TheBASICTutoiial on Niciosoft PoweiPoint

ForPowerPoint2007and2010
onMicrosoftWindowsXP/Vista/7/8
byStevePuffenberger
AdventMedia,Inc.

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2

/HDUQ3RZHU3RLQWIRU)UHH


SECOND EDITION
Published by
Advent Media, Inc..
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Copyright 2011, Stephen Puffenberger, Columbus, OH
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Trademarks

PainFree Presentations is a trademark oI Stephen PuIIenberger, licensed to Advent Media, Inc. 'Communicate PainFree is a trademark oI
Advent Media, Inc.

MicrosoIt, PowerPoint, Excel MicrosoIt OIIice are the trademarks of Microsoft Corporation. While Advent Media, Inc. is a Microsoft
Registered Partner. This work was not commissioned or endorsed by Microsoft Corporation, even though it refers to a Microsoft product.

All other trade names referenced in the text are the property of their respective owners.

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
3

TABLE OF CONTENTS
Welcome!....................................................................................................................................................................................4
Whats New..............................................................................................................................................................................5
LESSON1:CREATINGAPRESENTATION....................................................................................................................6
ThePowerPointScreen....................................................................................................................................................6
BUILDINGAPRESENTATION........................................................................................................................................7
USINGTHEOUTLINER.....................................................................................................................................................7
ASSIGNMENT......................................................................................................................................................................11
Lesson2FORMATTING......................................................................................................................................................12
INTRODUCINGSHOWMODE.......................................................................................................................................12
APPLYINGATEMPLATE................................................................................................................................................13
LESSON3:SLIDELAYOUTS..............................................................................................................................................17
ABOUTLAYOUTS..............................................................................................................................................................17
ASSIGNINGALAYOUT....................................................................................................................................................17
SLIDEVIEW.........................................................................................................................................................................18
SLIDESORTERVIEW.......................................................................................................................................................20
LESSON4SHOWINGYOURPRESENTATION.............................................................................................................21
SLIDESHOWSETUP........................................................................................................................................................21
PRINTINGYOURPRESENTATION.............................................................................................................................22
DISPLAYCONNECTION..................................................................................................................................................23
RESOLUTIONMATTERS................................................................................................................................................23
QUICKREFERENCEGUIDE...........................................................................................................................................24
DOINGTHEDANCE..........................................................................................................................................................24
LearnPowerPointforFreeConclusion........................................................................................................................25
YourNextStepsinTraining:LearnPowerPointfor(Almost)Free.Only$10(USD)................................25
PainfreePresentations........................................................................................................................................................25
Index...........................................................................................................................................................................................26

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4

WELCOME!
Hi,ThanksforcomingtoLearnPowerPointForFree.comanddownloadingthistutorial.Im Steve
Puffenberger,oneofthePainFreeguysatAdventMedia,Inc.,inColumbus,Ohio,andauthorofthe
booktitledPainFreePresentations,whereyoucanlearnhowtobuildanddeliverpresentations
thatarepainfreetoprepare,deliver,andwatch!
BecausePainfreePresentationsisanythingbuta PowerPoint piimei I thought it woulu be
onlybeappropriatetoprovidethattrainingforfree!Itis,afterall,prerequisitetounderstanding
whats in the book
Soifyouve nevei clickeu that PoweiPoint icon anu youi boss just tolu you to make the sliues foi
him,thenthistrainingisforyou 0i peihaps youie somewhat familiai with PoweiPoint If so Ill
showyousomeofthemethodsthatmakePowerPointlessintimidating,easierandmorefun.
OveraboutanhourIll show you how to use mostofthebasictoolsinPowerPoint2007AND2010
andafewoftheadvancedones.(IfyouhavePowerPoint youll want to upuate oi finu
anothei book on how to uo what weie going to show you Things have changeu a lot between
and2007/10.)
Thebasicmodulesinthistutorialare:
1. Creatingyourbasepresentation
2. ApplyingaTemplate
3. ApplyingaLayout
4. Settingupandrunningyourshow
TheadvancedmodulesareavailableinmyLearnPowerPointfor(Almost)Freetutorialthat
includeseverythinginthistutorialPLUS:
x Animatingobjectswithinslides
x Transitionsbetweenslides
x Illustratingwithdrawingobjects
x Addingchartsandgraphs
x Placingpictures,videoandaudio
x UsingPresenterViewtocontrolyourpresentation
x Andhowtoconvertaregularslideshowtousewithwidescreendisplays
LearnPowerPointfor(Almost)Freeisavailablefor$10atwww.learnpowerpointforfree.com
Whenyou'redonewiththeselessons,you'llhaveahandleonthebasicoperationofPowerPoint,
butyouwon'tyetbeaPresentationexpert.Thebook,PainFreePresentations,goesintogreat
detailaboutwhatmakesimagesonascreenlegibletoaudiencesofanysize,andgoesintoadvanced
topicslikeusingvideoandaudio.PainFreePresentationsSeminarsandWorkshopsofferlive
demonstrationsandAftertheselessonsyouwillbeabletounderstandthetermsandprocesses
we'lluseinthebookorothertrainingweoffer.

