Hints & Tips from Glide Training

This article is aimed at people who use Google Sheets instead of Microsoft Excel as their main spreadsheet application. If you’d like to know more about Glide Training’s on-site training for users of Google Sheets and other Google G Suite products please click here.

Sometimes you might find that the content of text cells in a spreadsheet isn’t laid out the way you’d like it; for example a column may contain whole names where you’d prefer forename and surname to be in separate columns, or it contains full addresses where you’d want the first line, city, county etc to each be in its own column.

The “Split text into columns” feature in Google Sheets, makes it quick and easy to split the text across multiple columns. All you need is a marker to identify where the data should be split. This could be a comma, a space or any other character.

For example I have this data, where the town and county are combined in one location cell.

I will want to analyse my customers by county, so in preparation for my analysis I am going to split the town and county in to separate columns.

Step 1:

Check that you have enough blank columns next to the data you want to split. If you already have data in the adjacent columns, that will be replaced by the split data. In my example I need a blank column for the county to go into, as shown in green here:

Step 2:

Select the data that needs to be split. As you can see, I have selected the data in column B here:

Step 3:

From the Data menu, select Split text into columns.

Step 4:

Sheets will try to detect where you want the split to occur. In my example, I have a comma between each town and county, so this is where it splits.

Step 5:

If you want the split to occur in a different position or if Sheets cannot detect automatically, click on “detect automatically”. Select the separator that suits your data or click on Custom and type the character you require as your separator.

And that’s it! In just a few seconds you have your data organised how you want it.

  If you’d like to know more about Glide Training’s on-site training for users of Google Sheets and other Google G Suite products please click here.

Written by Jane Hames

For any organisation, changing software can be seen as a major headache. As any IT professional involved in such projects will know, changing an IT system isn’t as simple as buying a new product and rolling it out to the users. There are many implications for the users of the new system which, if acknowledged, will make for a much smoother and more positive go-live.

An IT trainer’s role in the project may appear to be simply to learn how the new system works and train the users on how to use it (rather naively, I approached my first role on this type of project with the attitude that it would be as simple as that!) As the upgrade trainer I am one of the key people at the front end of communicating what the changes are, and how users will benefit from them.

I don’t often get involved in the more nitty-gritty technical aspects of upgrade projects. Instead, by being the user-facing “people person” I have the opportunity to take an objective view from the outside. This enables me to make suggestions for actions we could take early on, to ensure a positive experience for users when they get to the point of transition from one system to another.

In the latest issue of PC Pro magazine, I have written an article which contains lots of ideas about how to manage upgrade projects and I share with you some of my experiences and what I have learnt along the way. If you want to buy online click here: https://subscribe.pcpro.co.uk

If you want to buy it in print, here’s the cover you are looking for:

Written by Jane Hames

With the Details View in Project, you can easily move between tasks and resources, viewing details about them. I find that this is a huge time saver as I don’t need to switch views as the details can be displayed at the bottom of the screen. Here are some examples of the type of information you can view:

The resource graph:

Remaining resource availability:

Task dependencies:

Work:

There are various view combinations you can display and here’s how to do it:

Go to the view you want. For details about individual tasks, I use the Gantt or Tracking Gantt. For details about individual resources, I use the Resource Sheet.

From the View tab on the ribbon, tick the Details view box.

Click the drop down list to select the type of information you want to see in the bottom half of the Project window.

In the bottom half of the Project window, you can right click to see more options for the information you want to display.

It’s really worth having an experiment with this. You might find it saves having to switch between views, tables and filters so often. Let me know what you think, and if you would like to learn more about project please do contact to us to discuss how we can help you and your organisation.

Written by Jane Hames

This post is aimed at those who already use PivotTables (as many of my trainees do!).

PivotTable grouping is easy enough to do, but it could cause a lot of frustation if you want to change the grouping in one table without changing the way that field is grouped in another table.

The image above shows my two PivotTables and in both, the individual dates have been grouped by month, using the Group Field feature.

If I change the grouping from months to quarters in one PivotTable, it will also change in the other. This is because they are based on the same source data and therefore share the same cache.

“HOW DO I GET IT TO WORK?” I hear you cry! You just need to do this:

Highlight the area of cells containing your second PivotTable and cut it (Ctrl X).

Go to a new workbook and paste it in (Ctrl V).

