In this chapter, you will learn how to | |
|---|---|
✓ | Adapt presentations for different audiences. |
✓ | Rehearse presentations. |
✓ | Prepare presentations for travel. |
✓ | Save presentations as videos. |
The goal of all the effort involved in creating a presentation is to be able to effectively deliver it to a specific audience. With Microsoft PowerPoint 2010, you can deliver presentations in several different ways, and you need to prepare the presentation accordingly to ensure its success.
If your presentation will be delivered in person, you might want to hide individual slides that are not appropriate to show to all audiences. If you know that you’ll be giving variations of the same presentation to different audiences, you can prepare a master set of slides and then save subsets as separate presentations that you’ll show to each type of audience. You can tailor the speed at which slides appear, to appropriately fit your presentation to the allotted time. Finally, if you are delivering the presentation at a remote location, you’ll want to use the Package For CD feature to ensure that you take all the necessary files with you.
If you cannot travel to deliver your presentation in person to an audience in a remote location or if your audience is in scattered locations, you might want to save your presentation as a video so that you can distribute it over your network or via the Web. This new PowerPoint 2010 capability makes it easy to reach a wide audience with little extra effort.
In this chapter, you’ll adapt a presentation for two audiences, first by creating a custom slide show, and then by hiding a slide. You’ll rehearse a presentation so that you can have PowerPoint set slide timings. You’ll also save a presentation package on a CD. Finally, you’ll save a presentation as a video.
Practice Files
Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter14 practice file folder. A complete list of practice files is provided in Using the Practice Files at the beginning of this book.
If you plan to deliver variations of the same presentation to different audiences, you should prepare one presentation containing all the slides you are likely to need for all the audiences. Then you can select slides from the presentation that are appropriate for a particular audience and group them as a custom slide show. When you need to deliver the presentation for that audience, you open the main presentation and show the subset of slides by choosing the custom slide show from a list.
For example, suppose you need to pitch an idea for a new product or service to both a team of project managers and a company’s executive team. Many of the slides would be the same for both groups, but the presentation to the executive team would include more in-depth competitive and financial analysis. You would develop the executive team’s presentation first and then create a custom slide show for the project managers by using a subset of the slides in the executive presentation.
During a presentation, you might sometimes want to be able to make an on-the-spot decision about whether to display a particular slide. You can give yourself this flexibility by hiding the slide so that you can skip over it if its information doesn’t seem useful to a particular audience. If you decide to include the slide’s information in the presentation, you can display it by pressing the letter H or by using the Go To Slide command.
In this exercise, you’ll select slides from an existing presentation to create a custom slide show for a different audience. You’ll also hide a slide and then see how to display it when necessary.
Set Up
You need the SeviceShows_start presentation located in your Chapter14 practice file folder to complete this exercise. Open the ServiceShows_start presentation, and save it as ServiceShows. Then follow the steps.
On the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show button, and then click Custom Shows.
The Custom Shows dialog box opens.
Click New.
The Define Custom Show dialog box opens.
In the Slide show name box, type Managers.
In the Slides in presentation list, click slide 1, and then click Add.
Slide 1 appears as Slide 1 in the Slides In Custom Show box on the right.
In the Slides in presentation list, click slide 2, hold down the Shift key, and click slide 6. Then click Add.
The slides appear in sequential order in the Slides In Custom Show box on the right.
Add slides 9, 10, and 14 through 16, and then click OK.
Of the 16 slides in the presentation, you have chosen 11 to show to managers.
In the Custom Shows dialog box, click Show to start the custom slide show.
Click the mouse button to advance through all the slides, including the blank one at the end of the show.
In Normal view, on the Slide Show tab, in the Start Slide Show group, click the Custom Slide Show button.
The Managers custom show has been added to the list. Clicking this option will run the custom slide show.
In the list, click Custom Shows.
In the Custom Shows dialog box, verify that Managers is selected, and then click Edit.
The Define Custom Show dialog box opens.
In the Slides in custom show list, click slide 3, and then click Remove.
PowerPoint removes the slide from the custom slide show, but not from the main presentation.
Click OK to close the Define Custom Show dialog box, and then click Close to close the Custom Shows dialog box.
On the Slides tab of the Overview pane, click slide 3, and then in the Set Up group, click the Hide Slide button.
