How to Print PowerPoint with Notes

PowerPoint is often used for making various presentations. Business people, teachers and students are often in need to present their business, work or research. Most presenters rely on technology and use projectors to show their PowerPoint presentation. But in certain situations it is necessary to print your presentation and hand it out. It is a common knowledge how to print PowerPoint document but not so many people know how to print PowerPoint with notes. So, if you need to retain the comments and notes in your presentation, here is the simplest way to do it.

 

Print PowerPoint  with Notes in Office 2016, 2013, 2010

 

Go to Print menu via File, then click on the Full Page Slides and the Print Layout options will show up. Full Page Slides is the default option, change it to Notes Pages.

how to print powerpoint with notes

In addition, you can specify the page orientation, to be the Portrait or Landscape. By default, it is chosen to be the landscape orientation.

To print your notes in color, click the arrow next to the Grayscale button and then click on the preferred color.

Finally click Print.

 

Print Notes in PowerPoint without Slide Thumbnails

 

First you need to go to View menu and click on the Notes Pages button, under the Presentation Views tab. Then, select the slide thumbnail you want to remove and click Delete.

The follow steps are pretty much the same as explained in the previous section, start by clicking on File and Print. In the Page Layout select Notes Pages instead of Full Page Slides. Again, finish the process with Print.

 

Print PowerPoint  with Notes in Office 2007

 

PowerPoint 2007 is a bit different than its newer versions and in order to access the Print  settings you need to click on this button . When you click on the arrow next to Print, you will be able to run Print Preview.

Page Setup section leads you to the Print What where you will see Notes Pages.

In the same way as explained for newer versions of PowerPoint, you can change color and page orientation.

Tip:

Don’t forget to double check the chosen printer, especially if you are at the office where is likely to find multiple printers.

 

How to Highlight in PowerPoint

Highlighting is useful when you want to emphasize specific parts of a presentation. If you rely on Microsoft Office to create presentations, here is a guide on how to highlight in PowerPoint. First we will explain how to highlight in PowerPoint 2016 (only for Office 365 subscribers), and then we will show you some secrets how to do that without Office 365.

 

How to highlight text in PowerPoint

The following guide is only for PowerPoint 2016, for Office 365 subscribers. It is very easy to do that: first select the text you want to highlight and then select the arrow that stands next to the “abc” icon. Choose the highlight color and the selected text will be marked with that color.

If you need to highlight text that is not consequent, don’t select the text first but click on the arrow we mentioned above. Choose the color and then click on the text area on the slide. To turn off the highlighter, just press the Esc button.

 

Useful Tip:

If your PowerPoint version doesn’t support the highlighting feature, you can apply highlight settings in Word and then copy paste the text to PowerPoint. Just make sure to choose the following paste option: Paste and keep source formatting.

 

How to highlight text in PowerPoint 20007

 

Unfortunately, it is not possible to highlight in PowerPoint 2007 in a regular way. But there is still a way to do it by creating a text box. You can insert a text box and highlight it, and then move the text box to the presentation.

 

Here’s how to do it:

how to highlight in powerpoint

Click the Insert tab and then the Text Box in the Text tab. You can drag a text box to your slide or first make a text box out of the slide and then add it. To drag a box, just hold the left mouse key and move it.

how to highlight text in powerpoint

Double click in the text box to enter the text. Select the text with the left mouse click and the small window will pop up, with font options. Click on the arrow next to the abc icon and choose the color. When you are finished, click outside of the box and the border lines will disappear.

highlight text in powerpoint

These steps can actually be applied to all versions of PowerPoint and not just PowerPoint 2007.

How to highlight a picture in PowerPoint

 

When you want to highlight a certain picture in your presentation, it is usually not the whole picture but a part of it. Here is how to emphasize part of an image in PowerPoint:

Considering that you have already inserted a picture in your presentation, the first step would be to go to the Insert menu, under the Illustrations tab, click on the Shapes and choose the shape you want. Insert the chosen shape (oval, rectangle, triangle…)  in the the picture. You can drag the shape according to your preferences.

