In this chapter, you will learn to: | |
✓ | Adapt a presentation for different audiences. |
✓ | Rehearse a presentation. |
✓ | Prepare speaker notes and handouts. |
✓ | Prepare a presentation for travel. |
✓ | Show a presentation. |
The goal of all the effort involved in creating a presentation is to be able to effectively deliver it to a specific audience. With Microsoft Office PowerPoint 2007, you can easily deliver a presentation from your computer as an electronic slide show. In Slide Show view, instead of the slide appearing in a presentation window within the PowerPoint program window, the slide occupies the entire screen.
Before you can deliver a presentation, you need to perform several tasks to ensure its success. You can hide individual slides to adapt the presentation for a specific audience, or if you know that you will be giving variations of the same presentation to different audiences, you can save a set of slides as a separate presentation that you will show only if appropriate. You can tailor the speed at which slides appear, to appropriately fit your presentation to the allotted time. To support your delivery of the presentation, you can prepare speaker notes, and to help your audience retain your message, you can prepare handouts. Finally, if you are delivering the presentation at a remote location, you will want to use the Package For CD feature to ensure that you take all the necessary files with you.
When you deliver a slide show from your computer, you navigate through slides by clicking the mouse button or by pressing the arrow keys. You can move forward and backward one slide at a time, and you can jump to specific slides as the needs of your audience dictate. During the slide show, you can mark up slides with an on-screen pen or highlighter to emphasize a point.
In this chapter, you will adapt a presentation for two audiences, first by creating a custom slide show, and then by hiding a slide. You will apply slide timings to a presentation, rehearse it, and have PowerPoint set the timings for you. You will enter speaker notes in both the Notes pane and in Notes Page view, customize the Notes master, and print speaker notes and handouts. Then you will save a presentation package on a CD and run it from the CD by using the presentation viewer that comes with PowerPoint. Finally, you will deliver a presentation and mark up slides while showing them.
See Also
Do you need only a quick refresher on the topics in this chapter? See the Quick Reference entries at the beginning of this book.
Important
Before you can use the practice files in this chapter, you need to install them from the book’s companion CD to their default location. See "Using the Book’s CD" at the beginning of this book for more information.
Troubleshooting
Graphics and operating system–related instructions in this book reflect the Windows Vista user interface. If your computer is running Microsoft Windows XP and you experience trouble following the instructions as written, please refer to the "Information for Readers Running Windows XP" section at the beginning of this book.
If you plan to deliver variations of the same presentation to different audiences, you should prepare a single presentation containing all the slides you are likely to need for all the audiences. Then you can select slides from the presentation that are appropriate for a particular audience and group them as a custom slide show. When you need to deliver the presentation for that audience, you open the main presentation and show the subset of slides by choosing the custom slide show from a list.
For example, suppose you need to pitch an idea for a new product or service to both a team of project managers and a company’s executive team. Many of the slides would be the same for both groups, but the presentation to the executive team would include more in-depth competitive and financial analysis. You would develop the executive team’s presentation first and then create a custom slide show for the project managers by using a subset of the slides in the executive presentation.
Sometimes you might want to be able to make an on-the-spot decision during a presentation about whether to display a particular slide. You can give yourself this flexibility by hiding the slide so that you can skip over it if its information doesn’t seem useful to a particular audience. If you decide to include the slide’s information in the presentation, you can display it by pressing the letter H or by using the Go To Slide command.
In this exercise, you will select slides from an existing presentation to create a custom slide show for a different audience. You will also hide a slide and then see how to display it when necessary.
Note
USE the 01_Adapting presentation. This practice file is located in the Chapter16 subfolder under SBS_Office2007.
BE SURE TO start PowerPoint before beginning this exercise.
OPEN the 01_Adapting presentation.
On the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show button, and then click Custom Shows.
The Custom Shows dialog box opens.
Click New.
The Define Custom Show dialog box opens. The default custom show name is selected in the Slide Show Name box.
In the Slide show name box, type Project Editors.
In the Slides in presentation list, click 1. The Taguien Cycle, and then click Add.
Slide 1 appears as Slide 1 in the Slides In Custom Show box on the right.
In the Slides in presentation list, click 3. Characteristics of a Hit Fantasy, scroll the list, hold down the
key, and click 15. Approval Process. Then click Add.The slides appear in sequential order in the Slides In Custom Show box on the right.
Click OK.
In the Custom Shows dialog box, click Show to start the custom slide show.
Click the mouse button to advance through all the slides, including the blank one at the end of the show.
In Normal view, on the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show button.
Project Editors has been added to the list. Clicking this option will run the custom slide show.
In the list, click Custom Shows.
In the Custom Shows dialog box, verify that Project Editors is selected, and then click Edit.
The Define Custom Show dialog box opens.
At the bottom of the Slides in custom show box, click 14. Approval Process, and then click Remove.
PowerPoint removes the slide from the custom slide show, but not from the main presentation.
Click OK to close the Define Custom Show dialog box, and then click Close to close the Custom Shows dialog box.
In the Overview pane, scroll to the bottom of the Slides tab, right-click Slide 12, and then click Hide Slide.
On the Slides tab, PowerPoint puts a box with a diagonal line around the number 12, and dims the slide contents to indicate that it is hidden.
Display Slide 11, and on the View toolbar, click the Slide Show button. Then press
to move to the next slide.Because Slide 12 is hidden, PowerPoint skips from Slide 11 to Slide 13.
Right-click anywhere on the screen, point to Go to Slide, and then click (12) The Battle.
The number is in parentheses because the slide is hidden. When you click it, the hidden slide appears in Slide Show view.
