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In PowerPoint 2010 Essential Training, author David Diskin demonstrates how to engage an audience with images, video, sound, charts, and diagrams in professional presentations. The course also covers a variety of methods to share presentations with others, and provides comprehensive tutorials on how to design presentations that successfully deliver a quality message. Exercise files accompany the course.
Microsoft understands that not everyone works in the exact same way. I'd like to use this opportunity to demonstrate a few ways that we can customize our View of PowerPoint. Note that the ability to customize our Ribbon, including the Quick Access toolbar, is in its own video called Customizing the Ribbon. Let's get started. Most of the options to control the PowerPoint interface are in the View tab of the Ribbon. We will start from the left, and then we will cover a few important settings that aren't in the View tab. The Presentations View Group gives us four ways to work with, or view, our presentation.
Normally, you'll use Normal View, hence its name. But when you want to see the bigger picture, choose Slide Sorter. This gives you thumbnails of every slide. Here, you can rearrange the order of your slides. The Notes View changes the layout to an 8.5 x 11 piece of paper. Each slide gets its own page. Here, you can customize what the presenter will see if you print out presenter Notes. And Reading View displays the presentation almost fullscreen, giving you a Status Bar along the bottom with a variety of controls.
This view is rarely used. Please don't confuse this view with the Slideshow View that is 100% fullscreen, perfect for your audience to see. You'll see this command in the Slideshow tab. PowerPoint allows us to customize Masters. These are the templates that control the common fonts, layouts and backgrounds used across all of our slides and the handouts. We will talk about this mode in the chapter Customizing the Master Slides. I am going to switch back to Normal View.
Here you'll see that we can turn on or off three visual helpers called the Ruler, Gridlines and Guides. This course doesn't cover the use of these features. Under Zoom, you'll see how we can zoom into our presentation as we edit it. This has no effect on what the audience sees, but it does make your life easier as you are editing. But rather than using these two commands, I suggest you look in the lower right-hand corner for the Zoom slider.
You can grab onto this little button right here and slide left and right to change the zoom level of your screen. The Zoom feature also works in Slide Sort mode. The remaining commands deal with color and grayscale settings and controlling the windows themselves. Note that if you have multiple PowerPoint presentations currently open, you can access the Switch Windows menu to switch between them. Let's talk about a few other view settings that you might find useful. If we return back to Normal View, the left side of the screen shows us either thumbnails of our slides, or we can switch to Outline mode.
We can also grab this vertical bar and move it left or right, giving us more or less room for our slides and outline. Likewise, we can grab this Horizontal bar and pull it up or down, giving us more or less room for our speaker notes. We will talk about outlines and speaker notes soon enough. If you right-click on your Status bar, you'll see a variety of options that you can choose from to either enable or disable. Most users leave these on their default settings. Here in the lower right are Quick Access commands to change our view discussed earlier.
There is Normal, Slide Sorter, Reading and the full presentation mode, and there is that Zoom slider again. When you are in Normal View, the far right button, called Fit Slide to Current Window, changes the zoom level so that the slide fits perfectly in your current window. Don't be shy to customize PowerPoint to your liking, making it work for you is an important step to feeling comfortable as you use this program.
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Create a Video – This feature converts your presentation into a .WMV file (video) which you can then upload to your own website, YouTube, Facebook, or just about anywhere else. If you upload it to a site like YouTube which permits embedding, you can then copy-and-paste the embed code directly into your own website. It will play when users click the Play button, much like you’ve probably seen on blogs and other websites. This feature includes your voice narration, slide advance timings, and video that you may have included.
Save to Web – This feature uploads your presentation to SkyDrive, a free file-hosting service by Microsoft that you can use for collaboration. You’ll need a Windows Live account first, but once you log in you can create folders and upload files directly from within PowerPoint 2010. Once uploaded, you can provide a public link to the presentation file which can then be added to your website. The presentation will open in visitors’ browsers with forward and back buttons, and they do not need a Windows Live account to view it.
Create PDF/XPS Document – By saving your presentation as a PDF, you can upload the PDF to your website and link to it. Most users will be able to load and watch the PDF presentation, and can advance slides manually. Note that this feature does not permit video, sound, animation, or transitions.
PowerPoint Viewer - A fourth option is to save your presentation as a Show (you’ll find this under the “Save As” menu) which creates a PPSX file. PowerPoint Shows are just like regular presentation files, except PowerPoint opens up in presentation mode to the first slide, and when finished it closes completely. The PPSX file can be uploaded to your website, and linked to. Users with PowerPoint 2007 or later will be able to open the presentation and watch it. For users without PowerPoint 2007 or later, you can provide a second link to the free Microsoft PowerPoint Viewer which they can then install on any Windows machine and watch your presentation.
The first three options discussed above can be started by choosing “Save and Send” from Backstage View (the File menu). Then choose the appropriate option based on your preference.
Note that if your organization has a SharePoint server, and your audience is limited to those with access to SharePoint, you may choose to “Save to SharePoint” instead for an easy, feature-rich solution.
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