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  • PowerPoint Skills Page: PP-85 In this chapter, you will acquire the tools to give a professional presentation. Editing skills such as using the Office Clipboard, changing the order of slides, and copying and pasting slides will help you manage your presentation. Once the presentation is final, this chapter will guide you through the actual presentation process including rehearsing timing and creating handouts for your audience.
  • PowerPoint Skill 4.1 Deleting Slides from Presentations Page: PP-86; Figure PP 4.1 After you have created all the content for your presentation, it is a good idea to carefully review the slides. As you make a final review, you may find that a slide you created is not really necessary, and you want to permanently remove it. You can remove an entire slide of content by deleting it from the Slides tab. If you want to select slides that are not next to each other, press Ctrl on the keyboard instead of Shift and click each slide you want to delete. Only the slides you clicked are selected. try this - To delete a slide, you can also select the slide and press Delete on the keyboard.
  • PowerPoint Skill 4.2 Changing the Order of Slides Page: PP-87 One of the most important aspects of a presentation is the flow of the information. It is important that your slides appear in a logical, grouped order for your audience to fully grasp the message you are trying to present. After you have reviewed your presentation, you may find that you want to switch the order of some of your slides. tell me more - Each slide thumbnail appears with a number next to it indicating its location in the presentation. When you change the order of slides, PowerPoint automatically renumbers the slides for you.
  • PowerPoint Skill 4.2 Changing the Order of Slides Page: PP-87; Figure PP 4.2 tips & tricks - To select more than one slide to move, select the first slide, then press the Shift key, and then select the last slide in the set. try this - To move or copy a slide by dragging, right-click the slide you want to move and drag it to the new location. When you release the mouse button, a menu of options will appear, allowing you to move the slide, copy the slide, or cancel the action.
  • PowerPoint Skill 4.3 Copying and Pasting Slides Page: PP-88 You may find when you are creating your presentation that one slide’s content and layout is similar to another slide’s content and layout that you need to add. Instead of having to re-create all the content for the second slide, you can copy the first slide, paste it into the presentation where you want it to appear, and then change the content you need to change. If you paste the slide as a picture, it will be inserted as a single image and you will not be able to edit the content.
  • PowerPoint Skill 4.3 Copying and Pasting Slides Page: PP-88; Figure PP 4.3 tips & tricks - If you want the copy of the slide to appear directly after the slide you are copying, click the arrow next to the Copy button and select Duplicate. Click Cut in the Clipboard group to copy the slide to the Office Clipboard and remove it from its current location in the presentation. try this To copy a slide: Click the arrow next to the Copy button and select Copy. Press Ctrl + C on the keyboard. Right-click the slide and select Copy. To paste a slide: Click the arrow below the Paste button and select a paste option. Press Ctrl + V on the keyboard. Right-click the slide and select a paste option.
  • PowerPoint Skill 4.4 Using the Office Clipboard Page: PP-89 (glossary, p. 28) When you cut or copy items, they are placed on the Office Clipboard . A short description or thumbnail of the item represents each item in the task pane, so you know which item you are pasting into your presentation. The Office Clipboard can store up to 24 items for use in the current presentation or any other Office application. tell me more - The Office Clipboard makes it easy to copy and paste items between presentations and between applications. When you copy an item in one application, such as Excel, the item will appear in the task pane when the Office Clipboard is opened in PowerPoint.
  • PowerPoint Skill 4.4 Using the Office Clipboard Page: PP-89; Figure PP 4.4 try this - To paste an item, you can also point to the item in the Clipboard task pane, click the arrow that appears, and select Paste.
  • PowerPoint Skill 4.4 Using the Office Clipboard Page: PP-89
  • PowerPoint Skill 4.5 Defining a Custom Show Page: PP-90 Custom shows give you the ability to customize your presentation for your audience. Instead of creating multiple presentations for different audiences, you can add custom shows to the original presentation and repurpose the presentation for different audiences. tell me more - There are two main types of custom slide shows: basic and hyperlinked. Basic custom slide shows display a subset of slides of the main presentation. For example, if you only have 30 minutes to present, but your presentation is 45 minutes long, you could create two custom shows within the same presentation: one with 45 minutes of content and the other with 30 minutes of content. Hyperlinked custom slide shows display slides that are not part of the main presentation. Use hyperlinked custom slide shows for content that you may or may not want to access in the presentation.
