MICROSOFT POWERPOINT 2011 SHOW YOUR PRESENTATION Lasted Edited: 2012-07-10 1
Use Speaker Notes... 4 Add speaker notes... 4 Change or format a note on a slide... 5 Print slides including speaker notes... 6 Show and navigate a presentation... 8 Play a slide show from the first slide... 8 Play a slide show from the currently selected slide... 9 Navigate in the full screen slideshow... 11 Move one slide to the next slide... 11 Move to the previous slide... 11 Go to the Last Viewed slide... 12 Jump to a specific slide... 13 Temporarily pause the slide show... 14 Show or hide the pointer during a presentation... 16 Use Pen modes... 17 Write on a slide... 17 Change the color of the annotation pen... 17 Erase marks on the current slide... 18 Use presenter tools with two screens... 19 Switch to Presenter View... 19 Lasted Edited: 2012-07-10 2
Explore the Presenter View interface... 20 Go to the next or previous slide... 21 Pause, start or reset the timer... 21 Open the Presenter View tips... 21 Take meeting notes while you present... 22 Use self-running slide shows... 22 Create a self-running slide show... 22 Automatically set the transition of the slides... 22 Rehearse and set slide timings (recommended)... 23 Hide unwanted slides in a self-running slideshow... 25 Configure self-running slideshow settings... 25 Display at a kiosk... 25 Display by allowing users to advance slides manually... 26 Play a self-running slide show... 27 Create, edit, or remove hyperlink... 28 Create a hyperlink to a presentation... 28 Preview the hyperlink... 30 Edit a hyperlink... 31 Remove a hyperlink... 31 Use Actions Buttons... 32 Insert a preset Action button... 32 Insert a custom Action button to move to a specific slide... 34 The following training document is using information from Lynda.com and Microsoft Office PowerPoint 2011 Help Lasted Edited: 2012-07-10 3
Use Speaker Notes You can add speaker notes to help prepare what to say when presenting to an audience. During the slide show, presenter view displays the speaker notes on your monitor so that only you can see them (while also allowing you to take meeting notes as you present). If you want to share your notes with the audience, you can print them for distribution Add speaker notes In the Navigation Pane, click the slide you want to add a speaker notes to If needed, click and grab onto the horizontal bar located below the slide to expand the Speaker Notes area Enter the note for the current slide in Click to add note area Lasted Edited: 2012-07-10 4
TIP You can apply text formatting such as bold, italic, and underline to the notes. Text formatting is visible in Presenter View and Notes Page View Change or format a note on a slide You can change the text or format a note while you create a slide or before you print handouts that contain both slides and notes. You can apply text formatting such as bold, italic, and underline to the notes. Text formatting is visible in Presenter View and Notes Page View In the Navigation Pane, click the slide that you want to change the notes formatting From the Menu Bar, click View click Notes Page Lasted Edited: 2012-07-10 5
Do any of the following: Print slides including speaker notes From the Menu Bar, click File choose Print In the Print dialog box, do the following: Click the Print What list down arrow select Notes Lasted Edited: 2012-07-10 6
NOTE If you don't see this option, click the arrow to expand the Print dialog box. The preview of the slide with the Speaker Notes is displayed on the Preview area Click Print button Lasted Edited: 2012-07-10 7
Show and navigate a presentation Play a slide show from the first slide Open the presentation that you want to play as a slide show Do one of the following: From the Ribbon, click Home tab click the down arrow next to Play choose Play from Start From Ribbon, click Slide Show tab Play Slide Show click From Start button The first slide of the presentation will display in full screen Lasted Edited: 2012-07-10 8
Play a slide show from the currently selected slide In the Navigation Pane, select the slide you want to start the slide show Do one of the following: From the Ribbon, click Home tab click Play button From Ribbon, click Slide Show tab Play Slide Show click From Current Slide Lasted Edited: 2012-07-10 9
At the bottom left of the Navigation Pane, click Slide Show button Hold down FN + F5 The slide will display in full screen Lasted Edited: 2012-07-10 10
Navigate in the full screen slideshow Move one slide to the next slide In the full screen display, do any of the following: Click the mouse button slide Use one of the following keys on the keyboard: return page down down arrow right arrow Move the mouse pointer to the lower-left corner of the slide, click the Next button Move to the previous slide In the full screen display, do any of the following: Right click on anywhere on the slide choose Previous Move the mouse pointer to the lower-left corner of the slide, click the Previous button Use one of the following keys on the keyboard: left arrow page up Lasted Edited: 2012-07-10 11