Change the grouping style on the second PivotTable that is now in a new workbook.

Cut this second PivotTable again from the new workbook and paste it into the original workbook.

Both PivotTables are based on separate caches now, which means you can change the grouping in one PivotTable without affecting the other.

NOTE: This will increase the file size as we have double the amount of data due to the separate caches. As always, there are several ways to get to an end result in Excel, I find this method is very quick and easy (when you know how!).

If you or your team would benefit from being briliant at PivotTables, please do get in touch.

Written by Jane Hames

You might be surprised how easy it can be to get much more than what is traditionally expected from your training.

Imagine that you have a training course booked in for next week. Of course, you are hoping to learn some useful information and techniques. I would expect that you also hope to feel confident that you can put these new techniques into practise when you return to work, but how could you make absolute best use of this time in the training room? I have been an IT trainer since 1998, and every time I see a group of people get together for the training, whether they are total strangers or colleagues, if they choose to, they can get way more from the day than perhaps expected. I am not talking about the content of the training or the objectives you want to achieve in order to help you back in the work place, you can read my tips about this here:

Easy ways to prepare to get the most from your training

I am talking about what ELSE we can achieve…

Company Communications

As an IT trainer, I have found that IT training can be an ideal opportunity for basic IT communications. You need to be careful though; the start of a training course is not the ideal time to impart information of a contentious nature. Likewise, anything that would lead to discussions that would hinder rather than help the objectives to be achieved should also be avoided. Here are some examples where I have been able to help share and implement new IT information for my customers:

  A new PowerPoint template – the customer gave the template ahead of the training so that I could understand and then pass it on to those attending the training. This was a great way to tell people about the new template and learn to use it at the same time. This also works well for on going PowerPoint training where the template isn’t new, but new starters or those new to software can learn to use the template from the outset.

Re-enforcing email guidelines – on many occasions, I have been able to pass on information such as inbox size, email archiving systems, attachment sizes, for internal use creating shortcuts to files rather than adding attachments in the email and so on. When you first start a job, you might receive an induction, but often there’s a lot to take in, so including this in Outlook training can save the users and the IT team lots of frustration.

IT Policy – when delivering new starter or induction training, things like IT policies can be included.

New software plans – perhaps your company is upgrading to a newer version of the software used in the very near future. Delivering training with the new version is the perfect way to ensure that users feel ready for the upgrade.

Networking opportunities

Whether it’s a public course with total strangers or a in-company course with your colleagues, a training course is a great time to get to know other people, learn from them and help them.

Getting to know colleagues – when delivering training for large organisations, I often meet people who don’t know each other or they’ve only communicated by email or phone. It’s a real morale booster to put a face to the name and build on that relationship.

Meeting new people – if you are with people from other organisations, make sure you swop business cards, arrange to meet for a coffee or just connect on LinkedIn. You might be able to help one another or pass an opportunity there way in the future.

Learning some usual information – I learn so much by being with different groups of people several times a week. As a training attendee, you can learn some very useful things from others about your own organisation or about opportunities and lots of other things going on in the world!

Career opportunities – you might meet someone within your own company who is looking to recruit a new role that you would love. Likewise outside of your company…it’s back to the old saying “it’s not what you know, it’s who you know”

Team building – put on a course on any subject that would be useful for your team and the team building should happen naturally.

Time to reflect

Time away from your everyday tasks – this is essential for our well-being and can be very productive. When delivering IT training, I meet people who have become bogged down with their work and the methods that they have got used to. Being in the training room, often prompts new ideas and new ways of working that will be much more efficient and bring more value to them and their organisation.

Idea swaping – just the act of sitting next to someone different for the day can bring about all sorts of new ideas. With software and other processes, there can be many ways of getting to a similar end result. Maybe there’s a new method that you might prefer or some techniques that would help your training-neighbour.

Getting a well deserved break from a big office or from your home office – time out of your usual working environment can be very refreshing. Make the most of it – meet some new people, learn some new things and share some knowledge with your new friends!

Written by Jane Hames

If you are a Microsoft Project user, you might be using recurring tasks to add monthly stakeholder events or other regular activities. It’s useful to remember that recurring tasks, don’t actually have to be tasks with durations, resources and costs.

I have found recurring tasks useful when I’ve needed to create regular reminders rather than full-on tasks. Here’s what you can do to create a recurring milestone in Microsoft Project:

On a task table, click on the row you want to add a recurring milestone to.