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5

WHATS NEW?
MicrosoftOffice2010isarefinementofOffice2007,somigrationforthosefamiliarwith2007
willbefairlyeasy.InPowerPointtherefinementsaresignificant:
x The ietuin of the File button actually a iibbon tab Though much moie than the File
menuof2003,theFiletabgivesyoucompletecontrolofwhattodowiththefile,includinga
liveprintpreview.
x Therearenow2tabs,TransitionsandAnimations.InPowerPoint07,theseweremerged
into one animations tab which was mostly about tiansitions anu object animation hau
onelittlebutton.Allthatischangedandtransitionsarenowtransitions,animationsare
animations Its about time
x Newtransitionsthatmakeslidesflip,bounceanddootherthingsmoresmoothly(mostlyto
compete with Apples Keynote
x Readingviewisanalternativetoshowmode,displaysyourshowwithnavigationtoolsona
toolbarandwiththestartmenustillvisible.
x YouhavetheabilitytoRECORDaslideshow,withnarration,timingsandanimationstoa
WindowsMediavideofile,withyourchoiceofresolutions,uptohighdefinition.
x TheRibboncannowbecustomized.Youcannowadd,deleteormoveitemsfromthe
ribbontomakeitmoreusefultoyourneeds.Youcanevenaddanewtab.Andyoucan
exportyourcustomribbonsoitcanbeplacedonothermachinesyouuse.
x VideoandaudioarenowembeddedintothePPTXfile.Thisisahugeimprovement,
meaningthatashowwithvideooraudiocanbeconveyedtoanothercomputerbyjustone
file.
x TextandobjectscannowappearandanimateOVERVIDEO!Anotherhugemilestone,
meaningthatyoucanhavemovingbackgrounds
x Videoobjectscanbeanimatedandhavegraphiceffectslikeshadowandlivereflections
x Andanimationeventscanbekeyedtospecifictimepointsinavideo(bookmarks),soa
videocancontroltheflowofPowerPointobjectsoutsideofthevideo.
Soeventhoughsomeoftheseimprovementsaregroundbreaking,thebasicsallremainthesame.
MacUsers:
ThenewOffice2010forMacisalsoavastimprovementoverthepreviousversion.Therearea
numberofdifferencesbetweentheWindowsandMacversions,butalloftheconceptsarethesame.
Refertoyourhelpfiletolocatecommandsthatareindifferentplaces.

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6

Thisisthenotes
panewhereyou
canplacespeaker
notesthatonly
thepresenterwill
see(theycanalso
beprinted)

LESSON 1: CREATING A PRESENTATION

This being a ciash couise on PoweiPoint Im going to skip the foimalities anudiverightinand
startmakingapresentation.Illshowyouthingsaswegoalong.
THE POWERPOINT SCREEN
Fiist lets launch PoweiPoint anu taa-uaa theies the big blank canvas

If youie useu to 0ffice 2007,youll notice something missingin2010 the 0ffice 0ib
Its been replacedwithathrowbacktoearlierOfficeeditions the File tab
TheFiletabandtheOfficeOrbcontainthecommandstosave,printanddo
ahostofotherthingswiththefile.TheFiletabin2010hasalotmore,
includinglivepreview.
Butto get staiteu click eithei the 0ib oi File anu choose Save uive youi
lessonpresentationanameandsaveittoafolderwhereyouknowyoucan
findit.ThisworksjustlikeanyotherWindowsorMacprogram.Ifyou
needhelpclicktheBelp icon oi finu a book on youi Winuows orMacoperatingsystem.(ITIS
IMPERATIVETOKNOWHOWTOUSEFILESANDFOLDERS,WHICHISAPARTOFYOUR
OPERATINGSYSTEMNOTPOWERPOINT.)
The big click to auu
title aiea hereisthe
construction
window,where
youll see youi sliue
cometogether.
Totheleftisthe
Slidespanewhich
switchestothe
Uutlinerpane-by
clickingtheoutline
tab.
Thesearetheview
controlswhich
changewhichmode
you'rein,andalso
changezoomlevel

Andmostimportantly,atthetopistheRibbonwithitscontext-sensitivetabs.
If youie useu to PoweiPoint oi oluei all the commanus in the uiop-
downmenushavebeenincorporatedintotheribbon.PowerPointnowthinks
its smait enough to know what you want to uo so when you select an object a
tabwithcontrolsforthatobjectwillappear.Double-clickingtheobjectusually
opensthetab.

