Locked lesson.
About this lesson
In this lesson, we will run a slide show and explore the in-presentation features such as blacking out the screen, using annotations, turning on subtitles and switching pointer options.
Exercise files
Download the ‘before’ and ‘after’ PowerPoint presentations from the video tutorial and try the lesson yourself.
7.01-presenter-tools-and-features Exercise.docx1.1 MB 7.01-presenter-tools-and-features Exercise Solution.docx
2.5 MB
Quick reference
Presenter Tools and Features
We should use Presenter view whenever we are presenting to an audience. Presenter view includes many tools and featuers to assist the presenter during the presentation.
When to use
We use Presenter view whenever we are running the slide show for an audience.
Instructions
Remove Timings
- From the Slide Show tab, in the Setup group, untick Use Timings.
Switch to Presenter View
- From the Slide Show tab, in the Monitors group, tick the box next to Use Presenter View.
- Press F5 to run the slide show.
- Hover the mouse over the icons in the bottom left-hand corner.
- Click the elipses.
- Select Show Presenter View.
Presenter Tools and Features
Presenter View shows the current slide, the next slide and any notes.
- Click the arrows underneath the current slide to navigate through the presentation.
- Notice the timer in the top left-hand corner.
- Click Show Taskbar to see the taskbar and access other applications.
In-Presentation Tools
Access in-presentation tools via the icons underneath the current slide.
- Click Pen and Laser Point tools.
- Select Laser pointer. Use the laser pointer to point at items of interest on the slide.
- Select Pen.
- Use the pen to annotate the slide.
- Select Erase to erase one annotation or Erase All Ink on Slide to erase everything.
- Select Ink color to change the color of the pen.
- Select Highlighter to highlight text and other items on the slide.
- Click See All Slides. This lets up easily jump between different slides in the deck.
- Click Zoom into the slide. Use the hand cursor to Pan.
- Click Black or unblack slideshow. We use this to temporarily blackout the slides so the focus is on us.
- Click Toggle subtitles. Improves accessibility for anyone hearing impaired.
More Presenter Tools and Features
- Click the elipses.
- Select Screen from the menu.
- Select White screen. This is the same as blacking out the screen.
- Select Subtitle settings. Choose where to display subtitles.
End the Slide Show
- Click End Show.
PowerPoint will ask us if we want to keep ink annotations, if we added some.
Hints & tips
- The Timer is useful as it helps us keep track of time when presenting.
- It's recommended to black out the screen when we want the audience to focus on us and what we are saying. It prevents people being distracted by the slide.
- The default color for the laser pointer and pen is red. We can change this by selecting a different color from the palette in the Set Up Show dialog box.
- 00:04 Earlier on this course,
- 00:05 I showed you how you can use Presenter View when running your slideshow.
- 00:09 And when you're using Presenter View, there are many other tools available in
- 00:14 that view, that help you to present your information in a clear and effective way.
- 00:18 And that's what we're going to explore in this lesson.
- 00:21 Now, if you recall, we set up timings on our presentation.
- 00:26 Now, one thing I didn't mention was how to essentially remove those timings from
- 00:30 your slides.
- 00:31 And it's fairly straightforward, if we go to the slide show tab in the setup group,
- 00:37 you can see that currently I have the use timings box checked.
- 00:41 So, all I need to do is uncheck that, and those have been removed.
- 00:46 So now let's jump back into Presenter View.
- 00:49 And if you recall, the first thing you need to make sure you have checked is this
- 00:54 little checkbox just here in the monitors group, where it says use Presenter View.
- 00:59 Once you have that checked if you press the F5 button to run that slide show,
- 01:03 you'll notice in the bottom left hand corner we have these little faded out
- 01:08 icons.
- 01:09 So if we click the three dots or ellipses on the end here,
- 01:13 we can jump straight into Presenter View from this menu.
- 01:17 So now that we're in here, let's take a bit of a closer look.
- 01:20 As the presenter, this is particularly useful because I can see my presentation,
- 01:25 I can see the slide that I'm currently on.
- 01:28 I can see what the next slide is coming up, and as we've seen before,
- 01:32 I can see any notes that I have underneath each of these slides.
- 01:35 I can scroll through my slides using these arrow buttons at the bottom,
- 01:41 and I also have a timer in the top left hand corner of this slide.
- 01:46 So basically when I'm running my presentation,
- 01:49 I can see if I'm making good time.
- 01:52 So that's particularly useful if you have a 20 minute or 30 minute slot,
- 01:56 you can keep an eye on how you're progressing.
- 01:58 Just above that, I have an option to show the taskbar, and
- 02:02 that's going to pull up my taskbar so I can access other applications.
- 02:06 I can also change my display settings from here, so I can swap the Presenter View and
- 02:12 the slide show, and I can also duplicate the slideshow.
- 02:16 And then finally, I have an end slideshow button which we'll use when we want to
- 02:20 come out of Presenter View.
- 02:21 Now, the main thing I want to focus on here,
- 02:24 are some of the in presentation tools that you have available.
