PowerPoint 2010: Advanced Presentation Options – Lesson 24

There are many things to keep in mind when giving a presentation. How long will your presentation last? What will you say? If you’re not in the same location as your audience, how will they view it? Fortunately, PowerPoint 2010 offers a number of tools to help you ensure that your presentation goes smoothly.

In this lesson, you will learn how to Rehearse and Record slide shows in advance. You will also learn about alternative presentation options, such ascreating a video of your presentation or broadcasting your presentation to remote audiences. Finally, you will learn how to create handouts of your presentation or customize it with hidden or rearranged slides.

Rehearse and Record Slide Shows

PowerPoint 2010 offers you two useful options for rehearsing and preparing the timing and delivery of your presentation in advance:Rehearse Timings and Record Slide Show.

 Rehearsing Slide Show Timings

Rehearsing timings can be useful if you want to set up a presentation to play at a certain speed without having to click through the slides to present it. Think of it as a tool to help you practice presenting your slide show. Using this feature, you can save timings for each slide and animation. PowerPoint will then play back the presentation with the same timings when you present it.

To Rehearse Timings:

    1. Select the Slide Show tab and locate the Set Up group.
    2. Click the Rehearse Timings command. You will be taken to a full screen view of your presentation.
The Rehearse Timings command
The Rehearse Timings command
    1. Practice presenting your slide show. When you are ready to move to the next slide, click the Next button on theRecording Toolbar in the top left corner. If you prefer, you can also use the right arrow key.
Navigating to the next slide using the Recording toolbar
Navigating to the next slide using the Recording toolbar
    1. When you have reached the end of the show, press the Esc key to end your slide show. A dialog box will appear with the total time of your presentation.
Verifying the new slide timings
Verifying the new slide timings
  1. If you are satisfied with your timings, click Yes.

If you need more than one try to get the timings just right, the Recording Toolbar has options to let you take a break or start over on a slide. To pause the timer, click the pause button on the toolbar. No actions taken while the timer is paused will be included in the timings. To re-record the timings on the current slide, simply click therepeat button.

The Recording toolbar
The Recording toolbar

 

Recording Your Slide Show

The Record Slide Show feature is similar to the Rehearse Timings feature, but more comprehensive. If you have a microphone for your computer, you can even record voice-over narration for the entire presentation. This is useful if you plan on using your slide show for a self-running presentation or a video. Your mouse won’t show up on screen in recorded slide shows, so if you would like to point out details on screen, you can use PowerPoint’slaser pointer option.

To Record a Slide Show:

    1. Click the Slide Show tab and locate the Set Up group.
    2. Click the Record Slide Show drop-down arrow.
The Record Slide Show command
The Record Slide Show command
    1. Select either Start Recording from Beginning or Start Recording from Current Slide. The Record Slide Show dialog box will appear.
    2. Select the desired options. Remember, you can only record narration if you have a microphone attached to your computer.
The Record Slide Show dialog box
The Record Slide Show dialog box
    1. Click Start Recording. Your presentation will open full screen.
    2. Perform your slide show. Make sure to speak clearly into the microphone if you are recording narration. When you are ready to move to the next slide, click the Next button on the Recording Toolbar in the top left corner or use the right arrow key.
Navigating to the next slide using the Recording toolbar
Navigating to the next slide using the Recording toolbar
    1. When you reach the end of the show, press the Esc key to exit.
    2. Your slide show timings and narration are now included in your presentation. The slides with narration will be marked with a speaker icon in the bottom right corner.
Slides with narration
Slides with narration

To point out details during your recording, press and hold the Ctrl key on your keyboard. Your cursor will show up as a laser pointer. Simply move your mouse to indicate the desired details. Release the Ctrl key when you are finished pointing out things on screen.

Using the laser pointer
Using the laser pointer

 

To Remove Narration or Timings from a Recorded Slide Show:

    1. Click the Slide Show tab and locate the Set Up group.
    2. Click the Record Slide Show drop-down arrow.
    3. Hover your mouse over Clear.
Clearing timing on all slides
Clearing timing on all slides
  1. Select the desired option.

Sharing Presentation Options

PowerPoint 2010 offers several options to enhance or even totally change the way you deliver presentations. Instead of presenting your slide show normally, you can choose to present it as a video, or evenbroadcast it live on the Web so that others can view it remotely. No matter how you choose to give your presentation, you can enhance it by customizing your slide show to remove or reorder slides, orprinting handouts to help your audience take notes. All of these options can help you give a polished and professional presentation.

Presenting Your Slide Show as a Video

The Create a Video feature allows you to save your presentation as a video. This can be useful, as it lets your viewers watch the presentation whenever they like. To make sure your viewers have enough time to view each slide, you might want to rehearse the timings or record your slide show before using this feature.

