How to create presentations in PowerPoint? (Step by step) Chapter 5 | ecourse | Adding Slides | Notes Managing Sections | Rearranging Sections | Powerpoint Sidebar | Working with Outlines.

 

Adding Slides Notes Managing Sections 

Rearranging Sections 

Powerpoint Sidebar

Working with Outlines

Adding Slides Notes

Slide notes can be very useful tools for presentation. These notes are not displayed on the screen in the Slideshow mode, but the presenter can see them so they can prepare well to present the slides. Depending on your Print settings, you can also print the slide notes along with the slides.

This chapter will show you how to add slide notes to an existing presentation.

Step 1 − To locate the slide notes, set the view in Normal mode.

Step 2 − The Slide Notes section is indicated by "Click to add notes".

Step 3 − You can click on the top border and drag the section to increase its size to make it easier to type.

Step 4 − Type your text in this section as slide notes.

You can only use bullets, numbering and alignment functions in the Slide Notes section. All other functions can be selected, but can be applied only to the selected slide, not the notes.

Slide notes can be printed from the print menu under the Backstage view. From the Print Layout option, select Notes Pages or 3 Slides. Notes Pages will print a single slide with the slide notes below it. The 3 Slides will print all three slides with notes on the right side.

 

Managing Sections

Given the popularity of PowerPoint and its versatility, there are situations when you are dealing with very large slide decks or just collaborating with different people to build the slides. In such cases, it is always helpful to be able to segregate the slides into smaller groups and work with these groups. PowerPoint 2010 introduces the concept of sections to achieve this. Here are the main functions you can execute with sections.

Creating Sections

The steps to create a new section are as follows. You can execute these steps from the Normal view or the Slide Sorter view.

Step 1 − In the Normal view or the Slide Sorter view, right-click at the position where you want to add the section and select add section.

Step 2 − The new section gets added to the presentation with all the subsequent slides being included in this section.

Step 3 − By default, the new section is named "Untitled Section" but you can change the section name. Right-click on the section and select "Rename Section".

Step 4 − In the Rename Section dialog box, enter the new section name. This accepts all the characters including alphabets, numbers, special characters, punctuations, etc.

Step 5 − Click on the "Rename" button on the dialog to rename the section.

Rearranging Sections

One of the advantages of sections is that you can not only group slides together, but also rearrange them as one set. Instead of having to move each slide individually, you can move the entire section. Just like rearranging slides you can drag and move the sections. Alternately, you can right-click on the section and move it up or down as shown below.

If there are many slides to work with, you can collapse them so you view just the sections. This makes rearranging them less confusing too.

Deleting Sections

PowerPoint 2010 provides three options to delete sections. The table below explains the function of each option.

S.No	Delete Option & Description
1	Remove Section Deletes the selected section and merges slides with the previous section.
2	Remove Section & Slide Deletes the selected section and all the slides in the section.
3	Remove All Sections Deletes all the sections and merges all the slides into a presentation without sections.

 

Working with Outlines

PowerPoint is a great program that allows you to bring together text, images, shapes and multimedia. However, sometimes you may just want to review the text without focusing on the non-text aspects of the slide deck. This is where the Outline view in PowerPoint is quite useful. The Outline view can be accessed from the tab adjacent to the Slide tab in the Normal view.

The outline view shows just the text content from various slides. This view does not show the text entered in the non-text box like SmartArt, WordArt or any other shapes.

By default, the outline pane size is the same as the slide tab pane; hence it is small. However, you can drag the pane out to increase the size to improve readability.

 

Powerpoint Sidebar

PowerPoint slides have a left-hand side bar which offers two invaluable views. These views are great to review the slides and edit them. The side bar is available in the Normal view and by default, it is set to the Slides tab.

Slides Tab

This tab shows all the slides stacked vertically in a sequential manner. You can select individual slides from this tab and also perform some tasks like changing slide layouts, reordering slides, inserting new slides, deleting slides, etc. Although you cannot edit the slide contents from this tab, you can select the slide and make edits from the slide displayed to the right.

Outline Tab

This is the tab right next to the Slides tab and as the name suggests, this provides the outline for the slide. This section just displays all the textual content from every slide - this can be very useful if there is a lot of non-text content in the slide and reviewing just the written part gets difficult. Unlike in the slides tab, you can edit the text from this section.

If you need greater viewing space, you can close the sidebar by click on the X on the top right of this bar.

To recover the sidebar, just click on the Normal view icon again.

How To Create Presentations In PowerPoint? (Step by step) Chapter 6 | Presentation Views| Setting Backgrounds| Slide Orientations| Saving Presentation |Review Presentation | Adding Slide Numbers | Adding Header and Footer

 

Presentation Views| Setting Backgrounds|  Slide Orientations| Saving Presentation |Review Presentation | Adding Slide Numbers | Adding Header and Footer

Presentation Views

PowerPoint supports multiple views to allow users to gain the maximum from the features available in the program. Each view supports a different set of functions and is designed accordingly.