  • PowerPoint Skill 4.5 Defining a Custom Show Page: PP-90; Figure PP 4.5
  • PowerPoint Skill 4.5 Defining a Custom Show Page: PP-90; Figure PP 4.5
  • PowerPoint Skill 4.6 Hiding Slides Page: PP-91 When you practice your presentation, you may find that you want to omit certain slides, but that you do not want to delete them from your presentation, in case you need them later.
  • PowerPoint Skill 4.6 Hiding Slides Page: PP-91; Figure PP 4.6 try this - To hide a slide, you can also right-click the slide on the Slides tab and select Hide Slide. To unhide a slide, right-click the slide again and select Unhide Slide. tips & tricks To unhide a slide during a presentation: Right-click any slide Point to Go to Slide Select the slide you want to display. Hidden slides will appear in the list with parentheses around the number. For example, if the third slide in a presentation is hidden, the menu will display the number as (3).
  • PowerPoint Skill 4.7 Adding Hyperlinks to Slides Page: PP-92 tell me more - Text hyperlinks follow the color scheme of the presentation, and change color after they have been clicked.
  • PowerPoint Skill 4.7 Adding Hyperlinks to Slides Page: PP-92; Figure PP 4.7 and PP 4.8 try this To open the Insert Hyperlink dialog box, you can also Right-click the object and select Hyperlink . . . from the menu. Press Ctrl + K on the keyboard.
  • PowerPoint Skill 4.7 Adding Hyperlinks to Slides Page: PP-92
  • PowerPoint Skill 4.8 Adding Comments Page: PP-93 When comments are displayed in a presentation, the Show Markup button appears in its active state. When comments are hidden, the Show Markup button returns to its normal state.
  • PowerPoint Skill 4.8 Adding Comments Page: PP-93; Figure PP 4.9 try this - To insert a comment, you can also right-click any comment and select New Comment from the menu. tips & tricks - Click the Delete Comment button on the Ribbon to delete a comment from the presentation. tell me more - To edit a comment, first display the comment you want to edit. In the Comments group, click the Edit Comment button. Edit the comment in the balloon and click outside the comment to minimize it.
  • PowerPoint Skill 4.9 Rehearsing Timings Page: PP-94 Timing is an important part of your presentation. For example, you wouldn’t want to be part way through explaining the content of a slide and have your presentation advance before you are ready. Before you give your presentation, it is a good idea to rehearse what you will say and set up the timing for the slide show. tips & tricks - When you are timing your presentation, be sure to speak slowly and carefully, and to pause slightly before you advance to the next slide.
  • PowerPoint Skill 4.9 Rehearsing Timings Page: PP-94; Figures PP 4.10 and PP 4.11 try this - You can enter the timing for a slide directly into the Slide Time box.
  • PowerPoint Skill 4.10 Starting the Slide Show Page: PP-95; Figure PP 4.12 You can choose to start your presentation from the beginning, playing it all the way through. But what if you find you don’t have as much time as you originally planned to present? You can choose to start the presentation from any slide in the presentation. tips & tricks - Another way to start a presentation from the beginning is to select the first slide in the presentation and use any of the methods for playing the presentation from the current slide. try this - To start a slide show from the current slide, you can also click the Slide Show view button on the status bar.
  • PowerPoint Skill 4.11 Using Presentation Tools Pages: PP-96 and PP-97; table Once you have started the slide show, you will need a way to advance through the slides as you talk. You can use the Rehearse Timings feature to automatically advance the slide show for you. However, if you want the freedom to depart from your script, you will want to navigate the slide show yourself. This table lists commands for navigating a presentation in Slide Show view using the mouse and the keyboard. tips & tricks If you want to see the last slide you viewed, but it is not part of the slide order, right-click the presentation and select Last Viewed on the menu. To view a custom show, right-click the presentation, point to Custom Show, and select a custom show. try this - You can also use the Slide Show toolbar, located in the lower-left corner of the slide, to navigate through a presentation. Click the Next button to navigate to the next slide in the presentation. Click the Previous button to navigate to the previous slide in the presentation. Click the Slide Show Menu button for access to more powerful navigation commands, such as navigating to a specific slide.