From the Task tab, click on the arrow below the task button.

Select Recurring task.

Add the milestone name and enter the duration as zero. Entering zero, will make it a milestone.

Double click on an individual milestone to rename it or make other changes to that occurrence.

If you would like to learn how to build schedules and reports in Project or find out about Microsoft Office in general please do get in touch.

Written by Jane Hames

I am often asked how to find blank cells in Excel within a specific range of data. Just having a look through your data could be time consuming, but there is a quick and easy way to find blank cells in Excel. Here’s what you need to do:

Select the data that you want to check.

From the Home tab on the ribbon, click on the Find & Select button.

Select Go To Special and you will see the following box:

From the Go To Special Box, click on Blanks.

Click on OK, and any blank cells in your range will now be highlighted for you.

If you would like to learn how to manage data in or just to learn more about Excel or Microsoft Office in general please do get in touch.

Written by Jane Hames

If you use Excel to summarise and analyse data with pivottables, there may be some very useful options that you haven’t yet discovered (because they are fairly well hidden!). One such feature is the PivotTable Report Pages option. If you are using a report filter (you will have a field name in the Report Filters/Filters part of the pivottable layout box, you have the ability to filter the pivottable without having to show that field in the pivottable itself. See example below:

In my example, as shown above, I would like to have a separate worksheet with its own pivottable for each of my customers. The Show Report Filter Pages options will do this in a flash! Here’s how:

Ensure that you are clicked into the pivottable.

From the Analyze tab (or pre-2013, use the Options tab) on the ribbon, select the arrow next to the Options button.

Select Show Report Filter Pages and click on the field you will be using.

When you click OK, a new worksheet will be created for each of your items in that field. In my example, I get a new worksheet with a pivottable for each customer.

If you would like to learn how to use PivotTables from scratch or just to learn more about Excel please do get in touch.

Written by Jane Hames

On an Excel course this week, I was asked how to apply an advanced filter to show records that contain some blank cells. This is something that isn’t very obvious, but if you know how to use the advanced filter in Excel, you will find it very easy! Here’s a snippet of my data which does have a couple of records which are missing some data.

I have created a criteria range below my data. I want to filter for any records which have EITHER the Customer or the Book cell blank. In the image below, you can see that I have entered the = below the customer and the book headings. (The = are on different rows to make this an OR filter).:

I am now ready to run my advanced filter as shown here:

Here are my results:

If you would like to learn how to use the Advanced Filter from scratch or just to learn more about Excel please do get in touch.

Written by Jane Hames

If you have set up a formula in one workbook that uses cells from a different workbook, the two workbooks become linked. It is useful to be able to go to linked cells in an Excel formula, and it would be great to be able to do that both quickly and easily!

Here’s the slow way: If you are on the cell that contains the formula, you can use Trace Precendents, double click on the dotted line and then use Go To to go to the cells used in that formula.

There is quicker way! It takes several clicks to get there using the method described above, but there is a very quick keyboard shortcut that does the same thing.

If you have tried to use Google to find this shortcut key, you might have trouble. I found it very tricky to find a search phrase that explained what I wanted to do. Asking amoungst a group of Excel users it seemed that this shortcut was a mystery until one of the group had a sudden recollection of what the shortcut is. Now, those of you who know me and/or follow my posts, I certainly don’t believe in keeping these kind of software secrets as secret, so here’s what you need to know:

Click on the cell that contains the formula.

On the keyboard, press, CTRL [

You will taken to the first cells used in the formula. (Regardless of whether or not the linked workbook was open already.)

Written by Jane Hames

How to find images that are free to use in Microsoft Word and Google Docs

When searching for an image to insert into a Microsoft Word or a Google Docs Document, do you check the copyright? Depending on the software you are using to create your document, and the search engine being used for the search, you will get different results and options to filter by license. My preference is to use images that I know are licensed for commercial use and modification. This is mainly because I am not an expert in copyright laws, so by filtering for images that are labelled for use commercially, and are allowed to be modified, I know that I am safe. However, filtering to this lowest level of licensing does produce far fewer image results, so if you need more options it would be worth having a look at stock images which you can pay to use.

Here is a basic run down on what happens when you do an image search online and within Microsoft Word and Google Docs.

