Prepare Outputs

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The final section of this module tests your ability to finish a presentation. It includes these skills:

Choosing an output format
Spell-checking your presentation
Adding presentation notes
Rearranging slides
Printing the presentation
Delivering the presentation

Preparation

It takes time to create a presentation, but before you can present your work with confidence, you have just a few more steps. In this next section, you'll learn how to polish that presentation until it shines!

Choosing an Output Format

Select appropriate output format for slide presentation such as: overhead, handout, 35 mm slides, onscreen show.

Depending on your audience and resources, there are a variety of ways to display your presentation:

For a traditional classroom, you might have access to an overhead projector. In that case, you probably want to print your presentation as overhead transparencies. You can buy special transparencies that most computer printers can use.
If you'd like your audience to be able to take home copies of your presentation, PowerPoint lets you print handouts with miniature copies of your slides. You might want to use handouts to supplement another form of presentation.
In some large venues , a 35mm slide projector might be the best way to display slides. PowerPoint lets you send your presentation to a service bureau to be turned into 35mm slides.
Most modern classrooms and conference rooms have projectors that work directly with computers. In that case, an onscreen show is the easiest way to display your presentation.

Spell-Checking a Presentation

Spell-check a presentation and make changes such as: correcting spelling errors, deleting repeated words.

Before giving a presentation, you should make sure that all the words on the slides are spelled correctly. There's nothing quite so embarrassing as putting a typographical error up in six- foot -high letters in front of your boss. Fortunately, PowerPoint has a built-in spell-checking feature.

To spell-check your presentation, select Spelling from the Tools menu or press F7. PowerPoint examines each word in the document. If it finds any word where it doesn't think the spelling is correct, it displays the Spelling dialog box, shown in Figure 7.23.

Figure 7.23. Dealing with a misspelled word.

The Spelling dialog box lets you choose a word to replace the one that's spelled wrong or tell PowerPoint that the spelling is correct by adding it to the dictionary. That way, the word isn't flagged the next time that you spell-check.

You should also read over your presentation manually to catch problems, such as repeated words, that PowerPoint is unable to catch automatically.

Adding Presentation Notes

Add notes for the presenter to slides.

If your presentation is long or complex, you might find it useful to take notes along with your slides. You can use a copy of these notes to cue you as you're speaking. To add notes to a slide, just type the notes into the notes window, shown directly beneath the slide when the presentation is in Normal view.

Changing the Slide Setup

Change slide setup, slide orientation to portrait, landscape. Change paper size.

By default, PowerPoint creates horizontal slides that are suited for onscreen display. But you're not limited to this format. To change the slide setup or paper size, select Page Setup from the File menu. This action opens the Page Setup dialog box, shown in Figure 7.24. Here you can change the paper size and orientation for your slides.

Figure 7.24. The Page Setup dialog box.

Duplicating and Moving Slides

Duplicate, move slides within the presentation, between open presentations.

You've already seen that you can duplicate or move elements on a slide. But you can also duplicate or move entire slides. To duplicate slides, follow these steps:

Place the presentation into Slide Sorter view.
Select the slide that you want to duplicate by clicking on it.
Select Copy from the Edit menu, press Ctrl+C, right-click the selected slide and select Copy, or click the Copy toolbar button on the Standard toolbar.
Select a destination presentation for the slide, and place this presentation into Slide Sorter view. Click at the spot where you'd like to insert the duplicate slide.
Select Paste from the Edit menu, press Ctrl+V, or click the Paste button on the Standard toolbar.

To move a slide, follow these steps:

Place the presentation into Slide Sorter view.
Select the slide that you want to move by clicking on it.
Select Cut from the Edit menu, press Ctrl+X, right-click the selected slide and select Cut, or click the Cut toolbar button on the Standard toolbar.
Select a destination presentation for the slide, and place this presentation into Slide Sorter view. Click at the spot where you'd like to insert the duplicate slide.
Select Paste from the Edit menu, press Ctrl+V, or click the Paste button on the Standard toolbar.

Deleting Slides

Delete a slide, slides.

To delete a slide, place your presentation in Slide Sorter view. Then, select the slide and press the Delete key. You can repeat the process to delete multiple slides.

Printing

Although most presentations are designed to be viewed onscreen, you can also print them. In addition to printing copies of your slides, PowerPoint can print supporting documents such as handouts and notes pages.

Printing a Presentation

Print entire presentation, specific slides, handouts, notes pages, outline view of slides, number of copies of a presentation.

Follow these instructions to print your presentation:

To print the entire presentation, select Print from the File menu. This action opens the Print dialog box, shown in Figure 7.25. Click Print to print the presentation. As a shortcut, you can also print the entire file by clicking the Print toolbar button on the Standard toolbar. This action prints the file without asking you for any details.

Figure 7.25. The Print dialog box.
To print selected slides from the presentation, select Print from the File menu. In the Print dialog box, click the Slides radio button. Enter the numbers of the slides that you want to print, and click Print.
To print handouts, select Print from the File menu. In the Print dialog box, select Handouts in the Print What combo box. Click Print.
To print notes pages, select Print from the File menu. In the Print dialog box, select Notes Pages in the Print What combo box. Click Print.
To print an outline of your presentation, select Print from the File menu. In the Print dialog box, select Outline View in the Print What combo box. Click Print.
To print multiple copies of your presentation, follow any of the preceding instructions, and enter the number of copies in the Print dialog box before you click Print.

Deliver a Presentation

With some files, printing is the end of the process. For presentations, however, you usually need to actually deliver the presentation.

Hiding and Showing Slides

Hide, show slides.

Sometimes, your presentation will contain more slides than you want to show a particular audience. For example, a sales presentation might contain both general information suited for management and detailed numbers directed only at your sales team. Rather than create two separate presentations, PowerPoint lets you hide slides so that they do not appear when you deliver the presentation.

To hide a slide, switch to Slide Sorter view. Then, right-click on the slide that you want to hide and select Hide Slide or select Hide Slide from the Slide Show menu.

To return a previously hidden slide to the presentation, right-click on the slide and select Hide Slide again.

In Slide Sorter view, you see a little icon with a slash through it underneath any hidden slides.

Starting a Slide Show

Start a slide show, start a slide show on any slide.

To start a slide show, select Slide Show from the View menu, select View Show from the Slide Show menu, click the Slide Show toolbar button at the bottom of the Outline window, or press F5. Click the mouse or the space bar to advance the show from slide to slide.

To start a slide show from a particular slide, select Set Up Show from the Slide Show menu. Enter the starting and ending slide numbers in the Slides section of the Set Up Show dialog box and click OK. Then, start the slide show as you normally would.