Before you print a presentation, you can use the Page Setup dialog box to set the proportions of your presentation slides—standard and wide screen (New!)—and their orientation on the page. You can also control slide numbering in the Number Slides From box. For a new presentation, PowerPoint opens with default slide page settings: on-screen slide show, landscape orientation, and slides starting at number one. Notes, handouts, and outlines are printed in portrait orientation.
Click the File menu, and then click Page Setup.
Click the Slides sized for drop-down.
Click the size you want.
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On-Screen Show for slides that fit computer monitor with ratios of 4:3 (standard), 16:9 (wide screen HDTV’s) (New!), or 16:10 (wide screen laptops) (New!).
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Letter Paper for slides that fit on 8.5-by-11-inch paper.
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Ledger Paper for slides that fit on 11-by-17-inch paper.
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A3 Paper, A4 Paper, B4 (ISO) Paper, or B5 (ISO) Paper for slides that fit on international paper.
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35mm Slides for 11.25-by-7.5-inch slides.
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Overhead for 10-by-7.5-inch slides that fit transparencies.
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Banner for 8-by-1-inch slides that are typically used as advertisements on a Web page.
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Custom to enter the measurements you want in the width and height boxes.
To orient your slides, notes, handouts, and outline, click the Portrait or Landscape option.
Click OK.
You can use animation to introduce objects onto a slide one at a time or with animation effects. For example, a bulleted list can appear one bulleted item at a time, or a picture can fade in gradually. The easiest way to apply animation is to use buttons on the Custom Animation tab on the Toolbox. You can also design your own customized animations, including those with your own special effects and sound elements.
Using specialized animations, you can apply animations specific to certain objects. For example, for a text object, you can introduce the text on your slide all at once or by word or letter. Similarly, you can introduce bulleted lists one bullet item at a time and apply different effects to older items, such as graying the items out as they are replaced by new ones. You can animate charts by introducing chart series or chart categories one at a time.
In Normal view, select the text object you want to animate.
Click the Custom Animation tab on the Toolbox.
Click an Add Effect button, and then choose an effect from the animation list.
Click the Text Animations panel to expand it.
Click the Animate Text drop-down, and then click the effect you want.
Click the Play button.
In Normal view, select the bulleted text you want to animate.
Click the Custom Animation tab on the Toolbox.
Click an Add Effect button, and then choose an effect from the animation list.
Click the Text Animations panel to expand it.
Click the Group text drop-down, and then click at what paragraph level bulleted text will be animated.
Click the Play button.
In Normal view, select the text you want to animate.
Click the Custom Animation tab on the Toolbox.
Click an Add Effect button, and then choose an effect from the animation list.
Click the More Effect Options panel to expand it.
Click the After Animation drop-down, and then click the dim text color or option you want. Click Don’t Dim to remove the effect.
Click the Play button.
In Normal view, select the chart you want to animate.
Click the Custom Animation tab on the Toolbox.
Click an Add Effect button, and then choose an effect from the animation list.
Click the Chart Animation panel to expand it.
Click the Group Chart drop-down, and then click the order you want to introduce chart elements.
Select the Start animation by drawing the chart background check box to animate the chart background first.
Click the Play button.
The Custom Animation task pane helps you keep track of your presentation’s animations by listing all animated objects in a single location. Use these lists if your slides contain more than one animation, because they help you determine how the animations will work together. For example, you can control the animation of each object, the order each object appears, the time between animation effects, and remove unwanted animations.
In Normal view, select the slide object you want to animate.
Click the Custom Animation tab on the Toolbox.
Click an Add Effect button, and then choose an effect from the animation list.
Click the Start, Direction, or Speed drop-down, and then select the option you want.
Repeat Steps 1 through 4 to create multiple animation effects.
In Normal view, select the slide object you want to animate.
Click the Custom Animation tab on the Toolbox.
In the Animation Order list, select the animation you want to move.
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If a triangle appears next to an animation, click it to expand the animation associated with the object.
Click the Re-Order Up or Down arrow button.
Click the Play button.
In Normal view, select the slide object you want to animate.
Click the Custom Animation tab on the Toolbox.
Click the Start drop-down, and then click After Previous.
Click the Timing panel to expand it.
