PRESENTATION

WITH

MICROSOFT POWERPOINT
1.0 INTRODUCTION

As engineers, it is vitally important to be able to communicate your thoughts and

ideas effectively, using a variety of tools and medium. You will need to develop and
use this skill throughout your years in University; when you attend job interviews
and especially when you start working in the big wide world. But, it is often said
that engineers do not possess the ability to communicate well. That is because they
are loaded with mathematical expressions and lacking enough coaching and practice
in communication. But like most personal skills oral communication cannot be
taught. Instructors can only point the way. So as always, practice is essential, both
to improve your skills generally and also to make the best of each individual
presentation you make.

The material of your presentation should be concise, to the point and tell an
interesting story. In addition to the obvious things like content and visual aids, the
following are just as important as the audience will be subconsciously taking them
in:
• Your voice - how you say it is as important as what you say
• Body language - a subject in its own right and something about which much
has been written and said. In essence, your body movements express what
your attitudes and thoughts really are.
• Appearance - first impressions influence the audience's attitudes to you.
Dress appropriately for the occasion.

Delivering a presentation effectively involves using a proven four-step process: Plan,

Prepare, Practice, and Present. Follow these guidelines and your message will have
a high impact on your audience.

1.1 Planning

This is where you begin to tailor the talk to the situation, and for that reason this
stage is very important for a successful presentation. Talk to your host and clarify
these points before you spend much preparation time. If the environment and
audience are unfamiliar to you, this is a critical stage. You may even want to do a
literature search on potential audience members to identify areas of common interest
or potential questions which may arise. Begin this stage early - the more lead time
you allow yourself, the more time you will have to think up novel approaches to the
topic and the more interesting and substantial your presentation will be.

Before you begin preparing the presentation, you'll need to determine:

1. The type of talk you will be expected to give
o Will this be an informal chat, a seminar discussion, or a more formal
presentation?
o Different talks have different purposes; the intent of a conference
presentation is not the same as a job talk. When in doubt, ask for
guidance from your host.
2. The composition of the audience

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 o Will you be speaking to a general audience or specialists?
o How many people are expected to attend?
o Is this likely to be a friendly audience? An interactive audience?
3. The time allotted for the talk
o The longer the talk, the more freedom you will have to explore the
topic.
o A short talk needs to be very clear and to address the topic directly.
o Is question time included?
4. Expectations for information content
o Is there a specific purpose for having you give a talk? Clarify the
expectations beforehand and plan to address them during the
presentation.
o Will you be presenting novel concepts to this audience, or building
upon their prior knowledge? Either way, make sure you cover the
basics clearly, and early in the talk, to avoid loosing the audience.

1.2 Preparation

Once you have a general idea of what you want to say, you will have to decide how
to say it. Unlike a conversation or a written document, a talk is a one-shot attempt to
make a point. By contrast, a conversation consists of repetitions and clarifications
based on questions and immediate feedback, while a written paper allows a reader
to puzzle through its contents as often as necessary. It is essential that your talk be
well-constructed and tidy, and that your points be presented to the audience both in
a logical sequence and unambiguously. This all takes a fair amount of preparation.

Here are a few tips to get you started:

1. Start preparing far in advance by thinking through what needs to be said.
Collect material which may relate to the topic from unusual sources, and
sleep on these ideas. The final product will be more fully-developed and
interesting.
2. Using big letters and a bold pen, write a clear statement of the problem and its
importance, and keep it where it is easy to see.
3. Develop this theme into one jargon-free sentence that will catch the attention
of the audience. Next, identify the issues you plan to address (brainstorm,
then trim back).
4. Arrange these issues in a logical sequence (which may change as you develop
the talk).
5. Computer-based presentation programs (PowerPoint, Persuasion, etc.) can be
wonderful time-savers. The time invested in learning to use these programs is
rewarded by the speed with which a presentation can be created, even by a
moderately-skilled user. These programs are good tools for organizing your
presentation, they can be used to create visuals for the presentation, and even
project those visuals during the presentation.
6. Avoid using lists (First ..., Second ...); you may confuse listing systems (First
..., Point B..., and another thing ...), or you may discover later in the talk that