  • PowerPoint Skill 4.11 Using Presentation Tools Pages: PP-96 and PP-97; Figure PP 4.13 The presentation tools in PowerPoint allow you to write on your slides while you are giving your presentation. You can use the Pen tool to underline or circle important points as you discuss them. Use the Highlighter tool to add color behind text on slides and emphasize parts of your slides.
  • PowerPoint Skill 4.12 Printing Presentations Page: PP-98 tips & tricks - Click the Next Page and Previous Page buttons at the bottom of the preview to navigate through your presentation to see how all the slides will appear when printed. tell me more - All of the options from the old Print Preview window are available from the Print tab in Backstage view, including the settings for printing hidden slides, editing the header and footer, and printing handouts and notes.
  • PowerPoint Skill 4.12 Printing Presentations Page: PP-98; Figure PP 4.14 try this - To open the Print tab in Backstage view, you can use the keyboard shortcut Ctrl + P.
  • PowerPoint Skill 4.13 Customizing Handout Masters Page: PP-99 The Handout Master view allows you to modify how the printed version of your presentation will look.
  • PowerPoint Skill 4.13 Customizing Handout Masters Page: PP-99; Figures PP 4.15 and PP 4.16
  • PowerPoint Skill 4.14 Previewing and Printing Handouts Page: PP-100 As with printing presentations, printing of handouts, notes pages, and outlines are all done from the Print tab in Backstage view. tips & tricks - The Handouts (3 Slides) layout includes lines next to the slide image. This layout is useful if you want to print your presentation for your audience and include an area where they can easily write notes to correspond with each slide.
  • PowerPoint Skill 4.14 Previewing and Printing Handouts Page: PP-100; Figure PP 4.17 try this - To open the Print tab in Backstage view, you can use the keyboard shortcut Ctrl + P.
  • PowerPoint Skill 4.14 Previewing and Printing Handouts Page: PP-100; Figure PP 4.17 Note: While in the Print tab, you can tailor your printing further by clicking on the Full Page Slides list. You can choose from print layout options as well as framing slides, printing using higher resolution, and printing comments and ink.
  • PowerPoint Skills Page: PP-85

Triad 2010 power_point_chapter_4 Triad 2010 power_point_chapter_4 Presentation Transcript

  • Chapter 4 Managing and Delivering Presentations
  • PowerPoint 2010 Managing and Delivering Presentations
    • Skill 4.1 Deleting Slides from Presentations
    • Skill 4.2 Changing the Order of Slides
    • Skill 4.3 Copying and Pasting Slides
    • Skill 4.4 Using the Office Clipboard
    • Skill 4.5 Defining a Custom Show
    • Skill 4.6 Hiding Slides
    • Skill 4.7 Adding Hyperlinks to Slides
    • Skill 4.8 Adding Comments
    • Skill 4.9 Rehearsing Timings
    • Skill 4.10 Starting the Slide Show
    • Skill 4.11 Using Presentation Tools
    • Skill 4.12 Printing Presentations
    • Skill 4.13 Customizing Handout Masters
    • Skill 4.14 Previewing and Printing Handouts
    4-
  • PowerPoint Skill 4.1 Deleting Slides from Presentations
    • To delete a slide:
    • On the Slides tab, right-click the slide you want to delete.
    • Click Delete Slide on the menu that appears.
    • To delete multiple slides at once:
    • Click a slide you want to delete and press Shift on the keyboard.
    • With the Shift key still pressed, click another slide. Notice, all the slides between the two slides you clicked have been selected.
    • Right-click any of the selected slides and select Delete Slide.
    4-
  • PowerPoint Skill 4.2 Changing the Order of Slides
    • You can change the slide order from the Slides tab in Normal view or in Slide Sorter view.
