Hi I'm Keith Krieger, program director for computer applications training at JCCC and
today we have some tools tips and techniques to help you do your work with common computer
applications every day.
PowerPoint is a presentation tool and there are some tools that are built in to PowerPoint
that can help us control the delivery and the smoothness of a presentation.
And a couple of things that we need to know about PowerPoint to make this happen.
We do have slide numbers in PowerPoint and by default if you use a PowerPoint template
it includes an item in the footer called slide number and speakers will often put the slide
number on their slides by default.
And quite frankly the audience doesn't care what number you are on.
But as a speaker you do indeed care about what slide number you are on.
And we can use that slide number tool as a way to move round within the presentation.
So if I look at the presentation I have here, it is a ten slide presentation.
And I may want to move very quickly between slides and we have also seen presenters do
this, I am going to start up the presentation here.
I am going to use the keyboard here instead of clicking the mouse F5 on the keyboard will
automatically start the presentation for me.
I am going to move through the first couple of slides, I am just going to tap the space
bar.
An easy way to move through and lets assume that during our presentation someone asks
about some kind of content back on slide number two.
And we have all seen speakers do this, they will either go back through the slides, they
will flip through them they will scroll, they will do right click and go to slide and do
that and you can see how clunky that is and it slows down the presentation.
If I know a slide number I can tell PowerPoint exactly which slide to go to.
So am sitting here on a slide and I get a question from the audience who says can you
go back and talk about the content that you touched on earlier and you can say sure let
me go back to that slide.
If I know the slide number all I have to do is type that number on the keyboard and press
enter and I automatically go back to that slide.
Now at this point some people are probably thinking well okay this is cool but how do
I know the slide numbers?
let me show you how you are going to get your slide numbers.
I am going to press escape here that will get me out the show and get me back to PowerPoint.
PowerPoint since very very early days has had an outline view.
And you can see over here on the left it is docked with my thumbnails, this is PowerPoint
2010 and when I click the outline tab it shows me the contents of each slide in outline format
and you'll notice that each slide has a number.
So there is my slide numbers so there is slide number two where I zoomed back to.
So I need to know when I am presenting what slide number I need to go to.
Now another, the other way to get to that information is you tell PowerPoint print the
outline.
I am going to go to the file menu and choose print and what I want to do with printing
is I want to do indeed print all of the slides but the thing that I want to print is my outline.
And we have a preview here and this is exactly what your print version would look like.
If I have that print version close at hand during the presentation or someone asks me
to return to a specific slide I glance at the presentation, type that number, and I
am taken directly to that slide.
If you want to look very very smooth with this before you leave the slide to go to that
slide that the person in the audience asked about, make a mental note of the slide that
you left and as soon as you mare finished with that discussion you type the slide number
of the slide you left and the slide exactly where you left off.
It makes the whole presentation much more smooth much more effective and we see less
of those kinds of fumbling around on the slides for the audience.
Now there are some other simple tools during a presentation that will help you and again
I am going to press F5 to start the show.
There is a number of different way to move from slide to slide, I can tap the space bar,
I can press enter, I can pres up arrow, I can press Right arrow, all of those things
will move me forward in the presentation.
If I want to move backwards in the presentation rather than do right clicks, I can just do
backspace and I am moving backwards in the presentation.
There are times when we don't want necessarily the audience to see whats on the screen.
That is we want to take the focus away from what is on the screen so the focus comes to
us as the presenter.
And a very quick and easy way to do that is to get a black screen, you can touch the B
key on the keyboard and you get a black screen.
Touch B again and the presentation comes back.
Now there is a number of keyboard shortcuts we can use like this during a presentation
and the easy way to find them when you are rehearsing is we need to use the universal
keyboard for help.
We need to use F1 on the keyboard and when you are in a presentation rehearsing, you
don't want to show this during the show.
Here is a list of all of the shortcuts.
So the very top one there.
N to move forward, backspace to move backwards, the number followed by enter.
There is your shortcut on how to make move between slides in a presentation.
B for a black screen, W for a white screen.
So a number of different tool here that are easy to memorize, easy to recall and really
adds a very smooth professional touch to you presentations.
And a quick four or five minutes of memorization of those tools will really pay off when you
are in front of an audience.
We trust you found the tips and tools techniques in these videos to be helpful and something
you are going to put to use almost immediately.
We know that these are things that can be shared easily and we encourage you to share
them with your colleagues and your friends, post them to Facebook or twitter or linked
in for other people to take advantage of.
And if you would like we would be happy to send you the notes of the tools and techniques
we have shown you here today.
Please feel free to send us a message at the address on the screen and we will get those
right out to you.
Thanks.