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 you've missed a point entirely, and then you'll be forced to backtrack. Both of
these problems tend to distract your audience away from the points you are
trying to make, and both give the appearance of poor organizational skills.
7. Retention of information by the audience is reduced as a talk proceeds, so if
you do want to make a series of points, organize them from the most to the
least important. That way, the audience is more likely to remember the
important points later. You may even find that the less important points
become irrelevant to the focus of the talk as you practice.
8. Determine transition elements which will help your audience to follow the
link from one issue to the next. These should be logical, and may be presented
by posing a question, or explaining your own discovery of the link's existence.
9. Use short sentences with simple constructions. The concept will be made
clearer, and the sentence structure is more similar to conversational styles.
10. Run through the talk once, early. Go back and re-think the sequencing.
Discard non-essential elements.
11. Don't assume the audience will be familiar with basic concepts that form the
foundation of your talk. Outline these concepts briefly but clearly early in the
talk to avoid confusion.
12. Attempt to identify problems or questions the audience may have and
address them in the talk, before the audience has a chance to think of these
things themselves.
13. Determine which elements would benefit by being presented with visual aids.
Spend time working out the best way to present the material.
14. Prepare thumbnails sketches of these visual aids and then run through the
talk again. Re-work the most appropriate and essential visual aids and
discard the rest. Don't forget to proof-read your visuals! Do so while there is
plenty of time to re-print that critical slide with the glaring typo.
15. The earlier you start on the visuals, the better they will be. On the other hand,
avoid fine tuning each visual endlessly.
16. If you do need to use multimedia technology in your presentation, call ahead
to make sure the technology you require is supported in the room where
you'll be talking!

1.3 Practicing

Practice is the single most important factor contributing to a good presentation. No

matter how rushed you might be, make time for at least a few practice runs. The
effects of practice will be apparent, and a poorly presented talk reflects upon both
you and your attitude towards the material and audience. The most important
preparation factor is therefore, to REHEARSE. Do so in private at first. Then for a
real acid test, try the presentation out in front of a few colleagues. Ask for feedback,
and then act on that information. Select those who know a little about your topic, and
not those who know a lot. This will focus your attention on attempting to explain
why you did what you did in simple terms, rather than encouraging attention to
details only specialists care about. If you start preparing early, you will have plenty

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of time to refine the presentation based on your colleagues' feedback. This is always
a useful process.

Remember, the shorter the talk, the more difficult it will be to cover the material
clearly and completely. Be strict about including only what is essential information
for the presentation, and removing all the non-essential titbits.

1.4 Presentation

Having spent all that time preparing the talk itself, there are still a few things you
can do at the last minute which will help ensure a successful presentation. Or, if you
are the nervous type, help fill time.
1. Before the day begins, or last thing the night before, run through your talk
once more. Use a mirror or visualize standing in front of an audience as you
practice. If you have brought a slide carousel with you (a good idea), check
their arrangement. You probably won't have time to do this later. Remember
to seat the locking ring properly.
2. If possible, take a tour the room you will use for the presentation early in the
day. Look for potential problems with line of sight due to furniture, dark
spots due to dead overhead lights, intruding sound from ventilation - these all
can be fixed with a bit of prior warning and a polite request.
3. If you need specialized equipment, make sure it is available ahead of time -
don't spring that information on your host at the last minute.
4. Check again to see that your slides are oriented properly in the carousel. Lock
that ring.
5. Make sure the focus switch works, and determine who will be controlling the
slide advance. Do the slide advance, reverse and focus features all work?
6. It's your show, so ask for help with the equipment if you need it; it's better to
ask for help then fumble around during the presentation. Determine who will
be controlling equipment for you.
7. Computer presentations introduce a whole host of potential issues - here are a
few to consider:
o Is the host software compatible with your presentation? Are the fonts,
bullets, colours, etc. the same?
o Is there a sound card in the host computer? Is the sound system
operational - but not too painfully loud?
o Back-up your presentation before you leave using an alternate
medium, then bring it with you separately from the one you plan to
use (e.g., packed in a different suitcase), or e-mail it to yourself as an
attachment - you may be able to access it from your destination if
needed.
o Alternatively, e-mail it to your host and ask that her or she download
the file and test it on the computer you'll be using - BEFORE you
depart for the trip!
o Did you include all the required files and resources for your
presentation?

