MODU LE

3
Microsoft
PowerPoint 2010
Advanced Presentation
Techniques
For

DASH DESIGNS CONSULTING

Technology Training and Consulting Services
Microsoft PowerPoint 2010 Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting
 Microsoft PowerPoint 2010
Advanced Presentation Techniques
For
The Haas School of Business,
University of California
Revised: August 7, 2011

COPYRIGHTS AND TRADEMARKS

© 2011, DASH DESIGNS CONSULTING, JERRY MALETSKY

SAN RAFAEL, CA 94903
EMAIL: [email protected]
WEB SITE: WWW.DASHDESIGNSCONSULTING.COM
FAX (415) 491-1490

Dash Designs Consulting gives permission to the Haas School of Business of the
University of California at Berkeley to reprint this training manual for internal use
only. No re-sale of this material or renunciation of copyrights are granted by this
author.

Any mention or use of Microsoft®, University of California, or any third party

product is hereby acknowledged by Dash Designs Consulting to be for the sole
purpose of editorial and educational use of this training manual and for the benefit
of the mentioned parties.

Microsoft PowerPoint 2010 Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting
 MICROSOFT POWERPOINT 2010
ADVANCED PRESENTATION TECHNIQUES

Table of Contents
Chapter 1: Finalizing A Presentation ......................... 1

Chapter 2: PowerPoint 2010 Save Options ................ 7

Chapter 3: PowerPoint 2010 Publish Options .......... 13

Chapter 4: Customizing Slide Shows ........................ 23

Chapter 5: Advanced Slide Show Techniques ........... 31

Primary Reference Presentation File: New Products Division.pptx

Additional Reference Files: Inserting Movies and Sounds.pptx
PowerPoint Narration.pptx
Optional Advanced Project.pptx

Microsoft PowerPoint 2010 Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting
CHAPTER
1 Finalizing A Presentation
Reference Presentation File: New Products Division.pptx

USING THE FILE MENU: INFO COMMAND

The PowerPoint 2010 File menu: Info command offers a variety of options in
finalizing a presentation. These include converting the presentation into an earlier
version, checking to see what changes in your 2010 file will not be supported by
earlier versions, inspecting the document for any vulnerable personal or company
information, and making a file read-only by marking the file final.

File Properties Area

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POWERPOINT 2010 FILE MENU: INFO COMMAND

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CHAPTER
Finalizing A Presentation

1
POWERPOINT 2010 COMPATIBILITY CHECKER
Each time you save a file in Office 2010 as a 97-2003 format (File: Save And
Send button: Change File Type command) Microsoft runs the Compatibility
Checker automatically to alert you to what formatting or functionality issues may
arise when being viewed in the older versions.
In addition, you can run the Compatibility Checker at any time by using the File
menu: Info command: Check For Issues button
The Compatibility Checker lists the number of occurrences and the slides on which
those issues appear. It does not provide any way to alter the data on the slides.
However, this is mostly an informational tool. Most of the issues revolve around
not being able to view that particular formatting or not being able to edit that
element when viewed in a 97-2003 application.

PowerPoint 2010 Compatibility Checker

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Finalizing A Presentation

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SECURING A POWERPOINT 2010 PRESENTATION WITH MARK AS FINAL
Office 2010’s Mark As Final option prevents changes from being made to a
“completed file”. This marks the presentation as Read-Only. When that
presentation is opened, a Read-Only designation will appear in the Title Bar. In
addition, there will be a Mark As Final icon on the programs Window
Frame (bottom left corner).
This is an efficient method of securing accidental changes to a key presentation file.
Mark As Final can be turned off by selecting the command from the Prepare Menu
in the Office Button.

PowerPoint 2010 Mark As Final

Mark As Final Icon

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CHAPTER
Finalizing A Presentation

1
INSPECTING A PRESENTATION FOR NON-SECURE INFORMATION
Using the File menu: Info command: Check For Issues button: Inspect
Document command allows you to use a tool to search for and remove personal
and company data that you may not want to be seen by viewers outside your
organization. Some of this type of data may not be openly visible to you within the
presentation. This includes comments and annotations, document properties, off-
slide content, presentation notes, and personal information such as authorship.
The Document Inspector has two phases. First it scans the presentation for non-
secure types of data. Then it reports its findings and displays options to remove
that information.
Once this data is removed, it can not be recovered so it might be a good practice to
make a copy of the presentation and remove personal information from the copy.
For example, if you remove all speaker notes from a presentation, then the original
will no longer contain them.
It is important to note that this is just one method of securing the presentation.