    • The Slides tab in Normal view displays the thumbnails of your slides in a vertical pane.
    • Slide Sorter view displays thumbnails of slides in a grid.
      • Slide Sorter view is useful for seeing how your slides work together.
      • You can move slides around, experimenting with the order.
    4-
    • To change the slide order from the Slides tab:
    • Select the thumbnail of the slide you want to move.
    • Click and drag until the gray line appears where you want the slide, and then release the mouse button.
    • To change the slide order in Slide Sorter view:
    • Select the thumbnail of the slide you want to move.
    • Click and drag until the gray line appears where you want the slide, and then release the mouse button.
    To Change the Slide Order 4-
  • PowerPoint Skill 4.3 Copying and Pasting Slides
    • Sometimes one slide’s content and layout is similar to another slide’s content and layout.
    • Instead of having to re-create all the content for the second slide, you can:
      • Copy the first slide
      • Paste it into the presentation where you want it to appear
      • Change the content you need to change
    • The Paste button now includes a menu of options for pasting slides.
      • Use the current presentation’s theme,
      • Keep the formatting for the copied slide, or
      • Paste the slide as a picture.
    4-
    • Select the slide you want to copy.
    • On the Home tab, in the Clipboard group, click the Copy button.
    • Click the slide that you want to appear before the new slide.
    • Click the Paste button.
    • The new slide has been added to the presentation.
    To Copy and Paste Slides 4-
  • PowerPoint Skill 4.4 Using the Office Clipboard
    • When you cut or copy items, they are placed on the Office Clipboard, .a task pane that displays up to 24 copied or cut items for use in the current presentation or any other Office application.
    • A short description or thumbnail of each item is displayed in the task pane.
    • The icons in the Office Clipboard identify the type of document from which each item originated (Word, Excel, Paint, etc.).
    4-
    • Select the item you want to copy.
    • On the Home tab, in the Clipboard group, click the Copy button.
    • Place your cursor where you want to paste the item.
    • On the Home tab, in the Clipboard group, click the Clipboard dialog launcher.
    • The Clipboard task pane appears.
    • Click the item you want to paste.
    To Paste an Item from the Office Clipboard 4-
    • To remove an item from the Office Clipboard, point to the item, click the arrow that appears, and select Delete.
    • To add all the items in the Office Clipboard at once, click the Paste All button at the top of the task pane.
    • To remove all the items from the Office Clipboard at once, click the Clear All button at the top of the task pane.
    Managing Items in the Clipboard 4-
  • PowerPoint Skill 4.5 Defining a Custom Show
    • A custom slide show is a slide show which runs inside another presentation.
    • There are two main types of custom slide shows:
      • Basic custom slide shows display a subset of slides of the main presentation
      • Hyperlinked custom slide shows display slides that are not part of the main presentation
    • Custom slide shows can be accessed through the Custom Show menu in Slide Show view or through a hyperlink.
    4-
    • Click the Slide Show tab.
    • In the Start Slide Show group, click Custom Slide Show button and select Custom Shows . . .
    • In the Custom Shows dialog box, click the New . . . button.
    • In the Define Custom Show dialog box, select the slides you want in your custom show.
    • Click the Add button.
    • Click the up and down arrows to reorder your slides.
    • In the Slide show name: box, type the name of the custom show.
    • Click OK to add the custom show to your presentation.
    • To close the Custom Shows dialog box, click the Close button.
    To Define a Custom Slide Show 4-
    • Click the Custom Slide Show button under the Slide Show tab.
    • Select the name of the custom show you want to play. The custom show will open in Slide Show view, allowing you to run through the slides in the custom show.
    • In the Custom Shows dialog box, click the Show button to preview the custom slide show.
    To Play a Custom Show 4-
  • PowerPoint Skill 4.6 Hiding Slides
    • Hiding slides allows you to prevent slides from being seen without permanently removing them.
    • When a slide is hidden, the hidden slide icon appears over the slide number in the Slide pane. To unhide the slide, click the Hide Slide button again.