Use the Delay arrows to select the number of seconds between this animation and the previous event.
In Normal view, select the slide object you want to change.
Click the Custom Animation tab on the Toolbox.
In the Animation Order list, select the animation you want to remove.
Click the Delete button.
Did You Know?
You can add sound to an animation. In Normal view, select the slide object you want to add a sound, click the Custom Animation tab on the Toolbox, select the animation you want, click the More Effect Options panel to expand it, click the Sound drop-down, and then select a sound or click Other Sound to insert your own.
Use PowerPoint’s timing features to make sure that your presentation is not too long or too fast. You can specify the amount of time given to each slide or use Rehearse Timings, which ensures that your timings are legitimate and workable. By rehearsing timings, you can vary the amount of time each slide appears on the screen. If you want the timings to take effect, make sure the show is set to use timings in the Set Up Show dialog box.
Click the slide(s) to which you want to set slide timings.
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You can select slide(s) in the Slides pane in Normal view or in Slide Sorter view.
Click the Transitions tab on the Elements Gallery.
Click Options on the Transitions tab.
Select the Automatically after X seconds check box.
Enter the time (in seconds) before the presentation automatically advances to the next slide after displaying the entire slide.
Click Apply.
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To apply the settings to all slides in your presentation, click Apply to All.
Click the Slide Show menu, and then click Rehearse Timings.
As the slide show runs, rehearse your presentation by clicking or pressing Return to go to the next transition or slide.
When you’re done, click Yes or No to accept the timings.
Click Yes or No to review and edit individual timings in Slide Sorter view.
To test timings, start the slide show and note when the slides advance too quickly or too slowly.
If you want to give your presentation more visual interest, you can add transitions between slides using the Elements Gallery (New!). For example, you can create a fading out effect so that one slide fades out as it is replaced by a new slide, or you can have one slide appear to push another slide out of the way. You can also add sound effects to your transitions, though you need a sound card and speakers to play them. When you add a transition effect to a slide, the effect takes place between the previous slide and the selected slide.
In Normal view, click the Slides tab in the Slides pane.
Click the slide(s) to which you want to add a transition effect.
Click the Transitions tab on the Elements Gallery.
Click a category tab to display the type of transition style you want.
Click the transition effect you want.
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You can click the arrows on the right to display more styles.
To remove a slide transition, click the No Transition style.
If you are creating a self-running presentation, you might want to add a narration to emphasize the points you make. PowerPoint lets you record your own narration as you rehearse your slide show. You can record a narration before you run a slide show, or you can record it during the presentation and include audience comments. As you record the narration, you can pause or stop the narration at any time. When you play back a narration, the recording is synchronized with the presentation, including all slide transitions and animations. You can also delete a voice narration, as with any other PowerPoint object. You will need a microphone and a computer with a sound card to record the narration.
Click the Slide Show menu, and then click Record Narration.
Click the Sound input device drop-down, and then select a device with a microphone.
Click the Input source drop-down, and then select an input device.
If necessary, select the Link narrations check box to insert the narration as a linked object.
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Click Set to specify a folder where you want to store the linked narrations.
Click Record.
Speak clearly into the microphone and record your narration for each slide.
To pause or resume the narration, Control-click anywhere on the screen, and then click Pause Narration, or Resume Narration.
Click Yes or No when prompted to save slide timings along with your narration.
Click Yes or No to review and edit individual timings in Slide Sorter view.
You can insert movies or sounds into a presentation by inserting them from the Clip Art task pane or a file. Movies can be either animated pictures—also known as animated GIFs, such as cartoons—or they can be digital videos. Movies and sounds are inserted as objects. When you insert a sound, a small icon appears representing the sound. PowerPoint supports the following audio file formats (AIFF, AU, MP3, WAV, WMA), and video file formats (ASF, AVI, MPG or MPEG, WMV).
Click the Media button on the Standard toolbar.
Click Insert Movie or Insert Sound and Music.
Locate and select a movie or sound file.
Click Choose (movie) or Insert (sound).
When a message is displayed, do one of the following:
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To play the media clip automatically when you go to the slide, click Automatically.
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To play the media clip only when you click it, click When Clicked.
To play a movie or sound, double-click it, and then click the Play button, if necessary.