The next step is a bit complicated, so read carefully:

Click on the image and then press CTRL on the keyboard, and click on the shape too. In the Format menu go to drawing tools and click Merge Shapes option.

 

Note: this option Merge Shapes is in some versions of MS Office called Combine Shapes.

Then, select the same image again, but not the fragmented part. In the Format menu, you will find the Artistic Effects option. Click on the Blur option and the image will be blurred, only the fragmented part will be in the focus.

how to highlight picture in powerpoint

What else you can do to emphasise the fragmented part, is to right click on the fragmented part of the image and then on Format Picture. That button will open additional sidebar with different picture formatting options.

Here you can read more about formatting pictures in PowerPoint 2016, but you can find on the internet guides for other versions.

Conclusion

Here you have learned how to highlight in PowerPoint. It is always a good idea to emphasize certain parts of the presentation and make your content more appealing. On the top of that, learning additional tricks of Microsoft Office programs can never be a waste of time.

How to Recover an Unsaved Word Document

Does this situation sound similar to you? You were working in a Word document and suddenly the computer crashed. Maybe it crashed because of technical reasons or the loss of electric power. Or, you closed the document without thinking and now you don’t know how and if is it possible to retrieve it. Luckily, it is possible! Find out how to recover unsaved Word document and save your hard work.

 

There are two different types of unsaved documents:

 

  • A document that was originally saved but some of its updated versions wasn’t saved. In other words, you worked in a Word document and you saved one version. After some time you added more data in the same document but something went wrong and the latest version of your work wasn’t saved.
  • A document that was never saved at all. You were working in a document and you didn’t save it at all. This is more complex situation.

 

So let’s start from the first situation!

 

No matter what version of MS Word you are using, there is a way to retrieve unsaved document. The following guide explains how to recover unsaved Word document in versions 2010, 2013 and 2016.  All these three versions of Word have the same process. Later on in the text, we will explain how to recover unsaved Word document in older versions Word 2007, 2003 and 2002.

 

How do I retrieve a document that was not saved?

 

how to recover unsaved word document

Although sounds impossible, MS Office made it quite easy to recover documents. Just click on the File menu and you will see a list of recent documents as well as some additional documents options, such as Save as, Export, Print etc. If you don’t see that list, click on the Recent button.

 

At the bottom of the document you will see the option to Recover Unsaved Documents. By clicking on it, a list of recent unsaved documents will appear, and you just need to click on the document you need.

 

How do I recover an unsaved Word 2007 document?

 

Older versions of Word, such as Word 2007 don’t have this option to recover unsaved documents with the click of a button. The steps are a bit complex compared to newer versions.

First you need to click on the Office button and then the Word options button.

Click the Save button you will find in the Navigation Pane.

Have a look at the path of the file, that is placed in the AutoRecover file location box.

word 2007

 

Now close everything and head to that location to find the lost file. The file will have an .asd extension because it is an autorecover file. As soon as you find the file, open it and save it.

 

How to recover unsaved Word document in Word 2002/03?

 

These old versions of Word have a totally different procedure compared to newer versions.

Start by clicking on the Tools and then on Options.

 

In the File locations tab, click on Auto-recover files.

 

The following steps are the same as with the Word 2007. So close everything after you had a look at the file path and then find the file by following that path. Again, the file you are looking for will have an .asd extension because that is an extension for autosaved files.

 

Have in mind, if you don’t see the whole file path, click the bottom arrow in the folder name in the Modify location dialog.

 

Where does Word save AutoRecover files?

 

Word saves AutoRecover files in recent files box – for Word 2010, 2013, 2016.

In Word 2010, autorecover files can be found in Autorecover file location box. In Word 2002 and 2003 you will find such files in File locations tab, under autorecover files.

 

As for the exact location of such files, you can actually choose it or change the default location of autorecover files.

