Jan's Working with Presentations

Step-by-Step: Slide Show

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What you will learn:

to start a presentation as a slide show from the Views bar or ribbon to switch windows during a slide show to run and stop a slide show with the mouse to control and stop the slide show with: keyboard onscreen controls  to use Presenter view to draw on screen during the show, manage ink, erase all or part of ink to save a presentation with your annotations

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Start with:, issues3-Lastname-Firstname.pptx from your Class disk

Slide Show View: Views Bar or Ribbon

You will start a slide show of the current presentation. Remember that the ESC key stops the presentation. You will need to flip back and forth between the slide show and these directions with ALT + TAB, unless you can use a separate tablet or smartphone for these directions.

1. With issues3-Lastname-Firstname.pptx open in PowerPoint, click on the first slide to select it.
2. Save As with the name issues4-Lastname-Firstname.pptx to the powerpoint project1 folder on your class disk.
   

3. Click on the Slide Show button on the Views bar.
   The presentation opens full screen, starting with the selected slide.

   Alternate method: Slide Show ribbon tab > From Beginning button or From Current Slide button.
   

   From this presentation the first slide will just sit there until you tell it to advance! Some presentations will automatically run through the slides. This is not good if you are going to speak butis great for a kiosk or online.
   

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Switch Windows During a Slide Show

Experiment: Switch from slide show to another program without closing the show

Method 1: ALT + TAB

• Hold the ALT key down and press the TAB key.
  A set of thumbnails for open programs appears. The thumbnails vanish if you release the ALT key.

• Still keeping the ALT key down, press the TAB key multiple times to move the selection to different thumbnails.

• Release the ALT key and the window for the selected thumbnail appears on top of the others.
• Repeat to switch to a different window.

Method 2: Win + TAB

• Hold the Windows key down and press the TAB key.
  A set of thumbanils for open programs appears and will not vanish if you release the Win key.
• Click on a thumbnail to switch to that window.

When you are ready to continue, return to the slide show window.

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Slide Show View: Run with Mouse

It will take a series of mouse clicks to work through this presentation as a slide show. The slides are set up as examples of different kinds of animations. It is NOT a good idea to do this except as an example!

Text on a slide might appear immediately or automatically based on time or only when you click. Each method has its place in different types of presentations or different parts of the presentation.

1. Click on the slides or press the Spacebar on the keyboard to advance the slide show.
   When you click the last black slide, the slide show ends and the PowerPoint editing window is back on top.

   Evaluate: Which way will work better to accompany a speech - automatic reveals or clicking to show the next part?  

   Evaluate: Will revealing all text at once work well when accompanying a speech?
    

   Evaluate: Which was easier to read - all text showing at once or lines revealing themselves one at a time?

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Slide Show View: Control with Keyboard

You can use the keyboard to advance through the slides or to back up or to jump around when you need to skip slides or return to a previous slide.

When the slides are a distraction to your speech or discussion or during a break, you can turn the screen black or white with a key combo.

Action	Key(s)
Show first slide	Home
Show last slide	End
Advance one step	Page Down Down arrow Right arrow N (for Next) space ENTER
Back up one step	Page Up Up arrow Left arrow P (for Previous) BACKSPACE
Jump to slide	# of slide and press ENTER
Whites/unwhites screen	W , (comma)
Blacks/unblacks screen	B . (period)
Stop presentation and return to PowerPoint	ESC CTRL + BREAK - (hyphen)

1. From the Slide Show ribbon tab, click the button From Beginning , another way to run your presentation full screen.
   
2. Experiment: Keyboard shortcuts
   Try using the various navigation keys from the table above:
   • Starting and stopping the slide show.
   • Jumping to first slide, last slide, particular number slide.
   • Advancing.
   • Backing up.
   • Whiting out and blacking out the screen.
     
3. Close the Slide Show and return to PowerPoint.

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Slide Show View: Control with Onscreen Buttons

If you would rather use a mouse, or you cannot remember the keyboard shortcuts, there is an onscreen menu.

1. Move your mouse to the bottom left of the slide until the onscreen controls appear.
   PowerPoint 2007, 2010:
   PowerPoint 2013, 2016:

   These buttons change when you hover over them.
   

2. Experiment: Onscreen controls

   The choices are somewhat different between versions of PowerPoint.

   • Try out the various onscreen buttons and the menu commands.

