Jan's Working with Presentations
Do you think you have finished your presentation? There
are a number of things to do before you can be sure that you are through.
Checklist: Am I Finished?
Check that the following are correct on your slides:
- Parallel structure
- All points included
- Bullet levels
- Spell Check
- Text formatting & alignment
- Images: position & size
- Readability against backgrounds/images
- Tables - readable, not too many cells
- Charts - readable, not too complicated
- Notes included. Proof for errors.
- Print handouts (Pre-Print Checklist)
and check text again.
(It's easier to read on paper than on screen!)
- Play the Slide Show and verify:
We have already covered all these items above. In this section you will add a
few more items to the list:
- AutoAdvance? Check flow; rehearse timings
- Set Up Show - how the show will run - full screen
by speaker, in a window by individual, in a kiosk looping
- Save As? New file type? New file name
to reduce file size?
- Package for CD?
This checklist is also in the Appendix.
You already learned how to make your presentation advance through the slides automatically, without any
clicking or keystrokes. You set animations to run After Previous or With
When to Advance Automatically
When would you use a show that plays itself automatically? What could you
include in the slides?
- Trade fair booth - company info, product descriptions, promotional info
- Before a meeting - general info and announcements, photos and info on
- Banquet or awards event - photos of the year's events, portraits of
officers and of people getting awards
- During break between speakers or discussion panels - schedule for
the day, info on upcoming speakers or topics, announcements
- After awards ceremony - photos/list of this year's winners
Adjust with Rehearse Timings
Slide Show >
Use the Rehearse Timings feature to fine tune your timings. With this
PowerPoint feature, you click through the slide show at whatever pace you find comfortable
for each transition and animation. The times are saved and replace the timings
you set when you selected the transitions and animations. This can be easier
than guessing about times over and over again.
Dialog: Show Setup
Slide Show > Setup Slide Show
setup for your show assumes that the presentation will accompany a speech. It requires you to click
or use keys to advance. You have other choices!
- Show type: How do you plan to run this
- Along with a speaker at full screen size
- Browsed by an individual in a window on a monitor
- Browsed at a kiosk, at full screen
(Viewer cannot edit. Loops
back to the first slide. Will
start over after 5 minutes of no activity.)
- Show options:
- Looping continuously
(Press ESC to stop)
- Show without narration
(You recorded narration but don't want
to use it.)
- Show without animation
(All slides will appear as though
animations had finished.)
- Select a default color for the onscreen pen or onscreen laser
- Show slides: Use just part of the
presentation instead of editing the presentation. You may want to use one
version of the show for one event and a different one for a different
event. You don't have to edit the presentation! Enter slide numbers here
or create a custom show (Slide Show > Custom Show) to
pick which slides to show and in which order.
- Advance slides: How will you change slides
or start the next animation step?
- Manually = a mouse click or one of the keys that
advances a slide or with the projector controller.
- Timings = automatically advances based on the times for the animations and Slide Transition.
You can combine these two
methods by setting timings only on certain things.
Presentation View requires 2
View for the presenter (laptop usually); View for the
audience (large monitor)
- Show Presenter View requires using
two monitors. One will show the presentation normally (large screen
monitor for the audience) while the
second shows a view better suited to the person running the
presentation (laptop usually). In Presenter View the slide Notes show in a separate
panel that you can zoom in on for easy reading. You can also see thumbnails of the
slides so you can skip around if you need to.
Dialog: Save As
PowerPoint 2007: Office button > Save As...
PowerPoint 2010: File > Save As...
Saving your presentation is not quite as simple as it
might seem. You have choices!
In the Save As dialog you can choose from a list of file types. Which one
you should choose depends on what you plan to do with the presentation.
Each choice is perfect for certain situations and may be a disaster for others.
While you are creating a presentation, you will normally want to save with
the default format, PowerPoint Presentation (*.pptx). The file format
is the same for PowerPoint 2007 and 2010, but it is different from earlier
Simple enough. But sometimes there are complications.
Save As to reduce file size: After doing a lot of editing, the file
size for your presentation can get larger and larger. Saving the file with a
new name can reduce the file size, sometimes dramatically.
Some of the File Types Available:
- To show or edit using PowerPoint:
- PowerPoint Presentation(*.pptx) for 2007 and 2010
- PowerPoint 97-2003
Newer features will be lost in older
versions, including multiple masters, font smoothing, and some
animations and transitions.
- PowerPoint Macro-Enabled
- As a template for future presentations:
- PowerPoint Template (*.potx)
- PowerPoint Macro-Enabled Template (*.potm)
- PowerPoint 97 - 2003 Template(*.pot)
- As an Office theme:
- PowerPoint 2007: To show over the Internet as a web page:
No animations or transitions. No font smoothing.
- Web Page: (*.htm *.html)
Creates an HTML page and a folder for
- Single File Web Page: (*.mht, *.mhtml)
Creates a single file that includes
all supporting files. Larger total file size than as a Web Page.
- PowerPoint 2010: To show
as a Windows Media Video
- Windows Video: (*.wmv)
Creates a video of the presentation with its transitions
- To run as a show when opened:
Launches the slide show immediately without showing the
PowerPoint interface. Handy for formal presentations.
- PowerPoint Show (*.ppsx)
- PowerPoint Macro-Enabled
- PowerPoint 97-2003 Show (*.pps)
- Just an outline:
- Outline/RTF (*.rtf)
No images. No tables. No charts. Only basic
formatting like fonts, font size, bold, and italics.
- To turn each slide into a graphic to use on web pages:
- To turn each slide into a graphic for printing:
Package for CD
2007: Office button > Publish... > Package for CD
2010: File > Save & Send > Package
Presentation for CD
What does Package for CD do for you?
- By default, includes:
2007: PowerPoint Viewer
- Files needed to make a CD start up automatically.
- Linked files.
- Can include fonts.
- Can password protect the presentation for opening and /or for
- Writes files to a CD or to a folder on any hard disk or removable
disk that has enough