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In this course, author David Diskin lays out a practical framework for building and delivering business presentations in Microsoft PowerPoint, and covers tips and tricks for controlling elements in slide decks. This course demonstrates how to engage an audience, present data in meaningful ways, incorporate gestures, and manage question-and-answer sessions. The course also includes tips on creating photo slide shows and utilizing keyboard and mouse tricks.
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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