Searching for images within Microsoft Word:

If you search using Word’s online images feature (which replaced Clip Art), you will be able to filter your search to display all image results or those with a creative commons license. The creative commons license does NOT necessarily mean that you have the right to use the image, but it does gives broad permission that you can use it within the limits of that license. This is confusing, and as a result, if I want to use the Bing image search, I do not do it within Word. Keep reading for some alternatives!

Searching for images with Bing in your browser:

To avoid the confusion of creative commons, if you search within your browser using bing images, you can choose an image without licensing constraints to insert into Word.

Searching for images within Google Docs:

If you choose to insert an image in Google Docs and then select the search option, the results should be labelled for commercial reuse with modification. Just double check the description below the search box as shown here:

Searching for images with Google Images in your browser:

When using Google Images, ensure you change the licensing filter, as shown here:

Here are some sites which will provide more information about licensing and copyright:

http://creativecommons.org/licenses/

http://onlinehelp.microsoft.com/en-gb/bing/dn261810.aspx

https://support.google.com/websearch/answer/29508?hl=en

Here are some sites where you can pay for images:

http://www.shutterstock.com/

http://www.istockphoto.com/

Glide Training provides Google Docs and Microsoft Word training in Sussex, London and the South.

Written by Jane Hames

More and more, PowerPoint users want to avoid “Death By PowerPoint”. Bullet points can be overused in PowerPoint and during recent PowerPoint training we have been thining about how we could replace bullet points with something else. Most good presenters who use bullet points, just give a teaser or a summary of what they are going to talk about by adding a couple of words to a bullet point. Would you consider using images, maps, charts or some other visual indicator as an alternative? Here are a few ideas:

Use SmartArt diagrams to enhance a bulleted list:

Use maps or images instead of listing items:

Use icons and short descriptions:

Use charts and images to illustrate numbers:

If you have any other ideas, please get in touch to share them with me. Glide Training provides bespoke Powerpoint training in Sussex, London and the South. If you or your team would like to be more efficient and inventive with PowerPoint, we can help. [email protected] 01273 956200

Written by Fiona Doran-Smith

You may be surprised to even see Emotional Intelligence (EI) and Excel used in the same sentence. You might be wondering what on earth one has to do with the other. Well, read on and discover how using your EI can help you to be more effective in Excel.

As described by the originators of the theory, Jack Mayer and Peter Salovey, EI is “the ability to perceive emotion, integrate emotion to facilitate thought, understand emotions and to regulate emotions to promote personal growth”. The part that’s particularly helpful for us in the context of Excel is the second part; integrating emotion to facilitate thought, sometimes referred to as Using Emotion.

This second area of the psychological theory refers to the fact that emotion affects thinking. Many studies in Psychology and Neuroscience have confirmed this. Contrary to popular belief that doesn’t mean that they inhibit it, it’s quite the opposite – emotions can help us to be more effective. More effective in creating an Excel spreadsheet, a PowerPoint presentation or a mind-map in Visio. In short, emotions help us make better decisions and if we use them effectively they make us more effective in anything we do.

So how can this help you to improve your Excel skills? Firstly you need to know that certain moods are suitable for certain tasks. It’s called Mood Task Match. Research shows that positive moods are useful for creative thinking. It’s helpful to feel happy when doing things where you need to think big picture and come up with ideas. For example brainstorming new product ideas. On the other hand negative moods, also called avoid moods, are useful for more analytical thinking. One such study showed that doctors reading x-rays were more accurate when they were in a negative mood. When they were in a positive mood they missed things. So, negative mood such as mild annoyance or anxiety will help you to focus on detail, be more analytical and notice errors. For example – checking an Excel database of customer details.

So next time you’re about to open up Excel aim to be proactive with Mood Task Match. Ask yourself “What mood am I in?” And “Is it useful for the task that I’m about to do? You then have 2 choices; change the mood or change the task. Some people are better at switching moods than others. If you don’t find it so easy to switch moods you can either choose a more suitable task or consciously change your mood.

Useful ways to generate a positive mood are:

Put some headphones in and listen to your favourite piece of music for a few minutes.

