1. Finalizing a Presentation
Practical Office 2007 Chapter 9

2. 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 notes for yourself
Create handouts
Save presentations as Web pages
Use an overhead projector
Practical Office 2007 Chapter 9

3. How do I use the Normal View?
PowerPoint provides different views to build, modify, and view your presentations
Change views by clicking the buttons in the lower-right corner 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 Office 2007 Chapter 9

4. How do I use the Normal View? Cont’d.
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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5. How do I use the Normal View? Cont’d.
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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6. How do I use the Normal View? Cont’d.
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 Office 2007 Chapter 9

7. How do I use the Normal View? Cont’d.
Practical Office 2007 Chapter 9

8. 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 Office 2007 Chapter 9

9. How do I use the Slide Sorter View? Cont’d.
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 Office 2007 Chapter 9

10. How do I use the Slide Sorter View? Cont’d.
To delete a slide:
Right-click slide
Click Delete Slide
Or delete slide by:
selecting it
pressing Delete key on keyboard
Practical Office 2007 Chapter 9

11. How do I use the Slide Sorter View? Cont’d.
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 Home tab
Practical Office 2007 Chapter 9

12. How do I use the Slide Sorter View? Cont’d.
You can hide a slide so it won't show during presentation
right-click slide in Slide Show 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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13. How do I use the Slide Sorter View? Cont’d.
Practical Office 2007 Chapter 9

14. How do I add transitions?
A transition is an effect that determines how one slide replaces the current slide
Transitions include:
Fades
Wipes
Other animated effects
Also select sound effects
Practical Office 2007 Chapter 9

15. How do I add transitions? Cont’d.
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 Office 2007 Chapter 9

16. How do I add transitions? Cont’d.
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 Office 2007 Chapter 9

17. How do I add transitions? Cont’d.
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 Office 2007 Chapter 9

18. How do I add transitions? Cont’d.
To change a transition by selecting slide:
click Animations tab, then select a different transition
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19. How do I add transitions? Cont’d.
In Slide Show View, presentation advances when mouse or key is pressed
To advance slides automatically:
click Automatically after check box 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 Office 2007 Chapter 9

20. How do I add transitions? Cont’d.
Practical Office 2007 Chapter 9

21. How do I format text on a slide?
For font options:
select the text
click Font Dialog Box Launcher on Home tab
select desired font, style, size, color, and effect
click OK button to apply
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22. How do I format text on a slide? Cont’d.
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 Office 2007 Chapter 9

23. How do I format text on a slide? Cont’d.
The Slide Master is a template you can modify to create a consistent look to your presentation
For example:
click View tab, click Slide Master button
select all the text in a placeholder
change the font attributes
Click Close Master View
click Slide Sorter View to verify your changes
Practical Office 2007 Chapter 9

24. How do I format text on a slide? Cont’d.
Practical Office 2007 Chapter 9

25. How do I add animation effects to a bulleted list?
The Animations tab contains options for adding animation and sound to items on a slide
Animation effects draw attention to bullets as they appear on a slide
Practical Office 2007 Chapter 9

26. 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
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27. How do I add animation effects to a bulleted list? Cont’d.
Animation effects can be added to:
Text
Graphics
Charts
Tables
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28. How do I add animation effects to a bulleted list? Cont’d.
Test an effect by moving to previous slide, then clicking Slide Show button
Click left mouse button to display slide
Continue to click to move to next slide
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29. How do I add animation effects to a bulleted list? Cont’d.
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
Insure presentation equipment contains sound system adequate for audience
Practical Office 2007 Chapter 9

30. How do I add animation effects to a bulleted list? Cont’d.
Practical Office 2007 Chapter 9

31. How do I check spelling in a presentation?
PowerPoint's spelling checker is similar to Word’s
In-line spell checker indicates possible error with wavy red line
Right-click marked word to view correctly spelled alternatives
Practical Office 2007 Chapter 9

32. How do I check spelling in a presentation? Cont’d.
Use Spelling button on the 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 Office 2007 Chapter 9

33. How do I check spelling in a presentation? Cont’d.
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 Office 2007 Chapter 9

34. How do I check spelling in a presentation? Cont’d.
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35. 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 Office 2007 Chapter 9

36. How do I add and print speaker notes? Cont’d.
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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37. How do I add and print speaker notes? Cont’d.
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 Office 2007 Chapter 9

38. How do I add and print speaker notes? Cont’d.
Use the printed slides and notes to keep from looking at the projected slides
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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39. How do I add and print speaker notes? Cont’d.
Practical Office 2007 Chapter 9

40. Practical Office 2007 Chapter 9
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 Office 2007 Chapter 9

41. How do I print handouts? Cont’d.
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
Horizontal order prints multiple slides across page
Practical Office 2007 Chapter 9

42. How do I print handouts? Cont’d.
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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43. How do I print handouts? Cont’d.
Select Pure Black and White option to convert colors to most readable 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 Office 2007 Chapter 9

44. How do I print handouts? Cont’d.
Practical Office 2007 Chapter 9

45. 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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46. How do I save a presentation as Web pages? Cont’d.
Be sure to include a slide that contains the URL so those interested have the information
In Save As Type box, use Microsoft’s Single File Web Page (*.mht, *mhml) format or select (*.htm, *.html ) format
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47. How do I save a presentation as Web pages? Cont’d.
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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48. How do I save a presentation as Web pages? Cont’d.
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 Office 2007 Chapter 9

49. How do I save a presentation as Web pages? Cont’d.
Practical Office 2007 Chapter 9

50. 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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51. Can I show my presentation with an overhead projector? Cont’d.
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 Office 2007 Chapter 9

52. Can I show my presentation with an overhead projector? Cont’d.
Practical Office 2007 Chapter 9