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INSPECTING A PRESENTATION FOR NON-SECURE INFORMATION

Results of Document Inspector

Remember, if you click the Remove All button that information

will be permanently removed from the presentation file.

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CHAPTER
2 PowerPoint 2010 Save Options
Reference Presentation File: New Products Division.pptx

SAVE A PRESENTATION AS A 97-2003 FORMAT

To share documents with users of previous versions of PowerPoint (excluding
PowerPoint 2007) you must save your file in the 97-2003 Format. The Office
Button, Save As command contains a variety of formats in which to save a
PowerPoint 2010 file. Note that the option that does not show a version (i.e.
PowerPoint Presentation) is the 2010 format.
Microsoft will automatically run the Compatibility Checker to view issues of
formatting and functionality as described in the previous section.

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PowerPoint 2010 Save Options

2
SAVE A PRESENTATION IN PDF FORMAT
One of the new features of Office 2010 is the ability to save a file in PDF format
without using the full version of Adobe Acrobat.
This option is located in the File menu: Save & Send command.

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 PowerPoint 2010 Save Options
CHAPTER
2
MAKING A PRESENTATION VIEWABLE ONLY AS A SLIDE SHOW
Presentations are generally saved as a .pptx file. That is, as a normal PowerPoint
presentation file. However, another method to save a file and give it some level of
protection is to save it as a .ppsx file, a PowerPoint Show file. This option is
available as a 97-2003 show as well (.pps). The major benefit to creating a .ppsx
file is that the viewer only needs to open the file outside of PowerPoint (i.e. double-
clicking the file in the folder it resides) to automatically start the Slide Show. The
viewer then doesn’t need to and can’t see the “inner workings” of the presentation.

Steps:
 Open the presentation
 Click File menu: Save & Send command
 Select the option for PowerPoint Show (*.ppsx)
 Click the Save As button
 Navigate to the preferred folder in which the file will be saved
 Type a name for the presentation (if necessary)
 Click Save

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PowerPoint 2010 Save Options

2
MAKING A PRESENTATION VIEWABLE ONLY AS A SLIDE SHOW

PowerPoint Show file in folder

A PowerPoint Show Can Only Be Seen In Slide Show

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 PowerPoint 2010 Save Options
CHAPTER
2
CREATING A VIDEO FROM A PRESENTATION
PowerPoint 2010 has a new feature that allows you to create and save a video
version of your presentation. This can include slide timings, animations, and
narration.
This can be a great marketing and self-running version of your presentation.
Note: This can result in a much larger file size than with a normal
presentation.

Steps:
 Open the presentation
 Click File menu: Save & Send command
 Select the option for Create A Video
 Set any options necessary on the right side of screen
 Click Create A Video
 Navigate to the preferred folder in which the file will be saved
 Type a name for the presentation (if necessary)
 Click Save

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PowerPoint 2010 Save Options

2
MAKING A PRESENTATION VIEWABLE ONLY AS A SLIDE SHOW

A PowerPoint Video Viewed In Media Player

Microsoft PowerPoint 2010 Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting 12
CHAPTER
3 PowerPoint 2010 Publishing Options
Reference Presentation File: New Products Division.pptx

BROADCASTING A PRESENTATION ON THE WEB

PowerPoint 2010 allows you to broadcast a presentation live on the web. Viewers
are sent a web address and can view the presentation from anywhere they have a
web connection.
A Windows Live Systems ID and password are required for the creator of
the presentation.

Steps:
 Open the presentation
 Click File menu: Save & Send: Broadcast Slide Show command
 Click the Broadcast Slide Show button
 Log in (if necessary) with your Windows Live ID and password
 In the Broadcast Show dialog box, click Start Broadcast
 Click Copy Link or Send In Email to invite people to the broadcast
 After sending email, click Start Slide Show
 Present the slide show
 When complete, click End Broadcast at the top of your screen

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BROADCASTING A PRESENTATION ON THE WEB
Broadcast Slide Show Dialog Box

Windows Live Sign-In Screen

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CHAPTER
PowerPoint 2010 Publishing Options

3
BROADCASTING A PRESENTATION ON THE WEB

Sending Link To Broadcast Web Site via Email

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BROADCASTING A PRESENTATION ON THE WEB

Slide Show Broadcast in Viewers’ Web Browser

End Broadcast Button

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CHAPTER
PowerPoint 2010 Publishing Options

3
PACKAGE A PRESENTATION FOR DISTRIBUTION
The Package For CD command allows users to create a portable version of a
presentation for distribution to clients and/or colleagues. This process encapsulates
the presentation with its own viewer so that PowerPoint is not required on that
viewer’s computer. It can be placed on a CD or a folder on a computer.
This can make for a very efficient method of sending mailings to potential clients as
well as a back up in the case of computer failure prior to a presentation.

