In this video, author Megan Hoffman demonstrates adjusting PowerPoint views depending on the task you want to accomplish. Learn which views to use for editing presentations, delivering presentations, and preparing and printing presentations. Set default views, adjust views to color or grayscale, and adjust views using zoom controls. Master these MOS objectives as a part of your prep for the MOS PowerPoint 2010 exam.
- [Teacher] PowerPoint is a great tool for creating and delivering presentations. But did you know that you can view your slides in various ways depending on your goal? In this video, you'll learn to adjust PowerPoint views. For the MOS exam, you'll want to know how to navigate among views, how to set a default view, adjust views to color or grayscale, and adjust views using zoom controls. You can see I've tagged each of these objectives with a MOS icon, indicating that they're all really likely to be on the MOS exam.
I already have PowerPoint open, so let's get started. In this example, I've opened 02_01 Hotel.pptx from the exercise folder. You'll likely be tasked with working in various views in the MOS exam, so let's look at views for editing presentations, delivering presentations, and preparing and printing presentations. Let's start out by taking a look at where the views are within the PowerPoint screen. I'll go ahead and click View from the ribbon. This View tab is all about how I view the things that are on the screen.
At the left-hand side, we see two groups on the ribbon: one for Presentation Views, we also have a group on the ribbon called Master Views. We can easily switch back and forth among views using the ribbon. However, there's a shortcut that I tend to use a lot. Notice the lower right-hand corner of the screen. There are four icons that you can use to switch among views. I'll hover my mouse over these just so we can see that each of them is named. So you don't need to memorize which one is which. These are the most common views that you'll use within PowerPoint.
During the MOS exam, it might be quickest to use the buttons at the bottom because you don't have to go up and first use the View tab. So just keep that in mind. During your exam prep, always be looking for shortcuts so that you can quickly work through the tasks in a MOS exam setting. A common task on the MOS exam might be to display Reading View. We can see I can do that either from the top of the screen or by clicking the Reading View icon at the bottom of the screen. Once I'm in a view like Reading View, I can go ahead and press Escape to get out. Reading View and Slideshow View allow you to press Escape to get out, but the others, you'll just need to click another View button, so experiment with this.
Let's talk a little bit about the purpose of the views. You can see that we're in Normal View right now, this is the main view that you use when creating slides or when creating slide content. This is also useful for entering speaker notes. You'll want to know about the various parts of this view. At the left-hand side, notice there is a Slide or Outline tab. As you can see, the Slide tab shows me the slides in a thumbnail fashion. The Outline tab shows me the text of my presentation. The Outline View in PowerPoint is actually printable, and I can actually click in here and work with text if I choose.
It's most common to use the Slides tab here, so I'll go ahead and click Slides again. In the middle of the screen, this is where I see the slide itself. This is where I can work with slide content. And at the bottom of the screen, I see the Notes pane. This is useful for me to type notes for the speaker or the audience, and these can be printed later. Another view for editing a presentation is Slide Sorter View. This time, I'll go ahead and click Slide Sorter from the ribbon. This view is useful for reorganizing slides, applying transitions, and changing timings.
Next, we'll look at the Notes Page View. I'll click Notes Page from the ribbon so we can take a look. This allows me to work with the notes in a full-page format. Notice I can click inside the box and add typing, and it's really great when you have a lot of notes to capture. Another view for editing are the Master Views. Notice the Master Views section of the ribbon. These allow you to make universal changes that will control the look and feel of every slide, every notes page, or every handout associated with a presentation. This is a great time-saver when you're making changes.
We'll learn more about these in another video. Next, let's take a look at views for delivering a presentation. We'll start with Slide Show View, and I can click the slide show button in the lower right-hand corner of the screen. This will display the slide full-screen. This is intended for me to share with an audience. Notice they don't see the ribbon and the presentation controls. I can advance through the slide just using my mouse or pressing the arrows on the keyboard. We'll learn more about that later, but this kinda gets you started. You can always get out of the Slide Show View by pressing Escape on your keyboard, and you can see it takes you back to whatever view you were looking at prior.
The other thing worth noting is that there's a Slide Show tab on the ribbon. I'll click Slide Show, and you'll notice at the left, I have a couple options for starting the slide show. I most often use the From the Beginning button, which will start my presentation from slide 1. Sometimes I'll use From Current Slide, maybe I'm on slide 3 and I wanna start the presentation there. Another view for delivering your presentation is Presenter View. You can see there's a checkbox and some settings on the ribbon to use Presenter View. This is great when you're using two monitors because you can still see your speaker notes and the slides coming next, while the audience sees the actual full-screen slide.
