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 4.14 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.