Advanced PowerPoint:

Title: Jan's Illustrated Computer Literacy 101

Did you want: Working with Presentations: PowerPoint 2007,2010,2013,2016 or español

Do you think you have finished your presentation? There are a number of things to do before you can be sure that you are through.

Checklist: Am I Finished?

  • Outline:
    • Parallel structure
    • All points included
    • Text correctness
    • Bulleting
    • Grammar
  • Spell Check
  • Style Check
  • Slides:
    • Background
    • Text formatting & alignment
    • Images: position & size
    • Readability against backgrounds/images
    • Tables fit on slide
    • Charts
  • View Notes
  • Print handouts (Pre-Print Checklist) and check text again.
  • Play the show and verify:
    • Transitions
    • Animations
  • AutoAdvance- Rehearse timings
  • Make selections in Set Up Show.
  • Decide on file type. Use Save As, if necessary, to reduce file size.
  • Pack and Go or Package for CD? Include linked files? Fonts? PowerPoint Viewer?

This checklist is also in the Appendix. We have already covered all these items up to AutoAdvance.

Where you are:
JegsWorks > Lessons > Presentations

Before you start...

Project 1: PowerPoint BasicsTo subtopics

Project 2: PowerPoint FormattingTo subtopics

Project 3: Advanced PowerPoint
    OutlineTo subtopics
    ImagesTo subtopics
    Tables & ChartsTo subtopics
    Finishing Arrow to Subtopics
    Icon: Step-by-StepVerify
    Icon: Step-by-StepSave As
    ExercisesTo subtopics



To make your presentation advance through the slides automatically, without any clicking or keystrokes you must add timings to all slide transitions (even a No Transition!) and to all custom animations.

When Advance Automatically

When would you use a show that plays itself automatically? What could you include?

  • Trade fair booth - company info, product descriptions, promotional info
  • Before a meeting - general info and announcements, photos and info on speakers
  • Banquet or awards event -  photos of the year's events, portraits of officers
  • During break between speakers or discussion panels -  schedule for the day, info on upcoming speakers or topics, announcements
  • After awards ceremony - photos/list of this year's winners

Adjust with Rehearse Timings

Menu:  Slide Show | Rehearse Timings

Use the Rehearse Timings feature to fine tune your timings.  With this PowerPoint feature, you click through the slide show at whatever pace you find comfortable for each transition and animation. The times are saved and replace the timings you set when you selected the transitions and animations.

Dialog: Show Setup

Dialog: Set Up ShowMenu:  Slide Show | Set Up Show

The default setup for your show assumes that the presentation will accompany a speech. It requires you to click or use keys to advance. You have other choices!

  • Show type: How do you plan to run this presentation?
    • Along with a speaker at full screen size
    • Browsed by an individual in a window on a monitor
    • Browsed at a kiosk, at full screen (Audience cannot edit. Loops back to the first slide. Will start over after 5 minutes of no activity. )
  • Show options:
    • Looping continuously (Press ESC to stop)
    • Show without narration (You recorded narration but don't want to use it.)
    • Show without animation (All slides will appear as though animations had finished.)
  • Show slides:  Use just part of the presentation instead of editing the presentation. You may want to use one version of the show for one event and a different one for a different event. You don't have to edit the presentation! Enter slide numbers here or create a custom show (Slide Show | Custom Show) to pick which slides to show in which order.
  • Advance slides: How will you change slides or start the next animation step?
    • Manually =  a mouse click or one of the keys that advances a slide or with the projector controller.
    • Timings = automatically advances based on the times in Custom Animation and Slide Transition.
  • Performance:
    • Use hardware graphics acceleration - Presentation will look better if the computer's video card has graphics acceleration.
    • Slide show resolution - Current Resolution is the default. Choosing a different resolution may shift objects on your slides but can improve performance on some computers.

Dialog: Save As

Menu:  File | Save As...

Saving your presentation is not quite as simple as it might seem. You have choices!

In the Save As dialog you can choose from a list of file types. Which one you should choose depends on what you plan to do with the presentation.

Each choice is perfect for certain situations and may be a disaster for others.

Dialog: Save As - file types

Choices for Type

While you are creating a presentation, you will normally want to save with the default format, Presentation (*.ppt). The file format will be for the version of PowerPoint that you are using. Simple enough. But sometimes there are complications.

Other Types:

  • To show or edit using an older version of PowerPoint:
    Newer features will be lost, including multiple masters, font smoothing, and some animations and transitions.
    • PowerPoint 97-2002 & 95 format (*.ppt) -
           Saves two versions in one file, making for a larger file size.
    • PowerPoint 95 format (*.ppt)
  • To show over the Internet as a web page:
    No animations or transitions. No font smoothing.
    • Web Page: (*.htm *.html)
           Creates an HTML page and a folder for supporting files.
    • Web Archive: (*.mht, *.mhtml)
           Creates a single file that includes all supporting files. Larger total file size than as a Web Page.
  • To run as a show when opened:
    • PowerPoint Show (*.pps)
           Handy for formal presentations since the audience does not see the PowerPoint interface at all, just the presentation.
  • As a template for future presentations:
    • PowerPoint Template (*.pot)
  • Just an outline:
    • Outline/RTF (*.rtf)
          No images. No tables. No charts. Only basic formatting like fonts, font size, bold, and italics.
  • To turn each slide into a graphic to use on web pages:
    • GIF
    • JPG
    • PNG
  • To turn each slide into a graphic for printing:
    • TIF
    • BMP
    • WMF
    • EMF

Wizard: Icon: PowerPoint 2002Pack and Go/Icon: PowerPoint 2003 Package for CD

Menu: Icon: PowerPoint 2002  File  |  Pack and Go...  
            Icon: PowerPoint 2003     File  |  Package for CD...  

Icon: PowerPoint 2002What can the Pack and Go wizard do for you?

  • Compresses the file to take less space.
  • Can save onto several floppy disks when the whole file is still too big to fit on just one.
  • Can include files and fonts needed for the presentation.
  • Can include the PowerPoint Viewer (if your computer has it installed!) so that the presentation can been shown on a computer that does not have PowerPoint installed.

Icon: PowerPoint 2003 What does Package for CD do for you?

  • By default, includes:
    • PowerPoint Viewer, which works on computers running Windows 98 Second Edition and later versions.
    • Files needed to make the CD start up automatically.
    • Linked files.
  • Can include fonts.
  • Can password protect the presentation for opening and /or for modifying.
  • Writes files to a CD or to a folder on any disk that has enough space.
  • Will not save to a floppy disk as it does not have enough space. Will not use multiple floppies.

PowerPoint Viewer

The PowerPoint Viewer must be installed on your computer before Icon: PowerPoint 2002 Pack and Go can find it. (Not a problem for PowerPoint 2003's Package for CD).

You can downloadIcon: Off-site link the viewer from Microsoft. The download page tells you what the requirements are for the computer and what features of PowerPoint 2000 and later won't work.

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~~  1 Cor. 10:31 ...whatever you do, do it all for the glory of God.  ~~

Last updated: 30 Apr 2012