You have selected free tutorial of the Microsoft Corporation for the Microsoft Office Specialist (MOS) :
77-422: PowerPoint 2013
Topics : Create and manage presentations : Configure presentations to print or save •Set handout print options, print selections from presentations, package presentations for CD, save presentations as webpages, print presentations in grayscale, print speaker notes, maintain backward compatibility
You can create speaker notes for your presentation. Speaker notes, also called notes pages, are notations that you add to a slide and that you can print out and use to help you give a presentation. You can also use speaker notes as handouts for your presentation. When creating notes pages, PowerPoint includes any note text that you add, as well as a small picture of the actual slide. You can add speaker notes in the Notes pane or on the Notes page. You can print your speaker notes along with their associated slides.
- PowerPoint offers three master views:
- the Slide Master, which determines how presentation slides look;
- the Handout Master, which controls how a printed version of your presentation looks;
- the Notes Master, which dictates how a printout of your notes looks.
- The three master views enable you to set up the basic structure for each slide layout, plus the notes and printed handouts. This saves time because you do not need to design each presentation slide from scratch. For example, the Title and Content slide layout is designed once in the Slide Master view, but you can use it over and over again.
- Slide Master Elements : the Master Slides to create global design settings for your slides. The Slide Master and Layout Masters contain placeholders where you can format text. They also contain various placeholders for footer information, slide numbers, and a date. Any change to a Layout Master is applied to any presentation slide that has its corresponding layout. When you make a formatting change to a placeholder on the Slide Master, PowerPoint applies that change to any corresponding placeholder anywhere in the presentation. One change can affect many slides, but only for the theme associated with the Master Slide you are changing. The Slide Master Element are:-
- Slide Master The Slide Master is connected to its related Layout Masters with a dotted line. The Slide Thumbnails pane shows one set of Master Slides for each theme.
- Layout Masters Layout Masters represent the various slide layouts that you can insert into a presentation, such as the Title and Content layouts. Changes on a Layout Master affect only those presentation slides with the layout of that particular master.
- Slide Master Tab Use the Slide Master tab to change Master Slides — you can design the background of masters, change or insert placeholders, and change theme colors and font schemes.
- Placeholders You can format an entire placeholder, some of its text, or each bullet point individually by selecting a particular bullet point before formatting.
- Footer, Date, and Slide Numbers The Date placeholder positions the date on slides; the Page (#) placeholder provides page numbers on slides; the Footer placeholder provides a footer on the slides.
- Dependency on a Master Design Position the mouse pointer over any slide in the Slide Master view and a ScreenTip shows you which presentation slides use that Layout Master design.
- Work with Three Kinds of Masters
- The Master Slides consist of a set of slides called the Layout Masters — there is one Layout Master for each slide layout that you will use to build your presentation.
- The Master Slides also include a slide called the Slide Master, which controls the theme and formatting for the Layout Masters.
- The Handout Master controls the look and layout of the printed handouts when you print the slides of your presentation.
- The Notes Master controls how the printout of your presentation notes looks.
- Using Masters to Make Global Changes
- Any change, including formatting, that you make to a Layout Master is applied to its corresponding presentation slides.
- For example, if you redesign the Layout Master that controls the Title and Content layout by moving the title from the top of the page to the bottom,
- every slide in the presentation using the Title and Content layout reflects that change.
- This saves you time and gives your presentation a consistent look and feel.
- If you change the formatting of an element on the Slide Master, PowerPoint changes that element on all Layout Masters and all presentation slides.
- How Masters Relate to the Theme Masters are based on themes. When you apply a theme to your presentation, PowerPoint automatically creates a set of Master Slides with that theme. You can alter the theme of your Master Slides and then save it as a new theme. If you apply more than one theme to your presentation, you will have multiple sets of Master Slides — one for each theme. For example, if you have three themes, you will have three Title and Content Layout Masters, one for each theme. You can change the design of the Layout Master of the Title and Content slide in one theme without affecting the Title and Content slides in the other two themes.
- Overriding Master Settings When you make changes to individual presentation slides, those changes take precedence over settings on the corresponding Layout Master or the Slide Master. For example, if you change the font color of the title placeholder of a Title and Content presentation slide in Normal view, a change to the title placeholder font color of the Title and Content Layout Master does not affect it. The change on the individual presentation slide takes precedence. If you place a graphic on a Layout Master, you can omit it from the background of an individual presentation slide in Normal view.
- Printing from Backstage View
- For precise control over how you want your presentation to be printed, you must switch to Backstage View and conjure up the Print screen, To summon this screen, choose Office➪Print or press Ctrl+P.
- After you call up the Print screen, click the big Print button (shown in the margin) or press Enter to print all the slides in your presentation. Fiddle around with the settings to print a select group of slides, to print more than one copy, or to print handouts, speaker notes, or an outline. The following sections show you the treasures that lie hidden in this screen.
- if your presentation doesn’t start printing right away. PowerPoint printouts tend to demand a great deal from the printer, so sometimes the printer has to work for a while before it can produce a finished page. Be patient. The Printer Wizard has every intention of granting your request.
- Creating Word Handouts Create Handouts command to create a Word document that you can then print and distribute to your audience. Using this feature is simple; just follow these steps:
- Choose File➪Export➪Create Handouts, then click the Create Handouts button. This brings up the dialog box
- Choose the formatting option you want to use. You have several options for the page layout:
- Slides on the left and notes on the right
- Slides on the left and blank lines on the right
- Slides at the top of the page and notes below the slides
- Slides at the top of the page and blank lines below the slides
- Just the outline
- Click OK. PowerPoint grinds and whirs for a bit, then regurgitates the presentation in the form of a Word document
- 4. Edit the document as you see fit, then save it.