After you insert movie, sound, or CD audio objects, you can set play options to determine how they will play back. You can change settings so they play continuously or just one time. Movies and sounds can play in either Normal view or Slide Show view. You can also view and play movies using the full screen. PowerPoint supports the following audio file formats (AIFF, AU, MP3, WAV, WMA), and video file formats (ASF, AVI, MPG or MPEG, WMV, QuickTime). To play sound and movies, you need to have the appropriate media player, such as QuickTime, installed on your computer, which you can download from the Web. You can download QuickTime at www.quicktime.com.
Click the movie object you want to change options.
Click the Custom Animations tab on the Toolbox.
Click the Media Options panel to expand it.
Change the available movie or sound settings: After current slide or After X slides, Hide while not playing, or Rewind after playing.
Click the Formatting Palette tab.
Click the Movie or Sound panel to expand it.
Change the available movie or sound settings: Play, Volume, Play Full Screen (Movie), Hide During Slide Show, Loop Until Stopped, Rewind After Playing (Movie), or Show Controller (Movie).
PowerPoint offers several types of slide shows appropriate for a variety of presentation situations, from a traditional big-screen slide show to a show that runs automatically on a computer screen at a conference kiosk. When you don’t want to show all of the slides in a PowerPoint presentation to a particular audience, you can specify only a range of slides to show, or you can hide individual slides. You can also save a presentation to open directly into Slide Show view or run continuously.
Click the Slide Show menu, and then click Set Up Slide Show.
Choose the show type you want.
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Click the Presented by a speaker (full screen) option to run a full screen slide show.
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Click the Browsed by an individual (window) option to run a slide show in a window and allow access to some PowerPoint commands.
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Click the Browsed at a kiosk (full screen) option to create a self-running, unattended slide show for a booth or kiosk.
Select or clear the following show options check boxes:
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Loop continuously until ‘Esc’. Select to replay the slide show again until you stop it.
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Show without narration. Select to not play narration.
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Show without animation. Select to not play animation.
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Show scrollbar. Select to display the scroll bar.
Select the Manually or Using timings, if present option, where you can advance the slides manually or automatically.
Click OK.
In Slide Sorter view or Normal view, select or display the slide you want to hide.
Click the Slide Show menu, and then click Hide Slide.
The slide number in the Slide pane or Slide Sorter view appears with circle and a line through it.
To show a hidden slide, click it, click the Slide Show menu, and then click Hide Slide again.
If you plan to present a slide show to more than one audience, you don’t have to create a separate slide show for each audience. Instead, you can create a custom slide show that allows you to specify which slides from the presentation you will use and the order in which they will appear. You can also edit a custom show which you’ve already created. Add, remove, and rearrange slides in a custom show to fit your various needs.
Click the Slide Show, and then click Custom Slide Show.
Click New.
Type a name for the show.
Click the slide(s) you want, and then click Add. To remove a slide, select it in the Slides in custom show list, and then click Remove.
Click OK.
Click Edit to modify the selected custom slide show, or click Remove to delete the selected one.
Click Close.
Once you have set up your slide show, you can start the show at any time. In Slide Show view, you advance to the next slide by clicking the mouse button, pressing the Spacebar, or pressing Return. In addition to those basic navigational techniques, PowerPoint provides keyboard shortcuts that can take you to the beginning, the end, or any particular slide. You can also use the navigation commands on the shortcut menu or Slide Show button. If your Mac comes with an Apple Remote, you can use it to deliver and navigate through your slide show (New!).
Click the Slide Show menu, and then click View Slide Show.
Timesaver
Click the Slide Show View button on the Status bar or press
to start a slide show quickly from the current slide.
Move the mouse pointer to display the Slide Show button.
Click the Slide Show button (bottom left corner), and then select commands to move to the next or previous slide, or navigate the slide show, or end the show.
After a period of inactivity during a normal full-screen slide show, PowerPoint hides the pointer and Slide Show button.
Did You Know?
You can set Slide Show options. Click the PowerPoint menu, click Preferences, click the View icon, select the slide show and pop-up toolbar check box options you want (Slide Show Navigation, Pop-up menu on Control+mouse click toolbar, or End with black slide), and then click OK.