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 o You might consider making a set of 35mm presentation slides from
your electronic presentation, then bringing the stack of slides along as
your fail-safe backup - this strategy may depend upon your degree of
compulsiveness and/or paranoia, or how important the presentation is
to you.
o Keep in mind that failures of technology can be devastating, but that 1)
the embarrassment is greater on the part of the host if their equipment
is at fault, and 2) the host is usually impressed if you provide an
alternate solution to the problem - suggesting you are a proactive and
prepared person.
8. Irrespective of what your presentation medium might be, letting your
presentation slides, disk, CD, etc. out of your sight before the presentation
begins can lead to disaster.
9. If the room is large, or your voice small, use a microphone. Try it out before
the audience arrives (blowing into the mike or counting '1-2-3' they have
arrived is tacky, so don't do it).
10. Check to see that accessories are present; chalk, eraser, markers, and
especially a pointer. If it is a laser pointer, does it have fresh batteries loaded?
Keep in mind that green wavelength lasers DEVOUR batteries!
11. Avoid standing behind a lectern or desk during the presentation. Stand to one
side of the projection screen or blackboard, and closer to the audience if
possible.
12. Moderate movement and hand gestures are OK, but avoid pacing and
flapping.
13. Do not be afraid to insist on a few minutes to yourself prior to the talk; 15 to
30 minutes is standard. If you have an itinerary, check to see that you've had
time allotted for preparation. If you are running behind, see if someone is
willing to meet with you after the talk and then use that time to prepare
instead. Use this time to double-check your materials, and your introductory
and summary statements. Don't allow yourself to be distracted by audience
members coming up to chat.
14. Don't wait until the very last minute to make that run to the bathroom, and
remember to check carefully your appearance - including zippers, buttons
and other closures - before you reappear.

1.5 Handling Questions

Your presentation does not end once you have finished what you have to say. The
question period often is the part of the talk which influences the audience the most.
After all, you've had time to practice the rest of the talk. This is the part of the
presentation where your ability to interact with the audience will be evaluated. Since
you cannot always predict what you will be asked, how can you prepare for the
questioning? Here are a few guidelines:
1. Always repeat each question so the entire audience knows what you've been
asked.

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 2. Before you answer, take a moment to reflect on the question. By not rushing
to give an answer, you show a degree of respect for the questioner, and you
give yourself time to be sure you are answering the question that actually was
asked. If you are unsure, restate the question or ask for a clarification.
3. Above all, wait for the questioner to finish asking the question before you
begin your answer. The only exception is when it becomes necessary to break
in on a vague question; this is your show, and you have only a limited time to
make your presentation. It is essential, however, that you break in tactfully.
Say something like "So, are you asking ....?" This will focus the question and
give you a place to begin an answer. Remember that your ability to interact
with an audience also is being evaluated.
4. If a question is asked during the talk, and it will clarify an ambiguity, answer
it immediately.
5. Postpone questions aimed at resolving specific problems (or arcane
knowledge) until the end of the talk, or private discussion. This is particularly
important if the answer will distract either you or the audience away from the
flow of your presentation.
6. Avoid prolonged discussions with one person, extended answers, and
especially arguments.
7. If you cannot answer a question, just say so. Do not apologize. You then may:
o Offer to research an answer and then get back to the questioner later.
o Suggest resources which would help the questioner to address the
question themselves.
o Ask for suggestions from the audience.
8. Finish your answer by asking the person who asked that question whether or
not you answered the question sufficiently for them. This acknowledges and
thanks the questioner, it lets the rest of the audience feel comfortable asking
questions (because it shows you are genuinely interested in addressing
audience issues, not just in lecturing to them), and it gives you a chance to
more fully answer the question if your first effort was not quite on target. If
the questioner says you didn't answer it and you believe you did, either ask
them to clarity the question or suggest that the two of you go into more detail
at a break or after the presentation.

