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Separating your show into sections

From: PowerPoint 2010 Essential Training

Video: Separating your show into sections

Most presentations are somewhat lengthy. Of course, there's nothing wrong with this as long as the content being presented is relevant and useful to the viewers. But in lengthy presentations, it often helps to break it up into small chunks like the chapters of a book, which PowerPoint refers to as Sections. I'll show you two things we can do with Sections: inserting a specially formatted Section slide, and logically splitting our presentation so that we can work with all the Slides and a Section together.

Separating your show into sections

Most presentations are somewhat lengthy. Of course, there's nothing wrong with this as long as the content being presented is relevant and useful to the viewers. But in lengthy presentations, it often helps to break it up into small chunks like the chapters of a book, which PowerPoint refers to as Sections. I'll show you two things we can do with Sections: inserting a specially formatted Section slide, and logically splitting our presentation so that we can work with all the Slides and a Section together.

This gives us some useful benefits, which I'll show you shortly. Beginning with slide number four, we introduce our new hires to the basics of our company. We show them the company history, the management team, a photo album, how we give back and then we introduce them to our Web site. Then slide nine starts a new topic: our products. Later on in slide 13, we begin to wrap up our presentation. Each time we switch gears we want our audience to know. This helps keep them aware of what's going on and refreshes their focus.

We'll use Section Slides to make this happen. I'm going to place my cursor between Slides three and four. Then I'll pull down the New Slide menu and choose Section Header. The New Slide works just like any other, and I can provide a title and optional sub-title. Let's do this again for my other two sections. Between nine and 10 we'll introduce our products, and between 14 and 15 we'll wrap it up.

With my three sections now labeled, it's clear to my audience when we're heading into another chapter of my story. Now, let's look at another related feature of PowerPoint 2010. Just like we told our audience about the Sections in our slideshow, now we're going to tell PowerPoint. In front of each of the Section layouts we just created, I'm going to pull down the Section menu and choose Add Section. This creates a new untitled section, which now encompasses all of the slides below.

After I repeat this with the other Sections, I'll show you the benefits. So I advance down to the beginning of the Products Section, click right between nine and 10, pull down the Section menu and add a Section. I'll do that again here in front of the Conclusion, Section > Add Section. There we go. Now as you can see, each Section is clearly labeled in the thumbnails on the left. The audience doesn't see these kinds of Sections, but as we edit our presentation, it can make our lives a lot easier.

I'll start by renaming each Section. A simple right-click on the Section bar itself gives us a menu, and there is Rename Section. I'll call this History, and I'll move down to the next, right-click and rename products. Move down a little further. Here's the Conclusion slide and here's the Section Header. Right-click, Rename Section and Conclusion. Also, head to the very top where PowerPoint creates one called the Default Section, which I'll rename to Introduction.

When working with long presentations it's helpful to hide or collapse a Section that we don't need to see. We can do that by clicking on the small arrow to the left of the Section name, like this. You can see that the Introduction Section has now been collapsed, but it hides three slides. Here's History. I'll continue down the line. There's Products, which I will collapse, and then Conclusion. This has no effect on the way the audience sees our presentation, but as we maintain it, edit the slides and move things around, this can make things easier for us.

I can display these slides again by simply clicking on this arrow to expand the Section. Notice how this looks in Slides Sorter mode. Here's my Introduction Section collapsed and expanded. Here's History collapsed, Products collapsed, and then I'll expand them again. We can also use Sections as an easy way to move groups of slides among our presentation. Watch as I move the entire Products Section up and above the History Section just with a simple drag and drop.

Again, I'll grab the Products Section and drag it down below History. You can even select a Section Header and press Copy, which will copy all of that Section's Slides into the clipboard for pasting later. For those long presentations, I can't overstress the benefit of using Sections: Layout Sections to help keep your audience in tune with your presentation, and Section Headers to help communicate to PowerPoint how your slides are grouped. There's one more feature for Section Headers that I want to show you, but I'll save it for the video, Running the Show.

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This video is part of

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PowerPoint 2010 Essential Training

53 video lessons · 49158 viewers

David Diskin
Author

 
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  1. 4m 9s
    1. Welcome
      1m 8s
    2. What is PowerPoint?
      1m 50s
    3. Using the exercise files
      1m 11s
  2. 19m 17s
    1. Managing your presentations with Backstage
      4m 14s
    2. Using the Office Ribbon
      4m 57s
    3. Customizing the view
      3m 42s
    4. Customizing the Office Ribbon
      6m 24s
  3. 41m 41s
    1. Starting from scratch
      2m 19s
    2. Adding slides and content
      3m 24s
    3. Deleting slides and changing layouts
      2m 24s
    4. Rearranging slides
      1m 46s
    5. Saving time with Outline mode
      3m 51s
    6. Separating your show into sections
      5m 15s
    7. Adding photos and clip art
      5m 24s
    8. Spell-checking
      4m 6s
    9. Using the thesaurus
      1m 17s
    10. Saving a presentation
      4m 22s
    11. Applying a theme
      3m 59s
    12. Running the show
      3m 34s
  4. 42m 39s
    1. Using fonts and color
      7m 17s
    2. Adding bullets and list numbering
      2m 10s
    3. Changing text alignment
      2m 13s
    4. Using picture effects
      5m 54s
    5. Removing backgrounds from photos
      5m 52s
    6. Understanding slide masters
      3m 7s
    7. Changing slide backgrounds
      3m 17s
    8. Adding a logo to the background
      6m 18s
    9. Applying slide transitions
      4m 33s
    10. Saving the design template
      1m 58s
  5. 17m 10s
    1. Creating tables
      2m 2s
    2. Formatting tables
      3m 57s
    3. Pasting tables from Excel
      5m 1s
    4. Creating charts
      2m 16s
    5. Pasting charts from Excel
      3m 54s
  6. 24m 43s
    1. Adding shapes
      3m 0s
    2. Moving, resizing, formatting, and rotating shapes
      5m 14s
    3. Adding text to shapes
      2m 57s
    4. Adding text boxes
      3m 54s
    5. Working with layers (Send to Back and Send to Front)
      5m 17s
    6. Animating text, shapes, and other objects
      4m 21s
  7. 13m 10s
    1. Adding an audio clip
      3m 16s
    2. Adding video
      5m 7s
    3. Cropping video
      4m 47s
  8. 14m 27s
    1. Adding organizational charts
      4m 59s
    2. Adding cycle diagrams, Venn diagrams, and other diagrams
      9m 28s
  9. 26m 40s
    1. Printing a presentation
      5m 22s
    2. Adding speaker notes
      3m 3s
    3. Saving your presentation as a PDF
      3m 12s
    4. Presenting on another laptop (packaging)
      4m 28s
    5. Broadcasting on the web
      3m 52s
    6. Saving as a video
      3m 24s
    7. Using web apps through SharePoint
      3m 19s
  10. 36s
    1. Goodbye
      36s

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