Go for a short walk. Just a 10 minute stroll around the block can improve your mood immensely

Useful ways to generate a negative mood are:

It may be that you find just the though of completing an excel spreadsheet is enough to make you feel in a bad mood! If so, just get started and if you’re undistracted you should be able to get the focus you require

You don’t want to feel too negative (on a scale of 1-10, no more than 5 should do it) but you could briefly note down 1 to 3 challenges you’re having at the moment

So there you have it, emotional intelligence can help you to be more effective with Excel! You can receive access to more free resources such as our E-Guide series on how emotional intelligence can help you overcome other everyday challenges like difficulty saying no and procrastination. Use code BGT1 and sign up here: www.yellowtreewellbeing.com/hello

Fiona Doran-Smith is an ILM Level 7 Executive Coach, an Emotional Intelligence (EI) specialist qualified to administer and interpret the MSCEIT (EI test) and a qualified Trainer and Facilitator. She’s specialised in the field of personal development for over 12 years and has substantial experience helping organisations to develop their people. For more information, you can visit the Rise website here: http://www.riseld.co.uk/

Written by Jane Hames

This guide is aimed at Excel users who can already use the VLookup function and want to learn more about it. This is how to use the Excel Vlookup using TRUE

If you use a VLookup, the chances are you will use FALSE as the Range Lookup finding an exact match for the Lookup Value in the first column of your Table Array. I often get asked when you would use TRUE as your Range Lookup and this is good question as it’s not used half as often as FALSE.

Last week I was able help one of my Excel course delegates to solve a problem she had, and the solution to the problem was to use a Vlookup with TRUE. I wanted to share what we did with my readers and followers as it might give you some good ideas of things you could do with your own work. All data in the guide below is fictional, but based on the real world scenario:

The scenario I was given, is that as shown in the image below, there are a list of date ranges with different exchange rates for different date ranges.

We wanted to ensure that the correct exchange rate was used to calculate the payment amount in Euros as shown in the image below:In order to do this, I used a Vlookup to pick up the correct exchange rate for the specified payment date. This payment date would need to sit in one of the date ranges listed. This is what we used to do this calculation:

LOOKUP_VALUE: The payment date

TABLE_ARRAY: The table which shows the date ranges listed in ascending order (the Date From in the first column of the table_array is what Excel will use). The exchange rate is in the third column of the table_array.:

COL_INDEX_NUMBER: 3 This is the column in the table_array that contains the exchange rate we are looking for.

RANGE_LOOKUP: TRUE This ensures that Excel will look at the earliest date in the list that is close to the payment date (our lookup_value).

This what the formula looks like at the end:

Note that the payment date is shown as its reference number rather than the date. This is because I have selected SHOW FORMULAS in order to show you the formulae on the sheet. I then copied the formula down so that I have ended up with this end result:

If you would like help with the Vlookup or other functions in Excel, please get in touch.

Written by Jane Hames

How do you prepare staff for a new system or software upgrade?

“People don’t resist change. They resist being changed” – Peter Senge

I have been an IT trainer for over 17 years now, and during that time I have worked with many organisations who are upgrading their software or changing to a new system. In all projects of this type, I have found that the idea of change does unsettle many people. I can only assume that this is human nature, there’s nothing wrong it, and it certainly shouldn’t be ridculed or punished. The question I want to help answer is – how can we reduce the amount of fear, resistance and doubt that results from news of a different way of working?

I am writing specifically about the introduction of new IT systems and how organisations can help prepare their staff to embrace and even to become excited and positive about the change, but it could apply to other areas of business too. Sometimes, new software also brings about the introduction of new business processes too. So, not only are users being given a tool that they’ve never used before but they are also having to re-think and learn new processes in order to be seen as successful in their role.

Commonly, by the time I am introduced to users, it is on the day of the training course. If it is to be effective, training should be an enjoyable and positive experience, but if delegates arrive feeling the pressure of having to re-learn the job that they’ve been doing for years, it can result in a negative attitude towards the training before it’s even started. This, of course, has a negative impact on how users feel when they have to get on with their job using the new software. I want to help organisations to avoid these pitfalls, in order to reduce resistance, reduce lost working time, reduce stress and to increase happiness and engagement for all involved.

I have been thinking about things that I have heard at the start of training on a new or upgraded system. I have listed these below along with some simple ways that may have helped people to have felt more on-side and positive before we got to this stage:

“There’s nothing wrong with the old system, why change?”

