Developing a Presentation

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Now that you know how to get started with PowerPoint, it's time to focus on creating presentations. We cover four topics in this section:

  • Presentation views

  • Slides

  • Design templates

  • The master slide

Presentation Views

PowerPoint provides six different ways to view your presentation. Each is useful for a different purpose.

Using Presentation View Modes

Understand the uses of different presentation view modes.

PowerPoint lets you view your presentation in six different ways, depending on your needs. The default, Normal view, shown in Figure 7.4, gives you an easy way to work with one slide at a time while still maintaining an overall sense of the presentation. To the left, an outline shows the overall structure of the presentation. To the right, the current slide is your main working area. Beneath the current slide is another window for adding notes to the slide.

Figure 7.4. A presentation in Normal view.

Slide Sorter view, shown in Figure 7.5, is designed to give you a visual overview of your entire presentation. From this view, you can double-click on any slide to go to Normal view with that slide selected.

Figure 7.5. A presentation in Slide Sorter view.

Notes Page view, shown in Figure 7.6, shows you what the printed note pages for your presentation will look like. You can edit the text of notes but not the contents of slides in this view.

Figure 7.6. A presentation in Notes Page view.

You can view your presentation as it will appear when you're delivering it by switching to Slide Show view. Figure 7.7 shows this view. Note that the only content on the screen is your presentation; everything else that Windows or PowerPoint normally displays is completely hidden.

Figure 7.7. A presentation in Slide Show view.

Outline view is similar to Normal view, but it gives more space to the outline and less to the slide and notes. Figure 7.8 shows this view.

Figure 7.8. A presentation in Outline view.

Finally, Slide view, shown in Figure 7.9, is designed to let you use most of the PowerPoint work area to edit a single slide. The outline is compressed to a series of numbered slides at the left side of the screen, and notes are suppressed entirely.

Figure 7.9. A presentation in Slide view.

Changing the Presentation View Mode

Change between presentation view modes.

PowerPoint offers ways to switch to each of the presentation view modes:

  • To switch to Normal view, select Normal from the View menu, or click the Normal View toolbar button at the bottom of the Outline window.

  • To switch to Slide Sorter view, select Slide Sorter from the View menu, or click the Slide Sorter View toolbar button at the bottom of the Outline window.

  • To switch to Notes Page view, select Notes Page from the View menu.

  • To switch to Slide Show view, select Slide Show from the View menu, click the Slide Show toolbar button at the bottom of the Outline window, or press F5.

  • To switch to Outline View, click the Outline View toolbar button at the bottom of the Outline window.

  • To switch to Slide view, click the Slide View toolbar button at the bottom of the Outline window.


A presentation consists of individual slides screens of information that are designed to be viewed one at a time. You need to know how to add and modify slides to create effective presentations.

Adding Slides

Add a new slide with a specific slide layout such as: title slide, chart and text, bulleted list, table.

To add a new slide to a presentation, select New Slide from the Insert menu, click on the New Slide toolbar button on the Standard toolbar, or press Ctrl+M. Any of these actions opens the New Slide dialog box, shown in Figure 7.10.

Figure 7.10. Adding a new slide.

The New Slide dialog box presents a series of thumbnails schematically showing the layout of a slide. As you click on these thumbnails, the text at the right side of the dialog box changes to a brief description of the slide layout. When you find the layout that you want, click OK to create the slide. It is inserted in your presentation directly after the currently selected slide.

Some of the available choices for new slides include

  • Title slide This slide contains text areas for a title and a subtitle .

  • Chart and text slide This slide contains areas for a slide title, a chart, and bulleted text.

  • Bulleted list slide This slide contains areas for a slide title and a bulleted list.

  • Table slide This slide contains areas for a slide title and a table.

The exam will expect you to know which view is the most appropriate for specific tasks .

Changing the Slide Layout

Change between built-in slide layouts.

To change a slide to a different built-in layout, select Slide Layout from the Format menu. Click on the layout that you want to use, and click the Reapply button.