Go to the Last Viewed slide In the full screen display, do one of the following: Right click anywhere on the slide choose Last Viewed Move the mouse pointer to the lower-left corner of the slide, click the Menu button Last Viewed from the popup menu click Lasted Edited: 2012-07-10 12
Jump to a specific slide In the full screen display, do one of the following: Right click anywhere on the slide Go to Slide click the specific slide that you want to display Move the mouse pointer to the lower-left corner of the slide, click the Menu button to Slide select a specific slide that you want to display click Go Lasted Edited: 2012-07-10 13
Temporarily pause the slide show In the full screen display, do one of the following: Right click anywhere on the slide Screen choose either Black Screen or White Screen option Move the mouse pointer to the lower-left corner of the slide, click the Menu button Screen choose either Black Screen or White Screen option The white or black screen will display Lasted Edited: 2012-07-10 14
To resume the slide show, click the Next or Previous button to move to the next slide or previous slide Lasted Edited: 2012-07-10 15
Show or hide the pointer during a presentation Whether you are projecting a full screen slide show or using presenter view, you can move the pointer around on a slide to draw attention to a certain idea or image in your presentation. The pointer is set to Automatic, which means it is hidden automatically after three seconds of inactivity. The pointer appears again when you move the mouse During the slide show, move the mouse pointer to the lower-left corner of the slide click icon Do one of the following: To always show the pointer, click Arrow To always hide the pointer, click Hidden To show the pointer automatically, click Automatic TIP When you are projecting a full screen slide show, the slide show controls to make the slide show controls appear again. are hidden after three seconds of inactivity. Move the mouse Lasted Edited: 2012-07-10 16
Use Pen modes Whether you are projecting a full screen slide show or using presenter view, you can underline words, draw arrows and circles, or make other marks on slides with the annotation pen to emphasize a point during your presentation. Your marks are erased automatically when you move to the next slide or change the screen to black or white, or you can erase marks on the current slide Write on a slide During the slide show, move the mouse pointer to the lower-left corner of the slide click icon choose Pen Your cursor turns into the annotation pen, which you can now use to write on your slides Change the color of the annotation pen During the slide show, move the mouse pointer to the lower-left corner of the slide click icon choose Pen Lasted Edited: 2012-07-10 17
Move the mouse pointer to the lower-left corner of the slide click select a desired color icon Pen Color Click the mouse the start annotate on the slide Erase marks on the current slide Press E on the keyboard to erase marks on the current slide, for example, to make a different point or to show another connection Lasted Edited: 2012-07-10 18
Use presenter tools with two screens Presenter view helps you manage your slides while you present by tracking how much time has elapsed, showing which slide is next, and displaying notes that only you can see (while also allowing you to take meeting notes as you present). With one display, you can practice your presentation in presenter view. With two displays, your audience sees the presentation on one screen while you see the presenter view on the other. Switch to Presenter View Do one of the following: From the Menu Bar, click View choose Presenter View From the Ribbon, click Home tab Slide Show click the down arrow next to Play select Presenter View Lasted Edited: 2012-07-10 19
The Presenter View displays with two views of the presentation Explore the Presenter View interface Lasted Edited: 2012-07-10 20
Go to the next or previous slide Do one of the following: Under the current slide, click the right or left arrow to advance to the next or previous slide Use the same keyboard or mouse commands that you use when the slide show is projected full screen Pause, start or reset the timer The timer shows the total amount of time that has elapsed while you present. The timer automatically starts the first time you advance to the next slide, however, you can pause and then restart the timer if you need to stop to take questions from the audience or take a break during your presentation. To pause the timer, click To start or continue the timer, click To reset the timer to zero, click Open the Presenter View tips Click the Tips button located on the top of the Presenter View The Presenter View dialog box displays Lasted Edited: 2012-07-10 21