2.0 POWERPOINT PRESENTATION

2.1 What is PowerPoint?

It is comprehensive presentation software by Microsoft. There are similar product by

other companies e.g. Corel Presentation. It is a window driven software with all the
click and drag capabilities.

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2.2 Getting Started.

One starts Power Point by double clicking on the Programs Window of the Start
button or by double clicking on the Power Point icon in the desktop where available.

Like in other Microsoft office programmes, the toolbars contain graphically

illustrated buttons that you click to perform specific tasks in a program. PowerPoint
has four main toolbars, (standard, formatting, drawing and common tasks toolbars)
which can help you create your presentations quickly and easily.

The Standard Toolbar is located at the top of the PowerPoint window, below the
menu bar. It has buttons for common tasks such as saving, printing, checking
spelling, and inserting charts and tables.

The Formatting Toolbar is located just below the standard toolbar. Most of its buttons
are for formatting text. Use these buttons to change the font type or size, make text
bold or italic, indent text, and insert bullets.

2.3 About delivering presentations

Microsoft PowerPoint gives you many ways to deliver your presentation, including
on-screen, online, overhead transparencies, paper printouts, and 35mm slides.

2.3.1 On-screen presentations

You can use all of the PowerPoint special effects and features to make an on-screen
(electronic) presentation exciting and complete. You can use slide transitions,
timings, movies, sounds, animation, hyperlinks (hyperlink: Collared and underlined
text or a graphic that you click to go to a file, a location in a file, a Web page on the
World Wide Web, or a Web page on an intranet. Hyperlinks can also go to
newsgroups and to Gopher, Telnet, and FTP sites.), and smart tags. After you decide

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that you are going to use a computer to give your presentation, you have several
options on how to deliver it.

2.3.1.1 Presentation with a live speaker

Presenting in a large room by using a monitor or projector is the most common way
of delivering presentations. The speaker has complete control of the show and can
run the show automatically or manually and even record narration as the show
progresses.

2.3.1.2 Self-running presentation

You might want to set up a presentation to run unattended in a booth or kiosk at a

trade show or convention. You can make most controls unavailable so that users
can't make changes to the presentation. A self-running presentation can restart when
it's finished and also when it's been idle on a manually advanced slide for longer
than five minutes.

2.3.2 Online presentations

2.3.2.1 Collaborative meetings

Using the Microsoft NetMeeting program with PowerPoint allows you to share a
presentation and exchange information with people at different sites in real time
(real time: The actual time in which events occur. When documents are shared in
real time, any changes made to them are instantly visible to everyone sharing the
document.) as if everyone was in the same room.

In a NetMeeting conference, you can share programs and documents, send text
messages in Chat (Chat: A Microsoft NetMeeting feature that opens a separate
window in which online meeting participants can type and send text messages to
each other.), transfer files, and work on the Whiteboard (Whiteboard: Microsoft
NetMeeting feature that opens a separate window in which online meeting
participants can type text; draw shapes; copy, paste, and delete objects; and highlight
or point to text and graphics.). By collaborating, participants can take control of the
presentation to review and edit its contents. During the meeting, only one person
can control the presentation at a time, but multiple users can work in Chat or on the
Whiteboard simultaneously if collaboration is turned on.