On the Slides tab, PowerPoint puts a box with a diagonal line around the number 3, and dims the slide contents to indicate that it is hidden.
Display slide 2, and switch to Reading view. Then click the Next button.
Because slide 3 is hidden, PowerPoint skips from slide 2 to slide 4.
Click the Previous button to move back to slide 2.
Right-click anywhere on the screen, point to Go to Slide, and then click (3) Process.
The number is in parentheses because the slide is hidden. When you click it, the hidden slide appears in Reading view.
Press Esc to return to Normal view.
As you already know, when delivering a presentation, you can move from slide to slide manually by clicking the mouse button, pressing keys, or clicking commands, or you can have PowerPoint display each slide for a predefined length of time and then display the next slide. In automatically advancing presentations, the length of time a slide appears on the screen is controlled by its slide timing.
To apply a timing to one slide, to a group of slides, or to an entire presentation, you first select the slides, and then under Advance Slide in the Timing group on the Transitions tab, you select the After check box and enter the number of minutes and/or seconds you want each slide to remain on the screen. By default, each slide timing is divided equally among the animated items on that particular slide. So if a slide has a title and four bullet points that are all animated and you assign a timing of 1 minute to the slide, the five elements will appear at 12-second intervals.
Tip
If you are delivering the presentation in Slide Show view and want to prevent PowerPoint from advancing to the next slide according to a slide timing, press the letter S on your keyboard, or right-click the current slide and click Pause. To continue the presentation, press the letter S again, or right-click the slide and click Resume.
If you don’t know how much time to allocate for the slide timings of a presentation, you can rehearse the presentation while PowerPoint automatically tracks and sets the timings for you, reflecting the amount of time you spend on each slide during the rehearsal. During the presentation, PowerPoint displays each slide for the length of time you indicated during the rehearsal. In this way, you can synchronize an automatic slide show with a live narration or demonstration.
In this exercise, you’ll set the timing for one slide and then apply it to an entire presentation. Then you’ll rehearse the presentation and have PowerPoint set slide timings according to the amount of time you display each slide during the rehearsal.
Set Up
You need the JournalingTimings_start presentation located in your Chapter14 practice file folder to complete this exercise. Open the JournalingTimings_start presentation, and save it as JournalingTimings. Then follow the steps.
On the Transitions tab, in the Timing group, in the Advance Slide area, select the After check box, and then at the right end of the adjacent box, click the up arrow three times to change the setting to 00:03.00.
Because both check boxes in the Advance Slide area are selected, the slide will advance either after 3 seconds or when you click the mouse button.
On the View Shortcuts toolbar, click the Reading View button.
Slide 1 is displayed for 3 seconds, and then PowerPoint moves to slide 2.
Press Esc to return to Normal view, and then on the View Shortcuts toolbar, click the Slide Sorter button.
Below the lower-left corner of slide 1 is the slide timing you just applied.
Troubleshooting
The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see Modifying the Display of the Ribbon at the beginning of this book.
With slide 1 selected, in the Timing group, click the Apply To All button.
The slide timing you applied to slide 1 is now applied to all the slides.
Tip
When you click Apply To All, all the transition effects of the current slide are copied to the other slides. If you have applied different transitions to different slides, those individually specified transitions are overwritten. So it’s a good idea to apply all the effects that you want the slides to have in common first. Then you can select individual slides and customize their effects. For information about transitions, see Adding Transitions in Chapter 5.
Switch to Reading view, watch as the slides advance, and then when the black screen is displayed, click the mouse button to return to Slide Sorter view.
Select slide 1. In the Advance Slide area of the Timing group, clear the After check box, and then click Apply To All.
The slide timings disappear from below the slides.
With slide 1 selected, on the Slide Show tab, in the Set Up group, click the Rehearse Timings button.
PowerPoint switches to Slide Show view, starts the presentation, and displays the Rehearsal toolbar in the upper-left corner of the screen.
Wait several seconds, and then on the Rehearsal toolbar, click the Next button.
The counter starts over at 0:00:00.
Work your way slowly through the presentation, clicking Next to move to the next slide.
Let’s repeat the rehearsal for the current slide.
On the Rehearsal toolbar, click the Repeat button to reset the slide time for that slide to 0:00:00.