Slide Show View Shortcuts
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Action |
Result |
|---|---|
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Mouse click, press Return, or Left arrow |
Moves to the next slide |
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Press Delete or Right arrow |
Moves to the previous slide |
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Press Page Up or Down |
Moves to the previous or next slide |
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Press Home or End |
Moves to the first or last slide in the show |
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Enter a slide number when and press Return |
Moves to the slide number you specified you press Return |
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Press B |
Displays a black screen; press again to return |
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Press W |
Displays a white screen; press again to return |
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Press Esc |
Exits Slide Show view |
When you are presenting your slide show, you can turn your mouse pointer into a pen tool to highlight and circle your key points. If you decide to use a pen tool, you might want to set its color to match the colors in your presentation. When you are finished, you can turn the pen back to the normal mouse pointer. Mark ups you make on a slide with the pen tool during a slide show can be saved with the presentation, and then turned on or off when you re-open the presentation for editing.
In Slide Show view, move the mouse to display the Slide Show button.
Click the Slide Show button, point to Pointer Options, and then click a pointer option.
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Automatic hides the pointer until you move the mouse.
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Hidden makes the pointer invisible throughout the presentation.
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Arrow makes the pointer appear and function as an arrow.
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Pen makes the pointer a pen, which you can draw on the screen with during the slide show.
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Pen Color select a pen ink color.
Drag the mouse pointer to draw on your slide presentation with the pen.
To remove ink, click the Slide Show button, point to Screen, and then click Erase Pen.
Presenter tools allow you to present your slides on one monitor, such as a big screen, while you control your presentation on another monitor, such as a laptop, that only you can see. You can track your time, skips slides, view slide notes, and preview the next slide. Presenter tools are useful when you’re ready to rehearse or give your presentation. Before you can use presenter tools, you need to set up two monitor using Displays in System Preferences. Presenter tools appear on your primary monitor (the one with the menu bar), and the audience view appears on your secondary monitor.
Click the Slide Show menu, and then click View Presenter Tools.
In presenter tools, use any of the following tools:
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Elapsed time shows you the current presentation time.
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Audience view shows you the slide show that the audience sees.
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Notes pane shows you notes for the current slide in Audience view.
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Up Next shows you the next slide that the audience sees in Audience view.
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Thumbnails contains all the slides in the presentation. Click a thumbnail to skip all others and display it.
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Left and Right Arrows allow you to navigate to the previous or next slide. You can also click the slide in Audience view to go to the next one.
If you want to display a help screen with keyboard shortcuts, click Help, and then click OK to close it.
When you’re done, click End to close presenter tools.
If you want to run your presentation on a computer that doesn’t have PowerPoint 2008 installed, you can save your presentation as a PowerPoint movie with the .MOV extension, which you can play with the QuickTime Player. The QuickTime Player is available to download for free at the Apple web site at www.apple.com. Before you save your presentation as a movie, you can set movie options, such as Optimization, Show movie player controls, Move dimensions, Background soundtrack, and Slide transitions. The QuickTime Player doesn’t support all PowerPoint slide show features, so your slide show may run differently. For example, some transitions play differently and animation effects don’t play at all.
Click the File menu, and then click Save as Movie.
Click the Where drop-down, and then select the location where you want to store the movie.
Type a name for the movie.
Click Movie Options.
Click the Movie Settings tab.
Select from the following movie options:
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Optimization. Select an option to optimize the movie for size, smooth playback, or quality.
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Movie dimensions. Select the screen size option that works best for your playback computer.
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Slide transitions. Select an option to follow slide show settings for slide transitions or not to use them.
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Background soundtrack. Select an option to select a soundtrack from a file or not to use one.
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Loop Movie. Select the check box to repeat the movie when it’s done.
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Show movie player controls. Select the check box to show the movie player controls when the movie plays using the QuickTime Player.
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Save. Select an option to apply these settings to all new presentations or the current presentation.
Click the Credits tab.
Enter the information you want for the credits.
Click OK.
Click Save.
To play the movie using QuickTime, double-click the movie icon in the Finder, and then use the movie player controls and navigation buttons to run the movie.
The QuickTime Player needs to be installed on your computer in order to play the PowerPoint movie. You can download a free version of the QuickTime Player from the Apple web site at www.apple.com or from the QuickTime web site at www.quicktime.com.
