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Exploring Microsoft® Office PowerPoint® 2007

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.

  • 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.

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

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.

  • 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.

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.

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 accordingly—that is, you can see more small thumbnails in a narrow pane and fewer large thumbnails in a wide pane.

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.

Note

USE the Viewing1 and Viewing2 presentations. These practice files are located in the Documents\Microsoft Press\PowerPoint2007SBS\Exploring folder.

OPEN the Viewing1 presentation.

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

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

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

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

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

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

  7. 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.

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

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

  10. The Zoom dialog box opens.

  11. 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.

  12. 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.

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

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

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

    The Zoom percentage increases.

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

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

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

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

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

  19. 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.

  20. Click again to return to Normal view.

  21. 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.

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

  23. Open the Viewing2 presentation from the Exploring folder under PowerPoint2007SBS.

  24. On the View tab, in the Window group, click the Switch Windows button, and then click Viewing1.

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

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

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

  27. Experiment with the other commands in the Window group, and then at the right end of the Viewing2 title bar, click the Close button.

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

  28. At the right end of the Viewing1 title bar, click the Maximize button.