Chapter 13
IN THIS CHAPTER
Spell-checking a presentation
Organizing slides
Adding visual transitions
Adding hyperlinks on a slide
Viewing a presentation
Printing handouts
The whole point of creating a PowerPoint presentation is to show it off to an audience. To help you keep an audience’s attention, PowerPoint provides Hollywood-style special effects to make your presentation look more interesting.
PowerPoint also provides features for creating handouts for your audience. Because people often want to take notes during an interesting presentation (or just doodle during a really boring presentation), PowerPoint can create handouts that you can print and distribute.
You can have the best presentation in the world, but it will look like the worst presentation in the world if you have misspellings and typos on your slides for everyone to snicker at. To prevent this problem from occurring, PowerPoint can spell-check your entire presentation.
To spell-check your entire presentation, follow these steps:
Click the Spelling icon in the Proofing group.
PowerPoint displays the Spelling pane when it finds a misspelled word, as shown in Figure 13-1.
PowerPoint displays all the slides of your presentation in the Slides or Outline view. While this makes it easy to see all the slides that make up your presentation, such a long list of slides can make it hard for you to find any particular slide.
To help you avoid searching for a single slide among a huge list, PowerPoint gives you the option of organizing in groups called sections. You may group the first slides in one section (labeled “Problems”), the next 7 slides in a second section (labeled “Consequences”), and the last 13 slides in a third section (labeled “My Solutions”).
After grouping slides into sections, you can selectively hide or display all slides in a section. Sections simply help you organize a large presentation of slides so you can find and edit particular slides at any given time.
By default, presentations don’t contain any sections. When you add a section, PowerPoint groups all slides in that section, starting with the first slide you picked all the way to the end of your presentation or the next section heading, whichever comes first.
To add a section to a presentation, follow these steps:
Click the Home tab and click the Section icon under the Slides group.
A pull-down menu appears, as shown in Figure 13-2.
Choose Add Section.
PowerPoint displays a section heading (named Untitled Section) above the slide you selected in Step 1.
Click the selection heading, click the Section icon in the Slides group, and choose Rename Section.
The Rename Section dialog box appears, as shown in Figure 13-3.
Click in the Section Name: text box and type a descriptive name for your section. Then click Rename.
PowerPoint renames your chosen section.
After you’ve created at least one section, you can collapse and expand it. Collapsing a section temporarily hides those slides in that section from view so you can focus on the rest of your slides. Expanding a section makes the slides in that section appear again.
To expand and collapse a section, follow these steps:
Click the Collapse Section arrow that appears to the left of the section name, as shown in Figure 13-4.
PowerPoint collapses your chosen section and displays the number of slides (in parentheses) hidden in that collapsed section, as shown in Figure 13-5.
Click the Expand Section arrow that appears to the left of the collapsed section name.
The section expands, displaying all slides within that section.
Sections can help divide a large presentation into more manageable chunks, but you may eventually decide you don’t need a section anymore. When you delete a section, you have the option of just deleting the section (and leaving the slides intact) or deleting both the section and all slides inside that section.
To delete a section, follow these steps:
Right-click the section name that you want to delete.
PowerPoint displays a pop-up menu, as shown in Figure 13-6.
You can’t delete the first section without also removing all of its slides.
Choose Remove Section (to remove your chosen section), Remove All Sections (to remove all sections), or Remove Section & Slides (to remove your chosen section and all the slides in that section).
PowerPoint deletes your section (or sections).
Transitions define how slides or part of a slide (text or graphics) appear during your presentation. By default, slides appear one at a time with all the text and graphics displayed at once, which can get monotonous.
To spice up your presentation, PowerPoint offers two types of transitions:
Slide transitions can make a slide appear to melt or break into multiple pieces that slip away, revealing the next slide underneath.
When creating a transition, you need to define the following:
To create a slide transition, follow these steps:
Click a slide (in the Normal or Outline view pane).
Any transition you choose will end by displaying the slide you choose in this step.
Click the Transitions tab.
PowerPoint displays the different animation (transition) tools, as shown in Figure 13-7.
Click the More button of the Transition To This Slide group.
A pull-down menu appears, listing all the different transitions available, as shown in Figure 13-8.
Click the transition you want.
PowerPoint shows you how your transition will look.
(Optional) Click in the Sound list box in the Timing group.
A pull-down menu appears, listing all the sound effects you can choose, as shown in Figure 13-9.
(Optional) Select the On Mouse Click or After check box in the Timing group of the Transitions tab.
If you select the After check box, you have to specify a time to wait before running the transition.
You can select both the On Mouse Click and the After check boxes, so the slide transition waits until you click the mouse or until a specified amount of time passes.
Besides animating how your slides appear and disappear, you can also add transitions to your text boxes or graphics so they fly or drop into place across a slide.
To create a simple text or graphic transition, follow these steps:
Click a text box or picture on a slide.
PowerPoint displays handles around your chosen item.
Click an animation, such as Fly In or Wipe.
PowerPoint displays a number near your chosen item. These numbers define the order that your transitions will appear.
If you create an animation that you want to apply to other text boxes or graphic objects, you can tediously re-create that transition all over again. However, it’s much simpler to use the Animation Painter, which lets you copy animations from one object to another.
To use the Animation Painter, follow these steps:
Click a text box or picture that contains the animation you want to copy.
PowerPoint displays handles around your chosen item.
Click a text box or picture.
PowerPoint applies the transition, from the object you selected in Step 1, to the object you selected in Step 4.
For greater flexibility in presenting information, PowerPoint lets you add hyperlinks to your slides. Hyperlinks let you open a web page (provided you have an Internet connection) or a file (such as a Word document). By adding hyperlinks to your slides, you can display additional information stored outside of your PowerPoint presentation.