 

For Word 2010, 2013, 2016, click on the File tab>Options.

A window will pop up, find the Save menu on the left.

 

In the Save section you will see an option (as shown on the image below) where you can set up the location.

autorecover files

Click the Browse button to change the location where autorecover files will be saved and then click OK to confirm the changes.

 

What else can you change here?

 

It is set up by default that files are saved automatically every 10 minutes. You can change the timeframe and have your files saved every 5 minutes or so. These setting is available in the same window above the autorecover file location, see an image above.

As you can see Word saves documents by default, when they are closed without saving. As long as this option is ticked, rest assured you can recover unsaved documents.

But, what about situation two, when you were working in a document for the first time, and it was never saved before?

The same rules apply here under condition you have the abovementioned option checked- Save Autorecover information every…minutes.

You can find the autorecover files in the same way, just follow one of the guidelines above.

 

Temporary and Backup Files in Word

 

But, there is more. Did you know that apart from autorecover files Word has temporary and backup files?

 

Word saves backup files only if you have ticked, or it has been ticked by default the option Always create backup copy.

 

In newer versions of Word (2010, 2013, 2016), that option can be found in the same window we mentioned above. Click File and Save to open that window. Then click the Advanced option and tick the box Always create backup copy.

create backup copy

In Word 2007, the same options you can find when you click the Office button.

 

Did you know? Backup files have .wbk extension.

 

There are different method to search for backup files. You can either search in the search box of Windows, or directly via Word.

 

If you want to search your computer, just type the extension in the search box and all files of that nature will show up.

Another way is to open Word and search for all files. In the list of files, look for files with .wbk extension.

The step for opening all files in Word, is pretty much the same for all versions, or with slight differences. You need to click on Open and then Files of type> all files.

 

And what about temporary files?

 

Temporary files have a .tmp extension and that is what differs them from other files. Word chooses when such files will be created. The name speaks for themselves, files are on your computer only temporarily.

 

What is good, if the document you were working on and closed it without saving, was saved automatically as a temporary file, you can find it and save it as a regular file.

 

You can use the search box again and type this extension name in it. All the temporary files will be listed and hopefully the file you need will be there.

 

Conclusion

 

Even if you are careful enough when working in Word, and make sure your document is saved before closing, you cannot control certain situations. Your computer might stop working due to a power loss or some technical issues, and the document you were working at the time, is at risk of losing precious data. Fortunately, Microsoft Word has solutions to help such situations pass without serious consequences. Hope that this guide on how to recover unsaved Word document gave you enough insight into the problem and its solutions.

 

How to Double Space in Word

How skilled are you at text formatting? If you are using Word for business or school purposes, you should know how to format your document properly. Content does matter, but the way it is presented in a document is equally important. A well formatted document is easier for reading and reviewing. If you need to send your Word document to your boss or teacher for a review, double check if your text was formatted well. Here you will learn how to double space in Word and have your text presented in a more visible way.

 

What do you mean by double spaced?

Double space refers to the text formatting option in Microsoft Word, that actually makes space between text lines. For instance, if you want to use the printed version of a Word document, it would be better to make wider space between lines so you write comments under specific part of the text. Also, when there is double space between the lines, your text will be easier to read.

 

How do you double space words in Word?

For Word 2007 and 2010 users

 

In the Styles section, right-click with your mouse on the Normal style first.

Next step is to open the Modify option and choose the Double space button and then click OK.

double space

By following these steps you will set double space for the whole document. If you want to format only the part of Word document, first select the text you want to format. Then in the Paragraph section, choose Line Spacing. Once you click on 2.0 option the selected text will have double space.

double space in word

Note: first set up spacing and then write in a document, so the changes will apply to the whole document. If you want to double space in Word document that already has some text, make sure you have selected the whole document. Only in that way the new settings will be applied to the previously written text.

 

How to double space in Word 2016 ?

