Microsoft PowerPoint

8 Delivering Presentations

The skills tested in this section of the Microsoft Office Specialist exam for Microsoft PowerPoint 2010 relate to preparing a presentation for delivery.

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Specifically, the following objectives are associated with this set of skills:

8.1   Apply Presentation Tools

8.2   Set Up Slide Shows

8.3   Set Presentation Timing

8.4   Record Presentations

On the surface, delivering a presentation is a simple matter of displaying it in Slide Show view and clicking through the slides. However, PowerPoint provides several options when it comes to delivering a presentation, and it is a good idea to be aware of the possibilities so that you can ensure that the delivery goes as smoothly as possible.

This chapter guides you in studying the tools available for adding value to a presentation, as well as those you can use to deliver the presentation in various ways.

Practice Files Before you can complete the practice tasks in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to com- plete the tasks in this chapter are in the PowerPoint\Objective8 practice file folder. A complete list of practice files is provided in “Using the Book’s Companion Content” at the beginning of this book .

8 .1  Apply Presentation Tools

During a presentation, you can reinforce your message by drawing on slides with an electronic “pen” or changing the background behind text with a highlighter.

The pen color is determined by a setting in the Set Up Show dialog box, but you can easily change the pen color during the presentation.

To use a pen or highlighter

1. In Slide Show view, move the cursor over the slide to display the navigation toolbar. Then click the Pen button, and click either Pen or Highlighter .

Or

Right-click anywhere on the screen, click Pointer Options, and then click either Pen or Highlighter .

Tip  Right-clicking the screen displays a shortcut menu only if the Show Menu On Right Mouse Click check box is selected on the Advanced page of the PowerPoint Options dialog box .

2. Use the tool to annotate the slide.

3. Turn off the pen or highlighter by clicking the Pen button and then clicking Arrow .

Or

Right-click the screen, click Pointer Options, and then click Arrow .

Tip  When the pen or highlighter tool is active in Slide Show view, clicking the mouse button does not advance the slide show to the next slide .  You need to switch back to the regular pointer to use the mouse to advance the slide .

To change the pen color before the presentation

1. On the Slide Show tab, in the Set Up group, click the Set Up Slide Show button.

2. In the Set Up Show dialog box, change the Pen color setting to the desired color, and then click OK .

To change the pen color during the presentation

➜  Display the navigation toolbar, click the Pen button, click Ink Color, and then in the palette, click the color you want.

➜  Right-click the screen, click Pointer Options, click Ink Color, and then in the palette, click the color you want.

To erase an annotation

➜  Display the navigation toolbar, click the Pen button, click Eraser, and then click the annotation you want to remove.

➜  Right-click the screen, click Pointer Options, click Eraser, and then click the annotation you want to remove.

To remove all annotations on a slide

➜  On the navigation toolbar, click the Pen button, and then click Erase All Ink on Slide .
➜  Right-click the screen, click Pointer Options, and then click Erase All Ink on Slide .

To discard or retain annotations when you close the presentation

1. Press Esc to stop the presentation.

2. When a message asks whether you want to keep your ink annotations, click Keep or Discard .

Tip  If you click Keep in the message box, you cannot erase the annotations later . You must close the presentation without saving to remove the annotations .

Practice Tasks

The practice file for these tasks is located in the PowerPoint\Objective8 practice file folder. If you want to save the results of the tasks, save them in the same folder with My appended to the file name so that you don’t overwrite the original practice file.

+ In the Meeting presentation, change the default pen color to bright blue (the fifth theme color). Then switch to Slide Show view, and on slide 6, underline the word customer .

+ On slide 6, use a red pen to draw circles around the two instances of External and the word internal .

+ On slide 6, erase the line under the word customer. Then highlight the word instead.

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+ End the Meeting presentation, keeping all the ink annotations.