flip Vertical to flip the arrow to point upward

Positioning Slide Elements (6 of 19)

• To Change the Stacking Order

• With the object (arrow shape) selected, click the Send Backward arrow [Drawing Tools Format tab | Arrange group] to display the Send Backward menu

• Click “Send to Back” to move the object underneath all slide objects

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Positioning Slide Elements (7 of 19)

• To Group Objects

• Display the Home tab, click the Select button [Editing group], and then click Select All to select all the objects

• Click the Drawing Tools Format tab and then click the Group button [Arrange group] to display the Group Objects menu

• Click the Group command to combine all the shapes

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Positioning Slide Elements (8 of 19)

• To Insert Additional Shapes

• With the Drawing Tools Format tab displaying, click the More button (down arrow) [Insert Shapes group] to display the Shapes gallery

• Insert at the bottom of the slide: the Moon & Sun shapes (Basic Shapes), and Flowchart: Punched Tape shape. Drag Moon to the lower-left side, the banner under the oval and Sun to the right side

• Select the 3 shapes, click More button [Shapes Style group], click Light 1 Outline Colored Fill - Green, Accent 2 style (row 3, col 3)

• Proportionally resize the moon (1.5” x 0.75”) and the sun (1.5” x 1.5”) and nonproportionally resize the banner (1.5” x 6.5”)

• Drag the banner (left edge: 3” left of center, lower edge: 3.50” below the center)

• Select the moon & sun, and click Bring Forward button. Drag the moon (right edge: 2” left of center, lower edge: 3.5” below center)

• Drag the sun (left edge: 2” right of center, lower edge: 3.5” below center)-38-

Positioning Slide Elements (9 of 19)

• To Merge Shapes

• Select the shapes (moon, banner and sun) to merge

• Click the Merge Shapes button [drawing Tools Format tab | Insert Shapes group] to display the Merge Shapes menu

• Click the desired command (Combine) to combine them into one object

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• Type “A Smart Thermostat” in the banner and press ENTER. Type “Works Night and Day” as the second line

• Increase the font size of both line of text to 24 pts

Positioning Slide Elements (10 of 19)

• To Hide the Grid and Guides

• Click the View tab and then click the Gridlines check box to clear the checkmark and hide the grid

• Click the Guides check box to clear the checkmark and hide the guides

• To Hide Rulers

• Click the View tab and then click the Ruler check box to remove the checkmark and hide the rulers

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Positioning Slide Elements (11 of 19)

• To Apply a Picture Fill to a Shape

• Display Slide 4. Click Shapes button [Insert tab | Illustrations group]. Click the Star: 7 Points (6th shape in 1st Stars and Banners row) and then click a position in the slide to insert the shape

• Proportionally resize the star (3” x 3”) and drag it to the right of the arrow (centered along vertical guide, above horizontal guide)

• Click the Shape Fill arrow [Drawing Tools Format tab | Shape Styles group] to display the Shape Fill gallery

• Click Picture to display the Insert Pictures dialog box, click From a File, and navigate to the location where your Data Files are stored (OneDrive)

• Select the file (Support_PPT_2_Bulb)

• Click the Insert button

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Positioning Slide Elements (12 of 19)

• To Change a Shape Outline Weight (Thickness)

• Click the star shape, click the Shape Outline arrow [Drawing Tools Format tab | Shapes Styles group] to display the Shape Outline gallery

• Point to Weight in the Shape Outline gallery to display the Weight list

• Click the desired outline weight (6 pts)

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Positioning Slide Elements (13 of 19)

• To Change a Shape Outline Color

• With the shape (star) selected, click the Shape Outline arrow and then click the desired color (Green: 6th row in Standard Colors) to add colored borders

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Positioning Slide Elements (14 of 19)

• To Change a Shape Outline Style

• With the shape (star) selected, click the Shape Outline arrow and then point to Dashes to display the Dashes list

• Click the desired style (Round Dot: 2nd style)

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Positioning Slide Elements (15 of 19)

• To Apply an Effect to a Shape

• With the shape (star) selected, click the Shape Effects button [Drawing Tools Format tab | Shape Styles group] to display the Shape Effects gallery

• Point to Glow to display Glow gallery and click the desired effect to apply it (Glow: 18 point; Green, Accent color; row 4, col 2)

• To Rotate a Shape to an Exact Value

• Click the Rotate button [Drawing Tools Format tab | Arrange group] to display the Rotate Objects gallery

• Click “More Rotation Options” in the Rotate Options gallery to display the Format Picture pane

• Click the desired degree of rotation (-15)

• Click the Close button to close the Format Picture pane-45-

Positioning Slide Elements (16 of 19)

• To Add a Slide Title

• Select Slide 4 and type “Manage Your Energy” in the title placeholder

• To Add and Format a Shape

• Display Slide 1, insert the Rectangle: Top Corners Snipped (4th in Rectangles area). Proportionally resize it (2.2” x 2.2”). Fill the rectangle with a picture (OneDrive: Support_PPT_2_House,jpg). Rotate the rectangle (Left 90) then flip it (horizontal)

• Add a outline (3 pts) to the rectangle, change the outline style to Square Dot, then add Glow effect “Glow: 11 point; Green, Accent color 2” (2nd col, 3rd row)

• Display the ruler, gridlines, and guides. Drag the rectangle (bottom-right corner : intersection of 6” right of center and 3” below the center)

• Hide the ruler, gridlines and guides. Click a blank area to deselect the shape

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Positioning Slide Elements (17 of 19)

• To Add a Footer with Fixed Information

• Display Insert tab

• Click the “Header & Footer” button [Text group] to display the Header and Footer dialog box

• If necessary, click the Slide tab to display the Slide sheet

• Select which information to include on the slide

-Check “Date and Time”

-Click “Fixed” option button and type “October 1” in the Fixed box

-Check “Slide number”

-Check “Footer” and type “Greenest Street Corporation” in the box

-Check “Don’t show on title slide”

• Click the “Apply to All” button to apply the footer to all slides except the title slide

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Positioning Slide Elements (18 of 19)

• To Edit a Footer

• Click the Design tab and then click the Slide Size button [Customize group]

• Click Customize Slide Size to display the Slide Size dialog box

• Click Number slides from to change the starting number to 0

• Click OK

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Positioning Slide Elements (19 of 19)

• To Add a Transition between Slides

• Click the Transitions tab and then point to and click the More button [Transition to This Slide group] to expand the gallery

• Click Box (row 3 & col 6 in Exciting category) in the Transitions gallery to apply the transition to the current slide

• Click the Effect Options button [Transition tab | Transition to This Slide group] and click the From Top effect

• Click the Duration up arrow [Transition tab | Timing group] to increase the transition speed (3sec)

• Click the Preview button [Preview group] to view the transition and the new transition time

• Click the “Apply To All” button [Timing group] to apply the transition and the new transition time to all slides

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