Take meeting notes while you present On the left side of the notes pane, you can see any speaker notes that you entered for the current slide when you created the presentation. You can also type meeting notes while you present. Click inside the notes pane on the right Type your meeting notes. NOTE When you exit Presenter View, the meeting notes appears below the speaker notes for that slide Use self-running slide shows PowerPoint 2011 provides tools to help you create a self-running slideshow which are useful in the following situations: Displaying at the kiosk where people can stand in front of the monitor or the large screen Recording how much time that you need to present each slide when you practice your presentation Using the timings to advance slides automatically when you deliver your presentation Create a self-running slide show As you rehearse, the timer records the amount of time you spend on each slide and the total amount of time spent on all slides. The timer automatically starts when you enter presenter view. Do one of the following: Automatically set the transition of the slides Select any slide thumbnail in the Navigation Pane press command + A ( +A) to select all the slides in the presentation Lasted Edited: 2012-07-10 22
From the Ribbon, click Transitions tab Advance Slide Clear On Mouse Click check box Select After check box adjust the time in box Rehearse and set slide timings (recommended) From the Ribbon, click the Slide Show tab Presenter Tools click Rehearse button In the Presenter View, do the following: Begin to practice your presentation. When you finish practicing the content for each slide, click the right or left arrow to advance to the next or previous slide. The timing will save with the slide under Current Slide, and the total time will be calculated under Total Lasted Edited: 2012-07-10 23
When you reach the last slide or exit presenter view, PowerPoint prompts you to save the timings click Yes button In the Slide Sorter View, the timings will display under each slide From the Ribbon, click Slide Show tab Set Up select Use Timings check box Lasted Edited: 2012-07-10 24
Hide unwanted slides in a self-running slideshow In the Normal View, select a slide that you want to hide during the self-running slideshow Do one of the following: Right click on the thumbnail of the slide choose Hide Slide From the Ribbon, click Slide Show tab Set Up click Hide Slide button The thumbnail of the hidden slide will be invisible on the Navigation Bar From the Toolbar, click Save button Configure self-running slideshow settings Display at a kiosk From the Ribbon, click Slide Show tab Set Up click Set Up Show button In the Set Up Show dialog box, do the following: Under Show type, select a desired option indicating where the self-running slide show will Lasted Edited: 2012-07-10 25
be displayed, for example, Browsed at a kiosk (full screen) if you want it display at a kiosk Under Show options, select whether or not display narration or animation NOTE If you selected Browsed at a kiosk (full screen), the Loop continuously until Esc will be selected by default Under Slides, select what slides are going to be presented Under Advance slides, select Using timing, if desired option Click OK button Display by allowing users to advance slides manually If you want the user have a control of the self-running slide show such as click on hyperlink in the presentation, do the following: From Ribbon, click Slide Show tab Set Up click Set Up Show In the Set Up Show dialog box, do the following: Under Show type, select Browsed by an individual (window) option Under Show options, make sure Loop continuously until Esc option check box is Lasted Edited: 2012-07-10 26
deselected Under Slides, select All Under Advance slides, select Manually Click OK button Play a self-running slide show In the Navigation Pane, select any slide of the self-running presentation From Ribbon, click Slide Show tab Play Slide Show click From Start button Lasted Edited: 2012-07-10 27
Create, edit, or remove hyperlink In an Office document, you can create a hyperlink to another Office document, a Web page, or an e-mail address. Create a hyperlink to a presentation Select the text or object that you want to make into a hyperlink. Do one of the following: From the Menu Bar, click Insert choose Hyperlink Lasted Edited: 2012-07-10 28