When you’re giving a professional slide show presentation, you might not want your audience to see you start it from PowerPoint. Instead, you can save a presentation as a PowerPoint Show to open directly into Slide Show view. You can use the Save As dialog box to save a presentation as a PowerPoint Show (.ppsx) or PowerPoint Macro-Enabled (.ppsm). After you save a presentation as a PowerPoint Show file, you can create a shortcut to it on your desktop and then simply double-click the PowerPoint Show file to start it directly in Slide Show view.
Click the File menu, and then click Save As.
Type a presentation show file name.
Click the Where drop-down, and then select the location where you want to save the file.
Click the Format drop-down, and then click PowerPoint Show (.ppsx) or PowerPoint Macro-Enabled Show (.ppsm).
Click Save.
Did You Know?
You can save slides as pictures. Click the File menu, click Save as Picture, type a name for the pictures, select the location where you want to save the pictures, and then select a format for the pictures. Click Options to select save settings, such as current slide or all slides, resolution, and compression, and then click OK. When you’re done, click Save.
Prepare your handouts in the Print dialog box, where you can specify what to print. You can customize your handouts by formatting them in the handout master first, using the formatting and drawing tools. You can also add a header and footer to include the date, slide number, and page number, for example. In the Print dialog box, you can choose to print one, two, three, four, six, or nine slides per page.
Click the View menu, point to Master, and then click Handout Master.
Click the button with how many slides you want per page.
To add a background style, click the background, click the Slide Background panel to expand it, and then click a style.
Use the formatting tools on the Formatting Palette tab or Formatting toolbar to format the handout master placeholders.
If you want, add objects to the handout master that you want to appear on every page, such as a picture or a text object.
Click the Close Master button on the Master toolbar.
You can add speaker notes to a slide in Normal view using the Notes pane. Also, every slide has a corresponding notes page that displays a reduced image of the slide and a text placeholder where you can enter speaker’s notes. Once you have created speaker’s notes, you can reference them as you give your presentation, either from a printed copy or from your computer. You can enhance your notes by including objects on the notes master.
Click the View menu, point to Master, and then click Notes Master.
To add a background style, click the background, click the Slide Background panel to expand it, and then click a style.
Use the formatting tools on the Formatting Palette tab or Formatting toolbar to format the handout master placeholders.
If you want, add objects to the notes master that you want to appear on every page, such as a picture or a text object.
Click the Close Master button on the Master toolbar.
Did You Know?
Why don’t the objects on the Notes master appear in the Notes pane in Normal view? The objects that you add to the Notes master will appear when you print the notes pages. They do not appear in the Notes pane of Normal view or when you save your presentation as a Web page.
You can add headers and footers elements to create consistent notes pages. If the Notes Master doesn’t have body, slide image, header, or footer elements, you can click the Header, Footer, Date and Time Page Number, Body, and Slide Image buttons on the Master toolbar to add them.
When you review a presentation, you can insert comments to the author or other reviewers. Comments are like electronic adhesive notes tagged with your name. They typically appear in yellow boxes in PowerPoint. You can use comments to get feedback from others or to remind yourself of revisions you plan to make. A comment is visible only when you show comments using the Show Comments button and place the mouse pointer over the comment indicator. You can attach one or more comments to a letter or word on a slide, or to an entire slide. When you insert a comment, PowerPoint create a comment thumbnail with your initials and a number, starting at 1, and a comment box with your user name and date. When you’re reviewing a presentation, you can use the Show Comment/Hide Comments button on the Reviewing toolbar or View menu to show and hide comments.
Click the slide where you want to insert a comment or select an object.
Click the Insert menu, and then click Comment.
Type your comment in the comment box or pane.
Click outside the comment box.
Did You Know?
You can move a comment. Drag it to a new location on the same slide.
My reviewer initials and name are incorrect. You can change them in PowerPoint preferences. Click the PowerPoint menu, click Preferences, click the Advanced icon, enter your User name and Initials in the boxes provided, and then click OK.
Click the View menu, point to Toolbars, and then click Reviewing.
Click the Show Comments button to show all comments.
The Show Comments button toggles to Hide Comments.
