This document provides an overview of Chapter 4 from a PowerPoint 2010 skills book. The chapter covers managing and delivering presentations, including skills for deleting and reordering slides, copying slides, defining custom slide shows, adding comments and hyperlinks, rehearsing timings, and printing presentations. Specific skills covered include deleting slides, changing slide order, copying and pasting slides, using the Office clipboard, defining custom slide shows, hiding slides, adding comments, rehearsing timings, starting slide shows, using presentation tools like annotations, and customizing handout masters.

1. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
powerpoint 2010
Chapter 4Chapter 4
Managing andManaging and
DeliveringDelivering
PresentationsPresentations

2. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint 2010 Managing and Delivering PresentationsPowerPoint 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 Master
• Skill 4.14 Previewing and Printing Hand
4-2

3. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.1PowerPoint Skill 4.1
Deleting Slides from PresentationsDeleting Slides from Presentations
To delete a slide:
1.On the Slides tab, right-click the
slide you want to delete.
2.Click Delete Slide on the menu
that appears.
To delete multiple slides at once:
1.Click a slide you want to delete and
press Shift on the keyboard.
2.With the Shift key still pressed,
click another slide. Notice, all the
slides between the two slides you
clicked have been selected.
3.Right-click any of the selected
slides and select Delete Slide.
4-3

4. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.2PowerPoint Skill 4.2
Changing the Order of SlidesChanging 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.
4-4

5. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To change the slide order from
the Slides tab:
1.Select the thumbnail of the
slide you want to move.
2.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:
1.Select the thumbnail of the
slide you want to move.
2.Click and drag until the gray
line appears where you want the
slide, and then release the
mouse button.
To Change the Slide OrderTo Change the Slide Order
4-5

6. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.3PowerPoint Skill 4.3
Copying and Pasting SlidesCopying 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:
1.Copy the first slide
2.Paste it into the presentation where you want it to appear
3.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.
4-6

7. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the slide you want to
copy.
2. On the Home tab, in the
Clipboard group, click the
Copy button.
3. Click the slide that you want to
appear before the new slide.
4. Click the Paste button.
5. The new slide has been added
to the presentation.
To Copy and Paste SlidesTo Copy and Paste Slides
4-7

8. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.4PowerPoint Skill 4.4
Using the Office ClipboardUsing 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.).
4-8

9. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the item you want to
copy.
2. On the Home tab, in the
Clipboard group, click the
Copy button.
3. Place your cursor where you
want to paste the item.
4. On the Home tab, in the
Clipboard group, click the
Clipboard dialog launcher.
5. The Clipboard task pane
appears.
6. Click the item you want to
paste.
To Paste an Item from the Office ClipboardTo Paste an Item from the Office Clipboard
4-9

10. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
• 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 ClipboardManaging Items in the Clipboard
4-10

11. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.5PowerPoint Skill 4.5
Defining a Custom ShowDefining 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.
4-11

12. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the Slide Show tab.
2. In the Start Slide Show group,
click Custom Slide Show button
and select Custom Shows . . .
3. In the Custom Shows dialog box,
click the New . . . button.
4. In the Define Custom Show dialog
box, select the slides you want in
your custom show.
5. Click the Add button.
6. Click the up and down arrows to
reorder your slides.
7. In the Slide show name: box, type
the name of the custom show.
8. Click OK to add the custom show
to your presentation.
9. To close the Custom Shows
dialog box, click the Close button.
To Define a Custom Slide ShowTo Define a Custom Slide Show
4-12

13. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the Custom Slide Show
button under the Slide Show tab.
2. 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.
3. In the Custom Shows dialog box,
click the Show button to preview
the custom slide show.
To Play a Custom ShowTo Play a Custom Show
4-13

14. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.6PowerPoint Skill 4.6
Hiding SlidesHiding 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.
4-14

15. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To hide a slide:
1.Select the slide you want to
hide.
2.Click the Slide Show tab.
3.In the Set Up group, click the
Hide Slide button. (The Hide
Slide button turns a light orange
color.)
To unhide a slide:
1.Select the hidden slide.
2.Click the Slide Show tab.
3.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 SlideTo Hide or Unhide a Slide
4-15

16. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.7PowerPoint Skill 4.7
Adding Hyperlinks to SlidesAdding 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.
4-16

17. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the text or object
you want as the link.
2. Click the Insert tab.
3. In the Links group, click
the Insert Hyperlink
button.
4. The Insert Hyperlink
dialog box opens.
5. Under Link to: select
Place in This
Document.
6. Select the slide to link to.
7. Type the text for the
ScreenTip in the Text to
display: box.
8. Click OK to insert the
hyperlink into your
presentation.
To Add a Hyperlink from One Slide to Another SlideTo Add a Hyperlink from One Slide to Another Slide
4-17

18. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Select the hyperlink you want
to remove.
2. In the Links group under the
Insert tab, click the Hyperlink
button.
3. In the Edit Hyperlink dialog
box, click the Remove
Hyperlink button.
To Remove a HyperlinkTo Remove a Hyperlink
4-18

19. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.8PowerPoint Skill 4.8
Adding CommentsAdding 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.
4-19

20. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the Review tab.
2. In the Comments group, click
the New Comment button.
3. A balloon appears on the
screen with the cursor ready
for you to enter your comment.
4. Type your comment.
5. Click outside the comment to
minimize it.
6. To view the comment, click the
comment’s icon on the slide.
To Insert a Comment on a SlideTo Insert a Comment on a Slide
4-20

21. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.9PowerPoint Skill 4.9
Rehearsing TimingsRehearsing 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.
4-21

22. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the Slide Show tab.
2. In the Set Up group, click the
Rehearse Timings button.
3. When the first slide appears,
begin rehearsing your
presentation.
4. Click the Pause button if you
want to stop the timer.
5. Click the Next button to
advance to the next slide.
6. Continue rehearsing each
slide, clicking the Next button
to advance the slides.
7. 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 FeatureTo Use PowerPoint’s Rehearse Timing Feature
4-22

23. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.10PowerPoint Skill 4.10
Starting the Slide ShowStarting the Slide Show
To start a presentation from
the beginning:
1.Click the Slide Show tab.
2.In the Start Slide Show
group, click the From
Beginning button.
To start a presentation from
the current slide:
1.Click the Slide Show tab.
2.In the Start Slide Show
group, click the From Current
Slide button.
4-23

24. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.11PowerPoint Skill 4.11
Using Presentation ToolsUsing Presentation Tools
4-24
• 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:

25. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. In Slide Show view, click the
Pointer Options button.
2. Select a pointer option Pen or
Highlighter.
3. Click and drag the mouse to
write on the slide or highlight
part of the slide.
4. Click the Pointer Options
button and select Arrow to
return to the arrow pointer.
To Make Notations on SlidesTo Make Notations on Slides
4-25

26. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.12PowerPoint Skill 4.12
Printing PresentationsPrinting 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.
4-26

27. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the File tab to open
Backstage view.
2. Click the Print tab.
3. Verify that the correct printer
name is displayed in the
Printer section.
4. 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.
5. Click the Print button to print.
To Preview and Print a PresentationTo Preview and Print a Presentation
4-27

28. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.13PowerPoint Skill 4.13
Customizing Handout MastersCustomizing 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).
4-28

29. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
To open Handout Master view:
1.Click the View tab.
2.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 ViewPlaceholders in the Handout Master View
4-29

30. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint Skill 4.14PowerPoint Skill 4.14
Previewing and Printing HandoutsPreviewing 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.
4-30

31. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
1. Click the File tab to open
Backstage view.
2. Click the Print tab.
3. Verify that the correct printer
name is displayed in the
Printer section.
4. 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.
5. Click the Print button to print.
To Preview and Print Outlines, Handouts, and NotesTo Preview and Print Outlines, Handouts, and Notes
4-31

32. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
• 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 SettingsAdjusting Other Settings
4-32

33. askillsapproach
© 2012 The McGraw-Hill Companies, Inc. All rights reserved.
PowerPoint 2010 Managing and Delivering PresentationsPowerPoint 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
4-33