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7

BUILDING A PRESENTATION
InthePainFreePresentationstrainingIgotogreatlengthtoexploreallthequestionsyouneedto
answerbeforeyougettothispoint.Withoutthatduediligenceandresearch,youcouldbe
making a PowerPoint sbow tbats NUT going to meet tbe needs of your audience.
Butsince weie just going to make a sample show to give you the basics well assume all the
homeworkisfinished.
Soherewearewiththeproverbialblankpiece
ofpaper.It says Click to auu Well you can
doitthatway.Certainly.Justclickintothetext
blockandstarttyping Stait Typing Beie is
whatIjustaddedforthisscreengrab.Aslong
asyouuseoneoftheplaceholdersontheslide
youll be 0K because text enteieu in the
placeholderwillgointotheoutliner.Whyis
thatimportant?
InmyopiniontheOutliner(ortheoutlinetab)
isperhapsthemostimportantfeatureof
PowerPointoranyotherslidewareprogram.Iftextisintheoutliner,itsformattingcanbechanged
instantlyandgloballywithjustonecommand.
Ifyouusethetextboxtooloraddtexttoanyofthe
drawingobjects,thattextwillOUTSIDEthe
outliner,andit wont change if you iefoimat the
slidesforcolororfont.So its critical tohave
most,ifnotallofyourtextintheoutliner.DO
NOTUSETHETEXTBOXTOOLunlessabsolutely
necessary,andrealizethatifyougloballyreformat
the show youll neeu to iefoimat the text boxes
separately.

USING THE OUTLINER

NowtheOutlinerhassomesidebenefits.ItmakesitveryeasytoactuallyWRITEyourpresentation
insidePowerPointandkeepthingsorganized.InthePainFreePresentationsbookIgiveyoua
strategyonhowtodothissoyoucandistillyourcontentintothemosteffectivekeywordswhile
preservingtheverbosetextofyourspeechinthespeakernotes,buthereisthebasictechniqueto
usingtheoutliner:

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8

Click
"Outline"

If the Sliues0utline pane isnt visible on the left of

thescreen,firstclicktheViewTab[1]ontheribbon,
anu then click Noimal

IntheSlides/Outlinepane,clickontheOutlinetab.

Sincewetypedintotheplaceholderson the fiist sliue youll see the

textwetypedisintheoutliner.Itcanbeeditedhere,andwhenyou
typeintheoutliner,you'llseetheslideitselfchangewithyour
edits.Thatmeanswecanenterallourtextherewithouthaving
toclickintotheplaceholders.

Tocreatethenextslide,well put oui cuisei behinu

thetitlewetypedandhitenter
Allofasuddena2
nd
slideappearsandweie ieauyto
typeintoit.
Theslideintheconstructionwindownowhasa
slightlydifferentlooktoit Thats because the
layouthaschanged.Bydefault,thefirstslideis
always a Title layout anu the iemaining sliues
alwaysdefaulttothe bullet textlayout.Therearea
bunchofotherlayoutstochoosefrom,andIll show
youhowtheyworkinlesson3.

MissingPane?
1
2

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Lets starttypingintoslide#2.Aswetypeinthe
outliner,lookontheslidelayouttoseeourtext
appeai When its on thesamelineastheslide
numberintheoutliner,itwillbeintheheadlinearea
of the sliue also known as the slidetitle

Whenwehitenteragain,theies slide#3.

Butwatchthis.Hit tbe tab key.Nowslide#3turns

intothefirstbulletonslide#2.Ifwetypeabullet
pointandhitenter,wegetanotherbullet.Andifwe
keepgoingwecangetallourbulletswewantonthe
slide.

Whenwehitshift+tabholdingtheshiftkeyand
thenpressingtab-thebulletweieonchangestothe
nextslide,becomingslide#3.Whatwetypewill
appearasthetitleofthenextslide.

So its this tabandshift+tabthingthatmakestheoutlinersouseful.REMEMBER:Tabtakes

usdownabulletlevel,andshift+tabtakesusbackup.

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TabandShift+TabisatechniqueyoumayhavelearnedinWord,whereyoucangoupanddown
bulletoroutlinelevelsinthatprogram.Let'stakeitastepfurther.

Lets say weputinaprimarybullet...

likethis...
andwewantasecondarybullettosupportour
primarypoint.Wehitenterforthenextline,and
allwedoishittabagain Theies ouisecondary
bullet.Hitenterandanothersecondarybullet
appears.Ifwewantittobeatertiarybullet,tab
again,typeandenter.
Whenwewanttotakeabulletbacktothe
secondaryorprimarylevel,useshift-tabtogo
back.Andwhenwegobackfarenough,wegeta
newslide.
Its kinu of fun
Andwhenitcomestoediting,youcanclickonalineandpromoteordemotealinetoanybullet
levelyouwantbyusingtab&shift+tab.Ifyouwanttoaddasecondpointatthesamelevel,just
clickenter.Ifyouwantitpromotedordemoted,taborshift+tab.Its just that easy
You can also uump text fiom anothei piogiam intotheOutliner(copy&paste),andthenusethe
promotion/demotiontools,tab/shift+tabtostraightenoutthetext.

