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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.
Despite the move to be green and reduce waste, we still need to print handouts from time to time. I will show you the basics of printing, including the ubiquitous three-slide line handout that we have all seen. I will also cover some optional settings that you might be interested in, and how you can export the whole handout to Word for greater customization. When printing everything starts Backstage, so let's click on File and then hit Print. PowerPoint shows us a What You See Is What You Get preview of what's about to be printed, and this changes based on the settings on the left.
At the top is the giant Print button, and we know what that's going to do. We can also specify the number of Copies that we want printed. But before we hit Print, we can make changes, for example, the Printer that we use and the various settings that control what gets printed out. I can change the printer here by pulling down the menu and looking through the printers that I haven't installed. If I need to control this printer further, I can click on Printer Properties. The next option under Settings, Print All Slides, tells PowerPoint what you want printed as far as Pages or Sections.
I can print the entire presentation, just the selected slide or slides, just the Current one or a Range; for example, I can say Slides 4, 5, and 7-10. After typing that and clicking away, you will see here now it says page 1 of 6, 1 being page four, and I can click the right arrow to see exactly what's going to come out. There is 5 and 7-10. Notice also when I pull down this menu I can print just a specific section; for example, I will print just the Sales Information section.
This is another reason to use the Section feature. Normally, we want to keep this on Print All Slides. Going down a setting further, I can choose the number of slides per page. This also controls the lines that we make available for our audience to write down notes. The default is a Full Page Slide, like you see here. But you might want to change this to the ubiquitous three slides. I know you have seen this before. This is three slides per page, and in my case a total of nine pages. Let's look through some of the other options; for example, 6 Slides Vertical, 9 Slides Vertical, 4 Slides Horizontal, a very special one known as the Outline Layout, and there is one more that I want to show you in just a bit called, Notes Pages, but we'll save that for the next video.
For now, I am going to go back to three slides. We can change the Collation, and either leave it on or turn it off. Normally, you are going to want this on. I can change the Orientation of the paper from Portrait to Landscape, and if we want to save on color ink, I can pull down the Color menu and force the Printer to Print in either Grayscale or Black-and-White. PowerPoint 2010 offers the ability to further customize exactly how this works. You can say, for example, that certain pictures are black-and-white, certain ones are grayscale, but we'll cover that it in another course.
For now, I am going to go back to Color. Notice that we can also edit the Header and Footer. This refers to the information you see at the top and bottom of the page. By clicking on it, a dialog box appears. We can specify that we want a Date to appear, add additional information, and anything else that we want. Whatever I enter here will appear on every single page of my print out. I just have to click Apply to All. So now that I have shown you how to print, I'd like to show you one other feature that's related to printing handouts, but we don't see it here in the Print menu; it's under Save & Send.
By clicking Create Handouts, found underneath File Types, we can create a Microsoft Word Document that's going to contain all of the slides and any other information we want. When we click Create Handouts, this dialog box asks us exactly what we want to Send to Microsoft Word. I will go ahead and choose the option that says Blank lines next to slides. Notice that we do have another option. We can either Paste the slides directly into Word or Paste a Link. By pasting a link, it means that if our slides change, then so will our Handout.
This is a pretty slick feature because we do change or slides from time to time, and this means we won't have to continually update our Microsoft Word Document. Let's go ahead and try this and hit OK. After waiting for Microsoft Word to turn through our presentation, we can now click down here on the Microsoft Word and see what it created. You'll see that we have every single slide represented, along with lines for people to take notes. Let me zoom back a little bit, so you can see the whole thing. So here's the completed Handout ready to go, and remember that everything you see here is linked back to our PowerPoint presentation.
If our PowerPoint changes so will this, and since this is Microsoft Word, now everything that I can do in Word I can now do with this Handout. For the sake of our trees, I really do like the New Print Preview feature that's built-into the Print command of Microsoft PowerPoint, and speaking of saving paper, if your printer supports Duplex or Double-sided printing, I suggest you give it whirl, but the ultimate way to save paper: not using any at all. We are going to discuss creating a PDF of your Handout in just a minute, but for now let's focus on you, the presenter.
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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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