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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.
You know, not every presentation you create using PowerPoint will be displayed in front of a huge audience, with you at the podium speaking about the content they're seeing on the slide. Sometimes, you may want to create a presentation that's self-running, such as you'd see at a kiosk, where a people can stand in front of the monitor and just watch the information go by. In those cases, you want to create the self-running show using many of the tools that are available to you here in PowerPoint 2011 to make it as seamless as possible. We're going to take a look at those now using our TT_Tale presentation.
We're going to go to slide one by selecting the thumbnail. So we're right at the top. The first thing we're going to do is check out the animations. When you see transition and animation icons next to the slides, you know that there are some special effects. When you go to Transitions, for example, you'll see what's selected. But what's more important is what's appearing over here under Advanced Slide. Notice by default, it's on the mouse click. So as you play your slideshow, you have to click, or use a keyboard shortcut to move from one slide to the next.
Well, if you're going to create a self-running slideshow, people won't be able to click the mouse; instead, you might want to use timings. So with our first thumbnail selected - and you can click it again to make sure it's selected - we're going to use a keyboard shortcut to select every slide in our presentation, so we don't have to go from one to the next, to the next, applying a timing. Let's just do Command+A on the keyboard. You'll notice every thumbnail now appear selected as you scroll down the list. So we can apply a timing to every single slide.
Let's do that by deselecting On Mouse Click and selecting After. We'll leave it at 1.00 second just for now. That makes no sense whatsoever. It doesn't give people enough time to read the content on a slide, but just to see the effect and save us some time. All right, so now if we go back up to the first slide here and start our slideshow by clicking the Slide Show button let's say, you'll see the transition effect. Then it only takes a second before we're on to the next slide. Now this particular slide has some animations, which does give a little bit of time to take in all of the content before the next slide appears. It only appears for a second, and on it goes.
Of course, one of these slides here, we just didn't have enough time to view all of the information. So let's press Escape, and press Escape again if you need to, to go back to Normal view. We'll scroll up to the top, to slide number one. Now timings have been applied to every single slide: one second each. That's easy. There is another tool though that's excellent for rehearsing the timings, and saving those timings. Let's go to the Slide Show tab this time on the Ribbon.
You'll notice one here for rehearsing. When you click Rehearse, you're going to go to Presenter view, and right away the current slide, you can see, is being timed. A Tale of Two Trees, New Hire Orientation. You can rehearse this. Then move to the next slide by using the arrows, or Page Down if you prefer, or the Spacebar. All of those keyboard shortcuts work. That timing, 13 seconds, is saved with the slide. Now we go through this slide, reading the information, and then move to the next one.
That timing is saved with the slide. The total time is also being calculated here. Let's use Page Down this time to go to the next slide. You need to have enough time to read all this, so you would read it to yourself before moving onto the next slide, so you know that your viewers will have enough time to read it themselves, and then on you go to the next slide, and so on. Let's click the Exit Show button. Look what happens when you do this. The total time for the slide show was 00:00:41 seconds. Do you want to save those slide timings? You didn't have to remember them, or write them down.
They'll be saved with the slide. You just say Yes. Then you're taken directly to Slide Sorter view, which will display the timings under each slide. You can see the ones that we didn't apply a special timing have that default we set up earlier of one second for each slide. Now we can make this a self-running slideshow, which means here, under the Slide Show tab on the Ribbon, we can use the timings. When you choose Use Timings, it's automatically going to go from one to the next.
Now let's just go back for a second to our Normal view, because the other thing you might want to do is hide certain slides. For example, this second slide is very useful for a live audience where each of the members is going to state their name, their hometown, and so on. But for a self-running slideshow, it doesn't make sense to have this in here. Well, you can right-click the thumbnail. You will see an option to hide the slide. It also appears under the Slide Show tab here in the Set Up section. You can click it there as well. You can see it's just grayed out.
It won't be viewed in the presentations. It'll be skipped right over. That's perfect for a self-running slideshow. If we go back to the Animations now, you'll notice that everything is kind of grayed out, because we're on a hidden slide. If we go back to slide one by clicking the thumbnail, notice that we don't really have an option here, because we're using timings. So you don't have to set up how animation happens, and how the transitions happen. Let's go to Transitions here for a second. Notice On Mouse Click is not selected anymore. It's After the number of seconds we saved with our rehearsal.
So all of that's automated for you. All you need to do now is play the slideshow. So let's do that. We'll go down to the Slide Show button, or you can use the Play button, whatever you like. There is our first slide. Now it's not going to stay there for a second this time, because we rehearsed the timings. It stays there for a few more seconds before moving on to the next slide, automatically using those timings. There is our Welcome! Not much to look at on the slide, so it's a shorter timing, before it moves on to the next slide.
This one will stay there a little bit longer to get people enough time to read it. You can press Escape at anytime to leave that slideshow. Of course, if you're at a kiosk, people can do the same thing. They can press Escape to leave the slideshow, or you can lock the keyboard away, so all they see is the screen, and they're forced to look at the content on that screen. So those are some of the options for creating a self-running slideshow. If you want people to be able to stop by a kiosk, for example, and look at information you've created, all of these tools are available to you in PowerPoint 2011 to create the perfect self-running slideshow.
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