 

For 2013 users as well

 

Click on the Design tab first, which is next to the Insert tab.

how to double space in word

Click on the drop-down menu called Paragraph spacing and choose Double option.

double space in word

Again, if you want to apply these settings to specific paragraphs of the text, first select the part of the text and then do the rest.

 

How do you double space between paragraphs?

 

If you want to change spacing between paragraphs, you can use the following guidelines. Have in mind that if you want to apply these settings to one paragraph only, you need to select that paragraph first.

 

For Word 2007, 2010 users:

 

Go to the Page Layout tab and in the Paragraph section find Spacing options. You have two fields to fill in, before– if you want to change default spacing before a paragraph and after it.

For Word 2016, 2013 users:

 

Again, go to the Design tab and Paragraph Spacing. Then click on the Custom Paragraph Spacing and the window will pop up (see the image below).

 

In the Paragraph spacing section, fill in the fields “before” and “after”.

 

This guide on how to double space in Word is just one tip for using text formatting settings to make your document look professional. Microsoft Word offers a wide range of formatting options and it is only a matter of time and practice when you will adopt all these skills.

How to Embed a YouTube Video in PowerPoint

With over 30 million presentations created every day, Microsoft PowerPoint is without any doubt the most popular slideshow creator on Earth. Used extremely frequently both in business and in education, this software allows users to expeditiously manage their presentations, which can later be applied to a wide array of possibilities.

Another interesting fact is that 120 million people use PowerPoint for business, and more than 6 million teachers depend on it for classroom lectures. A relatively new feature to PowerPoint is that you can embed YouTube videos onto a presentation, which can be more than convenient at times.

As the world’s largest free video hosting service YouTube doesn’t really require any kind of special introduction, so if you require embellishing your presentation with a YouTube video and you’re not sure how to do it, continue reading this post!

 

So, how exactly to embed a YouTube video in PowerPoint?

 

Firstly, it is important that you own a 2016, 2013 or 2010 version of PowerPoint, because otherwise the embedding won’t work.

 

  1. The beginning step is to open the YouTube video you require embedded with your browser. It’s also vital to note that YouTube is the only streaming website that is supported by PowerPoint, so you cannot use other stream-based sites.
  2. Select the Share option on that specific YouTube page. You will find the Embed button exactly below it. Just copy the highlighted code (with the right click mouse button, or with Ctrl+C on your keyboard).

how to embed a youtube video in powerpoint

  1. Open PowerPoint and select the specific slide you wish to add the video on. Click on the Insert tab, where you’ll see the Video button among other options.

embed video in powerpoint

Click on it and select the Online Video option. In case you’re using the 2010         PowerPoint version, click the Video from Website button.

  1. The next step is to select the Paste embed code here option, or you can just use the Ctrl+V, or right click your mouse and press Paste. Then click on the arrow to insert a video into PowerPoint.

how to embed a youtube video

  1. Once you’ve completed these steps, the video will emerge on your slide. Most probably it’ll just appear like a black box, but do not fret, because this is normal.
  2. The next phase is to select the Playback tab, which will open all the options for the video. Click the Start drop-down list and choose how the video will play. It’s very important that you select one of these given options, because the video won’t work without it.

insert video in powerpoint

  1. When you are planning to present your PowerPoint presentation, make sure that you have a reliable Internet connection, which is a mandatory requirement for the YouTube videos to be played.

How to Create a Timeline in Excel for Your Next Project

Being a project manager involves a lot of multitasking and responsibility. To stay on the right track and make sure the project flow goes smoothly, project managers rely on technology, not just on pen and paper. Taking notes, creating alerts and reminders are just some of the things that most project managers deal with using technology. In addition to that, creating project timelines gives them an even clearer picture of the project’s progress. While a timeline can be of much use when it comes to better organization, with all their daily activities and extraordinary tasks that come up, project managers don’t have so much time to spare on technicalities (e.g. learning how to create a timeline). For example, as a project manager, you are probably skilled with MS Excel, but it doesn’t necessarily mean that you have time to learn all these Excel tips and tricks by yourself. For that reason, it can be less time consuming to consult some of these straightforward Excel tutorials that give you clear instructions on making a perfect Excel timeline for your next project.

