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Microsoft PowerPoint 2003

Making Your Presentation

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. 

return to topRehearsing 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.
    Set Up Show dialog box

  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

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.

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.

Assigning Slide Times Manually

  1. From the View menu, select Slide Sorter
    OR
    Select the Slides tabSlides tab
    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 Show menu, select Slide Transition ...
    OR
    From the Other Task Panes pull-down list, select Slide TransitionOther Task Panes pull down list
    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.
    Slide Transition pane options

  5. 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

  6. 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.

  7. OPTIONAL: If you want this timing to apply to all slides in the current presentation, click APPLY TO ALL SLIDES

  8. 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

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 TransitionSlide Transition section of Other Task Panes
    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

return to topUsing 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, refer to Making Presentations 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 aTrue Type font markernext 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

  7. From the File menu, select Save As...
    The Save As dialog box appears.

  8. From the Tools pull-down 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.
    Embed True Type fonts

  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

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
    In the Slide Transition pane, click SLIDE SHOWSlide Show button in Transition pane
    OR
    On the lower left side of the screen, click SLIDE SHOW (from current slide)Slide Show button

return to topNavigating 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 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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