Steps:
 Open the presentation
 Click File menu: Save & Send: Package Presentation For CD
 In the Package For CD dialog box, name the presentation
TO PACKAGE THE PRESENTATION TO CD
 Place a blank CD in the drive
 Click Copy to CD button
 If Microsoft asks about copying links, click No
 When completed, click Close the Package For CD dialog box
TO PACKAGE THE PRESENTATION TO A FOLDER
 Click Copy to Folder button
 If message appears about updating files to compatibility mode, click OK
 Navigate to preferred folder in which packaged presentation will be saved
 Click OK in Copy To Folder dialog box to confirm and process command
 When completed, click Close the Package For CD dialog box

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PowerPoint 2010 Publishing Options

3
PACKAGE A PRESENTATION FOR DISTRIBUTION

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 CHAPTER
PowerPoint 2010 Publishing Options

3
PACKAGE A PRESENTATION FOR DISTRIBUTION

Package For CD
dialog box

PowerPoint 2010 will ask in you want to include linked files in the “package”. Click No to reduce
the size of the file.

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PowerPoint 2010 Publishing Options

3
PACKAGE A PRESENTATION FOR DISTRIBUTION

Finished files on CD disc

Copy To Folder dialog box

Microsoft PowerPoint 2010 Training For The Haas School of Business, UC Berkeley - Dash Designs Consulting 20
CHAPTER
PowerPoint 2010 Publishing Options

3
CREATING HANDOUTS FROM MICROSOFT WORD
Although PowerPoint provides options to print Handouts and Notes Pages, these
options are limited. Using the Create Handouts In Microsoft Word provides more
options for layout and printing controls.
This includes choosing layouts that are not available in PowerPoint.

Steps:
 Open the presentation
 Click File menu: Save & Send: Create Handouts command
 In the Send To Microsoft Word dialog box, select the preferred layout
 Click Paste Link (if preferred) - updates Word document automatically
 Save Word document to
complete process

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PowerPoint 2010 Publishing Options

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CREATING HANDOUTS FROM MICROSOFT WORD

Handouts in Microsoft Word Document

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CHAPTER
4 Customizing Slide Shows
Reference Presentation File: New Products Division.pptx

CREATE CUSTOM SLIDE SHOW

A PowerPoint Custom Slide Show allows users to maintain one larger presentation
file but choose which slides to present in the slide show. This can be a flexible
method in which to present different slide shows to groups all contained within one
manageable presentation file.

Steps:
 Click on the Slide Show Tab
 Click the Custom Slide Show command,
Custom Shows option
 In the Custom Show box, click the New button
 In the Define Custom Show dialog box…
 Type a name for the custom show
 Double-click (or click Add button) to add preferred slides to right box
 Click OK to complete the process
 In the Custom Show box, click the Close button or Show button

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Customizing Slide Shows

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CREATE CUSTOM SLIDE SHOW

Custom Shows dialog box

Define Custom Show dialog box

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 Customizing Slide Shows
CHAPTER
4 Reference Presentation File: PowerPoint Narration.pptx

RUNNING A SLIDE SHOW WITH NARRATION

Narrating a presentation allows presenters to communicate their “talking points”
without having to be physically present during the presentation. This is particularly
useful when saving a file as a .pps format, allowing the viewer to see only the slide
show with your voice-over. Narrations can be embedded or linked (saving file
size).
PowerPoint tracks the time needed for each slide during the narration process and
provides an option to save these timings along with the narration in order to play
the presentation automatically if required.
Steps:
 Navigate to the starting slide
 Click Slide Show tab: Record Slide Show
 Select whether you want to include Slide and Animation timings and/or Narra-
tions and Laser Pointer options
 Click Start Recording button
 Start slide show and begin narrations
 As you progress through each slide PowerPoint records narration as well as time
allotment on each slide
 At the end of the slide show PowerPoint will prompt you to Save or Don’t Save
narrations and timings

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4
RUNNING A SLIDE SHOW WITH NARRATION

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 Customizing Slide Shows
CHAPTER
4 Reference Presentation File: New Products Division.pptx

REHEARSE AND APPLY TIMINGS FOR THE SHOW

Slide Shows can be run automatically with timings you set (in seconds). This can be
done manually by entering a time in the Automatically After box in the Advance
Slide group on the Transitions tab.

