Displaying Different Views of a Presentation





Displaying Different Views of a Presentation

PowerPoint has three primary views (the views you will use most often) to help you create, organize, and display presentations:

  • In Normal view, you can work with a presentation in four ways: with a set of slide thumbnails on the Slides tab of the Overview pane; with a text outline on the Outline tab of the Overview pane; with a slide in the Slide pane; and with development and delivery notes in the Notes pane.

    See Also

    For information about working with text on the Outline tab and in the Slide pane, see "Entering Text" and "Editing Text" in Chapter 3, "Working with Slide Text." For information about working with notes, see "Preparing Speaker Notes and Handouts" in Chapter 10, "Delivering a Presentation Electronically."


  • In Slide Sorter view, the slides of the presentation are displayed as thumbnails so that you can easily reorganize them. You can also animate the transition from one slide to another in this view, as well as specify how long each slide should remain on the screen.

    See Also

    For information about changing the order of slides, see "Rearranging Slides in a Presentation" in Chapter 4, "Adjusting the Layout, Order, and Look of Slides." For information about applying transitions, see "Adding Transition Effects" in Chapter 7, "Adding Animation, Sound, and Movies." For information about adding slide timings, see "Rehearsing a Presentation" in Chapter 10, "Delivering a Presentation Electronically."


  • In Slide Show view, each slide fills the screen. You use this view to preview the presentation and deliver it to an audience.

    See Also

    For information about delivering an electronic presentation, see Chapter 10, "Delivering a Presentation Electronically."


Normal

Slide Sorter

Slide Show

You can switch among these views by clicking the buttons on the View toolbar at the right end of the status bar.

Alternatively, you can click the buttons in the Presentation Views group on the View tab. This group also includes buttons for the following views, which you will probably use less frequently:

  • You can add fancy speaker notes in Notes Page view. Although you can add speaker notes in the Normal view's Notes pane, you must be in Notes Page view if you want to add graphics to your notes.

    See Also

    For information about creating more elaborate notes, see "Preparing Speaker Notes and Handouts" in Chapter 10, "Delivering a Presentation Electronically."


  • You can control the default look of a presentation by working with the masters displayed in the Slide Master view, Handout Master view, or Notes Master view.

    See Also

    For information about masters, see "Viewing and Changing a Presentation's Master Slides" in Chapter 9, "Creating Your Own Presentation Elements."


You can use other buttons on the View tab to display rulers and gridlines to help you position and align slide elements, to change the magnification of the current slide, to see how a colored slide will look if rendered in black and white (usually for printing), to arrange and work with windows, and to view macros.

Tip

You can adjust the magnification of the current slide by using tools on the View toolbar at the right end of the status bar. Click the Zoom button and select (or type) a percentage; drag the slider to the left or right; click the Zoom Out or Zoom In button at either end of the slider; or click the Fit Slide To Current Window button.


When you are working in Normal view, you can adjust the relative sizes of the panes to suit your needs by dragging the splitter bar that separates them. When you point to a splitter bar, the pointer changes to a double bar with opposing arrows, and you can drag in either direction. You can hide a pane by dragging the splitter bar to shrink the pane as far as it will go. Simply drag the splitter bar back to widen the pane again. If you adjust the width of the Slides tab in the Overview pane, the size of the slide thumbnails is adjusted accordinglythat is, you can see more small thumbnails in a narrow pane and fewer large thumbnails in a wide pane.

Tip

Any changes you make to a view, such as adjusting the sizes of panes, are saved with the presentation that is open at the time and do not affect other presentations.


In this exercise, you will switch among different PowerPoint views and adjust the slide size. You will view a presentation as a slide show and then return to Normal view, where you will adjust the size of the panes. Finally, you will see how to display more than one presentation at the same time.

USE the 03_Viewing1 and 03_Viewing2 presentations. These practice files are located in the Chapter01 subfolder under SBS_PowerPoint2007.

OPEN the 03_Viewing1 presentation.


1.
In the Overview pane, click the Outline tab.

The pane switches from showing thumbnails of the slides to showing an outline of the text of the presentation.

2.
On the Outline tab, click the title for Slide 3.

Slide 3 of the presentation is now shown in the adjacent Slide pane.

3.
On the View tab, in the Presentation Views group, click the Slide Sorter button.

Slide Sorter

All the slides now appear as thumbnails in one large pane. Slide 3 is surrounded by a border, indicating that it is selected.

4.
Hold down the key, point to any slide, and then press and hold the mouse button.

While you hold down the mouse button, only the slide's title is visible against a white background, making it easier to locate the slide you want.

5.
Release the key and the mouse button to restore the display of formatting.

6.
On the View tab, in the Zoom group, click the Zoom button.

Zoom

The Zoom dialog box opens.

7.
In the Zoom dialog box, click 100%, and then click OK.

Notice that the Zoom percentage on the View toolbar at the right end of the status bar also changes, and the slider moves all the way to the right.

8.
Double-click Slide 1.

PowerPoint displays the presentation in Normal view, with Slide 1 active. Notice that the Zoom percentage in this view has not changed.

9.
At the left end of the slider on the status bar, click the Zoom Out button twice.

Zoom Out

Each time you click the button, the slider moves to the left and the Zoom percentage decreases.

10.
At the right end of the slider, click the Zoom In button.

Zoom In

The Zoom percentage increases.

11.
At the right end of the status bar, click the Fit slide to current window button.

Fit slide to current window

PowerPoint restores the view to 64% (the original Zoom level).

12.
On the View toolbar, click the Slide Show button.

Slide Show

PowerPoint displays a full-screen view of the first slide in the presentation.

13.
Without moving your mouse, click its button to advance to the next slide.

Tip

To stop a slide show before you reach the end, press the Esc key.

14.
Continue clicking the mouse button to advance through the presentation one slide at a time.

After the last slide in the presentation, PowerPoint displays a black slide.

Tip

If you don't want a black slide to appear at the end of the presentation, click the Microsoft Office Button, click PowerPoint Options, and in the left pane of the PowerPoint Options window, click Advanced. Then under Slide Show, clear the End With Black Slide check box, and click OK.

15.
Click again to return to Normal view.

16.
Point to the splitter bar between the Slide pane and the Notes pane, and when the pointer changes to a double bar with opposing arrows, drag the bar down until the Notes pane is completely closed.

17.
Drag the splitter bar at the bottom of the Slide pane upward as far as it will go.

18.
Open the 03_Viewing2 presentation from the Chapter01 folder under SBS_PowerPoint2007.

19.
On the View tab, in the Window group, click the Switch Windows button, and then click 03_Viewing1.

Switch Windows

Notice that customizing Normal view for one presentation does not affect Normal view for the other presentation.

20.
In the Window group, click the Arrange All button.

Arrange All

In the workspace, you can now see both open presentations at the same time.

21.
Experiment with the other commands in the Window group, and then at the right end of the 03_Viewing2 title bar, click the Close button.

Close

You can close a presentation this way only when more than one presentation is open.

22.
At the right end of the 03_Viewing1 title bar, click the Maximize button.

Maximize

BE SURE TO reset the size of the Notes pane.

CLOSE the 03_Viewing1 presentation.




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