Apr 24, 2013

Save time while making slides... Customise quick access toolbar

I am going to share one tip today. This one tip is going to save you a lot of time in making PowerPoint slides.

There are some tasks which you do many many times while making a set of slides. This tip reduces your time in doing such 'regular' tasks.

Example: I convert my PowerPoint slides into PDF regularly. These are the steps do this in MS PowerPoint 2010.

Go to File Tab -> Save & Send -> Create PDF/XPS Document -> Create PDF/XPS

These 4 steps can be shrunk into 1 step by adding 'Creat PDF' task onto the Quick Access Toolbar.

Where is this Toolbar?
This toolbar is at the top of the window.

How to add 'Create PDF' task to the toolbar?
By default there are only three tasks on this tool bar. Save, Undo and Redo. To add any task, click on the down arrow on the right of Redo. Go to more commands. Now choose File Tab under Choose Commands From.

Click on Publish as PDF or XPS. Click on Add button in the middle. Now click OK.

This task has been added to the quick access toolbar. The next time you want to save the PPT files as PDF, just click on the icon in the toolbar at the top. That's it. The four step process shrinks into one step.

Similarly, you can add any task in the toolbar. Just choose it from the list of tasks. Any and every task can be added here. However, ensure the list is not made too long. Have tasks which are done too frequently by you on this toolbar.

When will Quick Access Toolbar work for you?
This trick will only work for tasks which are done too frequently in making slides. These are some of the tasks I have on my Quick Access Toolbar:

  • Publish as PDF (since I regularly convert PPT to PDF)
  • Align objects on the slide (I do a lot of aligning of obects in every PPT)
  • Open slide master (I use slide master to edit my self made templates)

Which tasks are you going to add to the Quick Access Toolbar?

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