1 Chapter 16 Finalizing a Presentation Practical Computer Literacy, 2 nd edition Chapter 16 2 What’s Inside and on the CD? In this chapter, you’ll learn.

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Chapter 16Finalizing a Presentation

Practical Computer Literacy, 2nd edition Chapter 16

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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


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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


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• 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.


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• 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.


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• 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.



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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


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• 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


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

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


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• 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


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• 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.



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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


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• 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.


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• 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


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• 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


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• To change a transition by selecting slide:

– Clicking the Animations tab

– Selecting a different transition from the Transition to This Slide group


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• 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)



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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


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• 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.


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• 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



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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


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

• Sound can also accompany slide


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


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• 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


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• 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



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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


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• 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


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• 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



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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


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

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


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• 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


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• Speaker notes can be included in presentation viewed in Web browser

• This allows those not able to attend presentation to view it later



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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


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• 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


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• 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


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• 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



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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


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• 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


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• 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


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• 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



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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


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• 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.



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1 Chapter 16 Finalizing a Presentation Practical Computer Literacy, 2 nd edition Chapter 16 2 What’s Inside and on the CD? In this chapter, you’ll learn.

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