To Create a Video:

    1. Click the File tab. This takes you to the Backstage view.
    2. Select Save and Send.
    3. Select Create a Video under File Types. The Create a Video menu will appear on the right.
Creating a video from the Save and Send tab
Creating a video in the Save and Send tab
    1. Click the drop-down arrow next to Computer and HD Displays to select the size and quality of your video.
Selecting video size and quality
Selecting video size and quality
    1. Select the drop-down arrow next to Recorded Timings and Narrations.
      • Choose Don’t Use Recorded Timings and Narrations if you don’t have or don’t wish to use recorded timings. You can adjust the default Seconds to spend on each slide: in the box below the drop-down menu.
      • Choose Use Recorded Timings and Narrations if you have already recorded timings and narrations and would like to use them in your video.
      Selecting recorded timings and narration
      Selecting recorded timings and narration
    2. Click the Create Video command. The Save As dialog box will appear.
    3. Select the location where you wish to save the presentation, then enter a name for the presentation.
Saving the video
Saving the video
    1. Click Save. A status bar will appear in the bottom right corner of the PowerPoint window as PowerPoint creates your video. When the bar is completely green, your video is ready to view, send, or upload.
The status bar making the time until the video is complete
The status bar making the time until the video is complete

In addition to emailing your video, you can also upload your video to free video sharing sites likeYouTube.com. YouTube offers guides to creating an account and uploading videos. Once your video is uploaded, you can simply give the link to anyone you want to see it.

The finished video uploaded to YouTube
The finished video uploaded to YouTube

Broadcasting Your Slide Show to Remote Audiences

Broadcasting a presentation remotely is surprisingly easy. All you and your viewers need is an internet connection– they don’t even need PowerPoint. Once your viewers are connected, you can start the presentation as you normally would.

Please note that you cannot edit your presentation or mark it with a highlighter or pen while you are broadcasting a slide show. You also cannot use PowerPoint to speak to your audience. Plan to communicate with your viewers through teleconferencing, or pre-record your narration.

To Broadcast a Slide Show:

    1. Select the Slide Show tab and locate the Start Slide Show group.
    2. Click the Broadcast Slide Show command. The Broadcast Slide Show dialog box will open.
The Broadcast Slide Show command
The Broadcast Slide Show command
    1. Click Start Broadcast. A status bar will appear as PowerPoint prepares your broadcast.
The Broadcast Slide Show dialog box
The Broadcast Slide Show dialog box
    1. A link will appear. Select the link, and click Copy Link to make a copy of the link, or Send in Email to send an email with the link to your viewers.
Starting the broadcast
Copying the link for the broadcast
    1. Click Start Slide Show.
    2. Present your slide show.
    3. When you are finished, click End Broadcast in the yellow bar at the top of the screen.
Ending the broadcast
Ending the broadcast

Customizing Your Slide Show

Sometimes you might want to hide a slide while still keeping it in your presentation. For instance, if you are presenting a slide show to more than one group of people, hiding or even rearranging certain slides could help you tailor your slide show to each group you present it to. You could also choose to create a shortened version of your slide show to present when you’re short on time. The Custom Slide Show feature allows you to create and name different versions of your slide show with hidden or rearranged slides.

To Create a Custom Show:

    1. Select the Slide Show tab and locate the Start Slide Show group.
    2. Click the Custom Slide Show command.
The Custom Slide Show command
The Custom Slide Show command
    1. Select Custom Shows…. The Custom Shows dialog box will appear.
    2. Click New. The Define Custom Show dialog box will appear.
Creating a new custom show
Creating a new custom show
    1. Locate the Slide show name box and type in a name for your custom show.
    2. Select the slides in the Slides in presentation: box that you would like to include in your custom show, then click Add>> to add them to the Slides in custom show: box. If necessary, use the up and down arrows to reorder the added slides.
Adding slides to the custom show
Adding slides to the custom show
    1. Click OK.
    2. Select Close to exit or Show to view your custom show.
Closing the Custom Show dialog box
Closing the Custom Show dialog box

You can also hide slides by selecting the Hide Slide command, which can be found on the Slide Show tab. To unhide a slide, simply click the Hide Slide command again.

The Hide Slide command
The Hide Slide command


Creating Handouts of a Presentation

Printing handouts with images of your slides can be helpful to your audience, as it gives them a hard copy of the information you’re presenting. Plus, they can take notes on the handouts as you present your slide show.

To Create Handouts of a Presentation:

    1. Click the File tab. This takes you to the Backstage view.
    2. Click Print.
The Print tab in the Backstage view
The Print tab in the Backstage view
    1. Click the drop-down arrow in the box that says Full Page Slides, and locate the Handouts group.
    2. Select a page layout for your handouts. Up to nine slides can be displayed per page. Note that the 3 slideslayout offers lined space for your viewers to take notes.
Selecting a layout for the handouts
Selecting a handouts layout
    1. Click the Print command.
Printing the handouts
Printing the handouts

If you would like to add a header or footer to your handouts, click the View tab on the Ribbon, then selectHandout Master. Just type your header or footer information into the boxes provided. To return to the normal view, click Exit Master View.

The Handout Master View command
The Handout Master View command

Challenge!

  1. Open an existing PowerPoint presentation. If you want, you can use this example.
  2. Use the Rehearse Timings feature to record slide and animation timings for the presentation. Or, if you have a microphone attached to your computer, use theRecord Slide Show feature.
  3. Create a custom slide show from your presentation.
  4. Create a video of your presentation.

via PowerPoint 2010: Advanced Presentation Options – Lesson 24.

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