You can also set timings by running the Rehearse Timings

command on the Slide Show tab. When you activate this
command, the slide show automatically starts and records
how many seconds have elapsed as you “talk through” each
slide and you advance to the next slide. At the end of the
presentation, PowerPoint will display the total time it took to
complete the Slide Show and ask you if you want to assign the
individual time settings to each slide.
In the Set Up Show dialog box (see page 34), in the Advance Slides area, there is
an option to run the slide show manually or “Using timings, if present.” If you don’t
change this option the Slide Show will run automatically from these timings.
This is an excellent method to set up your Slide Show to run automatically as well as
to get an estimate of how much overall time is required for your presentation.
If you decide to change the timings, just run Rehearse Timings again.

Steps:
 Click Slide Show tab: Rehearse Timings
 The Slide Show begins, “talk through” the first slide
 When ready, click to advance to the next slide
 Practice your presentation through each slide, advancing as necessary
 At end of the slide show, click Yes to accept timings, if preferred

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REHEARSE AND APPLY TIMINGS FOR THE SHOW

Rehearse Timings In A PowerPoint Slide Show

Applied Timings In Slide Sorter View

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 Customizing Slide Shows
CHAPTER
4 Reference Presentation File: New Products Division.pptx

APPLYING SLIDE SHOW SETUP OPTIONS

The Set Up Show dialog box provides several options with which to control your slide
show. They include running the slide show continuously, running the slide
show manually (with your mouse clicks) or
automatically, and only showing a range of
slides.
This command is found in the Slide Show tab.

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Customizing Slide Shows

4
USING PRESENTER VIEW
PowerPoint 2010 has a new feature called Presenter View. With this option a
presenter can display their presentation on one display while seeing a different
view on another. For example, the presenter can display the actual slide show to
the audience while viewing their speaker notes on another.
This process requires two display devices.

Steps:
 Click Use Presenter View, in the Monitors group on the Slide Show tab
 Click Check button to verify there are two displays
 In the Display Monitors dialog box, click the Settings tab
 Select the Use This Device As The Primary Monitor option
 Click the 2nd monitor icon
 Select Extend My Windows Desktop
Onto This Monitor check box
 Click OK

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CHAPTER
5 Advanced Slide Show Techniques
Reference Presentation File: Insert Movies and Sounds.pptx

INSERTING SOUNDS AND MOVIES INTO SLIDES

Sounds and movies can be a powerful way of communicating information to the
audience. PowerPoint can read a variety of different movie and sound file formats.
These include:
Movies: .avi .mpg .mpeg .wmv .wpl
Sounds: .wav .mdi .mp3 .aif
The inserted movie appears as a still frame image. An inserted sound appears as an
icon. Sounds and movies can be set to play on the click of the mouse or automatically
when the slide appears on the screen during the slide show.

Steps:
Inserting Movies
 Click onto the slide in which the movie will be inserted
 Click the Insert tab: Media Clips group, Movie command
 Select Movie from File (if an external file) - OR -
 Select Movie from Clip Organizer
(to use a PowerPoint animated graphic)
 Choose one of the following options for how the movie will play

Note: if you want to change the above options later, use the
Custom Animation task pane and Effect Options box. The Timing tab
will allow you to reset how the movie starts.

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5
INSERTING SOUNDS AND MOVIES INTO SLIDES
Steps:
Inserting Sounds
 Click onto the slide in which the movie will be inserted
 Click the Insert tab: Media Clips group, Sound command
 Select Sound from File (if the external file) - OR -
 Select Sound from Clip Organizer
(to use a PowerPoint sound file)
 Choose one of the following options for how the movie will play

Note: if you want to change the above options later, use the Custom Animation task
pane and Effect Options box.
The Timing tab will allow you
to reset how the sound starts.

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CHAPTER
Advanced Slide Show Techniques

5
INSERTING VIDEO FROM DIRECTLY FROM THE WEB
PowerPoint 2010 allows you to directly embed videos directly from the web. In
addition, you can easily edit your embedded videos with no additional software
needed. Trim, add fades and effects, or even include bookmarks in your video to
trigger animations.

Note: Video can only be seen in the Slide Show View!