To create such an Excel timeline, just keep reading and follow these steps.

 

How to Create a Timeline in Excel?

 

Run Excel and click on the SmartArt from the Insert tab.

 

excel smartart

 

The SmartArt graphic window will show up where you can choose the type of Process. There are many types of processes you can choose from, such as Continuous Arrow Process, Staggered Process, Circle Arrow Process, Basic Bending Process, Converging Arrows etc.  In this example, we’ll choose the Basic Process.

smartart tools

 

Once you select the process, click OK. A timeline graph will appear in the spreadsheet and you will be able to enter the text and to change the size of the text box.

 

make excel timeline

 

If you want to add more boxes (shapes), you can easily do that by clicking on the existing timeline exactly on the spot where you want to add an additional shape. Then click on the Add shape before or Add shape after in the SmartArt Tools Menu, the Design tab.  You can also move entries if you click on an entry and then drag it from one place to another.

 

edit excel timeline

 

Change the Look of Selected Shapes Only

 

Click on the Format tab which is next to the Design tab in SmartArt Tools.  First select the shape you want to change and then click on the Shape Style you want to apply. In addition to that, you can change the color of the shape fill and outline. Furthermore, you can add special effects to the selected shape.

excel tips

 

If you want to change the angle of a specific page, in the same Format menu, at the right side, you can click on the Rotate button. There are options to rotate right or left, to flip vertical or horizontal.

 

Improve the Whole Excel Timeline Layout

 

If you don’t like the default layout of your Excel timeline, you can change the whole layout. By applying these settings, your timeline will be turned from basic to more complex or visually appealing. In the example below, the alternative flow layout is shown.

 

excel timelines

 

After you have finally chosen the look of your timeline, you can tweak it even further and make it more visually attractive. For instance, you can change the color of the whole Excel timeline. Next to Create Graphic and Layout tabs in the Design SmartArt Tool, you can find the tab for changing colors.

 

change color in excel

 

In the image above, you can see a new version of the same timeline, turned from blue to orange. Next to Change Colors button, there is an additional set of options, a wide range of styles you can apply to your timeline.

 

Change The Format of Your Text

 

Apart from Design menu in SmartArt Tools, there is also a Format menu which gives a totally new look to your text, the actual content of your timeline. In the middle tab WordArt Styles you can find all you need to change the look of your text. For instance, you can change the color of the text fill or the text outline. What is more, you can add special effects to your text, like shadow, glow, 3-d rotation, reflection etc.

 

create a timeline

 

So, How Does It Seem?

 

Whether you are very skilled at Excel, or you just know the basics of it, by following these easy steps you will be able to create a timeline tailored for your needs. Why download Excel timeline templates like everyone else, when you can be original and create your own piece of spreadsheet art? At the end of the day, you are a project manager and you are expected to show off your best skills.

 

How to Convert SWF Files to PDF

Although there is probably no such computer user who has never heard of Word or Excel file, there are a probably a lot of them who have never heard of SWF file format. This extension stands for small web format and it is usually known among people who deal with multimedia and vector graphics. SWF is actually an extension for a Shockwave Flash file format owned by Adobe. As SWF files contain sound, video and vector based animations, they can be viewed in a web browser with the Flash plugin.

For the same reason that MS Office users convert Word and Excel files to PDF, SWF users also sometimes need to convert swf files into PDF. That can be a tricky thing to do, since most of the regular PDF converters can only deal with text documents and not with videos. Luckily, there is a way to convert SWF files to PDF and chances are you have never heard of it before.

