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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.
When there's static information that needs to appear on every slide in a presentation, you might consider making changes to the slide master, like we did in the previous movie. But if you need that information to be updated, such as slide numbers or dates for example, and times, you might consider using headers and footers, which are available to you here in PowerPoint 2011. We can use headers and footers on a presentation, like our new Hire presentation here, or we can also use headers and footers on any audience handouts that we might create, as well as our own speaker notes.
So let's take a look at that now. To do it, we go up to the Insert menu and down to Header and Footer. Now from here we've got two options: Slide, as well as Notes and Handouts. When we go to Slide, you'll notice that we can include dates and times, slide numbers, and footer text. If we go over to Notes and Handouts, we get all of those options, plus a header option, so you can have text, for example, that appears at the top of every single audience handout, or your own speaker notes, for that matter.
Let's go back to Slide and focus there. Let's say we don't need the date and time. With it checked off, we can choose to have it updated automatically, or we can choose to have a fixed date appearing in the bottom left-hand corner. You can see that's where it is with this particular master, and it's highlighted in the preview. If we want to update it automatically, we could choose different formats as well. Well, let's turn it off and not have that appear on our slides, but Slide numbers we do want showing up, so we'll click that check box.
Now, it highlights that little placeholder in the bottom right-hand corner. Every slide will have the slide number appearing there, if the slide master has that placeholder. So in this case, you can see, it's going to the start at 1 - that's our first slide - and if you didn't want it actually showing up on your title slide, you can turn it off by choosing the Don't show on title slide check box. So, it will only appear on every slide after the title. Same thing goes for the footer; if you turn that on, you could type in information like maybe the word 'confidential,' so people know that when they're looking at this presentation, the information's confidential. It'll appear on every slide, except for the title slide, as you can see.
Now, we'll click Apply to All. The title slide doesn't change, but when we go to the next slide in the presentation, we see the word 'confidential,' and we see the number 2, and so on as we move through the presentation. Now, if you want to make changes to the way that it appears - maybe a larger or smaller font, a different font, a different color - then you'd go into the slide master. And we know that to do that, we can go to the View menu and down to Master and click Slide Master. From here, you'll see the placeholders for the dates and times.
There is the word 'Confidential,' now in the footer text and the page numbering. So you could go in there, for example, and format that differently. If you wanted it to be a little bit bigger, you could double-click right on the code itself to select it like you would any other text. Then go to the Home tab on your Ribbon and maybe bump that up to say 14 points, and maybe bold as well. So you're formatting it here on the master, so that it appears the same way on every slide now when you go back. So we'll just click Close Master. It takes us back and you can see we've got a bigger page number, it's bolded now, and that is the case for all of the slides except for the title slide where we chose not to show it.
Now if you're going to be using speaker notes or audience handouts, you can adjust the exact same things on those pages, including a header. Let's just go back to Insert, down to Header and Footer, and this time we'll click Notes and Handouts. You'll see we can have the date and time. You can see where that shows up here; it's on the top right-hand corner, unless you change the master. Choose the format. And maybe page number, instead of slide number, should be kept on in the bottom right-hand corner, and let's add a header.
We'll just type in 'Two Trees, ' When we'll click Apply to All, now if we're going to print out any audience handouts or our own speaker notes, all of that information will appear exactly where we turned it on. So with headers and footers, similar to working with masters, you can have consistent content showing up on every slide in your presentation without having to update them manually.
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