- 02:28 And these tools can really help you when you're presenting to an audience.
- 02:33 Now you'll find all of these tools directly under your slideshow.
- 02:37 So the first one here is the pen and laser pointer tool, and when I click that,
- 02:42 I get this little menu pop up, and I can choose any one of these options.
- 02:47 So if I select laser pointer for example, you can see exactly what I get.
- 02:52 So I'm sure you've seen this in presentations you've attended before,
- 02:56 in order for the speaker to point at different things on the side, it's useful
- 03:01 to have something that stands out a lot more than just a very small white cursor.
- 03:07 And let's jump back into this menu, I also have the option of a pen.
- 03:12 And this is going to allow me as the presenter to basically draw on my side.
- 03:17 So again, if I want to highlight something on here, I can draw a circle.
- 03:22 This is a lot easier if you have a stylus as opposed to a mouse.
- 03:26 And of course I have some erase options, so
- 03:28 I can choose to erase specific annotations or I can erase all ink on the side,
- 03:33 which is exactly what I'm going to do right now.
- 03:36 Now incidentally, if I am using that pen to annotate my slides,
- 03:40 I can choose the ink color from a limited palette.
- 03:44 And finally, I have a highlighter, so this does exactly as you would expect,
- 03:48 I can go in and I can highlight certain lines of text or other items.
- 03:53 Some really useful things in there.
- 03:55 The next button along allows me to see all of my slides,
- 03:59 so this takes me into a completely different way of viewing.
- 04:03 I've got my sections listed down the left hand side and I can switch between them,
- 04:08 and if I want to show a specific slide, I can just select it from the slide deck.
- 04:13 So, this is quite useful if you're in a presentation and
- 04:16 you need to maybe jump around to different slides within the deck.
- 04:19 The next button along is the zoom into slide option.
- 04:23 And if I click this,
- 04:24 you can see it does pretty much exactly what it says on the tin.
- 04:28 You can see that my cursor has changed to a little plus,
- 04:31 and if I click, it's going to zoom into this slide.
- 04:34 My cursor then changes to a small little tiny hand, and
- 04:38 it means I can pan around or drag around my slide,
- 04:42 and really hone in on specific things that I want my audience to see.
- 04:47 Click zoom again to zoom back out.
- 04:50 Now this next button is one that I use all the time.
- 04:53 And this will essentially blackout your slideshow.
- 04:57 So occasionally if I'm running a presentation,
- 05:00 maybe I want to speak to my audience and I want all of their focus to be on me, and
- 05:05 not what's showing behind me on the screen.
- 05:08 So to facilitate that, I might choose to blackout my presentation for a moment.
- 05:13 So if I click this, it's basically just going to show a blank slide on the screen,
- 05:18 click it again, and it brings my presentation back.
- 05:21 The next button along is to toggle subtitles.
- 05:24 So when I click this, so you're going to see that I'm going to start to get
- 05:27 subtitles appear at the bottom of the screen.
- 05:30 So this is brilliant for anybody who is hearing impaired or struggles to hear what
- 05:35 you're saying, it really adds to the accessibility of your presentation.
- 05:40 And you can choose to toggle these on and toggle them off, whenever you like.
- 05:45 And then finally, we have this little ellipses on the end,
- 05:48 which just has a few more options.
- 05:50 I was speaking a few minutes ago about being able to black out the screen.
- 05:54 And you'll see here if I hover over this option in the menu I have a choice of
- 05:58 blank screen or a white screen.
- 06:01 So if I click that, that's what I'm going to get, and
- 06:03 I can toggle back to my presentation.
- 06:07 I can also choose to hide Presenter View, which is just going to take me back to
- 06:11 the normal slideshow view, and I can set my subtitle settings as well from here.
- 06:17 So I have mine displayed below the slide,
- 06:19 and I find that that pretty much works for me.
- 06:22 But you could choose to have them above at the top overlaid, or
- 06:25 at the bottom overlaid.
- 06:27 And when I say overlaid,
- 06:28 it just means they're going to overlay your actual slide.
- 06:32 And then at the top here, I have an option to see what was last viewed.
- 06:37 So that's going to take me back to the slide I was on a previous to this one.
- 06:42 And then of course finally, we have a way to access help and an end show button.
- 06:48 So there are so many useful things in this Presenter View.
- 06:52 If you're somebody who runs presentations all the time, and
- 06:55 you're still using just the F5 slideshow view, then you really are missing a trick.
- 07:01 This is going to make your life so much easier.
- 07:04 But for the time being, I'm going to click End show,
- 07:07 it will ask me if I want to keep my ink annotation.
- 07:10 So if you have made any annotations on your slide,
- 07:13 maybe with the pen or the highlighter, you can choose to keep them at this point.
- 07:18 Now, I don't want to keep them, so I'm going to say discard.
- 07:22 And it jumps me back to my normal view.
- 07:26 So that is it, that is Presenter View, and
- 07:28 all of the in presentation tools you have at your fingertips.
- 07:32 I hope you find that useful, I will see you in the next lesson.
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