In Module 8, you learn about Microsoft PowerPoint 2013. Chapter 1 covers creating a presentation. Chapter 2 deals with working with Slide Masters and Handouts. In Chapter 3, you will add visual elements and sounds to a presentation. In Chapter 4, you will complete, run and share your PowerPoint show.
A fun new exhibit is opening at the Museum. It focuses on the role of chocolate in the world of entertainment: movies, TV shows, and songs. You have been asked to create a short, self-running slide show highlighting the uses of chocolate in movies. The presentation is a teaser to encourage Museum visitors to step into the exhibit. Visitors can run the show at a kiosk set up in the lobby, so you need to prepare a few things ahead of time. You specify the slide show’s playback settings and set timings for how long each slide is displayed. In this chapter, you master all of these tasks, print a copy of the presentation for the exhibit director, and broadcast the presentation online.
After you have finished adding content to your presentation, you should perform a final spelling check to make sure that no embarrassing errors lurk in your text. You must also specify settings for how your slide show should run. These settings control how your show moves from slide to slide, either manually with a click or key press or automatically using recorded slide timings. You can also set up a show to loop continuously so that it plays over and over again.
You might want to print a copy of your slides for your own reference, print handouts for your audience, or print speaker notes to use while presenting or for reference later on. You can also use the powerful tools in PowerPoint to broadcast your presentation online where it can be viewed by others as you navigate through the slides.
Navigation Tip: In Slide Show view, click an underlined skill on this slide to navigate directly to the related slide. At any time in Slide Show view, you may navigate to the beginning of this presentation by clicking the left-most button at the bottom center of the slide. To navigate to the previous slide in this presentation, click the second button from the left. Click the SKILLS button to return to this slide. Click the button to the right of the SKILLS button to navigate to the next slide in this presentation, and click the right-most button to navigate to the end of this presentation.
If the content of your presentation is spelled correctly, your audience is more likely to take your message seriously. PowerPoint’s built-in spelling checker can help you find spelling errors and make suggestions for correcting them, but you need to decide what to do with these recommendations.
You can also use the shortcut F7 to complete a spelling check.
The message box indicates that the spelling check is complete.
If it is possible that a word appears more than once, click the Ignore All button as illustrated in this slide.
Any word not found in the dictionary is questioned during the spelling check.
If you later need to remove a word from the dictionary, click the FILE tab, click Options, click the Proofing option, and then click the Custom Dictionaries button.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
You run a slide show by switching to Slide Show view. The tools available in that view help you to navigate through your slides. Running a slide show works differently depending on whether you have set up the show to advance manually or automatically. In this skill, you work with a show set up to advance manually.
You can also press N to advance to the next slide.
You can also press P to advance to the previous slide.
You can also advance one slide by pressing the Page Down button.
Go back one slide by pressing the Page Up button.
Clicking See All Slides displays thumbnails of all slides in the presentation.
Hover your mouse pointer over the lower left corner of the slide to reveal the buttons in the Slide Show toolbar.
This returns the presentation to Normal view. You can also use the shortcut Esc to end the show.
Click the From Beginning button to run the slide show from the first slide as illustrated in this slide.
If you are using an LCD display or television to show your presentation, check the device’s user manual to make sure you set up the display equipment properly.
Another way to view your PowerPoint slides is in Presenter view. (The audience sees just the presentation, not your notes.)
In Presenter view, you have access to the Slide Show control bar, which allows you to navigate your presentation, see all your slides as thumbnails (making it easy to jump to a particular slide), zoom in on slides, and use digital tools, such as a pen, to highlight information on a slide.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
If no speaker will be present to run a slide show, you need to record timings for how long each slide should display before advancing to the next slide. PowerPoint uses those timings to automatically advance the show. In this skill, you learn how to rehearse and save specific timings for each slide. In Skill 4, you apply settings to make the show advance automatically.
