PowerPoint Delivering a Presentation PP300

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Table of Contents

Rehearsing Presentations ................................................................................ 4 Setting Up Slide Show.................................................................................. 4 Rehearsing Slide Show................................................................................. 5 Working with Slide Timing ............................................................................ 6 Assigning Slide Times Manually................................................................... 6 Suppressing Slide Timing During a Presentation ............................................ 7 Removing Slide Timing from Individual Slides ............................................... 8 Using True Type Fonts ................................................................................. 9 Showing Your Presentation ..........................................................................11 Navigating Through the Presentation.............................................................11 Using the Pen during a presentation..............................................................13 To mark up slides during a presentation......................................................13

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PowerPoint has many features that will help you give a smooth and professional presentation. This document will help you prepare your presentation by providing useful information and making you feel comfortable with your presentation.

Rehearsing Presentations Rehearsing is just as important as the work you put into creating your presentation. It is especially important if you have applied builds, transitions and/or other elements, and are working in the automatic advance mode because you will need to keep control of the timing of all these elements to prevent mistakes. PowerPoint has a rehearsing feature that can time you while you practice your presentation. Each slide displays the number of seconds that elapses while that specific slide is displayed during the presentation.

Setting Up Slide Show 1. From the Slide Show menu, select Set Up Show... The Set Up Show dialog box appears. 2. Under Show type, select Presented by a speaker (full screen) 3. To rehearse using all of the slides in your presentation, under Show slides, select All To rehearse using only a range of slides, under Show slides, select From and also specify the range 4. To manually advance the slides, under Advance slides, select Manually To have the slides advance automatically, under Advance slides, select Use timings, if present The Use timings option will automatically advance your slides according to the times you have preset. 5. Click OK

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Rehearsing Slide Show When you are rehearsing your slide show, the Rehearse Timings option allows you to rehearse your PowerPoint slide and/or record timings. 1. From the Slide Show menu, select Rehearse Timings The slide show starts and the Rehearsal dialog box appears recording the time. 2. Rehearse your presentation 3. When you want to change slides click the mouse NOTES: After clicking to the next slide, PowerPoint automatically records the time spent on that slide. If you know the time you want to spend on each slide, in the Rehearsal dialog box, type the times. When you are finished, an alert box appears asking if you would like to record timing. 4. To discard the recorded timing, click NO To save the recorded timing, click YES NOTE: To preview your slide show with the recorded timing, from the View menu, select Slide Show.

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Working with Slide Timing PowerPoint offers a number of options in regard to the timing of the slides in your presentation. You can assign timing manually, suppress it during a presentation, or remove it.

Assigning Slide Times Manually 1. From the View menu, select Slide Sorter OR Select the Slides tab OR On the lower left side of your screen, click SLIDE SORTER VIEW Working in Slide Sorter view lets you set the slide timings for all of your slides without changing views. 2. Select the slide to which you want to manually assign a time 3. From the Slide Show menu, select Slide Transition ... OR From the Other Task Panes pulldown list, select Slide Transition The Slide Transition pane appears. 4. Under Advance Slide, select Automatically after The Automatically after text box is selected when a check appears in the box. In the Automatically after text box, type the amount of time that the slide should stay on the screen OR Use the nudge buttons to select the desired time Diocese of St. Petersburg

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5. OPTIONAL: In order to have the option to manually advance your slides while the time recording is running, under Advance Slide, select On mouse click NOTE: Both Automatically after and On mouse click can be selected at once. This allows you to advance to the next slide before the pre-selected time is up. 6. OPTIONAL: If you want this timing to apply to all slides in the current presentation, click APPLY TO ALL SLIDES 7. Repeat steps 2-6 for each additional slide

Suppressing Slide Timing During a Presentation Depending on when and where you are giving your presentation, the timing you have set for your slides may not be appropriate. You can suppress the timing that you have set up without removing the timing. 1. From the Slide Show menu, select Set Up Show... The Set Up Show dialog box appears. 2. Under Advance slides, of the dialog box, select Manually 3. Click OK

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Removing Slide Timing from Individual Slides If you find that the timing you have set for a slide(s) is no longer appropriate, you can remove it. 1. From the View menu, select Slide Sorter OR Select the Slides Tab 2. Select the slide from which you want the time removed 3. From the Slide Show menu select Slide Transition ... OR From the Other Task Panes pull-down list, select Slide Transition The Slide Transition pane appears. 4. Under Advance slide, deselect Automatically after There should not be a check in the box. 5. OPTIONAL: If you want this removal of timing to apply to all slides, click APPLY TO ALL SLIDES 6. Repeat steps 2-4 for each additional slide