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11

ASSIGNMENT
So heies what I want you to uo now
Weie going to stait ovei anu have you builu youi own show titledWho am I? Wellusethisshow
fortherestofthetutorials.
Eithereraseallthe stuff we playeu aiounu with oi cieate a new file calleu Who Am I
Openyouroutlinerand
typeyournameinthetitle
slide,thenhitEnter.
Hittabtomakeasubhead
onthetitleslideandput
yourtitleandcompany.
Hitenterandshifttabso
youhaveslide#2.
Onthe2
nd
slide,putyour
nameinthetop,thenadd
bulletsforthingsabout
you-maybewhereyou
wereborn,whatschools
you went to whats youi
favoritesport,oranything
elseaboutyoupersonally.
Practicewithtaband
shift-tabsoyouhavethe
subjectastheprimary
bullet,andyourresponse
asthesecondaryone.
Onthe3
rd
slidewriteyour
jobdescription,whatyou
do,whatyourproductis,
orwhateveryouwant.Becreativeasthisisjustforpractice.Usetabandshift-tabtocreate
multiplebulletlevels.
When youie uone itshouldlooksomethingliketheillustrationabove.Thenyoull be ieauy foi
Lesson Foimatting
NowgotoitandhavefunwithPowerPoint!Remembertosaveyourworkwhendone.

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12

LESSON 2 FORMATTING
Nowyoushouldhaveareallysimple3-slideshowaboutyourself.
INTRODUCING SHOW MODE
Beforewestarttoformatit,weneedtoseewhatitreallylookslike.Whatyouseeinthe
constructionwindowisnotexactlywhattheaudiencewillsee.Weneedtoshift into show moue
which is the moue youll use when piesenting to youi auuience Its a full scieen moue that hiues all
thecontrolgizmos.Its kinu of pointless to show a scieen giab of a show in piogiess Youll have to
tryityourself.
Theie aie always ways to uo eveiything in PoweiPoint anu but Ill show you two
waysforthisone:Thefirst,hitF5inthefunctionkeyrowonyourkeyboard.F5
alwaysstartstheshowfromslide#1,HitEscapetoexitshowmode.

Or,clicktheshow moue button on the

bottomtoolbar.Itlookslikealittleprojector
screen.Thiswillstarttheshowfrom
whicheverslideweie on Ifclickedwithslide
#3visible,slide#3willappearinshowmode.
0n a Nac theies a button on the iibbon makeu Run

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OnceinShowModewenavigatewithkeystrokesandmouseclicks.Trythemnowonyourshow:
x HOMEtakesyoutothefirstslide
x ENDtothelastslide.
x ADVANCE:spacebarORdownarrow,rightarrow,pagedown,enter,ormouseclick
x REVERSE:backspaceORdelete,leftarrow,uparrow,orpageup
x TYPENUMBERofaslidetogotorandomly.Usenumberrowornumerickeypadwith
NumLockon
x RIGHTCLICKontheslideandgetoptionsthatallowyoutogobackorrandomlyselecta
slide.
x ESC(Escape)endsshowandrevertstodesktop
x Btype tbe B keyBLANKSthescreen.Thisisusefulifyouwantthescreentogo
black,butitalsocausesconfusionifyougoforthespacebarandmiss.Ifeverythinggoes
black unexpecteuly hit the B key to make suie it uiunt get piesseu acciuentally.
x W type tbe W keyblanksthescreenwithWHITE.Unlessyouwantfolkstoneed
sunglasses you noimally uont want this but if youi piojectoi will be iuling foi awhile
beforetheaudiencearrives,runningawhitescreenkeepstheinternalcomponentsofthe
projectorcooler.
So wasnt that fun But wasnt yourshowugly?!?
In the PainFiee Piesentations book I go ovei the iules that make the uesign of a sliue painless foi
youi auuience to watch Its all about type size font anucolors,inrelationtotheroom
environment,screensizeandtype.PowerPointmakesiteasytoadjustthingsonthefly anu weie
nowgoing to show you how thats uone though you ieally neeu the tiaining to know whatneedsto
bedone!
APPLYING A TEMPLATE
Fiist weie going to get away fiom this black-on-whitethingandapplyatemplate Atemplate
hasabackground,fontdefinitionsandotherthingsthatarefullycustomizable.Theauthorsofthe
piogiam who havent ieau my book have incluueu seveialdozenmostlyuselesstemplatesthat
mightlookprettyonyourcomputerscreen,butaretotallyworthlesswhenprojected.
Well covei basic template euiting in the LearnPowerPointfor(Almost)Freetutorial.Howto
customizetemplatestoworkinadverseconditionsistheprimefocusofthePainFreePresentations
book,whichyoucanpurchaseatwww.PainfreePresentations.com.
But foi now lets just pick one of the stock templates anu see if we can make ourquickie
presentationlookhalfwaypresentable.Firstweie going to click the Designtabontheribbon.