    4-
    • To hide a slide:
    • Select the slide you want to hide.
    • Click the Slide Show tab.
    • In the Set Up group, click the Hide Slide button. (The Hide Slide button turns a light orange color.)
    • To unhide a slide:
    • Select the hidden slide.
    • Click the Slide Show tab.
    • In the Set Up group, click the Hide Slide to turn the button off (and Hide Slide button turns back to a light blue color).
    To Hide or Unhide a Slide 4-
  • PowerPoint Skill 4.7 Adding Hyperlinks to Slides
    • A hyperlink is text or a graphic that when clicked takes you to a new location.
    • You can use hyperlinks to navigate to Web pages, other PowerPoint presentations, custom shows, or any slide in the presentation.
    • When you point to a hyperlink, your mouse cursor turns to a hand, indicating that it is something that can be clicked.
    • Some hyperlinks include ScreenTips. A ScreenTip is a bubble with text that appears when the mouse is placed over the link. Add a ScreenTip to include a more meaningful description of the hyperlink.
    4-
    • Select the text or object you want as the link.
    • Click the Insert tab.
    • In the Links group, click the Insert Hyperlink button.
    • The Insert Hyperlink dialog box opens.
    • Under Link to: select Place in This Document.
    • Select the slide to link to.
    • Type the text for the ScreenTip in the Text to display: box.
    • Click OK to insert the hyperlink into your presentation.
    To Add a Hyperlink from One Slide to Another Slide 4-
    • Select the hyperlink you want to remove.
    • In the Links group under the Insert tab, click the Hyperlink button.
    • In the Edit Hyperlink dialog box, click the Remove Hyperlink button.
    To Remove a Hyperlink 4-
  • PowerPoint Skill 4.8 Adding Comments
    • Comments are small messages added to slides that are not meant to be a part of the presentation.
    • Comments are useful when reviewing a presentation and adding messages about changes or errors on a slide.
    • If you do not want your comments to display in the Slide pane, you can hide the comments.
      • On the Review tab, in the Comments group, click the Show Markup button to hide the comments in the presentation.
      • Click the Show Markup button again to show the comments. The Show Markup button toggles between its normal and active state when clicked.
    4-
    • Click the Review tab.
    • In the Comments group, click the New Comment button.
    • A balloon appears on the screen with the cursor ready for you to enter your comment.
    • Type your comment.
    • Click outside the comment to minimize it.
    • To view the comment, click the comment’s icon on the slide.
    To Insert a Comment on a Slide 4-
  • PowerPoint Skill 4.9 Rehearsing Timings
    • Use the Rehearse Timings feature to synchronize your verbal presentation with your slides.
      • To use the timings in a presentation, select the Use Rehearsed Timings check box in the Set Up group. If you do not want to use the timings, uncheck the box.
    • Use the Record Slide Show feature to record your own narration for a presentation and then include the narration as part of the presentation.
      • Click the Record Slide Show button to record narration along with the timing for slides.
    4-
    • Click the Slide Show tab.
    • In the Set Up group, click the Rehearse Timings button.
    • When the first slide appears, begin rehearsing your presentation.
    • Click the Pause button if you want to stop the timer.
    • Click the Next button to advance to the next slide.
    • Continue rehearsing each slide, clicking the Next button to advance the slides.
    • At the end of the presentation, you will be asked if you want to keep the timing as part of your slide show. Click Yes to include the timings.
    To Use PowerPoint’s Rehearse Timing Feature 4-
  • PowerPoint Skill 4.10 Starting the Slide Show
    • To start a presentation from the beginning:
    • Click the Slide Show tab.
    • In the Start Slide Show group, click the From Beginning button.
    • To start a presentation from the current slide:
    • Click the Slide Show tab.
    • In the Start Slide Show group, click the From Current Slide button.
    4-
  • PowerPoint Skill 4.11 Using Presentation Tools
    • To advance through slides you can:
      • Use the Rehearse Timings feature to automatically advance the slide show for you.
      • Navigate the slide show yourself.