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Using True Type Fonts When you create your presentation, it is best to embed True Type fonts in case the computer with which you actually present does not have all of the fonts you used. Using True Type fonts will also enable you to avoid problems with bullet shape. This can be done after your slides are already written. Using True Type fonts also helps make your presentation more portable NOTE: In order to make any editing changes to your fonts, make sure you are in Normal view. 1. From the View menu, select Normal 2. From the Format menu, select Replace Fonts... The Replace Font dialog box

appears. 3. In the Replace pull-down list, select the font from your presentation that you want to replace 4. In the With pull-down list, select desired the True Type font HINT: True Type fonts have a

next to them.

5. Click REPLACE The fonts in your presentation reflect your choice. Repeat steps 3 and 4 to change font selection. 6. Click CLOSE

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7. From the File menu, select Save As... The Save As dialog box appears. 8. From the Tools pulldown list, select Save Options... The Save Options dialog box appears. 9. Under Font Options for current document only, select Embed True Type fonts NOTES: By default, Embed all characters (best for editing by others) is selected. Select Embed characters in use only (best for reducing file size) if you would like to reduce your file size.

10. Click OK The Save As dialog box reappears. 11. Using the Save In pull-down list, navigate to the desired save location 12. In the File name text box, type the presentation name

13. Click SAVE

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Showing Your Presentation When you present your slide show, the slides will fill the entire computer screen. To start the show, follow the steps below 1. Open the presentation 2. Verify that your presentation is set up to present as desired 3. From the Slide Show menu, select View Show OR In the Slide Transition pane, click SLIDE SHOW OR On the lower left side of the screen, click SLIDE SHOW (from current slide)

Navigating Through the Presentation When you’re running a slide show, PowerPoint gives you many different control options.

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HINT: You can press [F1] during a slide show to see this list of controls.

Action

Control Option

Advance to the next slide

Left click, Press [Spacebar], [N], right or down arrows, [Enter], or [Page Down]

Return to the previous slide

Press [Backspace], [P], left or up arrows, or [Page Up]

Go to a slide

Type the slide number, press [Enter]

Black or unblack the screen

Press [B] or [ .]

White or unwhite the screen

Press [W] or [ ,]

Show or hide the arrow pointer

Press [A] or [ =]

End slide show

Press [Esc], [Ctrl] + [Pause/Break], or [ -]

Erase drawing on-screen

Press [E]

Go to next slide, if it's hidden

Press [H]

Rehearse with new timings

Press [T]

Rehearse with original timings

Press [O]

Rehearse with mouse-click advance

Press [M]

Return to the first slide

1+ [Enter] or Hold down both mouse buttons for 2 seconds

Change pointer to pen

Press [Ctrl] + [P]

Show or hide ink markup

Press [Ctrl] + [M]

Change pen to pointer

Press [Ctrl] + [A]

Hide pointer and button

Press [Ctrl] + [H]

Hide pointer and navigation button always after fifteen seconds of inactivity

Press [Ctrl] + [U]

Show popup menu or previous slide

Right mouse click

Go to the first or next hyperlink on a slide

Press [Tab]

Go to the last or previous link hyperlink on a slide

Press [Shift] + [Tab]

Perform the "mouse click " behavior of the selected link

Press [Enter] while a hyperlink is selected

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Using the Pen during a presentation When you're making a presentation using PowerPoint, you can circle, underline, draw arrows, or make other marks on slides with your mouse during your presentation to emphasize a point or show connections.

To mark up slides during a presentation 1.

During your slide show, rightclick and point to Pointer Options.

2.

Note: You must be in Slide Show view to see the Pointer Options command. To switch to the Slide Show view, on the View menu, click Slide Show.

3.

Click a pen option.

4.

Hold your mouse button down as you write or draw on your slides.

5.

You can also use the Pointer Options command to choose a different color ink for the markup.

If you don't want to disrupt the continuity of your presentation by right-clicking and navigating through menus, you can use the keyboard shortcut CTRL+P to switch to using the pen and CTRL+U to revert back to the automatic pointer. Your markings are erased automatically when you move to the next slide. To move to the next slide when you are using the pen, use the DOWN ARROW key.

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