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In PowerPoint for Mac 2011 Essential Training, author David Rivers demonstrates how to create effective slideshows and dynamic presentations using the tools in Microsoft PowerPoint 2011. The course provides in-depth instructions for changing the look of presentations: using built-in and custom themes, formatting text, inserting tables and charts, adding pictures and SmartArt drawings, and adding animation. It also shows how to proof presentations and ready them for viewing, and gives details on the different ways to share presentations. Exercise files are included with the course.
By far the most popular method for sharing a presentation with others is to put it up onscreen and have them view it. Now, depending on the audience, you may want to have different versions of your presentation. For example, NewHire Orientation may contain a number of slides that are pertinent to maybe management staff that would not relate to non-management staff. So you'll have slides in your presentation that might be hidden away for a non-management presentation and then shown in the management version of the presentation.
These are called custom shows. You don't have to create copies of your presentation. All you need to do is create a custom version, and that's what we're going to do, continuing to work with our Sharing presentation here. Notice, for example, we have one hidden slide here. If we wanted to unhide this slide, we simply go to it, right-click or Ctrl+Click and choose Hide Slide, which currently has a check mark. This unhides it. You could also access that by going to the Slide Show tab and choosing the Hide Slide button. However you do it, maybe you're going to turn on certain slides for your management team and turn some of them off for your non-management employees; instead of doing that, create a custom version, and we can do that as well by going to our Slide Show menu.
Let's go up here to Slide Show and down to Custom Shows. Here's where you're going to see existing shows. If there aren't any, your only option is to edit Custom Shows; let's do that. The Custom Shows window opens up, and there's nothing there, obviously. We're going to create our first new custom show. So we click New. You'll see the slides over here on the left-hand side, and we can add any slide we want to the right-hand side to create our custom show, but let's start with the name at the top. Custom Show 1 is what it says. Let's do Managers.
In this case, we want them all added over there to the right-hand side. So I'll click the first one, hold down Shift, click the last one, and add them, and click OK. So now we've got a custom show called Managers. Let's create another new one now called Non Managers. In this case, we want to leave out a couple of slides. So we're going to select the first slide, and we'll add it.
Slide number 2 maybe also belongs and 3, but then we'll skip 4, and we'll go to 5, and we'll leave out the Product Pricing, go to Sales Results, and the Conclusion. So that would be an example of maybe a version of our show that we would show to non-managers. When you click OK, you now have a second version of your slide presentation. Now, you can choose which one you want to show. So let's start back at the beginning. We'll click Close, we open up our presentation called Sharing, and all we do now to show the version that we want is to go back up to the Slide Show menu, down to Custom Shows. You'll see them there now, including our Edit option.
Let's say we're going to be showing our presentation in front of non-managers, we'd go to Non Managers. It starts our slideshow, and it's going to skip over those slides that we chose not to show to our non managers. Of course, if there are slide timings, they'll be used, all of the special effects and everything. You don't lose anything on the slides that you chose to show as part of your presentation, but there they go. We'll just press Escape now to return to our presentation. So if you do plan on showing different versions of one presentation to different groups of people, consider creating custom shows.
That way, you don't have to take up extra space with different copies of your presentation, and then trying to make sure you open up the right copy of that presentation for the right group of people you're presenting to.
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