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Webucator's Free PowerPoint 2013 Tutorial

Lesson: Finalizing Microsoft PowerPoint Presentations

Welcome to our free PowerPoint 2013 tutorial. This tutorial is based on Webucator's Introduction to Microsoft PowerPoint 2013 Training course.

In this lesson, you will learn how to finalize your PowerPoint presentations.

Lesson Goals

  • Check spelling in your presentation.
  • Access different views of a presentation.
  • Divide a presentation into different sections.
  • Add transitions to a slide.
  • Add speaker notes.
  • Run a slide show.
  • Print a presentation.

Checking Spelling

As in other Microsoft Office applications, PowerPoint includes a spelling checker.

To check spelling in your presentation:

  1. On the REVIEW tab, in the Proofing group, click Spelling .Spelling in the Proofing Group of the Review Tab
  2. If you have spelling or grammatical errors, you are prompted to correct them. Follow the prompts to make corrections.
  3. PowerPoint notifies you when all spelling and grammar issues are addressed.
  4. Click OK to close the message box.

The spell check tool in PowerPoint functions the same as the tool in Microsoft Word. For more information on spell check and other grammar-related tools, refer to the Microsoft Word 2013 course.

Accessing Different Views of a Presentation

PowerPoint provides four views for working with presentations. You can change between these views using the commands on the VIEW tab in the Presentation Views group:View Tab Presentation Views Group

  1. Normal - The default view when working with a slide.Normal View
  2. Outline View - Displays only the text of your slides; use it to create an outline of your presentation (not an option in this group in PowerPoint 2007/2010). Outline View
  3. Slide Sorter - A view of all slides in the presentation.Slide Sorter View
  4. Notes Page - A view of the selected slide and its associated speaker notes.Notes Page View
  5. Reading View - A full-screen preview of your presentation contained within the main application window. Reading View

Changing the View to Grayscale

You may want to change your presentation view from color to grayscale. It is useful to view your presentation in grayscale if you are going to print black and white printouts or if your audience might do so.

To view your presentation in grayscale:

  1. Select the VIEW tab of the Ribbon.
  2. In the Color/Grayscale group, select Grayscale, or select Black and White to view your presentation in black and white. View Tab Color/Grayscale Group
  3. To change the view back to Color, select Back To Color View from the GRAYSCALE or BLACK AND WHITE tab. Back to Color View

Changing Page Setup Options

On the VIEW tab, you can set page setup options for your presentation.

From the Zoom group, select Zoom and then in the Zoom dialog box, select a Zoom to option and click OK.

Zoom Dialog Box

Viewing the Presentation

Duration: 5 to 10 minutes.

In this exercise, you will open a presentation and use the various presentation views in Microsoft PowerPoint.

  1. Using the FILE menu, open the "My Views" presentation from the Webucator/PowerPoint2013.1/Exercises folder.
  2. Access each of the following presentation views:
    1. Slide Sorter
    2. Notes Page
    3. Reading View
  3. Close the presentation without saving changes.

Solution:

  1. Using the FILE menu, open the "My Views" presentation from the Webucator/PowerPoint2013.1/Exercises folder.
  2. Access each of the following presentation views:
    1. Slide Sorter - On the VIEW tab, in the Presentation Views group, select Slide Sorter.
    2. Notes Page - On the VIEW tab, in the Presentation Views group, select Notes Page.
    3. Reading View - On the VIEW tab, in the Presentation Views group, select Reading View.
  3. Close the presentation without saving changes.

Organizing a Presentation in Sections

Organizing a presentation in sections helps you keep track of distinct parts of the presentation and different speakers. Rather than use several separate presentations, consider dividing a long presentation into multiple defined segments. Please note that if you are using PowerPoint 2007, sections will not be available.

Adding sections to a presentation:

  1. Ensure that the presentation is in Normal view.Normal View
  2. In the Slides tab, right-click on the first slide you want in the section and select Add Section from the context menu.Add Section in Context Menu
  3. By default, Microsoft PowerPoint names the section "Untitled Section". Rename the section using the instructions which follow.Untitled Section

Inserting Section Headers

To rename a section:

  1. Right-click on the section name and select Rename Section from the context menu.Rename Section
  2. Enter a new name in the Section name field. Section Name Field
  3. Click Rename.

Watch and follow along as your instructor walks you through the different section commands.

Adding Transitions to Slides

Adding transitions to slides can provide additional visual interest and variation in your presentation.

To add transitions to a slide:

  1. On the TRANSITIONS tab, in the Transition to This Slide group, click the down arrow to reveal the transitions gallery. (In PowerPoint 2007, these options are on the Animations tab.) Transitions Gallery

    There are three categories of transitions (in PowerPoint 2007, these categories differ):Three Transitions Categories

    • Subtle
    • Exciting
    • Dynamic Content
  2. Select the transition to add to your slide. The transition is applied to the slide that is highlighted in the Slides tab.Highlighted Slide
  3. After you apply a transition to a slide, an icon below the slide number indicates the presence of the transition.Transition Icon
  4. On the TRANSITIONS tab, click Preview to preview the transition.Preview in Transitions Tab

Adding Multiple Transitions

You can add different transitions to your slides. Select each slide and add a transition to each one.