A message appears, advising that the recording has been paused.
In the message box, click Resume Recording.
Tip
If you want to start the entire rehearsal over again, click the Close button on the Rehearsal toolbar, and when a message asks whether you want to keep the existing timings, click No.
When you reach the end of the presentation, a message box displays the elapsed time for the presentation and asks whether you want to apply the recorded slide timings.
The screen switches back to Slide Sorter view.
Click the Transitions tab.
The timing for the active slide, slide 1, appears in the After box in the Advance Slide area of the Timing group.
If the After setting for slide 1 is not a whole second, click the Up button to the right of the box to adjust the time up to the next whole second.
You can manually adjust the timing of any slide by selecting it and changing the setting in this box.
Switch to Reading view.
The slides advance according to the recorded timings.
Press Esc at any time to stop the presentation.
When you develop a presentation on the computer from which you’ll be delivering it, you’ll have all the fonts, linked objects, and other components of the presentation available when the lights go down and you launch your first slide. However, if you’ll deliver your presentation from a different computer, you need to ensure that the fonts, linked objects, and any other necessary items will all be available when you need them.
With PowerPoint 2010, you can use the updated Package For CD feature to help you gather all the presentation components and save them to a CD or other type of removable media so that they can be transported to a different computer. Linked and embedded items, such as fonts, sounds, videos, and any other files used by the presentation are included in the presentation package by default. You also have the option of assigning a password to open or modify the presentation, and of using the Document Inspector to remove any personal or confidential information from the packaged file.
Tip
PowerPoint 2010 does not support the direct burning of content to a DVD. If you prefer to burn to a DVD rather than a CD, first use the Package For CD feature to create a presentation package in a folder on your computer, and then use DVD-burning software to copy the package to the DVD.
You can add more than one presentation to the same presentation package, and you can include files not specifically related to the presentation. If you add more than one presentation, you can specify the order in which the presentations should run. PowerPoint assembles all the files, adds an autorun file, and creates a folder of supporting files.
To run a packaged presentation from CD on a computer that does not have PowerPoint 2010 installed, you need the Microsoft PowerPoint Viewer. With previous versions of PowerPoint, the PowerPoint Viewer was automatically included with the packaged presentation. However, the Viewer cannot run presentations saved in the new PowerPoint 2010 format from a CD; it must be installed on the computer. So before you can use PowerPoint Viewer, you need to download and install it from the Microsoft Download Center Web site.
Tip
When you insert the presentation CD into your CD/DVD drive, the AutoPlay dialog box opens so that you can indicate whether you want to display an HTML introductory screen (called a splash screen) for the presentation. This screen provides a link for downloading the Viewer. After the Viewer is installed, clicking the name of the presentation on the HTML splash screen theoretically runs the presentation. However, at the time of writing, the Viewer downloaded by following this process does not work with presentations in PowerPoint 2010 format. This issue might have been resolved by the time you read this book.
In this exercise, you’ll use Package For CD to create a presentation package on a CD.
Set Up
You need the OrganizationCD_start presentation and the Procedures document located in your Chapter14 practice file folder to complete this exercise. Be sure to have a blank CD available. If your computer does not have a CD/DVD burner, you can follow along with the exercise by creating a presentation package in a folder. Open the OrganizationCD_start presentation, and save it as OrganizationCD. Then follow the steps.
Display the Save & Send page of the Backstage view, click Package Presentation for CD, and then click Package for CD.
The Package For CD dialog box opens.
In the Name the CD box, type Organization.
Click Options.
The Options dialog box opens.
By default, the presentation’s linked files, and embedded TrueType fonts will be included in the presentation package.
Tip
Be sure to leave the Embedded TrueType Fonts check box selected if the presentation includes fonts that don’t come with the version of Windows running on the presentation computer or with the Microsoft Office 2010 programs. Then the presentation will look the same on a computer on which the fonts aren’t installed as it does on your computer. You can embed fonts when you package a presentation, or you can do it when you first save the presentation. (Only TrueType and OpenType fonts can be embedded.) In the Save As dialog box, click Tools, click Save Options, and on the Save page, select the Embed Fonts In The File check box. Then click Embed Only The Characters Used In The Presentation to embed only the characters in the font set that are actually used, or click Embed All Characters to embed the entire font set.