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5
INSERTING VIDEO FROM DIRECTLY FROM THE WEB

Steps:
 On the Insert tab, open the Video button and select Video From Web Site...
 Navigate to the website and find your video (i.e. YouTube).
 Right-Click on video and select Copy embed html command.
 Return to PowerPoint slide.
 Click the Insert Tab, Video, Video from Web Site command.
 Right-click and Paste copied html into the displayed dialog box
 Click Insert.

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CHAPTER
Advanced Slide Show Techniques

5 Reference Presentation File: New Products Division.pptx

USING AN ACTION BUTTON FOR SLIDE SHOW NAVIGATION

You can create hyperlinks from Action Buttons to use during a Slide Show. Action
Buttons are graphic tools provided by PowerPoint. They come in a variety of shapes
including left and right pointing arrow buttons. Action buttons can be set to
activate by clicking or just moving the mouse over them
Action Buttons only operate during a Slide Show.

Steps:
 Navigate to the preferred slide
 Click Insert tab, Shapes command
 In the Shapes list, Action Buttons category, select preferred shape

 Position the mouse over the slide and draw the shape on the slide
 In Action Settings dialog box, activate Mouse Click or Mouse Over tab
 Click the Hyperlink To option
 Open the Hyperlink To list and select the option that best fits
 Follow instructions in the succeeding screen
(i.e. select file to open, type or paste web address in URL box
 Click OK until Action Settings dialog box is closed

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USING AN ACTION BUTTON FOR SLIDE SHOW NAVIGATION

Action Settings Dialog Box - (Note: Mouse Click Tab and Mouse Over Tab)

Action Settings Dialog Box - URL Option Dialog Box

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CHAPTER
Advanced Slide Show Techniques

5
USING AN ACTION BUTTON FOR SLIDE SHOW NAVIGATION

Action Settings Dialog Box - Hyperlink To Other File Option Dialog Box

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USING AN ACTION BUTTON FOR SLIDE SHOW NAVIGATION

Action Buttons On Slide Example

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CHAPTER
Advanced Slide Show Techniques

5
ANNOTATING SLIDE SHOWS
During a presentation you may want to highlight or call attention to elements on
the slide.
You can add text or draw on a slide during the Slide Show using Annotation. The
Pen tool, available during the Slide show, allows you to emphasize your
information by drawing on the slide. This includes adding text, arrows, lines, as
well as highlighting content. You can set the type and color of the pen in the
Pointer Options menu during the slide show.
The annotations will disappear when you change slides. You can erase them at any
time by pressing “E”. At the end of the presentation you will have the option of
keeping or discarding any remaining annotations.

Steps:
 Start the Slide Show
 Right-Click anywhere on the screen
 Select Pointer Options, then preferred type of annotation tool
 Click Ink Color (to change color)
 Move mouse over slide area and drag to create annotations

Note: you can also move your mouse to the

lower left corner of screen Click the Pen
menu button

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5
ANNOTATING SLIDE SHOWS
Example of Annotations During Slide Show

Notes:
 You can erase annotations on an active slide by pressing the letter E key
 You can turn off annotations by right-clicking on the screen during the slide show and
selecting the Pointer Options, Arrow command
 At the end of the slide show, PowerPoint will give you the option of discarding or
keeping the annotations. If kept, the annotations can be manually deleted on the slides
themselves

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CHAPTER
5 Optional Project
Reference Presentation File: Optional Advanced Project.pptx

CREATING A CUSTOM SLIDE TO SLIDE TRANSITION

Creating animated transitions in which slides appear to blend from one slide to the
next is an interesting method of transitioning from one slide to another.

Steps:
 In Slide Sorter view, select the second of two consecutive slides

 Copy and Paste the selected slide (Home tab)

 here are now 3 slides

 The 2nd slide should not have any transitions applied to it

 Select slide 1, click Office button: Save As command

 Set Save As Type box to jpg file type and name the file, click Save

 Click the Current Slide Only button

 Repeat for slide 2

 Select slide 2 and draw a black rectangle over the entire slide

 Insert the first picture created from the above steps onto slide 2

 Resize picture so that it completely covers slide 2

 Set the following Custom Animation effects for the 1st picture
Exit Animation = Collapse
Start = After Previous
Direction = Across
Speed = Fast
 Insert the 2nd picture just as you did the 1st picture

 Set the following Custom Animation effects for the 2nd picture
Entrance Animation = Stretch
Start = After Previous
Direction = Across
Speed = Fast
 Set transitions for slides 2 and 3 to none and Automatically After to 0 seconds

 Save presentation and run slide show

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CREATING A CUSTOM SLIDE TO SLIDE TRANSITION

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