PowerPoint views can be accessed from two locations.

• Views can be accessed quickly from the bottom bar just to the left of the zoom settings.

• Views can also be accessed from the Presentation Views section in the View ribbon

Here is a short description of the various views and their features.

Normal View

This is the default view in PowerPoint and this is primarily used to create and edit slides. You can create/ delete/ edit/ rearrange slides, add/ remove/ modify content and manipulate sections from this view.

Slide Sorter View

This view is primarily used to sort slides and rearrange them. This view is also ideal to add or remove sections as it presents the slides in a more compact manner making it easier to rearrange them.

Reading View

This view is new to PowerPoint 2010 and it was created mainly to review the slideshow without losing access to rest of the Windows applications. Typically, when you run the slideshow, the presentation takes up the entire screen so other applications cannot be accessed from the taskbar. In the reading view the taskbar is still available while viewing the slideshow which is convenient. You cannot make any modifications when on this view.

SlidesShow

This is the traditional slideshow view available in all the earlier versions of PowerPoint. This view is used to run the slideshow during presentation.

 

Setting Backgrounds

As PowerPoint is a design-based program, backgrounds are effective ways of improving the aesthetics and readability of the slides. The Themes in PowerPoint help select the backgrounds by default, so every time you change the theme, the default background is set automatically. Theme includes more than just backgrounds, so you can retain other aspects of the theme while changing the default background.

Given below are the steps to apply backgrounds in PowerPoint.

Step 1 − In the Design ribbon, under the Background group, click the Background Styles command.

Step 2 − Select one of the background styles that suits your requirements.

Step 3 − To edit the background for a specific slide, right-click on the desired background slide and select "Apply to Selected Slides".

Step 4 − Selected slide(s) now have the new background.

The graphics in the slide background can distract you from the actual content, in such cases you can hide the graphics and retain a plain background till you finish working on the content. To do this, select the slide and check the "Hide Background Graphics" checkbox.

 

Slide Orientations

In the recent years, presentations are being used for more than just as a high end replacement for transparencies and projectors. With its unique features, PowerPoint is becoming quite versatile in the kind of information it can depict and very flexible in its usage. The slide orientations are invaluable part of this improved list of PowerPoint features. Like most other applications PowerPoint supports two orientations: landscape and portrait.

The Landscape layout is the default PowerPoint layout and it is probably the more commonly used one. In the landscape layout, the longer edge is horizontal so the slides align better with the screens and projectors.

The Portrait layout is where the shorter edge is horizontal. This is sometimes better for print depending on the kind of content you want to present.

Slide orientations in PowerPoint can be changed from the Design ribbon using the Slide Orientation command.

 

Saving Presentation

One of the most basic tasks in PowerPoint is being able to save your work; this is probably the most important task as well. There are many users who have burnt their fingers for not saving their work in time and losing hours of hard work. The following are the basic steps to save a presentation.

Step 1 − Click on the File tab to launch the Backstage view and select Save.

Step 2 − In the Save As dialog, type in the file name and click "Save".

Step 3 − The default file format is .pptx. If you want to save the file with a different name, choose one of the file types from the "Save as type" dropdown list.

If you are working on an already saved file, the "Save" option in the Backstage view will directly save the file in the existing format with the existing name. If you want to change the format or filename of an existing file, use the Save As option instead.

 

Review Presentation

Reviewing the presentation can be a very powerful way of eliminating the errors and perfecting the slides. PowerPoint offers a wide range of reviewing options for you to use. Some of them are automatic or system driven, while others aid other users to collaborate and review the slides. All the reviewing tools are grouped under the Review ribbon.

Review Section	Functions
Proofing	Spellchecking − Identify spelling and grammar based on selected language preference Research − Reference language related research tools based on specific reference books and research sites Thesaurus − Provide synonyms for selected text
Language	Translate − Provides translation services for selected words for multilingual support Language − Sets the default language for the presentation - this will be used as default language for proofing
Comments	Show Marking − Show/hide the user comments in the slide New Comment − Add new comment against the selected content Edit Comment − Edit an existing comment Delete Comment − Delete a selected comment, all comments in the selected slide or all the comments in the presentation Previous / Next Comment − Move to previous / next comments
Compare	Compare − Compare the current presentation with another presentation and identify the differences Accept/ Reject − Accept or reject the differences to be incorporated into the current presentation Previous/ Next − Move to the previous or the next difference in the comparison. End Review − End the review and discard any unapplied changes   Adding Slide Numbers Just like you have page numbers for books, it is usually a good idea to add slide numbers to presentations. There are two ways you can add slide numbers to your presentation and this chapter will show you both those techniques. Step 1 − Under the Insert ribbon, Text group click on Slide Numbercommand. Step 2 − The Header and Footer dialog opens up. Step 3 − Check the Slide number check box. Step 4 − The Preview shows the section where the slide number will be placed. Instead of clicking on the Slide Number command, you can also click on the Header & Footer menu item to launch the same dialog as in Step 2.   Adding Header and Footer PowerPoint offers the ability to add header and footers to the slides. While having footers in presentations is logical, header may not be quite evident at first. Typically, the slide title would be the header in the main slide, however when it comes to printing out handouts a separate header would be quite useful. Here are the steps to add header and footer information to slides Step 1 − In the Insert ribbon, click on the Header & Footer menu item. Step 2 − The Header and Footer dialog has two tabs — the Slide tab and the Notes and Handouts tab. Step 3 − You can add details to the slide footer from the Slide tab. S.No Slide Footer Options & Description 1 Date and time Add date and time to the footer Specify the format of the date and time entered Set up the footer to update automatically or use a fixed number 2 Slide Number Insert Slide number in the footer 3 Footer Add designated text to the footer - a good example of this is the confidentiality clause or copyright clause 4 Don't show on title slide Decide on whether the footer information should be displayed on the title slide or not Step 4 − You can add the details to the handouts from the Notes and Handouts tab. S.No Notes and Handouts Options & Description 1 Date and time Add date and time to the footer Specify the format of the date and time entered Set up the footer to update automatically or use a fixed number 2 Header Add the header information for every page on the handout 3 Page Number Insert page number in the footer 4 Footer Add designated text to the footer - a good example of this is the confidentiality clause or copyright clause When you check any of the header and footer checkboxes in either tabs, you can see the location where the detail is inserted in the preview section.