Select the Inspect presentations for inappropriate or private information check box, and then click OK.
Insert a blank CD in your CD/DVD burner, and if the AutoPlay dialog box opens, close it.
In the Package for CD dialog box, click Copy to CD.
When PowerPoint asks you to verify that you want to include linked content, click Yes.
The Document Inspector opens so that you can inspect the presentation file for personal or confidential information.
See Also
For information about the Document Inspector, see Finalizing Presentations in Chapter 6.
Click Inspect. When the inspection results are displayed, click Remove All to the right of Document Properties and Personal information. Then click Close.
PowerPoint copies the files required for the OrganizationCD presentation to CD and then ejects the disk.
Click No to indicate that you don’t want to copy the same package to another CD.
Click Close to close the Package for CD dialog box.
If you have access to a different computer, you should now test whether you can run the presentation from the CD. If the other computer does not have PowerPoint 2010 installed on it, you might want to download and install the 2010 version of the PowerPoint Viewer, which is not available at the time of writing this book.
In Chapter 12, you saved a presentation as a PowerPoint show so that viewers with PowerPoint 2010 installed on their computers could click the file name and automatically open and run the presentation based on its slide timings. If you want to share a presentation with viewers who might not have PowerPoint 2010 installed on their computers, the simplest way to ensure that everyone can view the presentation is to turn it into a video.
In PowerPoint 2010, creating presentation videos couldn’t be easier. However, video files can be quite large, so before you create your video, you might want to ensure that your presentation is as compact as possible by compressing pictures and media to the smallest size that is suitable for the intended use.
When you are ready to turn the presentation into a video, you simply click Create A Video on the Save & Send page of the Backstage view, and specify the following:
The size that is most suitable for your intended output. You can choose Large or Small depending on the size of the device on which the presentation will be viewed, or Medium for presentations that will be viewed from the Internet or DVD.
Whether to use recorded timings and narrations. If the presentation has no slide timings or narration, you are given the opportunity to create them before saving the video.
After specifying these options, you click Create Video. The Save As dialog box opens with the Save As Type option already set to Windows Media Video. Then all you have to do is name the file and specify a location. Depending on the size of the presentation and the amount of media and linked files it contains, the creation process can take quite a while, so be patient!
In this exercise, you’ll save a presentation with slide timings as a video optimized for distribution via the Internet.
Set Up
You need the CottageVideo_start presentation located in your Chapter14 practice file folder to complete this exercise. Open the CottageVideo_start presentation, and save it as CottageVideo. Then follow the steps.
On slide 1, click the photo. Then on the Format contextual tab, in the Adjust group, click the Compress Pictures button.
The Compress Pictures dialog box opens.
Clear the Apply only to this picture check box to compress all the pictures in the presentation. Then with Use document resolution selected, click OK.
Display the Backstage view, click Save & Send, and then in the center pane, click Create a Video.
The right pane changes to display the options related to videos.
In the Create a Video pane, click Computer & HD Displays, and then in the list of size options, click Internet & DVD.
Click Use Recorded Timings and Narrations, and then click Preview Timings and Narrations.
PowerPoint switches to Slide Show view and advances the slides according to their slide timings.
Press Esc to return to the Backstage view after you have previewed a few slides.
The slide timings are satisfactory, so at the bottom of the right pane, click Create Video.
The Save As dialog box opens with the contents of your Chapter14 practice file folder displayed and Windows Media Video already specified as the file format.
In the Save As dialog box, name the file Cottage, and click Save.
A progress bar on the status bar indicates that the video is being created in the background.
When the Creating progress bar disappears, open Windows Explorer, navigate to your Chapter14 practice file folder, and double-click Cottage.
The video begins.
Click the Close button to end the video.
For a particular audience, you can create a custom slide show that uses a subset of the slides in a presentation. You can also hide slides and then display them only if appropriate.
You can assign timings to slides manually, or you can rehearse the presentation and record the slide timings from the rehearsal.
To run a presentation on a different computer, you can create a presentation package that includes all the required files. PowerPoint does not have to be installed on the other computer if you download the PowerPoint Viewer.
You can distribute a free-standing presentation by saving it as a video.