Join David Rivers for an in-depth discussion in this video viewing presentations, part of PowerPoint 2003 Essential Training.
PowerPoint allows us to work in different views, depending on the work we're doing. Let's say we're only concerned about getting content in to our presentation, well, we might work in what's called the Outline view. If we were more concerned with the design of the presentation, or the layout, we might choose a Normal Slide View or the Slide Sorter View. Of course, to actually give our presentation, we use a view called the Slideshow View. Well, let's check some of these out. First thing that we'll need to do is actually open up a presentation to experiment with.
Now the exercise files, obviously they come on the CD-ROM. If you've subscribed and you're a premium member, you'll have access to these exercise files as well, and if you don't have the exercise files, don't worry about it. You can just watch, follow along, and you're still going to learn everything you need to know about navigating in PowerPoint. So let's go up to our File menu and click Open. Of course, the Open button just below would also work, and you can see Ctrl+O on the keyboard is the shortcut key for opening a presentation.
My files are stored on the desktop. You can see I have got a PowerPoint2003 folder stored here. So I'm going to double- click my PowerPoint folder. Now depending where you've copied yours, you'll have navigate there. Double-click the PowerPoint2003 folder and then Lesson1_Getting_Started is the folder we're going to next. Double-click that to open it up, and here's a file called Kokanee Pet Salon 1.ppt. PPT is the extension for all of our PowerPoint presentations, and as I hover over a file, you'll see I'm going to get some additional information, for example, who authored it, the title of this presentation, the date it was modified and the size.
This is the one that I want. So I'm going to click the Open button. I've got some information here about this presentation concerning links. We don't even talk about that in this lesson. It's covered much later on. So let's hit Cancel. We don't need to update links at this point. And here, we have our presentation. By default, we are in Normal View. We're looking at slides over here on the left-hand side, because our Slides tab is selected, so we've got thumbnails of our slides. And here's the actual slide that were looking at over here on the right-hand side of our screen, and in this case it's slide number 1.
But there are different views, as we mentioned. So right now, we are looking at slide number 1. To look at slide 2, I can simply click on the thumbnail over here on the left-hand side, going through my slide presentation. I'm going to go back to slide number 1. Let's switch views now to the Outline View, and as I mentioned, the outline view is where I'd go if I wanted to simply work on the text that's in my presentation. I'm not concerned about the design or the layout of it at this point; I'm just concerned about getting it in. For example, I could click here after Orientation 2003, hit my Enter key, and I'm going to type in the word "Welcome." Look what happens on my slide over here on the right-hand side.
The word "Welcome" has appeared. So I'm working in Outline view, and if you're familiar with outlines in Microsoft Word or WordPerfect or any other word processor, for that matter, it's very similar to that: hitting Enter and using your tabs to go up and down levels, and so on. Same thing for bulleted lists. I'm going to click on Agenda here, and it does take me to slide number 2, and I can see my bulleted list over here on the right-hand side of my screen. So in my Outline view, I can move from slide to slide, just as I did in the Slides view, but I'm working on the text, or the content, within each of those presentations.
Now let's say I want to look at my presentation from a birds eye view, and I want to be able to rearrange my slides in the order they should appear. The best view for that is called the Slide Sorter View. I'm going to go down to my View buttons and click on the second button: Slide Sorter View. Here it is, and I can see that I've got a total of 13 slides. My last slide is numbered 13. I can see it looks like there's some timings attached to these slides. There are some special effects; that's what the little stars mean. So I'm getting a visual representation of my entire presentation here.
And to move slides around, no problem; I can simply click and drag them. We'll cover that in the next lesson called the Navigation. So this is a Slide Sorter View. Let's switch back to our Normal view now. Now we'll talk about the last view, and that is the Slide Show View itself. So let's use our scroll bar here in the Navigation panel to move all the way up to the top. We'll click anywhere on slide number 1. In fact, I'm going to switch back to Slides view here, so that I can see my thumbnails. I am on slide 1, and this would be the ideal spot, obviously, to start a presentation from.
So I'm going to click on the Slide Show button now, down at the bottom of my screen. And when I do that, I actually begin my presentation. So I'm on slide number 1 here of my presentation. Hitting the spacebar on my keyboard moves me to the second slide, and we'll cover all of this in the upcoming lessons in how we navigate through our slide shows, and so on. But I could also use my mouse to move and click from one slide to the next. Here I've got just a title showing up, so as I hit my spacebar on the keyboard I can see each of those bullets shows up, and there is a bit of a special effect there as it rolls in, and as I get to the very end of my list and hit the spacebar and move on to the next slide, and it did have a bit of a transition effect there.
So I'm actually viewing my presentation the way that I would present it. And quite often these days you see people presenting their slide shows using a projector and a big screen. Well, you'd simply plug it into the back of your laptop, or your computer, and you would display what you're seeing here on the screen on a much larger screen, using a projector. Of course, you need to know how to end a presentation. Now there are various ways, and what I want you to see first though, is that as I move my mouse around my presentation, it suddenly appears, and down in the bottom left corner, I've got some extra buttons that have now appeared.
