Microsoft PowerPoint XP

Making Your Presentation

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

Rehearsing Presentations
Working with Slide Timing
Using True Type Fonts
Showing Your Presentation
Navigating Through the 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

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

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.

From the Slide Show menu, select Rehearse Timings
The slide show starts and the Rehearsal dialog box appears recording the time.
Rehearse your presentation
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.
To ignore 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.

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 altogether.

Assigning Slide Times Manually

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.
Select the slide to which you want to manually assign a time
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.
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 number of seconds that the slide should stay on the screen
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
OPTIONAL: If you want this timing to apply to all slides in the current presentation, click APPLY TO ALL SLIDES
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.

From the Slide Show menu, select Set Up Show...
The Set Up Show dialog box appears.
Under the Advance slides section of the dialog box, select Manually
Click OK

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.

From the View menu, select Slide Sorter
OR
Select the Slides Tab
Select the slide from which you want the time removed
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.
Under the Advance slide section, deselect Automatically after
There should not be a check in the box.
OPTIONAL: If you want this removal of timing to apply to all slides, click APPLY TO ALL SLIDES
Repeat steps 2-4 for each additional slide

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. For more information, see Making Presentations Portable.

NOTE: In order to make any editing changes to your fonts, make sure you are in Normal view.

From the View menu, select Normal
From the Format menu, select Replace Fonts...
The Replace Font dialog box appears.
In the Replace pull-down list, select desired True Type font
HINT: True Type fonts have a TT next to them.
In the With pull-down list, select desired font
Click REPLACE
The fonts in your presentation reflect your choice. Repeat steps 3 and 4 to change font selection.
When finished, click CLOSE
From the File menu, select Save As...
The Save As dialog box appears.
From the Tools pull-down list, select Save Options...
The Save Options dialog box appears.
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.
Click OK
The Save As dialog box reappears.
Using the Save In pull-down list, navigate to the desired save location
In the File name text box, type the presentation name
Click SAVE

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

Open the presentation
Verify that your presentation is set up to present as desired
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.

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	Hold down both mouse buttons for 2 seconds
Change pointer to pen	Press [Ctrl] + [P]
Change pen to pointer	Press [Ctrl] + [A]
Hide pointer and button	Press [Ctrl] + [H]
Hide pointer and navigation button always after seven seconds of inactivity	Press [Ctrl] + [U]
Show popup menu or Previous slide	Right mouse click