Mark Finney - IT Solutions Manager @ TP3
Hi Folks. It seems that you all enjoyed the Excel and Word Tips. Well, sit back and relax, it’s time for a spoonful of yummy PowerPoint goodness. Here are some quick tips you might like to try to improve your productivity.
Many presenters lose their place during a presentation or turn their back on the audience to read from their slides. Instead, why not use Presenter View? This is not new, but if you are using PowerPoint 2013, you will find several improvements to this feature. To enable Presenter View, go to the Slide Show Tab and tick the Use Presenter View box on the Monitors group.
When you connect to a projector, you will see Presenter View whilst your audience see your slides. This way you can see your notes and the next slide in the deck, and you have several other tools to allow you to use your mouse as a laser pointer, zoom to a section of a slide, preview thumbnails of all your slides and so on. Remember, that your audience will only see your slides. If you are only using 1 screen you can test out Presenter View by pressing Alt-F5.
Divide and Conquer!
If you are building a presentation that has a large number of slides with many different topics, or one that will be delivered by more than one presenter, you should use Sections. Sections provide your presentation material with logical breaks, making it easy to move content around when you are creating your slides, and allowing different presenters to easily identify their part of the presentation. To work with Sections, place your cursor where you want the section, then from the Home tab, in the Slides group, choose Section - Insert Section.
Once the section has been created, you can name it, collapse and expand it and remove it if no longer required. Sections can easily be moved when they are collapsed.
What you see is what you get
Sometimes you might just need to present a bunch of pictures. For example, some of my clients have been asked to visually present the results of a project to upgrade a workshop or improve safety features at a mine site. The quick way to get the pics into PowerPoint is to build a photo album. To do this, first go to the Insert tab and then select Photo Album. This will open the Photo Album dialog box where you can point to a folder containing the pictures you want. You can also add captions and select options such as how many pictures you want per slide etc. Choose create and you’re good to go.
Go with the Flow
When you create a presentation, it’s really important that it flows in a logical order, but the default view in PowerPoint immediately puts your focus on the look of your presentation rather than the content. To help you put your content in order you should consider using Outline View. Those of you who use Word should be familiar with this view. (If not, come see us about a Word Intermediate Level 2 Course).
To use Outline view go to the View tab and select the Outline View button. This expands the Outline section on the left of your screen. Instead of typing text into the slide placeholders, you type into the Outline pane. By default, your text will become a slide heading. For bullet points, press the Tab key. This is called demoting. Press Shift-Tab to promote back to a slide title.
Tip: - I like to drag the vertical divider between the Outline and Slide Panes as far to the right as it will go. This takes further emphasis off the slide design an on to the Outline where it belongs.
Hide the ammo!
Q - How many bullet points can you fit in a presentation?
A - Too many!
A quick and easy solution to break up bullet points is the Convert to Smart Art tool. Whilst you could argue that the result is still technically bullets, you will find that using Smart Art to break up repetitive bullet points can give your presentation much more visual appeal. This will help you to engage your audience.
To use: - put your cursor into the bullet list, go to the Home tab and then select Convert to Smart Art. Move your mouse pointer over the various options to see a live preview of your choices (I love live preview, you get to try before you buy). Click when you like what you see; Job done!
I hope you find these tips useful in your daily work.
Take a peek at our range of short PowerPoint courses to learn these and many other useful features, tips and tricks in Microsoft PowerPoint.