How To Create Presentations In PowerPoint? (Step by step) Chapter 7 Running Slide Show | Keyboard Shortcuts | Get Context Help

 

Running Slide Show | Keyboard Shortcut Keys | Get Context Help

Running Slide Show

Most PowerPoint presentations are created to be run as a slideshow. Given all the advanced features available in PowerPoint 2010, it is no surprise that there are many features related to running the slideshow that have been included in this program too. Most of these features are really to help you create a good slideshow without having to go through the entire presentation over and over again after every minor change. Features related to running the slideshow are grouped under the Slideshow ribbon.

Section	Menu Item	Description
Start Slideshow	From Beginning	Starts slideshow from beginning
	From Current Slide	Starts slideshow from the current slide
	Broadcast Slideshow	Allows users to broadcast the slideshows using Microsoft's PowerPoint Broadcast Service
	Custom Slideshow	Builds a custom slideshow by picking the slides you want to run
Set Up	Set Up Slideshow	Helps set up the slideshow including browser/ full screen display, show options with or without narration/ animation, pen and laser color during the slideshow and the slides to be presented during the show
	Hide Slide	Helps mark/ unmark the slide as hidden, so it is skipped or shown during the slideshow respectively
	Rehearse Timing	Allows users to rehearse the timing on each slide and the entire slideshow
	Record Slideshow	Records the slideshow including narration and animation
	Slideshow Checkboxes	Helps set or avoid the use of narrative audio and rehearsed timings during the show. Display media controls in the slideshow view
Monitors	Resolution	Defines resolution in slideshow view
	Show Presentation on	Picks the monitor to display the presentation one - in case of multiple monitors
	Use Presenter View	Run presentation in Presenter view rather than just slideshow view   Keyboard Shortcuts Like the other windows based programs, PowerPoint 2010 also offers a wide range of keyboard shortcuts. For the current PowerPoint users, there is a major change in the way these shortcuts are being mapped in the 2010 release compared to some of the older ones. With a whole new range of features being added to PowerPoint, it is evident why there are so many changes to the keyboard shortcuts. We will understand how to read and figure out the shortcuts with ease. Step 1 − The first step to access the keyboard shortcuts is to press the Altkey on your keyboard. This will display the first level of shortcuts indicated by alphabets or numbers as shown. For example, the shortcut to access the Home ribbon is 'H' and for saving the presentation, the shortcut is '1'. Step 2 − Once you select the first level of shortcut, the second level of shortcuts for respective commands are shown. Notice that some of these shortcuts are disabled or displayed in a lighter shade than others. This is because the disabled shortcuts cannot be used in the current state. For example, all the font related commands are disabled as no text has been selected. If you execute the same steps after selecting a portion of text, these shortcuts will be enabled too. In some cases, there are two alphabets associated with a single shortcut; in such cases, you need to key in both of them immediately after another to get the desired effect.   Get Context Help Despite getting a good grasp of the program, we may need help on the different aspects from time to time. To aid in such scenarios, PowerPoint has created the Context Help feature. With this feature, if you get stuck in any dialog, you can press F1 and PowerPoint will open the help topic related to that dialog. This is extremely beneficial as you need not spend time trying to browse through all the help topics just to get to the one you need. The context help is based on the active window and not on the object you have selected. So if you select an image and press F1, you will get the generic help windows as your active window is still the main PowerPoint program. If you select any other dialog or window, PowerPoint context help will show the related help topic when you press F1. If you continue to work only with the ribbon options on the screen, the context help would not work. But if you right-click on the shapes or objects and open the related editing dialogs, you can press F1 and can learn more about the related functionalities of those shapes and objects.