chapter.09

Chapter 9Finalizing a Presentation

2Practical Microsoft Office 2010

What’s Inside and on the CD?

• In this chapter, you’ll learn how to:– Use different views included with PowerPoint– Use formatting techniques– Add animation and other visual effects– Print presentation script– Print handouts– Save presentations as a movie– Use an overhead projector


How do I use the Normal view?

• PowerPoint provides different views to build, modify, and display your presentations.

• Change views by clicking the buttons at the bottom of the PowerPoint window.

• In Normal view, you can work in any of the three panes:– Slide pane– Notes pane– Outline/slides tab pane



• Normal view is convenient for building the basic structure of your presentation.

• Use the Outline tab for an overview of the text on all of your slides.

• The Outline tab is also useful for revising and rearranging the contents.



• Use the Increase List Level button to indent a bullet.

• Use the Decrease List Level button to return a bullet to its previous level.

• Use the Slide tab to add graphics or visual effects to one slide at a time.



• You can navigate to other slides by clicking the slide icons.

• You can also use the scroll bar on the right side of the window to navigate to other slides.


How do I use the Slide Sorter view?

• The Slide Sorter view gives you miniaturized versions of your slides

• You can delete slides, hide slides, and duplicate slides• Slide Sorter view is especially useful for rearranging

slides



• To use the drag-and-drop method to move a slide:– select slide– drag it to new location– a vertical line shows you proposed position before

releasing mouse button



• To delete a slide:– Right-click slide– Click Delete Slide

• Or delete slide by:– Selecting it– Pressing Delete key on keyboard



• To duplicate slide:– Use Copy and Paste buttons on PowerPoint’s

Home tab– Or right-click slide

• Select from shortcut menu’s Copy and Paste options

– Or use Duplicate Selected Slides option from New Slide button on the Home tab



• You can hide a slide so it won't show during presentation– right-click slide in Slide Sorter or Normal view– click Hide Slide on shortcut menu– repeat process to make slide visible again

• This technique is handy if you need to shorten your presentation.


How do I add transitions?

• A transition is an effect that determines how one slide replaces the previous slide.

• Transitions include:– Fades– Wipes– Other effects

• Also select sound effects



• If no transition is specified, the new slide replaces the current slide all at once.

• The overuse of transitions can take attention away from the content of your presentation.

• Animation icon indicates applied transition• See icon in Slides tab (Normal View) or Slide Sorter

View• Click icon any time you want to see transition



• To change a transition by selecting slide, then:– Clicking the Transitions tab– Selecting a different transition from the Transition

to This Slide group



• In Slide Show View, presentation advances when mouse or key is pressed

• To advance slides automatically:– Click After check box in Timing group on the

Transitions tab– use spin box to set amount of time to delay

transition to next slide• Time is displayed as mm:ss (minutes:seconds)


How do I format text on a slide?

• For font options:– select the text– click Font Dialog Box Launcher in the Font group

on the Home tab– Select the desired font, font style, size, color, and

effect– Click the OK button



• Use large font size if presentation will be given in large room.

• In well lit room, use dark font color and light background color.

• In dark room, use dark background with light font colors.



• The Slide Master is a template you can modify to create a consistent look to your presentation.

• For example:– Click the View tab– Click Slide Master from the Master Views group– Select the text styles and modify them– Click the Close Master View button


How do I add animation effects to a bulleted list?

• The Animations tab provides options for adding animation and sound to items on a slide.

• Animation effects draw attention to bullets as they appear on a slide

• For example, each bulleted item can "fly" in from the side when you click the left mouse button

• Sound can also accompany slide



• Animation effects can be added to:– Text– Graphics– Charts– Tables



• Test an effect by clicking the Play Animations icon next to the slide

• You can also select the slide and then switch to Slide Show view



• Use After animation option to indicate whether object should change to different color or disappear after animation

• Use sounds sparingly – they can become distracting after a while

• Make sure presentation equipment contains sound system adequate for audience


How do I check spelling in a presentation?

• PowerPoint's spelling checker is similar to Word’s• Inline spell checker indicates possible error with wavy

red line• Right-click marked word to view correctly spelled

alternatives



• Use Spelling button on Review tab to spell check entire presentation

• Wavy lines do not appear when you view presentation

• Always check spelling before final version is saved



• PowerPoint does not include grammar checker, so proofread the presentation

• Automatically correct common typing errors:– Click File tab, then Options button– Click Proofing tab– Click AutoCorrect Options button– Select options from dialog box


How do I add and print speaker notes?

• Prepare and print speaker notes to help remember what to say about each slide

• Speaker notes can be printed or viewed on the computer you use– Speaker notes are not projected to the audience

• Don't include exact text that appears on slide in speaker notes.

• Use speaker notes for additional comments you want to make.



• To print speaker notes:– click File Tab– click Print– select Notes Pages in the Settings section– click Print

• Each slide and its notes will be printed on a page



• Use Presenter View to show your speaker notes on the computer screen – Windows has to be configured to support two

monitors• One used to display slide with notes• One used to project slides without notes


How do I print handouts?

• Handouts help audience to remember content of presentation

• If presentation is brief, print two or three slides per page for handouts

• Two-slide layout prints each slide on one-half of page



• Three-slide layout prints blank lines to right of each slide - this allows audience to write notes

• You can print four to nine slides per page to save paper

• Horizontal order prints multiple slides across page• Vertical order prints the slides down the page



• Handouts can be printed in black and white or color– Select Pure Black and White option to convert

colors to most readable grayscales for black and white printer

• The Frame slides option draws black line around each slide

• Select Outline View in Settings to print text-only version


How can I distribute my presentations?

• Several alternative ways to deliver a presentation:– Output slides as overhead transparencies– Print slides on paper as distribute as handouts– Convert to PDF format to be view on any computer

• Adobe Reader required• Can be displayed using PowerPoint Viewer

– Can be packaged on a CD with Viewer to distribute• Save the presentation as a video and post on web


How can I distribute my presentations?

chapter.09

Technology