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Jan's Working with Presentations

   Advanced: Finishing

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:

  • Outline:
    • Parallel structure
    • All points included
    • Text
    • Bullet levels
    • Grammar
  • Spell Check
  • Slides:
    • Background
    • 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:
    • Transitions
    • Animations

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 Previous.

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 speakers
  • 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 > Rehearse Timings

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

Dialog: Set Up Show (PowerPoint 2010)Slide Show > Setup Slide Show

The default 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 presentation?
    • 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 pointer.
  • 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.
  • Two monitors using Presenter View
    Presentation View requires 2 monitors
    View for the presenter (laptop usually); View for the audience (large monitor)

    Multiple monitors:

    • 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

Dialog: Save As - File types list expanded (PowerPoint 2010)Icon: PowerPoint 2007 PowerPoint 2007: Office button Button: Office > Save As...
Icon: PowerPoint 2010 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.

Choices for Type

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 versions. Simple enough. But sometimes there are complications.

Icon: TipUse 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 (*.ppt)
          Newer features will be lost in older versions, including multiple masters, font smoothing, and some animations and transitions.
    • PowerPoint Macro-Enabled Presentation(*.pptm)
  • As a template for future presentations:
    • PowerPoint Template (*.potx)
    • PowerPoint Macro-Enabled Template (*.potm)
    • PowerPoint 97 - 2003 Template(*.pot)
  • As an Office theme:
    • Office Theme (*.thmx)
  • Icon: PowerPoint 2007 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 supporting files.
    • Single File Web Page: (*.mht, *.mhtml)
           Creates a single file that includes all supporting files. Larger total file size than as a Web Page.
  • Icon: PowerPoint 2010 PowerPoint 2010: To show as a Windows Media Video
    • Windows Video: (*.wmv)
       Creates a video of the presentation with its transitions and animations.
  • 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 Show (*.ppsm)
    • 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:
    • GIF
    • JPG
    • PNG
  • To turn each slide into a graphic for printing:
    • TIF
    • BMP
    • WMF
    • EMF

Package for CD

Icon: PowerPoint 2007 PowerPoint 2007: Office button Button: Office >  Publish...  > Package for CD
Icon: PowerPoint 2010 PowerPoint 2010: File  > Save & Send >  Package Presentation for CD

 What does Package for CD do for you?

  • By default, includes:
    • Icon: PowerPoint 2007 PowerPoint 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 modifying.
  • Writes files to a CD or to a folder on any hard disk or removable disk that has enough space.