Changing the Background Color

Change background color on specific slide(s), all slides.

To change the background color on a slide, click on the slide in the Outline window to make it the current slide. Select Background from the Format menu, or right-click on a blank area of the slide and select Background. This action opens the Background dialog box. Select a new color from the drop-down control beneath the slide preview display, and then click Apply to apply it to the current slide.

To change the background color on all sides at once, open the Background dialog box from any slide, select the new color, and then click Apply to All.

Using Design Templates

A design template is a special file that contains a color scheme and standard slide elements for all the slides in a presentation. Working with design templates lets you change the entire look of your presentation quickly.

Applying Design Templates

Apply an available design template to a presentation.

When you're creating a new presentation, you can also apply a design template to set the look and feel of the presentation. After selecting New from the File menu, pick the Design Templates tab of the New Presentation dialog box to see a list of the templates installed on your computer. As you select from this list, you see a preview of the template at the right side of the dialog box. Select the template that you want to use, and then click OK to create a new presentation based on that design template.

Changing the Design Template

Change between available design templates.

To change the design template assigned to an existing presentation, select Apply Design Template from the Format menu, or right-click in an area of any slide that doesn't contain objects and select Apply Design Template. Then, choose a new design template and click Apply to reformat all your slides to use the new template.

Master Slide

The master slide is a special slide that contains elements that will be repeated on every slide in your presentation. The master slide itself never appears, but anything you put on the master slide appears on every slide.

Altering Master Slide Content

Insert a picture, image, drawn object into a master slide. Remove a picture, image, drawn object from a master slide.

To insert elements on the master slide, you must first load the master slide. Do so by selecting View, Master, Slide Master. With the master slide loaded, you can add new items to the master slide:

  • To add a picture, select Insert, Picture, Clip Art. This action opens the Insert ClipArt dialog box, as shown in Figure 7.11. Double-click a category to see the pictures in that category. When you find a picture that you like, right-click on the picture and select Insert. Close the Insert ClipArt dialog box to see your master slide with the new picture.

    Figure 7.11. The Insert ClipArt dialog box.

  • To add an image, select Insert, Picture, From File. Select an image from the Insert Picture dialog box and click Insert to add it to your master slide.

  • To add a drawn object, click on a tool on the Drawing toolbar (shown on the bottom of the screen by default). For example, you can select the line, arrow, rectangle, or oval tools to draw those objects on a slide. You can also use the AutoShapes toolbar button on the Drawing Toolbar to insert a selection of more complex shapes on your slide. You'll find more information on drawn objects later in this chapter.

To remove an object from the master slidesuch as a picture, image or drawn objectfirst click on the object that you wish to remove. Then press the Delete key.

The ICDL syllabus uses the term "picture" for a visual representation from a built-in set of images in an application and "image" for a visual representation from a disk file.

Adding Footer Text

Each slide has a footer region at the bottom of the slide that you can use for information such as the slide number or the date of the presentation.

Add text into footer of specific slides, all slides in a presentation.

To add some text to the Footer of a slide, select Header and Footer from the View menu. Select the Slide tab and type the text you want to display into the Footer text box, as shown in Figure 7.12.

Figure 7.12. Inserting text in a slide footer.

To insert the text only on the current slide, click the Apply button. To insert the text on all slides in your presentation, click the Apply to All button.

Adding Special Footer Elements

Apply automatic slide numbering, automatically updated date, non-updating date into footer of specific slides, all slides in a presentation.

The Header and Footer dialog box (refer to Figure 7.12) also offers some shortcuts to enter common data in the footer area:

  • To insert a slide number, check the Slide Number check box.

  • To insert a date that updates automatically whenever the presentation is displayed, check the Date and Time check box and click the Update Automatically radio button.

  • To insert a date that stays the same, check the Date and Time check box and click the Fixed radio button. Enter the date that you want to insert in the Fixed text box.

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ICDL Exam Cram 2
ICDL Exam Cram 2
ISBN: 0789730928
EAN: 2147483647
Year: 2006
Pages: 142 © 2008-2017.
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