2.3.2.2 Presentation broadcasting

You can broadcast a presentation, including video and audio, over the Web. You can
use broadcasting for a company meeting, presenting to remote groups, or holding a
team meeting whose participants are at several locations. By using Microsoft
Outlook or any other e-mail program, you schedule the broadcast just like any other
meeting. The presentation is saved in format, so all that your audience needs in
order to see the presentation is Microsoft Internet Explorer 5.0 or later. The broadcast

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can be recorded and saved on a Web server where it's available for playback at any
time.

2.3.2.3 Presentations on the Web or intranet

You can design your presentation specifically for the World Wide Web or intranet,
by publishing it as a web page. To publish a presentation means to place a copy of
the presentation in HTML format on the Web. You can publish copies of the same
presentation to different locations. You can publish a complete presentation, a
custom show (custom show: A presentation within a presentation in which you
group slides in an existing presentation so that you can show that section of the
presentation to a particular audience.), a single slide, or a range of slides. Because
navigation is a critical element in a presentation, PowerPoint presentations in HTML
format include a link bar that you can use to move through the slides by using the
outline pane. Speaker notes are also visible to all viewers in a presentation published
to the Web, so you can use that feature like a caption.

2.3.3 Overhead transparencies

You can create a presentation that uses overhead transparencies by printing your
slides as black-and-white or colour transparencies. You can design these slides in
either landscape or portrait orientation.

2.3.4 Paper printouts

You can design your presentation so that it looks great both on the screen in colour
and when printed in grayscale or pure black and white on a laser printer.

2.3.5 35mm slides

A service bureau can transform your electronic slides into 35mm slides. Contact your
local service bureau for instructions.

2.3.6 Notes, handouts, and outlines

To support your presentation, you can give your audience handouts— smaller
versions of your slides that are printed in a variety of layouts. You can also print
your speaker notes for the audience. And, as you're working on a presentation, you
can print your outline, including slide titles and main points.

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3.0 CREATING A NEW PRESENTATION.

3.1 Available Options

Creating a presentation in Microsoft PowerPoint involves starting with a basic

design; adding new slides and content; choosing layouts; modifying slide design, if
you want, by changing the colour scheme or applying different design templates;
and creating effects such as animated slide transitions. The information below
focuses on the options available to you when you start the process.

The New Presentation task pane in PowerPoint gives you a range of ways with
which to start creating a presentation. These include:
• Blank Start with slides that have minimal design and no colour applied to
them.
• Existing presentation Base your new presentation on one that you have
already written and designed. This command creates a copy of an existing
presentation so you can make the design or content changes you want for the
new presentation.
• Design template Base your presentation on a PowerPoint template that
already has a design concept, fonts, and colour scheme. In addition to the
templates that come with PowerPoint, you can use one you created yourself.
• Templates with suggested content Use the AutoContent Wizard to apply a
design template that includes suggestions for text on your slides. You then
type the text that you want.
• A template on a Web site Create a presentation using a template located on a
Web site.
• A template on Microsoft.com Choose from additional PowerPoint templates
in the Microsoft Office Template Gallery. These are arranged according to
type of presentation.

3.2 Content inserted from other sources

You can also insert slides from other presentations or text from other applications
such as Microsoft Word.

3.3 New Slide

In creating a new slide the program gives a chance of choosing the type of slide
layout from the AutoLayout window. The layout available includes:
(i) Title Slide
(ii) Bulleted List
(iii) 2 Column Text
(iv) Table
(v) Text & Chart
(vi) Chart & Text
(vii) Organization Chart

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 (viii) Chart
(ix) Chart & Clip Art
(x) Clip Art & Chart
(xi) Text Only
(xii) Blank

A choice of any of the above will open a slide ready for inserting text, chart, table or
art in designated areas within the slide. You can re-arrange and re-size the windows
within a particular slide.