If you follow these easy steps, you will get your PDF in just a few clicks: Continue reading >>

How to Translate PDF in Microsoft Word 2013

translate pdf

Regardless of what you use PDF documents for, globalization will eventually put you in a situation where you will need to translate a PDF document into a foreign language. It may be a manual or a brochure written in a foreign language that you don’t understand, or perhaps you’ll need to translate a user guide to send to an international customer. Either way, you will want to translate your PDF document into another language without much effort. At first thought, it may seem like mission impossible but it can actually be very easily achieved. Assuming you use MS Word 2013, you can translate your PDF in Word with the following steps:

1. Right-click on your PDF file, choose to “Open with” MS Word 2013.

Open with Word

Or, open a PDF you want to translate directly from MS Word. Go to the tab File Open and choose the PDF saved on your computer, OneDrive or another place.

Open from Word

2. When you open a PDF file in MS Word 2013, go to the tab Review and choose the Translate option.

Translate document

3. In the Translator Language Options Dialog, select document translation languages (in the image below, we chose to select document from English to French). However, as you will see for yourself, the list of available languages for translation is quite extensive. Click OK.
4. In order to translate your document, Microsoft Office will send your document to its translator service over the Internet in an unsecured format. If you are OK with this, click the button Send to complete the translation (see image below).

Open in web browser

Your translated document will be shown in your default web browser.

If you want to translate just a part of the whole PDF, like a sentence or a paragraph choose Translate Selected Text option in the Step 2. You could also turn on the Mini Translator which gives you an instant translation of a chosen section.

As you may have concluded from this simple guide to translating PDFs in MS Word, you need an Internet connection to complete document translation.

How to Calculate Profit in Excel

Do you know how to calculate profit? Whatever small business you run, you should know some basic bookeeping things such as how to calculate profit and expenses. If you know to keep track of your business finances, you will have a more clear picture of what should be your next steps to take.

As most of you know, Microsoft Excel can be a very powerful bookkeeping tool for anyone running a small business of their own. It enables users to easily and effectively keep track of money coming in and leaving the company with easy-to-follow spreadsheets and formulas that are very simple to use when calculating profits and expenses. Here is a quick guide on how to calculate profit by putting together a spreadsheet in Excel. This guide can work in all versions of MS Excel.

Start Excel program and select four columns and a couple of rows, with the right click of the mouse. The next step is to click on the Insert tab and then on Table. Write the following values in the columns: Income, Expenses, Profit, and Percentage. Fill in the Income and Expenses columns.

Once you have done that, you can select the currency you are working with on the ribbon. You can find the currency settings when you click on Home tab. The dollar sign is in the Number section. When you click on it, you will see the drop-down menu, as shown on the image below.

bookkeeping tips

 

Your table should now look something like this:

 

how to calculate profitWhat is the formula to calculate the profit?

To get your profit, enter the formula “=a2-b2” into the c2 Profit cell.

Once you have calculated the profit amount, drag the corner of the cell to include the rest of your table.

how to calculate profit

In order to calculate your profit percentage, enter the following formula into the blank cell under Percentage: = c2 / a2.

Continue reading >>

How to Track Financial Data from Web in Microsoft Excel 2013

import data from web in excelAnyone who works in the financial industries knows the importance of keeping good statistics. More likely than not, you are using a spreadsheet program on an everyday basis – most commonly, Microsoft Excel.

Microsoft Excel 2013 has a great feature for importing financial data that and stats that you find online into your own spreadsheet and tracking data from Excel itself. This comes in very handy for anyone who works with stocks, currencies or any other type of constantly fluctuating data. With this Excel feature, you are able to not only import data you find online, but also set it up to automatically refresh these statistics within your spreadsheet whenever they change.

Here’s a step-by-step how-to guide at how to do this if you have the latest version of the Microsoft Office suite and are using  Microsoft Excel 2013.

Once you open your Microsoft Excel 2013 spreadsheet, go to the Data tab and click on “From Web.”

import data from web in excel

Enter the URL from which you want your data to be taken in the line on top of the window that says “Address” and then click Go. Continue reading >>