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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.
Sometimes presentations can become quite lengthy, with many, many slides in a single presentation, and that's okay, so long as the content on the slides are relevant and useful to the audience viewing them. In those cases, to stay organized, you might want to consider using something that's built into PowerPoint to help you stay organized called sections. Sections can be added to your slides so your audience members know when a new section begins. But they can also be added to your Thumbnail pane, so you know exactly what section you're in and focus on that section by expanding and collapsing.
We are going to do all of this now, continuing to work with our Orientation presentation. In fact, we're going to scroll up to the very top. Click anywhere in the first slide if you're in Outline mode. Click the Slides button with me to switch over to our thumbnails, and you can adjust this pane accordingly. All right, currently we have a great number of slides, and as we move through the slides scrolling down, many of the slides can be grouped into a single section. If we say, for example, that all of the slides dealing with the company, like Our Story, Management Team, et cetera could be grouped under a history heading, well, in that case for our audience, we might want to insert a slide that says this is the History section.
So under Testimonial and before Our Story, we'll click right between thumbnails for slide 3 and 4. You are going to see this little faint line; this is where we want to insert our new slide. So we'll just go up to the New Slide button, but click the arrow on the right-hand side to see the dropdown. This allows us to choose from a series of layouts, and there is one called Section Header. When we click this, we get the new slide. It says, "Click to add title," on the right- hand side, so we'll do that, and we'll just call this one HISTORY.
We can type in HISTORY. Then we've got our first section, at least the slide for our section. As we scrolled a little further down, you can see a new section kind of begins with the Product slide. So we'll click between slides 9 and 10. Again, we see that faint line. So we can go up to the New Slide dropdown and choose Section Header. In this case, it's going to be all our products. We'll add one more. We'll just scroll little further down, the last few slides - Come and See Us, Contact, and Good-bye - they are all part of the conclusion, so, we'll make sure we are in between slides 14 and 15 when we click.
Now, we'll insert that new section header, and we'll click to add title, calling this one our CONCLUSIONS section. So, our audience is going to know when a new section, or group of slides, begins, but does PowerPoint know? Not until we actually insert the sections themselves, which will help us to stay organized when working on groups of slides. So let's just scroll down to our first section header, which is HISTORY, and we'll click between slides 3 and 4. This time I'm actually going to insert a section, a little break - kind of like chapters in a book.
So, I'll go up to the Section dropdown button that appears on the Ribbon, with the Home tab selected, and click the first option, which is Add Section. Now, not only is a new section added - it's called Untitled - but we also see this Rename Section dialog appear with untitled selection already selected for us, so we can type right over that. And we are going to type in the word 'History' to match our slide. You can press Return on the keyboard or click the Rename button, and you can see now we've got a new section, History.
The number you see in brackets represents the number of slides in that section. That is the remaining slides in the presentation, unless we create another new section, which we are going to do. So, we'll just scroll down, until we see our PRODUCTS section header - there it is - and click between slides 9 and 10 and add another section. This one's going to be called Products. Press Return, and it's locked in. Now, there are nine slides in that section, and we'll scroll down and create one more section, which is the conclusion, between the slides 14 and 15.
When you click there, you'll see that faint line. Click the section button, and add the section called CONCLUSION. When you press Return, there you go. So there are four in the CONCLUSION section. As we scroll up, under PRODUCTS, there are five slides, and under HISTORY, looks like we have six in brackets here. Something else happened when we started creating sections. A default section is created for you, and there are three: the first three slides. We didn't actually insert a section there, but it became the default section when we added our first new section, which was HITSTORY So to rename this just go where it says Default Section.
Right-click or Ctrl+Click, if you got that single button mouse, and select Rename Section. There it is, Default Section. We can type in something like Introduction, for example - these are introductory slides. And press Return to lock that in. So, now we've got our various sections to match the section headers that we've inserted. What is the advantage to this? Well, let's say we want to focus on the HISTORY section. We can collapse these sections by clicking the little arrows you see just to the left of the name of the section.
When you click the arrow it's collapsed. Now, we don't see the slides, and this will not affect the presentation. Those slides will be presented when we play our slideshow. But now we can scroll down to the other sections. We are going to focus on our HISTORY section, so we don't need to see all of the product slides. We can collapse that, as well as a CONCLUSION, and there go. I've got just the HISTORY slides showing up in our Navigation pane, so we can focus on those. It could be formatted differently than the other sections if we wanted to. We can make changes to all of the slides by clicking the actual section header.
So, in this case if we click HISTORY, you'll notice each of the thumbnails is actually highlighted or selected. You see that border around all of the slides. So anything we do now in the way of formatting will affect every one of those slides; a big timesaver. Let's switch over to our Slide Sorter view, and you'll also see your sections here, collapsed as well as expanded. Let's expand our Introduction, and our Products. Let's say Products really should start before the History. You can go right to the separator, click next to Products, and if you wanted to move that, just go up to the Section button, and you'll notice you've got a number of new options here.
We can rename the section from here, remove the entire section if we wanted to, remove the entire section and the slides. Look at this: we can remove all the sections if we don't want them, start over, and we also have collapse and expand from here. Let's say we want to move this section. We just want to put it before History. You can actually do that from our Normal view. We'll go back to Normal view, and we'll just scroll up. Now, everything's been expanded, because we expanded it in our Slide Sorter view.
If we want to scroll up to History, there it is. If we want to move that up before the Introduction, we can just click and drag it. You'll notice you are actually dragging the bar. When you see the No sign, it means you can't let go. It's not a place where you're allowed to let go. When it disappears, it's a place where you can drop it. Now, we can't go ahead of the Introduction until it expands open, and when you let go, you will have moved the Introduction or the History to the top, replacing Introduction.
That doesn't really make sense. You can see the Introduction now comes after our History. Just go back to that section header. Just click it and go up to the Section button dropdown. If you wanted to move it, you see there's no option here on this menu, but if we go down to Introduction and right-click or Ctrl+Click, we do have the option to move sections here. So, it's a little bit different from what we see from the Section button. We can move that section up or down. Let's move it up. Now, Introduction does appear back at the top.
Scroll down. The next section is our History section. So, using sections are a great way to help you stay focused on a group of slides - great for formatting. Later on, when we play our slideshow, you'll see that having sections is also handy when playing your presentation in front of an audience.
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