You choose the window in the slide by clicking ONCE on it. Double Clicking will
edit the window!

4.0 WRITING AND EDITING A SLIDE.

4.1 Inserting and Editing Text

A text is written using the computer keyboard just like writing in a word processor.
The presentation texts are normally of large sizes and variety of colours.

You can insert text from other software by copying and pasting. The spelling editors
may be used to check the spelling accuracy.

Note: Use easy to read fonts with size 24 upwards.

4.2 Inserting and Editing Pictures and Arts

One can insert pictures by clicking on Insert in the command bar, and then choose
the type of insertion that need to be done. There are many clip arts in the program
that can be used in presentation. Clip Arts from other sources and scanned pictures
can also be used.

After highlighting the correct window in a slide, use the following Commands:
 Insert;
 Picture or Clip Art or Word Art or From File;
(Choose the source, and then insert using appropriate command like
insert/ok/ etc)

You may add clip arts by double clicking in the correct window within the
slide.

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4.3 Organization Charts

Organization Charts can be added to a slide by double clicking on the appropriate

window in the slide of by using the Insert command. Boxes in a chart can be added
or removed depending on the needs.

4.4 Objects and Tables

You can insert other objects and tables via the Insert in the command bar. Objects
like formulas, Drawings (AutoCAD etc), charts, clip arts, notebook, image, movie,
pictures etc.

4.5 Movie and Sound

Movies and sounds can be inserted in similar ways like objects. The movie/sounds
must first exist in the computer or a disc. One can copy sounds from CDs or record
new sound

5.0 SLIDES MANIPULATION

5.1 Using Designer Templates

Templates for creating background of a slide do exist in PowerPoint. They are used
to make a slide more presentable.

A choice of proper templates is essential in a slide presentation. Care must be taken

in choosing a template that reflects the subject that is presented.

The mode of delivery may render some templates inappropriate. The presentation
using overhead projector may limit the use of templates contain too many colours.
Tip: Use a light background for overheads and a dark background for on-screen
presentation or 35mm slides.

Command: Format; Apply Design Template; (then you choose from the opened
window the template you want. The appearance of the template will be shown in the
window)

5.2 Colour Schemes and Colour Contrast

Colour Schemes designs from which one can choose do exist but one is also free to
design the look of their slides. Colour schemes are important because the contrast
between the slide background and the colour of the text determines the easiness of
reading any slide.

Command: Format; Slide Colour Scheme; Standard/Custom

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(Then you choose the colour scheme you want and whether it applies to the edited
slide or all the slides.)

5.3 Viewing the Slides

Microsoft PowerPoint has three main views: normal view, slide sorter view, and
slide show view. You can select a view, based on these main views, to be your
default view in PowerPoint.

5.3.1 Normal view

Normal view is the main editing view, which you use to write and design your
presentation. The view has three working areas: on the left, tabs that alternate
between an outline of your slide text (Outline tab) and your slides displayed as
thumbnails (Slides tab); on the right, the slide pane, which displays a large view of
the current slide; and on the bottom, the notes pane (notes pane: The pane in normal
view in which you type notes that you want to accompany a slide. You print these
notes as notes pages or have them display when you save a presentation as a Web
page.).

Outline tab
Showing your slide text in outline form, this area is a great place to start writing
your content— to capture your ideas, plan how you want to present them, and move
slides and text around.
Slides tab
Switch to this tab to see the slides in your presentation as thumbnail-sized images
while you edit. The thumbnails make it easy for you to navigate through your
presentation and to see the effects of your design changes. You can also rearrange,
add, or delete slides.
Slide pane
With the current slide shown in this large view, you can add text, insert
pictures (picture: A file (such as a metafile) that you can ungroup and manipulate as
two or more objects, or a file that stays as a single object (such as bitmaps).), tables,
charts, drawing objects, text boxes, movies, sounds, hyperlinks, and animations.
Notes pane

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Add notes that relate to each slide's content, and use them in printed form to refer to
as you give your presentation, or create notes that you want your audience to see
either in printed form or on a Web page.