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14

IntheTbemes panel oftheribbonareallthefactory-defaulttemplatesthatareinstalled.Ifyou

haveany customizeu templates theyll appeai heie as well

ToseeALLtheoptions,clickthisbutton anu youll see them Ifeveryouseeaselectionpanelin

anOfficeapp,youcanclickthatbuttontoseealltheoptions.)
Nowselectoneofthetemplates As you hovei the mouse ovei the template youll see a live
previewoftheresult.Tochooseone,simplyclickit.Trytheblueone.

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15

Voila!Allourslideshavenowtakenonthisformatting!Andsinceallourtextwasintheoutliner,
thetextfontandcolorhavechangedaswell.Switch to a bullet list sliue anu youll see it has a
differentlooktoo:

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16

HitF5torunourshowandseehowmuchbetterthislooks.ThisthemeviolatesmostofthePFP
iules but its bettei than befoie
YoucanlearnhowtomodifythesemasterthemesinmyLearnPowerPointfor(Almost)Freepaid
tutorial.
Andyoucanlearnhowtodesignmasterthemessotheywillworkinadverseenvironments
(washedoutscreenswithhighambientlight)bypurchasingmybook,PainFreePresentationsor
takingoneofouradvancedtrainingseminarsorworkshops.
Goaheadandtrythisnow.ClickDesign,pickaThemeandapplyittoyourshow,thenrunit.Or
tryseveraluntilyoufindoneyoulike.Well wait foi youWhendone,besuretohitsave.(CTL+S).

(Screengrabofanotherthemeapplied.)

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17

LESSON 3: SLIDE LAYOUTS

ABOUT LAYOUTS
Pait of each Template is a seiies of layouts which incluue
x TitleSlideforthefirstslideoftheshoworfortransitionstodifferentsections(defaultfor
slide#1)
x TitleandContentthebasicbulletlistslide(defaultforslide#2andfollowing)
x SectionHeaderforuseasabufferslide
x TwoContentandComparisonforsidebysidebulletlists
x TitleOnlyforslideswithorgraphics
x Blankwithnoplaceholdersbydefault
x Andseveralotherlayouts
Allofthelayoutsinatemplatecanbeeditedbyeditingthemastertemplate(View|Master)which
isexplainedintheadvancedtutorial,LearnPowerPointfor(Almost)Free.
ASSIGNING A LAYOUT
To assign a layout to a paiticulai sliue click the Layout button on the home iibbon.

Whenweclickit,thelistoflayoutsinthe
mastertemplatedropsdown.

Findthelayoutyouwouldliketouseandclick
it.Whenweclickthelayout,theselectedslide
takes on that layout Its just that easyNow
touchF5toruntheshowandyoull see what
happens.

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18

Thelayout I chose was Two Content which pioviues a seconu column foi bullet points
Experimentwiththedifferentlayoutstoexplorewhattheydo.Additionallayoutscanbecreatedin
the mastei Well show you how in the paiu LearnPowerPointfor(Almost)Freetutorial.
SLIDE VIEW
Beforeclosingthischapter,I'lltellyouaboutusingSlideView.Thissimplyinvolvesclickingthe
"Slides"tabintheOutlinepane,whichchangesitbacktotheSlidepane.

Click Sliues

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19

Youcannowseethumbnailsofallyourslides,whichishelpfulwhendecidingwhatlayouttoapply
toaslide.YoucanselectoneslideormanyintheslidepaneandthenclickLayoutandapplyathe
layout.Youcanalsochangetheorderoftheslidesjustbydragginganddroppingthethumbnails.

Selectingslideshere-aswellasintheSlideSorterviewusesallthestandardWindowsselection
conventions.
x Clickaslidetoselectit
x Shift+clickoneslidethenwhileholdingshiftandclickanotherandalltheslidesbetweenthe
twoclickswillbeselected;or
x Ctl+clickindividualslides(clickseveralwithoutreleasingthectlkey)randomlyandthey'll
beselected.
Youcanthencopy,cut,moveorapplylayoutsorotherparameterstotheselectedslides.)
Now its time foi you to tiy euiting youi templateIfyou'vebeenfollowingalong,gobackandplay
withsomeothersettings.You cant bieak anything If you uont like what you see just unuo
(ctl+z)andtrysomethingelse.
Gogiveitatry.Thencomebackforourmoduleonanimating...afteryousaveyourwork.

