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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.
One way of sharing your presentation with others is the old-fashioned way of just simply printing it out. You can print slides. You can print your speaker notes. That's very handy if you're going to be up at a podium. You can even print out handouts for your audience members so they can see a miniature of the slide, maybe even have an area where they can take notes. These are all options when it comes to printing. We're going to do that using our Sharing presentation. So the first thing is to go to the Home tab, and we're going to go to slide number 1. I want you to see the slide, because it's really full of graphics and a lot of color.
So I want you to imagine printing this out using maybe an inkjet printer, for example, and how much ink it would take. So there are some Print options to consider as well. We'll do that by going up to the File menu and then down to Print. Command+P is your keyboard shortcut, and it'll take you to the Print window, where we can choose a number of different options, such as the printer you're using. If you have more than one printer, you can select it from here. There are presets for Standard, Last Used Settings, and you can even save your own presets, but the presets are set down below. And there are different categories.
You should see Copies & Pages by default. Here is where you set the number of copies, what slides you're going to print - all the slides or select slides, such as from 1 to 3, for example - or Selected Slides, which allows you to choose the slides you're going to print. It doesn't mean you have to print slides, however. Let's go to the Print What dropdown, and you'll see Handouts and Notes as well. When you choose Notes, you're going to see this little thumbnail change to show you a miniature of the slide itself, and then the speaker notes down below.
If you're the presenter, this is a nice thing to have with you up at the podium if you're not in Presenter view let's say. Let's go back to this dropdown for Print What and look at some of the Handout options. You might want to have 2, 3, 4 slides per page; let's try 4 slides per page. You can see what that looks like. You're going to see thumbnails of the various slides on your page. Now, you're going to see a preview of 1 of 1, because we have Selected Slides. Well, let's go to All Slides and see what happens. There they are: little miniatures of each slide.
If that's too difficult to read, you might want to change it from 4 slides per page to something like 2, and you get bigger versions. All right! Down below the Output, you can see it's set to Color by default, and that all depends on the printer that's connected to your computer right now. If we click the dropdown, we can go to Grayscale or Black and White. I like Black and White because as you're going to see, what happens here on our slides, we're going to be using black ink, and we're not going to be using as much ink as well because of the backgrounds that were in color, and so on.
We could also go to Grayscale, which does use a little more ink, because you'll see different shades of gray and so on for some of the background. So it's totally up to you how much you want to use. I like Black and White when it comes to printing out handouts that I'm going to be giving to my audience members. You can also choose whether or not hidden slides will be printed. We do have a hidden slide. Do we want that included? Well, if we do, we leave it checked. If we don't, we'll deselect it, and now our number is actually going to go down. You could see the thumbnails change here to skip over Slide2.
Let's go up here to Copies & Pages. We'll just click that, and you can see there are other categories to choose from here as well. So if we go to Paper Type/Quality and if you're going to be printing in Black and White, you might want to set under Paper, your Color to Grayscale, and your Paper Type where it says Automatic, you have a number of different options. I have Inkjet paper. And the Quality, you can see, you can adjust this to a draft, all the way up to maximum dots per inch.
Again, this will save you some ink if you go to something like Fast Draft. It's not going to be the best quality, but your people - your audience - they'll get the idea. Go to Color Options. You can also choose just to use the black print cartridge if you're going to be printing in Black and White. When you're ready to print it, just click the Print button and off go your handouts, notes, or slides in a presentation.
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