The Outline and Slides tabs change to display an icon when the pane becomes
narrow, and if you only want to see the current slide in the window as you edit, you
can close the tabs with a Close box in the right corner.

Drag the splitter bar to narrow the pane; the tab names turn into icons.
You can adjust the size of the different panes in normal view by dragging the pane
borders.

5.3.2 Slide sorter view

Slide sorter view is an exclusive view of your slides in thumbnail form.

When you are finished creating and editing your presentation, slide sorter gives you
an overall picture of it— making it easy to reorder, add, or delete slides and preview
your transition and animation effects.

5.3.3 Slide show view

Slide show view takes up the full computer screen, like an actual slide show
presentation. In this full-screen view, you see your presentation the way your
audience will. You can see how your graphics, timings, movies, animated (animate:
To add a special visual or sound effect to text or an object. For example, you can have your
text bullet points fly in from the left, one word at a time, or hear the sound of applause when
a picture is uncovered.) elements and transition effects will look in the actual show.

5.4 Animating text and objects

You can animate text, graphics, sounds, movies, charts, and other objects on your
slides so that you can focus on important points, control the flow of information, and
add interest to your presentation. You can set up the way you want text or an object
to appear on your slide (e.g. to fly in from the left, the text to appear by the letter,

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word, or paragraph). You can also choose whether you want other text or objects to
dim or change colour when you add a new element.

You can change the order and timing of your animations, and you can set them to
occur automatically without having to click the mouse. You can preview the
animation of your text and objects to see how they all work together and adjust
animations if necessary.

6.0 SLIDE SHOW

6.1 Viewing a Show

The function allows a presenter to view and present a slide show as it appears in a
full screen. It incorporates all timings, narrations and animation of the slides,
showing each slide at a time.

Command: Slide Show; View Show OR F5

6.2 Rehearse Timings

Provides the presenter with the means of rehearsing the presentation and find out
how long it is likely to take. Very convenient as it allows the presenter to pace
him/herself and prepare the amount of material that can fit into a given presentation
time. One can set how long each slide is displayed in the screen (very useful in on-
screen presentation).

Command: Slide Show; Rehearse Timings

6.3 Record Narration

Allows you to record narration for each slide to be played together with the slides
during a show/presentation. The timing of the narration is crucial in design of a
successful presentation. Normally used in on-line kiosk presentation.

6.4 Go to a specific slide while presenting

Use the following commands to navigate to another slide you're giving a slide show
or reviewing a presentation in slide show view.
Go to the previous slide:
 Press BACKSPACE.
 Right-click, and on the shortcut menu, click Previous.
Go to a specific slide:
 Type the slide number, and then press ENTER.
 Right-click, point to Go to Slide on the shortcut menu, and then click the
slide you want.
See previously viewed slide:

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  Right-click, and on the shortcut menu, click Last Viewed.

7.0 PRINTING A PRESENTATION

You can design your presentation so that it looks great both on the screen in colour
and when printed in grey-scale or pure black and white on a laser printer.

You should preview and change what your presentation will look like when printed
in black and white. To adjust the colours so that they print best in black and white,
click Grey-scale Preview on the Standard toolbar. In normal view, right-click any
object on the slide, point to Black and White on the shortcut menu, and then click
the option you want. The changes you make while working in black-and-white view
don't affect the colours in your on-screen presentation.

7.1 Print Multiple Slides on One Handout Page

In PowerPoint, you can set handout options for printing in either of the following
ways:
 Through the Print dialog box (File menu, Print command)
 In print preview (Print Preview button on the Standard toolbar)
 Some advantages of print preview are that you see how the layout you
choose looks, and you can add or change header and footer text in this
view.

