Chapter 16
Finalizing a Presentation
1
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 Web pages
– Use an overhead projector
Practical Computer Literacy, 2nd edition
Chapter 16
2
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
Practical Computer Literacy, 2nd edition
Chapter 16
3
How do I use the Normal view?
• Normal view is convenient for building the basic structure
of your presentation.
• Use the Outline tab to easily add content to your slides.
• The Outline tab is also useful for revising and
rearranging the contents.
Practical Computer Literacy, 2nd edition
Chapter 16
4
How do I use the Normal view?
• 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.
Practical Computer Literacy, 2nd edition
Chapter 16
5
How do I use the Normal view?
• 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.
Practical Computer Literacy, 2nd edition
Chapter 16
6
How do I use the Normal view?
Practical Computer Literacy, 2nd edition
Chapter 16
7
How do I use the Slide Sorter view?
• The Slide Sorter view gives you miniaturized versions
of your slides
• It is easy to rearrange slides using the Slide Sorter view
• You can add special effects to your presentation using
the Slide Sorter toolbar
Practical Computer Literacy, 2nd edition
Chapter 16
8
How do I use the Slide Sorter view?
• 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
Practical Computer Literacy, 2nd edition
Chapter 16
9
How do I use the Slide Sorter view?
• To delete a slide:
– Right-click slide
– Click Delete Slide
• Or delete slide by:
– Selecting it
– Pressing Delete key on keyboard
Practical Computer Literacy, 2nd edition
Chapter 16
10
How do I use the Slide Sorter view?
• To duplicate slide:
– Use Copy and Paste buttons on PowerPoint’s Home
tab
– Or right-click slide
• Select Copy from shortcut menu’s Copy and Paste
options
– Or use Duplicate Selected Slides option from New
Slide button on the Home tab
Practical Computer Literacy, 2nd edition
Chapter 16
11
How do I use the Slide Sorter view?
• 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.
Practical Computer Literacy, 2nd edition
Chapter 16
12
How do I use the Slide Sorter view?
Practical Computer Literacy, 2nd edition
Chapter 16
13
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
Practical Computer Literacy, 2nd edition
Chapter 16
14
How do I add transitions?
• 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.
Practical Computer Literacy, 2nd edition
Chapter 16
15
How do I add transitions?
• 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
Practical Computer Literacy, 2nd edition
Chapter 16
16
How do I add transitions?
• View a transition by:
– moving to the previous slide
– clicking the Slide Show button
– clicking the left mouse button to display the slide with
the transition
• A transition icon is displayed under the slide in Slide
Sorter view
Practical Computer Literacy, 2nd edition
Chapter 16
17
How do I add transitions?
• To change a transition by selecting slide:
– Clicking the Animations tab
– Selecting a different transition from the Transition to
This Slide group
Practical Computer Literacy, 2nd edition
Chapter 16
18
How do I add transitions?
• In Slide Show View, presentation advances when mouse
or key is pressed
• To advance slides automatically:
– click Automatically After check box in Transition to
This Slide group on the Animations tab
– use spin box to set amount of time to delay transition
to next slide
• Time is displayed as mm:ss (minutes:seconds)
Practical Computer Literacy, 2nd edition
Chapter 16
19
How do I add transitions?
Practical Computer Literacy, 2nd edition
Chapter 16
20
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
Practical Computer Literacy, 2nd edition
Chapter 16
21
How do I format text on a slide?
• 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.
Practical Computer Literacy, 2nd edition
Chapter 16
22
How do I format text on a slide?
• 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 Presentation Views group
– Select the text styles and modify them
– Click the Close Master View button
Practical Computer Literacy, 2nd edition
Chapter 16
23
How do I format text on a slide?
Practical Computer Literacy, 2nd edition
Chapter 16
24
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
Practical Computer Literacy, 2nd edition
Chapter 16
25
How do I add animation effects to a
bulleted list?
• For example, each bulleted item can "fly" in from the side
when you click the left mouse button
• Sound can also accompany slide
Practical Computer Literacy, 2nd edition
Chapter 16
26
How do I add animation effects to a
bulleted list?
• Animation effects can be added to:
– Text
– Graphics
– Charts
– Tables
Practical Computer Literacy, 2nd edition
Chapter 16
27
How do I add animation effects to a
bulleted list?
• Test an effect by clicking the Animation icon next to the
slide
• You can also select the slide and then switch to Slide
Show view
Practical Computer Literacy, 2nd edition
Chapter 16
28
How do I add animation effects to a
bulleted list?
