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Separating your show into sections

From: PowerPoint 2010 New Features

Video: Separating your show into sections

For over a decade, PowerPoint users have been asking for a way to group their slides into sections to make those large presentations a little easier to manage. Now, we have this capability and with it, we can modify entire sections of our presentation, with just a few clicks. Let's take you through our current presentation. Like most presentations, you can see here we've got an introduction. We continue on telling the company overview, including our history and the story of the business. We'd broadcast our web site and then we talk about sales information, including our products, why we're special, and how people can come and see us.

Separating your show into sections

For over a decade, PowerPoint users have been asking for a way to group their slides into sections to make those large presentations a little easier to manage. Now, we have this capability and with it, we can modify entire sections of our presentation, with just a few clicks. Let's take you through our current presentation. Like most presentations, you can see here we've got an introduction. We continue on telling the company overview, including our history and the story of the business. We'd broadcast our web site and then we talk about sales information, including our products, why we're special, and how people can come and see us.

These are clear sections in our presentation, and we want be able to control them individually, perhaps turn sections on or off or jump to the beginning of a certain section. Returning back to Normal view, where we see thumbnails on the left-hand side of our screen, we can place our selection at any point to insert a new section. For example, if I hover my mouse right here, between the fourth and fifth slide, and click, my cursor appears there. Even though it looks like I'm modifying the Testimonial slide, what am I about to do is insert a new section break between slides 4 and 5.

From the Home tab in the Ribbon, I choose Section, pull it down and click on Add Section. This adds a new, untitled Section between slides 4 and 5, right where my pointer was. You can see now that the untitled section contains slides 5, 6, 7, all the way down through my presentation. I might repeat this a few times, for example, here between 11 and 12, again here between 13 and 14, and perhaps right here, at the very end, where that section ends.

If I return back to Slide Sorter view, I can see that my presentation has now indeed been split up into multiple sections. I might even place my selection right here to add a new section, right in between the title and the introduction. Once sections have been added, you can rename them to give them more meaning, so that we don't have a bunch of untitled sections. Renaming your section is easy; simply point to the Section header, right-click, and you'll find Rename Section. We'll click that and give this a new name, for example, Introduction.

Once again, I'll move down. Here's the Company Overview, where I'll right-click on the header, choose Rename Section and give it a name. I'll repeat this just a few more times, web site and down below, Sales Information, etc. Another advantage to using sections is that we can hide large sections that we may not want to look at for the moment. For example, if I click on this small arrow next to the Company Overview section, that entire section collapses.

This allows me much greater access to those slides that I do want to control. This is especially useful when we have slideshows with over 100 slides. I can simply collapse or expand by clicking on that small arrow. You'll note that if we are in the Normal view, showing thumbnails, the same feature is available here at the header. If I want to rearrange the sections, that's easy, too. That's also one of the great benefits of this new feature. I'm going to return back to Slide Sorter view. I'm going to collapse my Sales Information Section, take my web site section, collapse it - now they're very easy to manage.

I can grab the web site header and pull it down and wherever I let go, all of the slides inside that section move with it. For example, I could take Company Overview here, click and drag it up, letting it go above Introduction and moving the entire section up above. I'm going to go ahead and reverse that by taking Introduction, clicking on it, grabbing it, and all of its slides, and moving it back above Company Overview. When you're running your presentation, you'll find that using sections is also a useful feature. For example, I can right-click anywhere on the screen, I can choose Go to Section and then choose the section I want to jump to, for example, Company Overview.

I can advance through this presentation, just like normal, but at anytime again, I can right-click, choose Go to Section and then jump to another section, for example, my web site. One final feature of the Sections feature is the ability to copy and paste entire sections. For example, if I were to come here and click on the web site header, you'll see that both slides are currently selected. At this point I can hit Cut or Copy, create a brand-new presentation and simply hit Paste, and both slides from that presentation are pasted directly into the new presentation, of course adjusted for the current presentation's format and theme.

If you're working with a presentation with just a few slides, this feature probably doesn't excites you, but if you've ever tried to manage a large presentation, then I think you're already starting to see the benefits of this well-thought-out idea.

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PowerPoint 2010 New Features

23 video lessons · 10020 viewers

David Diskin
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