     PowerPoint 2007, 2010: The Go to Slide menu in lists the slides by title.
     This presentation does not have any sections or any Custom Shows.

   • Click on the menu button .
     A menu of commands for controlling your presentation appears.

   Some commands are inactive when you start. When do the commands become active?  
   

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Presenter View

The Presenter view for PowerPoint 2013 and 2016 is somewhat different from PowerPoint 2007 and 2010. All show the notes for the slide and have bigger menu buttons.

Two monitors needed: Your computer must be able to use two monitors at once for this feature to be available. In PowerPoint 2007 and 2010 you cannot use Presenter View unless there are two monitors actually connected to the computer. A projector counts as a monitor.

PowerPoint 2013 and 2016 are kinder and let you practice with Presenter View with just one monitor connected.

1. Click on the onscreen menu button .

2. Click on Show Presenter View.
   The screen changes.

   Problem: Command is missing
   You won't see the command Show Presenter View unless your computer can handle two monitors and (sometimes) there are two monitors connected. A projector counts as a monitor.

   You may also need to check the settings for the show - on the Slide Show ribbon tab, click the button Set Up Slide Show and look at the Monitors settings.

   Help at Microsoft for multiple monitors

3. Use the arrow buttons in Presenter View or on the keyboard to advance back and forth through the presentation.
   Your audience will see the slides as usual. But you will see more!

   

4. Open the onscreen menu again and select Hide Presenter View.
   You are back in the normal Slide Show.

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Slide Show View: Draw Onscreen

While you are giving your presentation, you may want to point out something on the screen. You could run up to the screen and point with your finger... if the screen is low enough to the ground! Or you could use a laser pointer, which shines a dot on the screen. But that means you have two devices to hold in your hands, the laser pointer and the remote for the projector or whatever you are using to control the presentation. Plus, the dot from a laser pointer does not stay put.

PowerPoint lets you draw on the screen during the slide show and leaves your scribbles on the slide until you erase them. You can even save the show with your additions if you wish.

You will need to change your mouse pointer to a Pen or a Highlighter and pick an ink color that will show well on the slide. The default color in PowerPoint 2007 is black but in PowerPoint 2010, 2013, and 2016, it is red for the pen and yellow for the highlighter. Unhappily, you cannot change the width of the marks.

1. Use the onscreen menu to switch the Slide Show to the Privacy slide.
2. If necessary, click enough times to reveal all of the text on this slide.
   
3. Click the Pen button on the screen to open its menu and select Pen.
4. If necessary, change the color to Red with the Ink Color command (2007, 2010) or the palette of colors (2013, 2016).

5. Drag around on the slide.
   Whoa! Your pen make marks as long as you hold the left mouse button down.

   You can change the color with the Ink Color command so your marks will show well against what is already on the slide.
   

6. Open the onscreen menu again and click Erase All Ink on Slide. All your scribbles vanish.
   
7. Experiment: Drawing in a Slide Show
   • Try out different colors and different pen choices.
   • Draw different shapes.
   • Underline or circle specific words or phrases.
     It gets easier with practice! It is also easier if you are using a tablet with a stylus to control your slide show. Drawing with the tablet's pen is very natural. Not so true for drawing with a mouse!
   • Sign your name on the slide.
   • Erase part of your drawing with the Eraser command.
     
   • When you are comfortable with drawing on a slide, erase all of your scribbles with the command Erase All Ink on Slide.
8. Draw an oval around the word need-to-know and the word released.
   
9. Press the right arrow key on the keyboard to advance to the next slide and then press the left arrow key to return to Privacy.
   Your drawings are still there. This is different from earlier versions of PowerPoint.
   
10. Change the pointer shape back to the arrow using the onscreen menu:
    PowerPoint 2007, 2010: Click the onscreen Pen button and then on the Pointer arrow.
    PowerPoint 2013, 2016: Click the onscreen Pen button and then on Pen to toggle it off.
    

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  Keep Annotations

1. Use the onscreen menu command End Show to close the slide show.
   A message box appears asking if you want to keep your ink annotations.
   
2. Click on Keep.
   Your drawings may not be neat or artistic, but we are going to keep them for now.
   
3. Switch to Normal view, if necessary.

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Save

You added some ink annotations to the slide show so you need to save your presentation.

1. Save.
   [issues4-Lastname-Firstname.pptx]