    • Commands for navigating a presentation in Slide Show view using the mouse and the keyboard:
    4-
    • In Slide Show view, click the Pointer Options button.
    • Select a pointer option Pen or Highlighter.
    • Click and drag the mouse to write on the slide or highlight part of the slide.
    • Click the Pointer Options button and select Arrow to return to the arrow pointer.
    To Make Notations on Slides 4-
  • PowerPoint Skill 4.12 Printing Presentations
    • Printing has changed significantly in PowerPoint 2010.
    • Previous versions of PowerPoint relied on Print Preview for setting printing options.
    • In PowerPoint 2010, the Print tab in Backstage view provides access to all of the printing options for presentations.
    • From the Print tab in Backstage view, you can adjust:
      • Settings to print the slides in color, grayscale, or black and white.
      • Other elements of the slide, such as the header and footer.
    4-
    • Click the File tab to open Backstage view.
    • Click the Print tab.
    • Verify that the correct printer name is displayed in the Printer section.
    • In the Settings section, the last button displays the color options for printing the presentation. By default, Color is selected. To change the print selection, click the button, and then click an option: Color, Grayscale, or Pure Black and White.
    • Click the Print button to print.
    To Preview and Print a Presentation 4-
  • PowerPoint Skill 4.13 Customizing Handout Masters
    • The Handout Master view provides a preview of the printed page with dotted placeholders for the slides, header, footer, page number, and date.
    • Placeholders you can hide and show include:
      • Header —appears in the upper-left corner of the page and displays the text entered for the header in the Header and Footer dialog box.
      • Date —appears in the upper-right corner of the page and displays the date.
      • Footer —appears in the lower-left corner of the page and displays the text you entered for the footer.
      • Page Number —appears in the lower-right corner of the page and displays the current number of the printed page (not the slide number).
    4-
    • To open Handout Master view:
    • Click the View tab.
    • In the Master Views group, click the Handout Master button.
    • You can show and hide placeholders in Handout Master view.
    • When you hide a placeholder, it no longer appears in the Handout Master view.
    • To show and hide a placeholder, on the Handout Master tab, in the Placeholders group, click the placeholder’s check box.
    Placeholders in the Handout Master View 4-
  • PowerPoint Skill 4.14 Previewing and Printing Handouts
    • In addition to printing slides, PowerPoint lets you print handouts, notes, and an outline of the presentation.
      • A handout is a printout of your presentation with anywhere from one to nine slides per page and with areas for taking notes.
      • The Notes Pages option will print a copy of the slide with its associated note, if there is one.
      • Select Outline View when you want to print a text outline of your presentation.
    4-
    • Click the File tab to open Backstage view.
    • Click the Print tab.
    • Verify that the correct printer name is displayed in the Printer section.
    • In the Settings section, the second button displays the page options for printing the presentation. By default, Full Page Slides is selected. To change the print selection, click the button and then select an option.
    • Click the Print button to print.
    To Preview and Print Outlines, Handouts, and Notes 4-
    • Scale to Fit Paper —resizes the slides to fit the paper size.
    • Frame Slides —draws a thin border around the slides for the printed version.
    • High Quality —prints slides in a higher resolution, allowing for more detailed images and effects.
    • Print Comments and Ink Markup —allows you to include comments and ink markup in your printed presentation.
    Adjusting Other Settings 4-
  • PowerPoint 2010 Managing and Delivering Presentations
    • Skill 4.1 Deleting Slides from Presentations
    • Skill 4.2 Changing the Order of Slides
    • Skill 4.3 Copying and Pasting Slides
    • Skill 4.4 Using the Office Clipboard
    • Skill 4.5 Defining a Custom Show
    • Skill 4.6 Hiding Slides
    • Skill 4.7 Adding Hyperlinks to Slides
    • Skill 4.8 Adding Comments
    • Skill 4.9 Rehearsing Timings
    • Skill 4.10 Starting the Slide Show
    • Skill 4.11 Using Presentation Tools
    • Skill 4.12 Printing Presentations
    • Skill 4.13 Customizing Handout Masters
    • Skill 4.14 Previewing and Printing Handouts
    4-