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Including hidden slides and custom shows

From: PowerPoint Tips and Tricks for Business Presentations

Video: Including hidden slides and custom shows

Have you ever shown a slide to your audience and immediately skipped over it saying, "Never mind this. It doesn't apply to you guys," or "Let's skip these slides because we are running low on time"? PowerPoint actually has a feature to hide slides. You can also designate custom shows which remember the slides that you want to show and hide depending on the version that you want to display. Hidden slides will be skipped right over during the presentation, but you can show a hidden slide at any time with just a few keystrokes. Let's try this out. Here's our presentation, and on slide number 17 you will see that we have way too much information for our audience.

Including hidden slides and custom shows

Have you ever shown a slide to your audience and immediately skipped over it saying, "Never mind this. It doesn't apply to you guys," or "Let's skip these slides because we are running low on time"? PowerPoint actually has a feature to hide slides. You can also designate custom shows which remember the slides that you want to show and hide depending on the version that you want to display. Hidden slides will be skipped right over during the presentation, but you can show a hidden slide at any time with just a few keystrokes. Let's try this out. Here's our presentation, and on slide number 17 you will see that we have way too much information for our audience.

I am going to hide the slide from the presentation, but still keep it around, just in case there are some specific questions from the audience. I'll right-click on the slide thumbnail and choose Hide Slide. You'll see that the number 17 has been crossed off and the thumbnail appears faded, indicating that the slide is hidden. I can also use this feature from the Slide Show tab by pressing or unpressing the Hide Slide button. Now let's run our slide show starting with Slide number 15. I'll press Shift+F5 to begin.

This is Slide 15, Slide 16, and now we've jumped right into Slide 18, skipping number 17. But what if during the presentation someone asks a question about those specific revenue numbers? We already have our slide prepared, but it's been hidden. We're going to show the hidden slide. During my presentation I can press Ctrl +S to see a menu of all of the slides. I can also wiggle the mouse and access this menu from the lower left corner or just right-click anywhere.

Now I can jump straight to the slide that I previously hid. Notice that hidden slides appear in the list with parentheses around their slide number. Speaking of numbers, as a shortcut I can just type the number of the slide and press Enter to jump directly to it. I'll type 10 and Enter, or 17 and Enter. Now let's try a different approach. We're giving our quarterly meeting presentation twice. The afternoon meeting is shorter and we won't have time to give the full presentation, so some slides will need to be cut.

I'm going to create two versions of the same slide show called Custom Shows. One will be for the morning meeting with every slide, the other will be for the afternoon, with some slides removed to save time. From the Slide Show tab, I'll click Custom Slide Show and then Custom Shows. Here I can create my first Custom Show. I'll click New and give it a name. We'll call this Morning. Now I can decide the slides that are going to appear in this Morning presentation. Since I want all of them, I'll click on the first, scroll to the end, hold down Shift, and click on the last, and then Add.

That selects every single slide and adds it to my show. Note that Slide number 17, our hidden slide, is still in the list, but because it's hidden, it won't be part of the show unless I actually go straight to it using the technique I showed you earlier. I'll click OK and save our new Custom Show. Now I'm going to create the afternoon show. I'll click New again, call this Afternoon, and now select only those slides that I want to see in the afternoon. To save time, I'll select all of them again and just choose the ones that I want to remove.

When finished I'll click OK and now I have two Custom Shows. When I'm done I can press Close and return to my presentation. Now, whenever I pull down the Custom Slide Show menu, I'll see the Morning and Afternoon shows. A click will launch either one, showing only those slides that I included and my audience doesn't need to see me skipping around. As you can see, we skipped right over the Human Resources section into Fulfillment. Because all of my slides are technically still here, I can jump to any of the slides that weren't included in the show, if I need to, with Ctrl+S. Because I am in a Custom Show, only those slides in that show appear, but I can pull this menu down and choose All Slides.

So there are two ways to hide and display slides from your show or customize the version of a show using a single file. It sure beats having two different PowerPoint files that are basically the same or skipping over your slides like you're on fast forward. And having those auxiliary slides ready when you need them will show your audience that you're prepared for anything.

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This video is part of

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PowerPoint Tips and Tricks for Business Presentations

50 video lessons · 20628 viewers

David Diskin
Author

 
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  1. 1m 47s
    1. Welcome
      47s
    2. Using the exercise files
      1m 0s
  2. 10m 43s
    1. Adding white space
      2m 13s
    2. Applying a transition
      2m 10s
    3. Reducing the text
      2m 37s
    4. Selecting objects with ease
      2m 26s
    5. Opening with Show
      1m 17s
  3. 15m 36s
    1. What's your point?
      2m 49s
    2. Getting in their heads
      2m 29s
    3. What's in it for them?
      1m 55s
    4. Piecing it together
      5m 49s
    5. Holding their hands
      2m 34s
  4. 30m 49s
    1. Understanding the importance of design
      4m 12s
    2. Using color and fonts
      3m 18s
    3. Maintaining consistency
      4m 57s
    4. Using photographs
      5m 21s
    5. Sharing data with charts
      5m 20s
    6. Making your data meaningful
      2m 23s
    7. Using diagrams and SmartArt
      5m 18s
  5. 46m 31s
    1. Breaking the slide into sections
      3m 56s
    2. Fine-tuning shapes and text boxes
      5m 43s
    3. Enhancing text boxes
      7m 46s
    4. Customizing layouts and templates
      6m 7s
    5. Building your own layouts
      4m 59s
    6. Animating bullets
      3m 12s
    7. Animating photos
      4m 56s
    8. Animating other objects
      5m 41s
    9. Inserting music and other audio elements
      4m 11s
  6. 16m 18s
    1. Taking control
      1m 46s
    2. Setting display resolution and improving clarity
      3m 18s
    3. Including hidden slides and custom shows
      4m 21s
    4. Utilizing speaker notes
      2m 17s
    5. Using Presenter view
      2m 2s
    6. Creating handouts
      2m 34s
  7. 27m 52s
    1. Planning the program
      3m 6s
    2. Using the presenter checklist
      2m 39s
    3. Knowing what to do when things go wrong
      5m 16s
    4. Sharing your message
      2m 40s
    5. Making the motions
      2m 0s
    6. Questions and answers
      1m 43s
    7. Reading your audience
      2m 41s
    8. Dealing with audience distractions
      3m 4s
    9. Setting up and tearing down
      4m 43s
  8. 19m 28s
    1. During the show
      1m 31s
    2. Creating a photo slideshow
      4m 8s
    3. Letting the slideshow be the star
      1m 41s
    4. Sharing with your audience
      6m 36s
    5. Keyboard and mouse tricks
      5m 32s
  9. 6m 30s
    1. The good, the bad, and the ugly: A recap
      5m 32s
    2. Additional resources
      58s

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