What a valid question! If the users doesn’t understand why there’s a need to change, then how can they be expected to embrace the change? New software and systems are a big investment for a company both financially and logistically. So, those who have made the decision to invest in a new tool must know what is “wrong” with the old system and how a new system will improve the way that individuals and the organisations work. Someone needs to SELL the new system to the users! Using clear, non-techy language, explain what’s wrong with old system and what’s better about the new system. Explain the BENEFITS, not just the features. Allow users to ask questions and make suggestions. Involving users is essential to ensure that their needs are accounted for. It might be too late once the system is up and running!

“I can’t do my job properly with this new software” “I won’t have time get my work done because I don’t know where anything is on this new tool”

This could raise some serious questions about the new software’s ability to allow users to do their job, however, let’s assume that the decision makers have done their research and have ensured that users will still be able to do their job as well, if not better with the new software. If this is the case, this needs to be clearly communicated. Why should should users take someone’s word for it? Loyal, valuable staff will question decisions – that’s one of the things that makes them valuable – they care. I think that concerns about being able to work as efficiently and comfortably as before are very common and perfectly natural. Perhaps users should know that they will be allowed some slack to get used to the new software. Maybe some contingency for less efficient working needs to be put in place while users are still learning. I know this can be difficult for organisations as “business as usual” is usually still expected. How about putting in place incentives for users to do a bit of overtime or put in some extra learning time?

“Why weren’t we consulted about this?”

Consulting ALL users is essential. I don’t mean speak to each employee one by one, but give people opportunities to have a voice should they wish to. Surveys, meetings, road shows, posters, demos, examples of organisations who successfully use the software are just some of the ways users will feel like their opinion is valued and that they have been given the opportunity to have their say. You can’t please everyone, but communication about HOW decisions were made involving users will certainly help to please the majority.

“It’s OK for the young ones, but I’m too old to learn new things”

Another very natural reaction to change, and something that people have said to me a lot. Generational differences do have an impact. New school leavers will usually find using new technology much easier than users who grew up in a very different technological age. It might be that the older, longer serving employees have more experience in business – approach them for their input on how the change in software might affect the business. Take their concerns onboard and use them to maximum effect. Ensure that they know their input is valued and is being used.

I know that training a whole organisation is a huge under taking but it is totally necessary if the investment in the software is going to be worthwhile. Moving as seamlessly as possible from one system to another is key, so try to group users sensibly so that they attend the training with users of a similar level of IT literacy. Consider job roles in these groupings and also which features will be used by different groups of people. I have been involved with helping to organise these groupings many a time. It’s not necessarily a quick job, but it is well worth while as it will ensure the training is a focussed to the individuals as possible so that they can get on with their job as quickly as possible.

I have worked with company IT experts to learn their in-house software and design training for their users. I have helped business experts to design training and prepare for training delivery, I have shown people what’s new in software upgrades to give them a more positive and effective way to work with software. For any more advice or to discuss an upgrade you are planning do get in touch with me. [email protected] 01273 956200

Written by Jane Hames

Need to remove underline from hyperlinks in PowerPoint? Here’s an easier alternative

If you have added a hyperlink to text in PowerPoint, the default theme will make it blue and underlined. I often get asked how to change this, and one option is to create your own theme with a custom colour scheme. The alternative I am going to guide you through is often more popular with the people I meet on training as it is a bit quicker and easier than creating a custom theme.

Here’s what a hyperlink on text looks like when using the default theme and colour scheme:

So, if you need to remove underline from hyperlinks in PowerPoint, you may want to consider inserting a shape next to the text and turn that into a hyperlink (The shape could be made invisible on the slide if required). Here’s how:

From the Insert tab on the ribbon, select Shapes and click on the shape you want to draw.

Click and drag to draw the shape on your slide.

Move over the middle of the shape add drag it to move it if required.

Click on the shape (if it is not already selected) and then from the Insert tab on the ribbon, choose Hyperlink.

Navigate to the file you want to link to or copy and paste a link to a webpage into the Address box.

Click on OK.

To format the shape, click on it and go to the Drawing tab on the ribbon.

Choose your required colour and outline from the Shape Fill and Shape Outline buttons.

Tip: You could make the shape invisible by choosing No Fill and No Outline, or something very pale so that only the presenter is aware of the shape. When running the slide show in Slide Show view, you will see the hyperlink hand shape when you move over the shape so you can just click to follow the hyperlink.