Modifying Transition Options

You can change the options for the transitions that you add to slides.

  1. With the slide containing the transition selected, select the TRANSITIONS slide.
  2. In the Transition to This Slide group, select Effect Options. Effect Options in Transition to This Slide Group
  3. This drop-down contains different effects pertaining to the selected transition. Select an option to modify the transition. Effect Options Drop-Down

Adding Speaker Notes

Adding speaker notes to a presentation helps with organization and provides a tie between speaker information and specific slides.

To add speaker notes:

  1. Ensure that the presentation is in Normal view. In PowerPoint 2013, if necessary, click COMMENTS in the status bar at the bottom to bring up the Notes pane. Normal View
  2. Enter text in the Notes pane.

Printing Speaker Notes

After creating your speaker notes, you can print them.

To print speaker notes:

  1. From the FILE menu tab, select Print.File Print
  2. Under Settings, select the second drop-down arrow. Settings Full Page Slides
  3. Under Print Layout, select Notes Pages. Notes Pages in Print Layout
  4. Click Print. Print

Running a Slide Show

After you build and polish your presentation, you'll want to practice it and, finally, present it.

To run a slide show:

  1. Click the Slide Show icon located at the bottom right side of the PowerPoint window.Slide Show Icon Slide Show Icon
  2. Once the slide show starts, you can press the Space Bar to advance through the slides.
  3. To exit the slide show presentation, press Esc.

Tip: Your slide show will start with the slide that is currently selected in the Slides tab. To start from the beginning of your presentation, ensure that the first slide is selected.

Printing a Presentation

Microsoft PowerPoint provides many options for printing your presentation and slides.

To access the print functions:

  1. On the FILE tab, click Print.File Print
  2. In the Print pane, select a printer and specify what to print and how to print it. The right pane shows a preview of your print job.
  3. Select the number of Copies to print. Copies Drop-Down
  4. To change page setup options, under Print, click Printer Properties and modify the options in the dialog box. Printer Properties
  5. Click Print.

Note: You can access more print options by clicking the Printer Properties link.

Printing Selections

You can print only certain slides in your presentation.

To print a selection:

  1. First, on the Slides tab, select those slides you want to print. Press and hold Ctrl to select multiple slides. Selected Slides
  2. From the FILE menu tab, select Print. File Print
  3. Select the first drop-down under Settings. Settings Drop-Down Print All Slides
  4. From the options, select Print Selection. Print Selection

Printing in Grayscale

To print your presentation in grayscale. in the Print section, under Settings, select the Color drop-down and select Grayscale.

Settings Grayscale

Finalizing Your Presentation

Duration: 10 to 15 minutes.

In this exercise, you will add speaker notes and sections to a presentation.

  1. Using the FILE menu, open the "My Finalized Presentation" file from the Webucator/PowerPoint2013.1/Exercises folder.
  2. Add the following sections to the presentation:
    1. Slide 1: Peter's Introduction.
    2. Slide 2: Mary's Discussion.
    3. Slide 3 and 4: John's Conclusion.
  3. Add the following speaker notes to the presentation:
    1. Slide 1: Peter will also provide background information to the group on the company.
    2. Slide 2: Mary will also discuss current trends in the real estate market.
    3. Slide 3 and 4: John will also discuss the annual bonus that is being implemented this year.
  4. Save and close the presentation.

Solution:

  1. Using the FILE menu, open the "My Finalized Presentation" file from the Webucator/PowerPoint2013.1/Exercises folder.
  2. Add the following sections to the presentation:
    1. Slide 1: Peter's Introduction
      1. Right-click on the first slide and select Add Section.
      2. Right-click on Untitled Section and select Rename Section.
      3. Rename the section "Peter's Introduction". Click Rename.
    2. Slide 2: Mary's Discussion
      1. Right-click on the second slide and select Add Section.
      2. Right-click on Untitled Section and select Rename Section.
      3. Rename the section "Mary's Discussion". Click Rename.
    3. Slide 3 and 4: John's Conclusion
      1. Right-click on the third slide and select Add Section.
      2. Right-click on Untitled Section and select Rename Section.
      3. Rename the section "John's Conclusion". Click Rename.
  3. Add the following speaker notes to the presentation:
    1. Slide 1: Peter will also provide background information to the group on the company.
      1. Select the first slide in Peter's Introduction.
      2. Click in the Notes pane and type "Peter will also provide background information to the group on the company."
    2. Slide 2: Mary will also discuss current trends in the real estate market.
      1. Select the first slide in Mary's Discussion.
      2. Click in the Notes pane and type "Mary will also discuss current trends in the real estate market."
    3. Slide 3 and 4: John will also discuss the annual bonus that is being implemented this year.
      1. Select the first slide in John's Conclusion.
      2. Click in the Notes pane and type "John will also discuss the annual bonus that is being implemented this year."
  4. Save and close the presentation.