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20

SLIDE SORTER VIEW

Whenyouhavealotofslidesandyouwanttoreorderthem,nothingbeatsSlideSorterView.Click
theSlideSorterViewbuttonatthebottomofthescreen:

Thenyouseeallyourslidesononescreen,likealighttable.Toopenaslideintheconstruction
window,justdouble-clickit.Otherwiseyoucanselectandcut/pasteordrag/droptomovethe
slidesequencetoyourliking.

Youcanscrolldowniftherearemoreslidesthanfitononescreen,oryoucanusethezoomslider
toshrinktheslidessoyoucanseethemall.
Youcanalsoapplytransitioneffectsinthisview.Learnabouttransitionsandanimationsinthe
LearnPowerPointfor(Almost)Freetutorial.

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21

LESSON 4 SHOWING YOUR PRESENTATION

SLIDE SHOW SETUP
0K if that wasnt enough foi this mouule now we want to look at the SlideShowribbon.Clickthe
SlideShowtabontheribbon.(Thisisunchangedin2010.)Youcanstartyourshowfromhere
insteadofusingF5orthelittleiconatthebottom.

ButthemainthingweneedfromthisribbonistheSetUpShowbutton.Clickitnowandyou'llsee
thisdialog:
I'mnotgoingtogointoeverythinginthisdialoginthisbasiccourse,butthereareafewimportant
switchestoknowabout.
UnderShowOptions theies an
importantcheckboxthatsays
loop until esc Withthis
checked,theshowwillrestart
afterthelastslide,anditwill
continueuntilescapeis
pressed.
Thisisthe2
nd
halfofalooping
self-runningpresentation.First
setthetimingsinthe
Animationstab,thencheckthis
buttoninShowOptions.
UnderPerformance,youmay
wishtouse haiuwaie giaphics
acceleration. Thisisusefulfor
oldercomputers.Ifatransition
stuttersorlooksjerky,turnthis
optionon.(Withfaster
computers,thishaslittleeffect,andinfactGraphicsAccelerationwillinterferewithPresenterView,
blockingdisplayofthemainwindow.Onlyusehardwareaccelerationiftransitionsandeffects
stutter.)

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22

PRINTING YOUR PRESENTATION

Printingyourpresentationis
veryeasytodo,buttherearea
numberofoptions.
Printingisoneofthemajor
changeswithOffice2010.You
getafullprintpreview,justby
clickingtheprintbutton,and
theoptionsarelaidoutmore
intuitively.Thesameoptions
areavailableinOffice2007,
theyie just a little less obvious.

PrintColor.
If you have a coloi piintei Coloi will be selecteu by uefault If a black
white pictuie uiayscale will be selecteu But you can save a lot of
tonei by using Puie Black anu White The piint pieview will show
youwhatthefinalwilllooklike.
PrintWhat?
Peihaps youu like to piint hanuouts oi thumbnails of the sliues
You have lots of choices In 0ffice this option is calleu Piint
What)
FullPageSlidesisthedefault.
NotesPageswillprinttheslideatthetopofthepage,andanynotes
youhaveintheNotesPane(atthebottomoftheconstruction
windowseepage6)willappearbeneaththeslide.
OutlinewillprintthecontentsoftheOutlineronly
OryoucanchooseanyoftheHandouts Note that the -sliues type has lines foi paiticipants to
makenotes.Theothersprintouttinythumbnailsofalltheslides.
PrintSlideNumbersisafunction founu unuei the Euit Beauei anu Footei link
Experimentwiththeprintoptionstogetwhatyouneed.

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
23

DISPLAY CONNECTION
UsuallyPowerPointshowsaredisplayedusingalaptopcomputerandaprojector,butyoucanalso
displayonasecondmonitororHDTVdisplay.Therearemanydifferentwaystoconnectyour
projectorordisplay:

VGA15PINPLUGS
thatareusuallyblue

DVI24pinplugs
withaslotonone
side(usuallywhite)

