Lesson 7: Preparing the Slide Show

Lesson Objectives review a presentation insert and manage comments edit and reply to comments delete comments compare presentations customize a presentation add speaker notes create handouts embed fonts proof a presentation ensure a presentation is accessible and compatible set up a slide show use presentation tools use presenter view rehearse a presentation customize rehearsed timings record a presentation create custom slideshows present online Pg 197 © CCI Learning Solutions Inc.

Using Comments ask questions offer suggestions request clarification Use comments to ask questions offer suggestions request clarification Can add, edit, move, reply and delete comments Manage comments using the Comments Pane Use Show Comments on the Review tab to show or hide comments Navigate through comments using the Previous and Next buttons Pg 197 Objective 5.2.4 © CCI Learning Solutions Inc.

Comparing Presentations Compare two presentations where comments not used and changes unknown View differences on slide or in the Revisions Pane Incorporate individual changes or merge all changes in slide or presentation Pg 200 Objective 5.2.1, 5.2.2, 5.2.3 © CCI Learning Solutions Inc.

Adding Speaker Notes Helps recall information associated with slide content Not visible to audience Add notes in the Notes pane at bottom of each slide in Normal view or in Notes view Print notes or use Presenter View to view as slide show runs Pg 203 Objective 1.4.6 © CCI Learning Solutions Inc.

Creating Handouts Provide audience handouts to read during or after presentation Automatically created using slide representations Use Handout Master to modify handout look and layout Export presentation to Microsoft Word to add additional information to handouts Pg 204 Objective 1.4.1 © CCI Learning Solutions Inc.

Embedding Fonts Allows use of non-standard or specialty fonts in your presentation Enables the fonts to travel with the presentation Ensures that a user views the presentation exactly as you intended To embed fonts in your presentation file: in the Save As dialog box, click Tools and then click Save Options. In the Options dialog box, click Embed fonts in the file and then click the required options. Pg 207 Objective 5.3.5 © CCI Learning Solutions Inc.

Manually Proofing a Presentation Typos and grammatical errors can lessen the presenter’s credibility and cause the audience to lose focus. Check presentation content for: comma and apostrophe usage, errors in sentence structure, homonym usage, such as “they’re”, “their” and “there”, content logic and flow, consistent structure, styling, and naming of slides and text, proper alignment and sizing of slide elements. Pg 208 Objective 5.3.2 © CCI Learning Solutions Inc.

Using the Accessibility Checker Used to ensure everyone, including those with disabilities, can experience your presentation without issues. To run the Accessibility Checker: On the File tab, click Info, then click Check for Issues and then click Check Accessibility. Results appear in the Accessibility Checker pane Pg 209 Objective 5.3.8 © CCI Learning Solutions Inc.

Using the Compatibility Checker Used to determine whether there will be any issues when a PowerPoint 2013 presentation is opened in PowerPoint 2003 or earlier To run the Compatibility Checker: On the File tab, click Info, then under Inspect Presentation click Check for Issues and then click Check Compatibility Pg 210 Objective 5.3.9 © CCI Learning Solutions Inc.

Running the Slide Show From beginning: On the Slide Show tab, in the Start Slide Show group, click From Beginning; or Press F5 From current slide: On the Slide Show tab, in the Start Slide Show group, click From Current Slide; or on the status bar, click the Slide Show button; or Press Shift + F5 Pg 211 Objective 1.5.2, 1.5.4, 2.1.3 © CCI Learning Solutions Inc.

Running the Slide Show Start Show from beginning Press F5 Advance to the next slide or animated object Press N or Page Down or click the mouse Return to the previous slide or animated object Press Backspace or P or Page Up Go to a certain slide number Type the slide number and then press Enter Black the screen or return to presentation Press B or PERIOD White the screen or return to presentation Press W or COMMA Stop/restart automatic show Press S End slide show Press Esc Return to the first slide Hold both mouse buttons down for 2 seconds Change pointer to pen Press Ctrl+P Erase on-screen annotations Press E Change pen to pointer Press Ctrl+A Display shortcut menu Right-click Pg 211 Objective 1.5 © CCI Learning Solutions Inc.

Setting Slide Show Options Full-screen vs. window All slides or selected Advance manually or with timings Loop continuously Without narration and animation Use multiple monitors, a specific resolution and presenter view Annotation ink and laser color Pg 212 Objective 1.5.2, 1.5.4 © CCI Learning Solutions Inc.

Using Presentation Tools Onscreen tool buttons in the lower left corner of the screen: Menu Options menu Pg 213 Objective 1.5.6, 1.5.7 © CCI Learning Solutions Inc.

Using the Presenter View View your presentation with your speaker notes while the audience views the note-free presentation. Toolbar   Slide Preview Presenter and Navigation Tools Slide Thumbnail Notes Pane Pg 215 Objective 1.5.5 © CCI Learning Solutions Inc.

Rehearsing a Presentation Run through slide show to record time required to deliver each slide Save timings to advance slides automatically To rehearse timings, on the Slide Show tab, in the Set Up group, click Rehearse Timings. Use the Recording toolbar to help manage the procedure Next Pause Timing Repeat Pg 216 Next Go to the next item on your slide, or press N or Page Down or the down arrow . Repeat Click if the timing shown is incorrect and you want to re-record the timing. Pause Pause the timing. © CCI Learning Solutions Inc.

Customizing Rehearsed Timings Modify the timing on one or more slides View timings in Slide Sorter view, or on Transitions tab, in Timing group, under Advance Slide… After To advance a slide using the mouse with or without rehearsed timings, select On Mouse Click. To increase or decrease the amount of time before a slide advances, click in the timing for After Pg 217 Objective 1.5.3 © CCI Learning Solutions Inc.

Recording a Presentation Similar to rehearsing a presentation Saves timings for each slide Also saves annotations and audio narration Can replay presentation later Requires a microphone, sound card, and speakers Pg 218 © CCI Learning Solutions Inc.

Creating Custom Slideshows Can hide slides to quickly omit slides from a show temporarily; or Create multiple Custom Slide Shows of selected slides, within a single presentation Useful for delivering same show to different audiences Can preview, edit and remove custom shows using the Custom Slide Show, Custom Shows options Pg 219 Objective 1.5.1 © CCI Learning Solutions Inc.

Presenting Online Broadcast a presentation over the Internet to a remote audience Creates a link to be copied or emailed to audience members Audience members can view the presentation in their web browsers or download the presentation Requires a Microsoft account To present your show online on the Slide Show tab, in the Start Slide Show group, click Present Online; or under File, select Share, click Present Online, and then click the Present Online button. Pg 220 © CCI Learning Solutions Inc.

Lesson Summary review a presentation insert and manage comments edit and reply to comments delete comments compare presentations customize a presentation add speaker notes create handouts embed fonts proof a presentation ensure a presentation is accessible and compatible set up a slide show use presentation tools use presenter view rehearse a presentation customize rehearsed timings record a presentation create custom slideshows present online Pg 221 © CCI Learning Solutions Inc.

Review Questions How can you create a presentation that automatically runs as a slide show but can’t be navigated by the viewer? How do you open the Comments pane? How do you reply to a comment? What is one way to see changes made to a copy of a presentation? What three types of issues are reported by the Accessibility Checker? How do you rehearse timings for a slide show presentation? What is the purpose of Presenter View? What is an annotation? How do you print slide notes pages? How do you print presentation handouts? Pg 222 © CCI Learning Solutions Inc.