From the Ribbon, click Home tab Insert click Text button select Hyperlink from the drop down menu Right click on the selected or object and select Hyperlink from the shortcut menu In the Insert Link dialog box, do the following: Select a desired hyperlink type by clicking one of the following tab: Web Page Email Address Document In the Link to box, enter the appropriate address associated with the selected hyperlink type such as web address, e-mail address or the path to a document NOTE To link to a specific location, following the instruction under Anchor Click OK button Lasted Edited: 2012-07-10 29
Apply a formatting for the hyperlink Change the font color, for example in blue Underline the hyperlink Preview the hyperlink The hyperlink is active in Slide View show Select the slide containing the hyperlink Click Slide Show button at the bottom of the Navigation Pane When you move the mouse pointer over the hyperlink, it turns into the little pointing finger indicating it is a live link Click on it to launch to the source of the hyperlink Lasted Edited: 2012-07-10 30
Edit a hyperlink Select the hyperlink that you want to change. From the Menu Bar, click Insert choose Hyperlink From the Ribbon, click Home tab Insert click Text button select Hyperlink from the drop down menu Right click on the selected or object and select Hyperlink from the shortcut menu In the Edit Link, make the changes that you want click OK button Remove a hyperlink Select the hyperlink that you want to change. From the Menu Bar, click Insert choose Hyperlink From the Ribbon, click Home tab Insert click Text button select Hyperlink from the drop down menu Right click on the selected or object and select Hyperlink from the shortcut menu In the Edit Link, click Remove Link button click OK button Lasted Edited: 2012-07-10 31
Use Actions Buttons Similar to hyperlinks, Action Buttons in PowerPoint 2011 allow you to create specific buttons on your slides and assign actions to those buttons such as hyperlinking to a specific slide or accessing a document, a website and so on by either clicking the button or resting the pointer on the button to change slides. Insert a preset Action button Select a slide to insert a preset action button From the Menu Bar, click Slide Show Action Buttons select a desired action button you want, for example First Slide Drag across the location in the slide where you want the button to appear. TIP To change the size of the action button, drag a corner until the button is the size that you want. To keep the button width and height proportions the same, hold down SHIFT as you drag Lasted Edited: 2012-07-10 32
In the Action Settings dialog box, do the following Select how to initiate the action by doing one of the following When you click the action button, click the Mouse tab When you rest the mouse pointer on the action button, click the Mouse Over Click the actions that you want, for example Hyperlink to First Slide Click OK button Click the Slide Show button at the bottom of the Navigation Pane to display the slide in full screen When you move the mouse pointer to hover over the action button, it will turn into a pointing finger indicating this is some kind of link. Lasted Edited: 2012-07-10 33
Insert a custom Action button to move to a specific slide Select a slide to insert a custom Action button From the Ribbon, click Home tab Insert click Shape button and select a desired shape for the custom action button Drag across the location in the slide where you want the button to appear If necessary, type the text into the shape If desired, apply any formatting options for the shape and text Select the shape you created and do one of the following: From the Menu Bar, click Slide Show select Action Settings Lasted Edited: 2012-07-10 34
From the Ribbon, click Slide Show tab Set Up click Action Settings button In the Action Settings dialog box, do the following: Click the Mouse tab Select Hyperlink to option click the list down arrow and choose Slide In the Hyperlink To Slide dialog box, under Slide Title, select a slide you want to jump into click OK button Lasted Edited: 2012-07-10 35
To add custom option to the action when you move the mouse pointer over to the action button for example adding sound and highlight, do the following: Click Mouse Over tab Under Action on mouse over, make sure None option selected Select Play sound check box click the list down arrow to select a desired sound you want to inserted Select Highlight when mouse over check box Add a sound to an action button Click OK button TIP You can copy a custom action button by pressing command + C ( +C) and command + V ( +V) to create duplicated action buttons Lasted Edited: 2012-07-10 36
Change the Action Settings of duplicated action buttons Lasted Edited: 2012-07-10 37