HDMIanoddly
shapedslot-typeplug
thatalsocarries
audio

DISPLAYPORT(not
shown)Similarto
HDMIonlysmaller

Yourprojectorandlaptopwillneedtohavematchingplugsofonekindortheother,andofcourse
youll neeu a cable of the piopei type Auapteis can also be useu to connectdifferenttypes:
DVI-DonlaptopHDMIorVGAonprojector
HDMIDVIeitherway
DISPLAYPORTonlaptopHDMI,DVIorVGAonprojector
Onceconnectedandpoweredup,youwillneedtoenablethedisplayontheexternalprojector.For
Windows7computeis this usually happens automatically If it uoesnt theie aie seveial uiffeient
waystoengagetheremotedisplay:
FindtheFunctionkeytoggleforthedisplay.IttypicallyhasaniconofaTVormonitoronthe
function key iows Bolu the Fn key onthelaptopkeyboardandtouchthebutton.Itisa3-way
toggle:
x TouchOnceRemotedisplay
x TouchagainLaptopdisplayonly
x TouchagainLaptop+Remotewithidenticaldisplays.
WithWindows7,youcantouchandholdtheWindowskey(betweentheCtlandAltkeys)andthen
type P This pops up a selectoi to choose the type of exteinal monitoi connection you uesiie
YouwillalsohavetheoptiontouseExtendedDesktopwherethetwoscreensareindependentof
eachother.InthiscaseyouhavetogotoSetUpShowandtellthecomputeryouwanttheshowto
uisplay on Nonitoi You can also check the Piesentei view button anu see contiols on the
laptop.(MoreonthisintheLearnPowerPointfor[Almost]Freetutorial.)
RESOLUTION MATTERS
IF TBE PICT0RE L00KS F0ZZY 0R STRETCBEB on the piojectoi youi computeis uisplay
iesolution is not matcheu to the piojectoi You neeu to aujust youi computeis uisplay iesolution
totheEXACTresolutionoftheprojector.(Mostprojectorsuse1024x768pixels,butyouneedto
checktobesure.)

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
24

QUICK REFERENCE GUIDE

RememberfromLesson2,youlaunchyourslideshowsoitrunsfullscreen,thenyoucanusethe
followingmouseclicksorkeyboardkeystocontrolyourshow:
x Startsshowfromslide#1
x +startsshowfromcurrentslide
x HOMEtakesyoutothefirstslidefromanywhereinthedeck
x ENDtothelastslidefromanywhereinthedeck
x TOADVANCE(useanyoneof):
o spacebar
o downarrow
o rightarrow
o pagedown
o enter
o LEFTmouseclick
x TOREVERSE:
o Backspace
o Delete
o leftarrow
o uparrow
o pageup
o RIGHTmouseclickandchoosefrommenu
x TYPENUMBERofaslidetogotorandomly.
x RIGHTCLICKontheslideandgetoptionsthatallowyoutogobackor
randomlyselectaslide.
x endsshowandrevertstodesktop
x %type tbe B keyBLANKSthescreen.
x :type tbe W keyblanksthescreenwithWHITE.
DOING THE DANCE
PresentingwithPowerPointmayseemeasy,butwithoutguidance,experienceandpractice,youcan
make PoweiPoint moie of a uistiaction If youie ieally seiious about ueveloping youi piesentation
skills,considerpurchasingthePainFreePresentationsBookortakingouradvancedtrainingtolearn
how to uance with youi scieen anu make PoweiPointworkwithyouinsteadofagainstyou.

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
25

LEARN POWERPOINT FOR FREE CONCLUSION

Sothereyouhaveit!YouhavelearnedtheessentialsofPowerPointforfree!Youcannowplugin
yourprojectororbigscreenTVandtryout what youve just leaineu by showingyoursampleshow
tofriendsorcolleagues.
YOUR NEXT STEPS IN TRAINING:
Learn PowerPoint for (Almost) Free. Only $10 (USD)
ThisisthefulltutorialonPowerPointwhichincludesallthepreviouslessonsPLUSlessonson:
x IllustrationswithPowerPoints uiawing tools
x PhotosandVideos
x ChartsandGraphs
x ConvertingashowtoWidescreen
x UsingPresenterView
x Andmore.
PURCHASETHEFULLTUTORIALatwww.learnpowerpointforfree.com.
(Itwillbeemailedtoyouwithin24hours.)
PAINFREE PRESENTATIONS
ButthereisalotmoretoeffectivelypresentingthanjustrunningPowerPoint,whichiswhatmy
textbook,PainFreePresentationsisallabout.Withoutthetechniquesexplainedthere,your
PowerPointmaybemoreofadistractionthanahelptoyourmessage.
Oh,didImentionthatconnectingaprojectororotherdisplaycanbetricky?Screenresolutions
needtomatch,theprojectorhastobeaimedandfocused,andunlessyouhaveaSupernovaScreen
thelightsneedtobedimmed.ThosearealltechniquesofaPresentationistthatIcoverthoroughly
inthePainFreePresentationsbook,availableatwww.painfreepresentations.com.
Furthertrainingisavailableaswell,intheformofworkshopsandseminarsinPainFree
Presentationswhereyoucanlearntheartof the Piesentationist one who builus anu ueliveis
PowerPointthatispainlesstowatch,deliverandprepare.
Andifyoureallyneedtheexperttouchinyournextpresentation,AdventMedia,Inc.offersexpert
presentationservicestoclientsthroughouttheUnitedStates.Learnmoreat
www.painfreepresentations.com.