- You’re done! Note that if you don’t plan on editing the document in Word, there’s no real advantage to exporting the presentation to a Word document. Instead, you can simply print the slides and notes by using PowerPoint’s Print command.
- Changing the Notes Master Notes pages consist of a reduced image of the slide, plus any notes that you type to go along with the slide. When printed, notes pages are formatted according to the Notes Master. To change the Notes Master, follow these steps:
- Choose View➪Presentation Views➪Notes Master. The Notes Master comes to life
- Indulge yourself. The Notes Master contains two main placeholders — one for your notes and the other for the slide. You can move or change the size of either of these objects, and you can change the format of the text in the notes placeholder. You also can add or change elements that you want to appear on each handout page. Also notice the convenient placement of the header, footer, date, and page number blocks.
- Click the Close Master View button. PowerPoint returns to Normal View.
- Print your notes to see whether your changes worked.
Set handout print options
For presentations you’ll be giving in person, you might want to prepare and print handouts your audience members can take home when your slide show is done. You can print your handouts in a number of ways, printing multiple slides on each page, printing slides and notes, or printing one slide per page, if that’s your preference. You’ll use the Print category in the Backstage view to get the job done.
- Save the presentation that you want to print and tap File to display the Backstage view.
- Tap the Print tab.
- Choose the printer that you want to use.
- Choose which slides that you want to print.
- Alternatively, enter the range of slides that you want to print (for example, Page No - Page No).
- If you’re printing multiple copies of your slides, choose how (or whether) you want the pages to be collated, so different sets are arranged together on one set.
- Select whether you want to print the slides in color, grayscale, or black and white.
- Preview your slides in the print preview area.
- Browse through the various slides.
- Change the size of the previewed slide.
- Scroll through the presentation.
- Tap Print to send the slides to the printer.
- On the ribbon, tap File to display the Backstage view.
- Tap the Print tab.
- Tap the drop-down arrow to the right of Full Page Slides. A gallery of options appears.
- Select the way you’d like your handouts to display the slides in your presentation. You can choose to have one, two, three, four, six, or nine slides on a printed page.
- Choose whether you want to print the handouts in color, grayscale, or black and white.
- Tap Print to print the handouts.
print selections from presentations
package presentations for CD
- To share your PowerPoint presentation with others, you can save it to a CD. With the Package for CD feature, PowerPoint bundles the presentation along with all of the necessary clip art, multimedia elements, and other items needed to run your show, including any linked files contained in your presentation. The CD even includes a PowerPoint Viewer with the file in case the recipient does not have PowerPoint installed on his or her computer. If you prefer, you can save your presentation as a WMV movie file that includes any narration and timings you record.
- Click the File tab.
- Click Export.
- Click Package Presentation for CD.
- Click Package for CD. The Package for CD dialog box appears.
- Type a name no longer than 16 characters for the CD.
- Click Copy to CD.
- (PowerPoint prompts you to insert a blank CD; do so and click Retry. )
- If your presentation contains linked files, PowerPoint asks you if you want to include those files on the CD.
- If you trust the source of each linked file, click Yes.
- PowerPoint copies the presentation files. The size of the presentation determines how long copying takes. When PowerPoint finishes copying the presentation, a dialog box appears.
- Click No. Note: If you want to continue packing additional copies of the presentation, you can click Yes.
- Click Close. The Package for CD dialog box closes.
save presentations as webpages
- Deliver your PowerPoint presentation online
- Deliver your PowerPoint presentation online at no cost to you by taking advantage of the free Office Presentation Service that Microsoft offers
- When you present online, members of your audience view your presentation in their web browsers. They use a link that you provide to connect to your presentation. They do not need to set up anything; they need only their browser and the link you provide.
- PowerPoint generates the link for you, and you can send the link via email or you can paste the link at a location where members of your audience can click it.
- Open only the presentation you want to share.
- Click the File tab.
- Click Share.
- Click Present Online. (You can click here ( changes to ) to enable your audience to download your presentation.
- Click Present Online. The Present Online dialog box appears.
- Click an invitation option:
- Copy Link — with this option, you need to paste the link where others can access it;
- Send in Email — this option opens an e-mail message with the link to the presentation embedded. Fill in the recipients and send the e-mail.
- When you are ready to start your presentation, click Start Presentation. PowerPoint switches to Slide Show mode.
- When your presentation concludes, press to return to Normal view in PowerPoint.
- Click the Present Online tab.
- Click End Online Presentation. PowerPoint displays a message asking you to confirm that you want to end the presentation.
- Click End Online Presentation. PowerPoint stops the presentation and the Present Online tab disappears.
print presentations in grayscale
print speaker notesi>Creating Seaker Note:
- Using the Notes Pane
- Click to switch to Normal view.
- Click a slide to which you want to add notes.
- Click here to display the Notes pane. ( The Notes pane button acts as a toggle; each click displays or hides the Notes pane. )
- Click in the Notes pane and type any notes about the current slide that you want to include.
- Using the Notes Page
- Click a slide to which you want to add notes.
- Click the View tab. Click Notes Page. The Notes Page view opens and displays the selected slide.
- Click in the bottom pane and type any notes about the current slide that you want to include.
- You can click the Zoom button to display the Zoom dialog box and magnify the notes.
- You can also drag the Zoom slider to magnify the notes.
- You can edit and format your notes text using buttons on the Home tab.
maintain backward compatibility
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