Join David Rivers for an in-depth discussion in this video Navigating presentations, part of PowerPoint 2008 for Mac Essential Training.
A few lessons ago we had a brief tour of the user interface, but that was with a blank presentation sitting there. So we got familiar with our surroundings. Now we have got a presentation open from the previous lesson. Its up here at the top called IntroducingECP.pptx, and now we are going to navigate through an actual presentation made up of multiple slides. So if you are jumping to this lesson and you have got the ExerciseFiles, you can open this one up from the Lesson1 folder of those ExerciseFiles and you can see I am on Slide 1 here, Slide 1 of 8, according to the Status Bar in the bottom right-hand corner.
And over here on the left in Normal View I have got the Navigation Pane which means I see thumbnail representations of each of those slides. So to quickly move from slide to slide I can click on them and you can see it displays the contents of that slide. If I prefer to use the Scroll Bar I can click and drag the Scroll Bar. You can see as I click, it tells me what slide I am on and as I move back, you can see it is telling me which slide I am hovering over and when I release I will be on that slide. So that's another option.
If you prefer, you can use the arrows at the bottom of your screen. Clicking the arrows moves you down through the various slides. Same thing for the double arrows, now depending on the view, double arrows may act differently, but in this case they act the same as the Scroll Bar arrows that you see here. So I am going to scroll all the way back up to the top. Now if you would like to use the keyboard you can go through the various slides in your presentation using your Page Down key, for example, to move down from slide to slide or Page Up to move up through the various slides.
You can also use the cursor keys also known as the arrow keys to move down and up through the various slides in your presentation. Now if you want to get right to the top, the very first slide in your presentation, press your Home key. If you want to get to the end of your presentation, hit the End key and that will move you right to the end. Typically if you are working on a presentation, adding new slides, hitting the End key will take you to the end, so you can continue adding new slides and new information. I am going to press the Home key now to return to the very top slide.
Now you will notice that this Navigation Pane has two buttons at the top, one is to view the slide thumbnails like you see here, the other is to go into Outline View and if I click that you can see I am viewing the text, the contents of those slides, not necessarily the formatting of those slides. I can see that over here in my Normal View. So I can also move directly to a specific slide, but typically I am going to be editing the contents of those slides when I do this, and you can see how some of the contents will get selected. To go back to the slide thumbnails, click Slides, and if you don't even want the Navigation Pane open you can close it by clicking the Close button.
But you are no longer in Normal View; you are actually in a version of the Normal View. So it will say Normal View down here on your Status Bar, but notice that the button is not actually selected. So to get the Navigation Pane back, we can click on the Normal View button and this is truly what we would call Normal View. And of course there are some other views; we can access them from the buttons down the bottom left-hand corner as well as our View Menu. The Slide Sorter View, let's give it a click, is ideal for rearranging your slides to get a feel for the layout of your presentation.
So if I am thinking that maybe Slide 3 belongs after Slide 4, I can click and drag it when I see that little Separator appearing between the slides I can release and I have changed the order and I can move that back where it belongs just by clicking and dragging. So Slide Sorter View does give you an idea of your entire presentation. You can use this view to remove slides, so you can select slides, 1 or 2 or 3 just by clicking and dragging across them. You can see if I go over here and click and drag across the top, I am selecting multiple slides.
So I can delete them, hitting the Delete key will remove them. They are gone. I can Undo that for sure, bring those back and just deselect by clicking anywhere in the gray space. So Slide Sorter View is ideal for working on the big picture, the entire presentation, getting layout of your slides in your presentation, removing, reordering, and so on. Now if we go up to the View Menu, we see Normal, Slide Sorter is now checked off. We also have one called Notes Page. This is typically what you would print out for you, as a speaker, where you see the actual slide you are talking about.
This might be on screen, but on a podium, for example, you might have these printed out with your notes down below. These are the notes that you can type in right in Normal View. We go back to Normal View. You can see down at the bottom, there is an area where you can click to add notes. So those are the notes that will print out in your Notes Pages if you choose to do so. Back up to the View Menu let's go down to a really cool one that I like, Presenter Tools. Now from this view, this is actually what you would see when presenting. So you would see this on your screen, your audience will see the slide but you will see all of this stuff.
You will see a Navigation Pane over here which can be adjusted, going to the Separator and clicking and dragging it over to the left. We will show you more of your slide and less of your thumbnails and the navigation but you can adjust that to your liking. You will see the notes down below, I like this right here, you will see whats up next, your audience doesn't see this, but up next is the Eat Cake Patisserie slide with information about the food products, tools and cookware courses and so on. Now over here on the bottom right-hand corner we have also got the ability to time our presentation.
Currently, you will see in the top-left corner, the actual time update. Now if you come down here and click on our stopwatch, we can start playing our slideshow and timing ourselves to see how much time we need on a particular slide and this will help us gauge the length of our presentation, will also help to keep us on track and if we wanted to play our presentation automatically and rehearse our lines and narrate, we can do that too in PowerPoint. This will tell us exactly how long we need to display each slide. So we can reset using the Reset button.
We can start our timer, reset it back to zero and so on. And down below we can switch back to the current time by clicking the exact same button. Now this next button that you see here is showing your Presenter Tools, if we click this button you can see how the next slide disappears. So if you don't care whats up next, you're going to use your Navigation Pane. You can turn that off and on right from here. So this is some of the Presenter Tools that you have. Now we will go through these in greater detail later on the chapter about viewing your presentations. When you have done, you click the End button, notice that there is no Toolbar, there is no Menu Bar, you can move thorough the slides using your various buttons.
But when you have done, clicking the End button is what takes you back to your previous view, in our case, back to Normal View. Alright, so that covers navigating through the various slides in your presentation, not necessarily displaying your presentation to an audience. We will cover that in very great detail in the section titled Viewing Presentations. But for now, you should be comfortable moving around the various slides in your presentation in the upcoming chapters, as we start creating presentations and adding new slides and so on; some of these navigation techniques will come in very handy.
- Opening, closing, and navigating presentations
- Adding and removing slides
- Printing presentations
- Designing and editing themes
- Applying effects to themes
- Working with text
- Proofing content
- Inserting photos and graphics
- Editing and formatting tables and charts
- Animating presentations
- Viewing and sharing presentations