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Microsoft PowerPoint 2004

Making Your Presentation

PowerPoint has many features that will help increase the fluidity and professional style of your presentation. This document gives the following pointers for preparation techniques that will increase your comfort level during the practice stage and the presentation itself.

Return to TopRehearsing Presentations

Adequate rehearsal is vital to your presentation's success. Without well-planned and practiced delivery, the content and hard work you poured into your presentation could be overshadowed by your less impressive delivery. Rehearsal is especially important when you are working in the automatic advance mode with applied builds and transitions 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.
    Set Up Show dialog box

  2. In the Show type section, select Presented by a speaker (full screen)

  3. To rehearse using all of the slides in your presentation, in the Slides section, select All
    To rehearse using only a range of slides, select From and specify the range

  4. 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.

  5. Click OK
    The settings changes will be reflected in your presentation.

Rehearsing Slide Show

When you are rehearsing your slide show, it is important to practice with the correct timing. 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. The timer appears in the bottom right corner recording the time.

  2. Begin rehearsing your presentation

  3. To advance slides, click the mouse
    NOTES:
    After clicking to the next slide, PowerPoint automatically records the time spent on that slide. 
    When you are finished, an alert box appears asking if you would like to record the timing.

  4. To ignore the recorded timing, click NO
    To save the recorded timing, click YES

  5. If yes, another alert box will appear asking if you want to review the the new timings in Slide Sorter view
    To review the new timings in Slide Sorter view, click YES
    If you want to continue without reviewing the new timings in Slide Sorter view, click NO
    NOTE: To preview your slide show with the recorded timing, from the View menu, select Slide Show.

Return to TopWorking 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

  1. From the View menu, select Slide Sorter
    OR
    On the lower left side of your screen, click SLIDE SORTER VIEWSlide Sorter View button
    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 Sorter toolbar, click SLIDE TRANSITIONSlide Transition button
    OR
    From the Slide Show menu, select Slide Transition...
    The Slide Transition dialog box appears.

  4. From the Advance slide section, select Automatically after
    NOTE: The Automatically after text box is selected when a check appears in the box.

  5. In the Automatically after text box, type the number of seconds that the slide should stay on the screen

  6. OPTIONAL: If you would like to be able to manually advance your slides while the time recording is running, from the Advance Slide section, select On mouse click  

  7. To apply this timing to all slides in the current presentation, click APPLY TO ALL
    OR
    To apply this timing to only the selected slide, click APPLY

  8. Repeat steps 2-7 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 without actually removing it.

  1. From the Slide Show menu, select Set Up Show...
    The Set Up Show dialog box appears.

  2. From the Advance slides section, select Manually

  3. Click OK

Removing Slide Timing from Individual Slides

If you find that the timing you have set for a slide is no longer appropriate, you can remove it.

  1. From the View menu, select Slide Sorter
    OR
    On the lower left side of your screen, click SLIDE SORTER VIEWSlide Sorter View button

  2. Select the slide from which you want the time removed

  3. From the Slide Sorter toolbar, click SLIDE TRANSITIONSlide Transition button
    OR
    From the Slide Show menu, select Slide Transition...
    The Slide Transition dialog box appears.

  4. From the Advance slide section, deselect Automatically after

  5. To remove timing from all slides, click APPLY TO ALL
    To remove timing from the selected slide only, click APPLY

  6. Repeat steps 2-5 for each additional slide

Return to TopShowing 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
    On the lower left side of the screen, click SLIDE SHOWSlide Show button

Return to TopNavigating Through the Presentation

There are two different ways so access the shortcut control options. On some laptops the [help] key is not available, in this case use the Help menu option.

Viewing the List of Controls: Help Key Option

  1. You can press the [help] key during a slide show to see the list of controls.

Viewing the List of Controls: Help Menu Option

  1. From the Help menu select PowerPoint Help
    The Microsoft Office Help dialog box appears.

  2. In the text box type Keys for running a slide show

  3. Click SEARCH
    The list of controls will appear.

Shortcut Control Options

When you’re running a slide show, PowerPoint gives you many different shortcut control options. Some of the more popular options are shown here.

Action
Control Options
Advance to the next slide
Click
Right arrow
Press [return]
Press [page down]
Return to the previous slide
Left arrow
Press [page up]
Go to a slide
Type the slide number + press [return]
Go to next slide (if it's hidden)
Press [H]
Hide or show the arrow pointer
Press [A]
Press [=]
Hide pointer and button
Press [control] + [H]
Change pointer to pen
Press [command] + [P]
Change pen to pointer
Press [command] + [A]
Hide pointer and navigation button always after ten seconds of inactivity
Press [command] + [U]
Black or non-black the screen
Press [B]
Press [.]
White or non-white the screen
Press [W]
Press [,]
Erase annotations on-screen
Press [E]
Rehearse with new timings
Press [T]
Rehearse with original timings
Press [O]
Rehearse with mouse-click advance
Press [M]
Show popup menu or Previous slide
Press [control] + click
Start or restart automatic slide show
Press [S]
Press [+]
Start slide show from first slide
Press [control] + [shift] + [S]
Start slide show from current slide
Press [control] + [shift] + [B]
End slide show
Press [esc]
Press [-]
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