They're translucent by default, but as I hover over them I get a better representation. Well, these arrow buttons will actually move me back and forward through my presentation one slide at a time. Another little special effect there from our Shaggy D.A. Let's move back a slide using this button, and let's talk about the other two buttons now. The next one is our Pens button, and as I click on that, I get a quick menu displaying that I've got - oh! Looks like the arrow selected here, my mouse pointer.
But I've got a ballpoint pen, a felt tip pen and a highlighter to work with. Let's start with the ballpoint pen. As I click on it, you can see my mouse pointer has changed, and just like a telestrator, a sports commentator, for example, who's doing the football game, I can highlight parts of my presentation here by clicking and dragging. If I want to drawn an arrow, points to this guy, no problem. Just clicking and dragging with my ballpoint pen, and you can see by default my color is red. Let's go back to the pens now for a second, and I am going to choose the Felt Tip Pen.
Well, this isn't much different. It's just a much thicker pen; that's all it is. It's still using red. Back to our Pens button, and we'll check out the highlighter. And just like in real life, what I've got now is a highlighter. If I want to highlight this title, for example, I can click and drag, and you can see my default color is yellow. So I'm just clicking and dragging across it, just as I would with a real highlighter on paper, until I've highlighted the entire text. Let's go back down to our pens, and you can see that ink color is also an option.
By default, we're using red. Right now, the highlighter is using yellow. So if I want to the color of the highlighter, let's say to a light pink - some highlighters are pink these days - click and drag over an area to highlight it. The same works with our other pens, like our ballpoint pen and our felt tip pen. Click on the Felt Tip Pen, come back down here and choose a different ink color and something very light so it shows up on our dark background. And you can see I've changed the color of my felt tip pen.
That's a lot of stuff on our screen. Now, we can erase this using some of the erasers. There's two: one will erase one item at a time, the other will erase all of the ink on our slide. Let's start with the eraser. We'll click on this arrow to remove it. Notice I don't have to drag over the entire ink; I just simply click, and I lose that part of the ink. To remove it all, of course, we can go back to her Pens button and choose Erase All Ink on Slides, and it's gone.
One last button to talk about down here, and as we click this quick menu, you can see I have got some shortcuts for moving from one slide to the next, or the previous. I've got Last Viewed, and that's very important when I use this next one, the Go to Slide. So let's say I'm on slide number 8 here. I'm going to go to slide 8, and I'm going to hit the spacebar on my keyboard, and it displays part of my chart, spacebar, and so on, and someone says to me, "I don't remember seeing anything about business review in the agenda." I can come back down here to this button, and I'm going to go up to Go to Slide, select Agenda. Sure enough, there's Business Review.
In fact, I'm going to show it with my felt tip pen. Now to get back to where I was, I can come back down to this button and click Last Viewed. This is very handy, so I don't lose my spot in my presentation. Now if I don't want the felt tip pen anymore, I go down to this exact same button over here, the Pens button and choose Arrow. Now, I'm back to my mouse pointer. Let's go down to this button again to get our quick menu to show that there are some other options; for example, I've got a Custom Show.
That is another slide show based on this presentation, which is a shorter version for executives. I can see that right here. So if I want to show that presentation instead, here's where I go to it. We'll talk about creating custom shows much later on in this title. I've also got some screen options. So I just talked about our Business Review for 2003 to my audience, and now what I'd like to do is you now dive a little bit deeper into it. But I want to take their attention away from the presentation and put it on me, so that they're listening to what I'm saying.
Well in this case, I may want to blackout the screen. When I click Black Screen, they have nothing to look at. They are going to have to look at me and listen to what I'm saying. When I'm ready to continue, I simply click anywhere on my black screen to bring the slide back up. Now if you prefer white to black, no problem. I'm just going to move my mouse button around here to get those buttons back, click on the quick menu and go to Screen, and this time select White Screen. Same thing, different color. Click anywhere to get it back.
Back to our quick menu, you can see I also have options for Help. This is very handy, actually, if you like to use the keyboard for shortcuts. You click this little Help option, and you can see that the Slide Show Help dialog box appears, and look at all of these options. By using my keyboard, I can go to the next, the previous. I can black my screen, white it out using capital B and capital W. I've also got periods and commas. So all kinds of shortcut keys, for example, to change my pointer back to a pen. Here, Ctrl+P, and when I'm ready to go back to the arrow, Ctrl+A. So all kinds of cool stuff in here on the Slide Show Help dialog box.
So keep that one in mind. I'm going to click OK, and come back down here now to show the last option, which is End Show. Now I can end my slideshow right here. It'll take me back to my previous view, which was my Normal view showing me my slide thumbnails. Or, we saw it on the shortcut keys, I can click anywhere in here back of my slide presentation and hit the Escape key on my keyboard to end a presentation. Now this is handy if I'm just testing it out. I actually haven't presented to my audience yet.
I'm just running the slide show here. I'm hitting my spacebar to move from one slide to the next, and so on, and I realize - oh! (clapping) Yeah, that's a little bit loud, so I need to adjust that. I hit Escape to go back, and look at that. Do I want to keep the ink that I wrote on my other slides? No, I'm going to discard those. And I'm back to my presentation now where I can work in my Slide View or in my Normal View. So these are just a quick overview of the various views that you have access to in Microsoft PowerPoint.
We'll dive deeper into navigating your presentation and moving from slide to slide using some of your Ink options, and so on, in the next lesson.