Example layouts

Choose from six different layout options for handouts according to the number of
slides you want per page; choose 1, 2, 3, 4, 6, or 9.

One-slide-per-page layout with a horizontal orientation and headers and footers,

which are optional. Note that headers and footers on handouts are separate from
those you add to the slide itself.

Three-slides-per-page layout. This option has a vertical orientation and comes with
blank lines for audience notes. In the example, the headers and footers are centred.
You can position, size, and format headers and footers on the handout master.

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 A handout with six slides per page, oriented horizontally. For four or more slides
per page, choose between a horizontal (read across) and vertical (read down) order.
Print handouts from print preview

Open the presentation that you want to print.

On the Standard toolbar, click Print Preview.
In the Print What box on the toolbar, click one of the handout options.
To choose the page orientation, click the Portrait or Landscape button.
To select colour or black and white, click the arrow on the Options button, point to
Colour /Grayscale, and then select one of the three colour options.

Colour or Colour (On Black and White Printer) If you print to a colour printer, this
option prints the handouts in colour. If you print to a black and white printer, this
option prints with all colours shown in grayscale.

Grayscale Prints the handout in grayscale with some colours, such as background
fill, shown in white to heighten legibility. (Sometimes, this looks the same as Pure
Black and White.)

Pure Black and White Prints the handout with no gray fills.
To add or change header and footer text, click the arrow on the Options button, and
then click Header and Footer.

When printing handouts with four or more slides per page, click the arrow on the
Options button, point to Printing Order, and select either Horizontal or Vertical.
Click Print, select any additional options in the Print dialog box, and click OK.

More options in the Print dialog box In the Print dialog box, you can make other
printing selections as well as review or alter what you've selected in print preview.
Some options included here but not in print preview are:
 Print range If you only want to print the current handout page, you can
select Current slide. (Note, though, that this prints your page as page 1,
regardless of its order in the full handout. To avoid this, turn off page
numbering in the Header and Footer dialog box before you print the
handout page.)
 Number of copies Make multiple copies if you want.
 Change the look or position of headers and footers

If you want headers and footers on a handout to be sized or positioned differently,

or you want to change the font, make the change on the handout master. Header and
footer changes you make to the handout master carry over to a printed outline.

In print preview, in the Print What box, select the type of handout you want, and
then click the Close button.

In normal view, on the View menu, point to Master, and then click Handout Master.

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Do any of the following:
 To move a header or footer placeholder, point to it, and when the pointer
becomes a four-headed arrow, drag the placeholder to a new position.
 To resize a header or footer placeholder, select it, point to a sizing handle,
and when the pointer becomes a two-headed arrow, drag the handle.
 To change a header or footer font, select the placeholder, and then on the
Format menu, click Format, and select options in the Font dialog box.
 To add or change a fill colour or border for a placeholder, select the
placeholder, and then on the Format menu, click Format, click the Colours
and Lines tab, and select options under Fill and Line.
 To see how the changes look on the handout with your header and footer
text, click the Print Preview button on the Standard toolbar. If you just want
to close the handout master, on the Handout Master View toolbar, click
Close Master View.
Note If you delete a placeholder on the handout master, you can reapply the
placeholder in handout master view. On the Format menu, click Handout Master
Layout, select the check box for the placeholder you want, and click OK.

Alternative layouts

If you want a layout type that PowerPoint doesn't include, create more handouts in
Word.

On the File menu, point to Send To, click Microsoft Word, and then select a layout
option.

For example, if you want to print three slides per page but do not want lines for
audience notes, send the handout to Word and choose the Blank lines next to slides
option, then delete the lines in Word. Or, for another notes option in Word, select
Blank lines below slides, which includes blank lines for audience notes with only one
slide per page, in a vertical format.

If you want the option of printing single handout pages while keeping the correct
page numbering, send the presentation to Word using one of the available formats;
use the headers and footers in Word to number the pages; and if you need to print a
single page, select the page you want to print.

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