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
26

INDEX
ABOUTLAYOUTS....................................................17
ADVANCE...........................................................13,24
ASSIGNINGALAYOUT..........................................17
B ............................................................................13,24
Designtab.................................................................13
DISPLAYCONNECTION........................................23
END.......................................................................13,24
ESC................................................................................13
Escape.........................................................................12
F5..................................................................................12
FORMATTING...........................................................12
Handouts..................................................................22
HOME...................................................................13,24
layout.............................................................................8
Outliner..........................................................................7
PainFreePresentations...................................4,7
placeholders................................................................8
PowerPointScreen....................................................6
PrintColor................................................................22
PrintSlideNumbers............................................22
PrintWhat?..............................................................22
PRINTINGYOURPRESENTATION...................22
RESOLUTIONMATTERS.......................................23
REVERSE............................................................13,24
RIGHTCLICK....................................................13,24
shift+tab......................................................................9
ShowOptions............................................................21
SHOWINGYOURPRESENTATION...................21
SLIDEMASTERS......................................................17
SLIDESHOWSETUP...............................................21
SLIDESORTERVIEW.............................................20
SlideView...................................................................18
SLIDEVIEW...............................................................18
tab...................................................................................9
Themes.......................................................................14
TYPENUMBER................................................13,24
W............................................................................13,24
Windowsselectionconventions.......................19

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
27

If it cant be seenorheard its not woith uoing

Thats a philosophy statement fiom my book
PainFreePresentations.

Availableonlineatwww.painfreepresentations.com.

In it youll leain eveiything you uiunt know you neeu to know to

haveasuccessfulpresentation,including:
x Howtoanalyzetheconstraintsyouhavewithyour
audience,thevenueandthetime
x Howtoquicklywriteapresentationusingtheoutliner
x Howtodeterminethesizeandtypeofscreentouse
x Howtochooseandsizethefontsoeveryoneinyour
audiencecanreadit
x Howtochoosecolorsthatenhancevisibilityandconvey
themoodyouwant
x Howtominimize(anddealwith)distractions
x HowtochangethingsONTHEFLYwhensurprises
happen
x WhattowatchoutforwhenspecifyingAVequipment
x Howtoconnectandconfigureprojectorsandlaptop
computers
x Bow to talk geek to Av seivice company people
x Bow to connect with youi auuience while using
PowerPoint
Andawholelotmore!

PainFiee Piesentation Tiaining is just one of the Communicate PainFiee suite of tiaining seivices
andproductsfromAdventMedia,Inc.Learnmoreabouthowwecansupportyourcommunication
effortsatwww.communicatepainfree.com

2011StephenPuffenberger.Allrightsreserved.Tradenamesusedarethepropertyoftheirrespectiveowners.
28

80-inch(diagonal)SupernovaMobileScreen
isperfectforroadwarriorpresenters.

Unretouchedphoto:Supernovaonleft,
regularmattewhitescreenonright.150
wattsoffloodlightonbothscreens.Seefull
demoatwww.painfreeprojection.com

SupernovaFlexretractableon-wallor
recessedceilingmount.Learnmoreabout
thisandthenewFlexClassiclower-priced
solutionatwww.painfreeprojection.com

Project
with the
Lights On!
Youve just leaineu how to use PoweiPoint but if the auuience falls asleep
becausethelightsareout,ortheireyesfatiguebecausethescreeniswashed
out,therearetwosolutions:

1.BuythePainFreePresentationsbookortakeouradvancedtraining
or
2.Replaceyourscreen!

SupernovatheONLYfrontprojectionscreenthatactuallyabsorbsambient
light.Thatmeansyoucanuseyourstandardprojectorwithallthelightson!
Noneedtodimthelightsforanimportantpresentation.

Its something you have to see to believe Theie aie othei less-expensive
giay scieens out theie but they use a single-layercoatingthatdisplaysa
hot-spot People sitting at the siues see a uim image Supeinovas -layer
microlenssurfaceprovidesanearly180-degreeviewingangle,sonomatter
wherepeoplesit eveiyone gets a cleai biight pictuie Anu Supeinovas -
suiface ieflects moie thantwicethelightofamattewhitescreen.

The Supeinova Nobile pictuieu above is an easy-to-useportable

solution,butthereareawidevarietyofstylesandtypesthatwilltransform
presentationsinclassrooms,conferencerooms,boardrooms,auditoria,
digitalsignagelocationsandhometheaters.

Theseareadmittedlythemostexpensivescreensyoucanbuy,butifyouneed
toprojectinabrightly-lit enviionment theyie the only solution

uiagonal SupernovaOneScreen

SPECIAL OFFER
LearnPowerPoint for Free Downloaders:
MentionthisadtoreceivespecialdiscountsfromAdventMedia,Inc.
www.painfreeprojection.com
877-538-1622
AdventMedia,Inc.isanindependentdistributorofthednpSupernovaScreen.SalesarelimitedtotheUnitedStates.
Forothercountries,visitwww.dnp-screens.comtolocateyourcountiysdealer.