Click the comment box.
Read the comment.
Click the Previous or Next button to read another comment.
To edit a comment, click to select it, click the Edit button on the Reviewing toolbar, make your changes, and then click outside the comment box.
Headers and footers appear on every slide. You can choose to not have them appear on the title slide. They often include information such as the presentation title, slide number, date, and name of the presenter. Use the masters to place header and footer information on your slides, handouts, or notes pages. Make sure your header and footer don’t make your presentation look cluttered. The default font size is usually small enough to minimize distraction, but you can experiment by changing their font size and placement to make sure.
Click the View menu, and then click Header and Footer.
Click the Slide or Notes and Handouts tab.
Enter or select the information you want to include on your slide or your notes and handouts.
To not include a header and footer on the title slide, select the Don’t show on title slide check box.
Click Apply to apply your selections to the current slide (if available), or click Apply to All to apply the selections to all slides.
Click the View menu, point to Master, and then click the master view (Slide Master, Handout Master, or Notes Master) with the master you want to change.
Make the necessary changes to the header and footer like any other text box. You can move or resize them or change their text attributes.
Click the Close Master button on the Master toolbar.
You can insert the date and time into your presentation. For example, you might want today’s date to appear in a stock market quote. You can insert the date and time on every slide, notes page or handout, or only on a specific slide. To insert the date and time on every page, you place it in a placeholder on the slide master. To insert the date and time only on a specific page, you insert it in a text box on the slide you want. You can set the date and time to automatically update to your computer’s clock or stay fixed until you change it.
Display an individual slide in Normal view.
Click to place the insertion point in the text object where you want to insert the date and time.
Click the Insert menu, and then click Date and Time.
Click the date or time format you want.
To have the date and time automatically update, select the Update automatically check box.
Click OK.
Click the Insert menu, and then click Date and Time.
Click the Slide or Notes and Handouts tab.
Click the Date and time check box.
Click the Update automatically or Fixed option, and then specify or select the format you want.
Click Apply to apply your selections to the current slide, or click Apply to All to apply the selections to all slides.
You can insert slide numbers into the text of your presentation. When you insert slide numbers, PowerPoint keeps track of your slide numbers for you. You can insert slide numbers on every slide or only on a specific slide. To insert a slide number on every page, you place it in a placeholder on the slide master. In the Slide Master view, PowerPoint inserts a code <#> for the slide number. When you view slides in other views, the slide number is shown. To insert a slide number only on a specific page, you insert it in a text box on the slide you want. You can even start numbering with a page number other than one. This is useful when your slides are a part of a larger presentation.
Click the View menu, point to Masters, and then select a master.
For Slide Master view, select the slide master or slide layout in the left pane in which you want to insert a slide number.
If the slide already contains a placeholder with the <#> symbol, which indicates slide numbering, you don’t need to continue.
Click to place the insertion point in the text object where you want to insert the current slide number.
Click the Insert menu, and then click Slide Number.
The <#> symbol appears in the text.
Click the Close Master button on the Master toolbar.
Insert the slide number if you need one on the slide or slide master.
Click the Insert menu, and then click Slide Number.
Click the Slides number check box, and then enter a starting number.
Click Apply to apply your selections to the current slide, or click Apply to All to apply the selections to all slides.
You can print all the elements of your presentation—the slides, outline, notes, and handouts—in either color or black and white. PowerPoint makes it easy to print your presentation; it detects the type of printer that you choose—either color or black and white—and then prints the appropriate version of the presentation. When you print an outline, PowerPoint prints the presentation outline as shown in Outline view. What you see in the Outline pane is what you get on the printout. PowerPoint prints an outline with formatting according to the current view setting. Set your formatting to display only slide titles or all of the text levels, and choose to display the outline with or without formatting.
To print an outline, format your outline the way you want it to be printed in Outline pane.
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Display only slide titles or all text levels.
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Display with or without formatting. Control-click the outline, and then click Show Formatting.
Click the File menu, and then click Print.
Click the Print What drop-down, and then click what to print.
Select options for Slide Show, Output, Scale to Fit Page, Print Hidden Slides, and Frame Slides.
To view a quick preview, select the Show Quick Preview check box, and then click the Previous and Next buttons.
Click Print.