A web page hyperlink lets you convert text into a hyperlink that can load your default browser and display any website. When you exit the browser (or switch back to PowerPoint), you can see your slide again and continue with your presentation.
By accessing a website, you can avoid copying data and pasting it on a slide. For example, if you’re giving a presentation about advertising, you can create web page hyperlinks to show how your competitors use the Internet to advertise and sell their products.
To create a web page hyperlink, follow these steps:
Click the Hyperlink icon in the Links group.
The Insert Hyperlink dialog box appears, as shown in Figure 13-11.
www.dummies.com
.Click OK.
PowerPoint underlines the text you selected in Step 1. When you view your presentation, PowerPoint turns the mouse pointer into a hand icon when you move the pointer over the hyperlink. Clicking your hyperlink loads the default browser.
You may have data stored in another file that you want to include in your PowerPoint presentation. Rather than copy the data and paste it in your presentation, it may be easier just to display the file itself. That way you can update the file, and PowerPoint will always link to the updated file.
To create a hyperlink that opens an external file, follow these steps:
Click the Hyperlink icon in the Links group.
The Insert Hyperlink dialog box appears (refer to Figure 13-11).
Click in the Look In list box and choose a drive and folder that holds the file you want to use.
You may need to click through several folders to find the file you want.
A PowerPoint hyperlink can also run any program from within a presentation. For example, you can create a presentation that explains how to market a new computer program, and then create a hyperlink to that same program so you can demonstrate how that program actually works. When you exit that program, you return to your PowerPoint presentation again.
To create a hyperlink that runs a program, follow these steps:
Click the Action icon in the Links group.
The Action Settings dialog box appears.
Click Browse.
The Select a Program to Run dialog box appears.
Click the program you want to run.
You may have to open multiple folders to find the program you want to run.
Click the program you want to run and then click OK.
The Action Settings dialog box appears again.
Click OK.
When you run your presentation and click your link to run an external program, PowerPoint displays a Security Notice dialog box, as shown in Figure 13-12. This dialog box gives you the option of letting any presentation run external programs (Enable All), just letting the current presentation run an external program (Enable), or blocking all external programs from running at all (Disable).
After you’ve set a PowerPoint hyperlink or action, you can remove that hyperlink or action at any time. To remove a hyperlink, follow these steps:
Click the Hyperlink icon in the Links group.
The Edit Hyperlink dialog box appears.
To remove an action, follow these steps:
Click the Action icon in the Links group.
The Action Settings dialog box appears.
After you finish arranging your slides, adding transitions, and adding hyperlinks, you’re ready to test how your entire presentation looks. To view your entire presentation, follow these steps:
Click the From Beginning icon in the Start Slide Show group, as shown in Figure 13-13.
PowerPoint displays the first slide of your presentation.
You can also choose the From Beginning command by pressing F5.
You may have a presentation organized for one audience (engineers and scientists) but need to give the same presentation to a different audience (sales executives). Although you can copy your original presentation and then modify it, now you’ll be stuck with two copies of the same information. And, if you modify the information in one presentation, you have to modify the same information in the second (or third or fourth) presentation.
To avoid this problem, PowerPoint lets you create custom slide shows based on an existing presentation. Such a custom slide show can selectively show slides in a different order. To create a custom slide show, you need to define the order you want to display the slides.
To arrange the order of a custom slide show, follow these steps:
Click the Custom Slide Show icon in the Start Slide Show group.
A pull-down menu appears.
Choose Custom Shows.
The Custom Shows dialog box appears, as shown in Figure 13-14.
Click New.
The Define Custom Show dialog box appears, as shown in Figure 13-15.
Click the check box for a slide in the Slides In Presentation: list box and then click the Add button.
This tells PowerPoint which existing slides you want to use in your custom slide show.
Click OK.
The Custom Shows dialog box appears again.
To present a custom slide show, follow these steps:
Click the Custom Slide Show icon in the Start Slide Show group.
A pull-down menu appears that lists the names of all the custom slide shows you’ve created.
Eventually you may need to delete a custom slide show. When you delete a custom slide show, you don’t delete any slides used in your original presentation.
To delete a custom slide show, follow these steps:
Click the Custom Slide Show icon in the Start Slide Show group.
A pull-down menu appears, listing the names of all the custom slide shows you’ve created.
Click Custom Shows.
The Custom Shows dialog box appears.
PowerPoint can hide a slide, which lets you keep your slide but not display it during a presentation. Hiding a slide can be especially handy when you need to create a custom slide show and need a slide to appear only in the custom slide show but not the original presentation (or vice versa).
To hide a slide, follow these steps:
Click the Hide Slide icon in the Set Up group.
PowerPoint dims your selected slide.
After you view your presentation, you may want to rearrange slides. To help you organize your presentation, switch to Slide Sorter view, which numbers each slide to show you the order that they appear, as shown in Figure 13-16.
To use Slide Sorter view, follow these steps:
Click the Slide Sorter view icon in the Presentation Views group.
You can also click the Slide Sorter icon in the bottom-right corner of the PowerPoint window.
Hold down the left mouse button and move (drag) the mouse.
PowerPoint displays a vertical line where it will place your slide.
When people view a particularly interesting presentation, they often want copies of that presentation so they can review the information later or have a place to jot down notes during the presentation itself. For that reason, PowerPoint lets you create handouts from your presentation.
Handouts typically contain a thumbnail of each slide along with blank space for jotting down notes about the information presented by that slide. To create a handout, follow these steps:
Choose Print.
The middle pane displays a variety of print options, as shown in Figure 13-17.
Click the Full Page Slides button in the middle pane under the Settings heading.
A menu appears, showing different ways to print slides (as shown in Figure 13-18).
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