Another view for delivering your presentation is the Reading View. I'll click Reading View at the bottom of the screen. This displays a window, and you can see some simple controls at the bottom of the screen that allow me to review the presentation. This is meant for reviewing on a computer screen rather than a big screen. I'll go ahead and press Escape to get out of Reading View. I just like to mention a couple views for preparing and printing your presentaion. It's important to save ink and paper when you're printing, so it's always good to prepare your presentation first.
You can of course the Slide Sorter View, which we've already looked at, to rearrange slides before printing, but there's also Print Preview. I'll click the File tab on the ribbon, choose Print at the left-hand side, and notice that we see the print preview at the right. It shows me that my slides are printing in color, and that I'll be printing one slide per page. I have all kinds of controls on this screen to change that, and we'll learn more about that in a future lesson. I'll go ahead and click the Home tab just to return to the main screen.
The next objective in this section is to set a view as the default view. Notice that when I open this presentation, it started in Normal View. I'll go ahead and return to Normal View and just teach you a shortcut. If I double-click on slide 1 or any other slide, it does always return me to Normal View, so I love that tip. So again, this is how our presentation opened, but I can control the default view upon open. Any time you wanna change defaults about how PowerPoint works, it's important to know where to go.
For these settings, you can always click the File tab, and then move all the way down to Options, I'll go ahead and click Options, and then notice the left side of the box has various tabs. I know that this setting is within Advanced, so I'll click Advanced at the left-hand side. Notice there's a lot of options on this screen. I always go to the gray bars and look for the section names. I'm changing something here about the display, so I wanna narrow in on the Display section. We'll want to change the Open All Documents Using This View. I'll click the down arrow, and this is where I can make a change.
In an exam situation, you'd be given very specific instructions on what to choose. You can go ahead and make your choice here, and then click OK at the bottom. So in this example, I'll go ahead and stick with the view saved in the file, and I'll click OK at the bottom. The next objective in this section is to adjust views to display in color, grayscale, or black and white. Because we're adjusting the view, we'll use the View tab at the top of the ribbon. Notice the section in the middle for Color/Grayscale. You can see that Color is currently selected, I'll choose Grayscale just to take a look at what that looks like.
You can see that all of the slides are updated, and I get a new section of the ribbon where I can make some individual changes. So I can click Black with White Fill, I can click Blak with Grayscale Fill, and just see if anything really changes. There is of course at the right side a Back to Color View. So if you were asked to do this in the MOS exam, you'd be given specific settings to choose. Just get to know where this is so you can quickly find these tasks within the MOS exam. I always like to point out that when you're changing view settings, which means things on the View tab, that you're only adjusting the view of the screen.
You're not adjusting the print settings. We will learn later how to adjust the color for print settings as well. The last objective here is to adjust your view using zoom controls. So I'd like to point out two ways to do that. In the lower right-hand corner, you see a Zoom slider, and then also this little icon here that says Fit Slide to Window. The zoom slider allows me to click the + or - to make the screen bigger or smaller. And again, I'm just adjusting what I see on screen with this option.
I can also drag the slider bar to change the zoom, and I can see at the left that I'm currently at 60 percent. There's also an icon here at the right that will allow you to fit the slide to the current window. If I click on this, you can see that the slide is re-sized. So that's a really handy option, too. I'll point out that the View tab on the ribbon has similar controls. The difference here being if I click the Zoom icon, I can set a specific percent. A common task on the MOS exam might be to display Slide Sorter View at 75 percent.
So for this, I'll use the View tab, I'll click Slide Sorter, you can see at the bottom I'm at 100 percent, I'll click Zoom here on the ribbon, and I'll type 75 in the Percentage box and then press Enter. And you can see at the bottom of the screen, the zoom has been adjusted to 75 percent. So that's our overview of adjusting views. I recommend spending time with each of these options. This will help you complete these types of tasks quickly during the MOS exam.
Explore the MOS certification program and its cost, format, and objectives. Then brush up on topics such as managing the PowerPoint environment, creating presentations, working with graphics and multimedia, building tables and charts, applying transitions and other effects, and managing multiple presentations. Plus, find out how to prepare and deliver your presentation for maximum audience engagement. There are practice exercises in every chapter, and a full-length practice exam at the end of the course.
- Preparing for the exam
- Reviewing exam objectives
- Customizing PowerPoint
- Creating slide presentations
- Formatting presentations with themes and slide masters
- Inserting slides and shapes
- Manipulating text, images, SmartArt, audio, and video
- Inserting charts and tables
- Applying transitions
- Animating slide content
- Managing comments
- Saving and sharing presentations
- Delivering presentations
- Taking a full-length practice exam