Note how long it takes to read the slide content by looking at the time in the Recording dialog box. The idea is to provide an appropriate amount of time for the slide to display, depending on the amount of information on the slide.
Selecting the time in the measurement box makes the timer stop running. Another Way: You can allow the timer to run and then press Enter when you wish to stop the timer.
When you click Yes, the presentation opens in Normal view. If you are not happy with the timings you recorded, choose No and they will not be saved.
Click the Rehearse Timings button to begin to set the slide timings as illustrated in this slide.
If you wish, you can record a narration to play along with your slide show.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
PowerPoint provides three different playback options. One option is for a live speaker to give the presentation. With this choice, the speaker provides information and typically advances each slide when he or she is ready to go to the next topic. Another option is to allow the show to be run by a viewer using onscreen controls. The final option is to have the show run on its own, continuously looping through the slides. When you set up a show to run on its own, the timings you save determine when the show advances from one slide to another.
Watch it advance slide by slide, and then start again at the beginning. You can also use the shortcut F5 to run the show.
After the show ends, the view returns to Normal view.
When you select the Browsed at a kiosk (full screen) setting, as illustrated in this slide, viewers cannot control the show.
When creating a custom show, you have the option to select certain slides from a longer presentation. For example, if you have a long presentation about student government, you might want to create a shorter version containing only the slides about school administration.
Set up your custom show by clicking the Set Up Slide Show button in the Start Slide Show group to open the Set Up Show dialog box, clicking the Custom show option in the Show slides section, clicking your custom show in the drop-down list, and then clicking OK. When you run your custom slide show, you will see only the slides you selected for it.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
Once you have finalized your presentation, you may want to print copies of it. You can print full-page slides, print audience handouts that include any of several combinations of single or multiple slides oriented horizontally or vertically on the page (as you did in Module 8, Chapter 2, Skill 6), or print each slide with its accompanying speaker notes. In this skill, you perform the third option: printing the Notes pages. Only print if your instructor would like a printout. If you want to print a subset of slides, click the first setting (by default, Print All Slides) and choose to print the currently active slide or click Custom Range and enter a range of slides to print.
You can also use the shortcut Ctrl + P.
The six slides in the presentation print as Notes pages on your default printer.
The illustration in this slide shows the Notes Pages option. In the Print Layout section, you have two other options besides Notes Pages: Full Page Slides or Outline. The default option is Full Page Slides.
All these options are available in the Print backstage area.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
PowerPoint provides a powerful feature for presenting your presentation online in real time. This feature is free and uses the Office Presentation Service, so you don’t even need your own website to present online. However, you are required to have a Microsoft account. You can use the same Microsoft account that you used to create a SkyDrive account in the Introduction (Your Digital Toolkit), Chapter 2.
Another Way: Click the SLIDE SHOW tab, click the Present Online button in the Start Slide Show group, and then click the CONNECT button in the Present Online dialog box.
If you want remote users to be able to download the presentation to their computers after viewing the online presentation, click the Enable remote viewers to download the presentation check box in the Present Online pane, to insert a check mark.
If you are already signed in to your Microsoft account, you will skip Steps 5–7. If you do not have a Microsoft account, click the Sign up link to sign up.
Clicking the START PRESENTATION button begins the live presentation.
The individual must click the link that they received. The slides advance automatically according to the timings set in the slide show. The show continues to loop from Slide 6 back to Slide 1.
The warning box indicates that all remote viewers will be disconnected if you continue.
After signing in, send the link to yourself as illustrated in this slide.
You can provide this link to as many people as you would like to view the presentation. Don’t forget to provide a presentation starting time when you pass along the URL to your attendees! They need to know when you will be running the presentation.
Refer to Chapter 2 in the Introduction (Your Digital Toolkit) for more information on SkyDrive.
Navigation Tip: In Slide Show view, read the Checkpoint question and determine which answer is the correct answer. Click anywhere on the slide, and the correct answer will display in green with a green check mark beside it.
The table in this slide lists the tasks covered in this chapter.