• 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
Practical Computer Literacy, 2nd edition
Chapter 16
29
How do I add animation effects to a
bulleted list?
Practical Computer Literacy, 2nd edition
Chapter 16
30
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
Practical Computer Literacy, 2nd edition
Chapter 16
31
How do I check spelling in a
presentation?
• 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
Practical Computer Literacy, 2nd edition
Chapter 16
32
How do I check spelling in a
presentation?
• PowerPoint does not include grammar checker proofread presentation
• Automatically correct common typing errors:
– Click Proofing tab
– Click AutoCorrect Options button
– Select options from dialog box
Practical Computer Literacy, 2nd edition
Chapter 16
33
How do I check spelling in a
presentation?
Practical Computer Literacy, 2nd edition
Chapter 16
34
How do I add and print speaker notes?
• Prepare and print speaker notes to help remember what
to say about each slide
• Speaker notes contain printed versions of slides so
better eye contact and rapport with audience is possible
Practical Computer Literacy, 2nd edition
Chapter 16
35
How do I add and print speaker notes?
• Don't include exact text that appears on slide in speaker
notes.
• Use speaker notes for additional comments you want to
make.
Practical Computer Literacy, 2nd edition
Chapter 16
36
How do I add and print speaker notes?
• To print speaker notes:
– click Microsoft Office button
– click Print
– select Notes Pages from Print what section
– click OK to print
• Each slide and its notes will be printed on a page
Practical Computer Literacy, 2nd edition
Chapter 16
37
How do I add and print speaker notes?
• Speaker notes can be included in presentation viewed in
Web browser
• This allows those not able to attend presentation to view
it later
Practical Computer Literacy, 2nd edition
Chapter 16
38
How do I add and print speaker notes?
Practical Computer Literacy, 2nd edition
Chapter 16
39
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
Practical Computer Literacy, 2nd edition
Chapter 16
40
How do I print handouts?
• 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
Practical Computer Literacy, 2nd edition
Chapter 16
41
How do I print handouts?
• Vertical order prints the slides down the page
• Handouts section of Print dialog box provides preview
• Handouts can be printed in black and white or color
Practical Computer Literacy, 2nd edition
Chapter 16
42
How do I print handouts?
• 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 from Print what list to print text-only
version
Practical Computer Literacy, 2nd edition
Chapter 16
43
How do I print handouts?
Practical Computer Literacy, 2nd edition
Chapter 16
44
How do I save a presentation as Web
pages?
• Converting your presentation to Web pages allows
people who missed it or didn't take notes to view it later
• Each slide appears as separate Web page with
navigation tools to move from slide to slide
Practical Computer Literacy, 2nd edition
Chapter 16
45
How do I save a presentation as Web
pages?
• Be sure to include a slide that contains the Web site
address so those interested have the information
• In Save As Type box, use Microsoft’s Single File Web
Page (*.mht, *mhtml) format or select the Web page
(*.htm, *.html ) format
Practical Computer Literacy, 2nd edition
Chapter 16
46
How do I save a presentation as Web
pages?
• Some slide features cannot be converted by PowerPoint
• Transitions and animations might not be seen by viewer
• You will see notification if presentation cannot be
duplicated
Practical Computer Literacy, 2nd edition
Chapter 16
47
How do I save a presentation as Web
pages?
• If there is a problem, you can continue with save or
cancel
• Be sure to preview your presentation in Web browser
• If not satisfied, refer to Web Presentations in PowerPoint
Help
Practical Computer Literacy, 2nd edition
Chapter 16
48
How do I save a presentation as Web
pages?
Practical Computer Literacy, 2nd edition
Chapter 16
49
Can I show my presentation with an
overhead projector?
• You can use transparencies to project your slides using
an overhead projector
• Animation, transitions, and sound effects will be lost, but
content can be shown
• Be sure to match transparency film with type of printer
you intend to use
Practical Computer Literacy, 2nd edition
Chapter 16
50
Can I show my presentation with an
overhead projector?
• Some printers allow you to print directly onto
transparency film.
• You may have to print on regular paper and use a copier
to create the transparencies.
• A color printer will allow you to create color
transparencies.
Practical Computer Literacy, 2nd edition
Chapter 16
51
Can I show my presentation with an
overhead projector?
Practical Computer Literacy, 2nd edition
Chapter 16
52