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Microsoft PowerPoint 2010 : Prepare for Delivery - Rehearsing Presentations

 
11/19/2011 11:26:57 AM
When delivering a presentation, you can move from slide to slide manually by clicking the mouse button, pressing keys, or clicking commands, or you can have PowerPoint display each slide for a predefined length of time and then display the next slide. In automatically advancing presentations, the length of time a slide appears on the screen is controlled by its slide timing.

To apply a timing to one slide, to a group of slides, or to an entire presentation, you first select the slides, and then under Advance Slide in the Timing group on the Transitions tab, you select the After check box and enter the number of minutes and/or seconds you want each slide to remain on the screen. By default, each slide timing is divided equally among the animated items on that particular slide. So if a slide has a title and four bullet points that are all animated and you assign a timing of 1 minute to the slide, the five elements will appear at 12-second intervals.


Tip:

Tip

If you are delivering the presentation in Slide Show view and want to prevent PowerPoint from advancing to the next slide according to a slide timing, press the letter S on your keyboard, or right-click the current slide and click Pause. To continue the presentation, press the letter S again, or right-click the slide and click Resume.


If you don’t know how much time to allocate for the slide timings of a presentation, you can rehearse the presentation while PowerPoint automatically tracks and sets the timings for you, reflecting the amount of time you spend on each slide during the rehearsal. During the presentation, PowerPoint displays each slide for the length of time you indicated during the rehearsal. In this way, you can synchronize an automatic slide show with a live narration or demonstration.

In this exercise, you’ll set the timing for one slide and then apply it to an entire presentation. Then you’ll rehearse the presentation and have PowerPoint set slide timings according to the amount of time you display each slide during the rehearsal.



  1. On the Transitions tab, in the Timing group, in the Advance Slide area, select the After check box, and then at the right end of the adjacent box, click the up arrow three times to change the setting to 00:03.00.

    Because both check boxes in the Advance Slide area are selected, the slide will advance either after 3 seconds or when you click the mouse button.


    Tip:

    Tip

    The ability to click the mouse in addition to setting slide timings is useful when you’re running short on time during a presentation and need to speed things up.


  2. On the View Shortcuts toolbar, click the Reading View button.

    Slide 1 is displayed for 3 seconds, and then PowerPoint moves to slide 2.

  3. Press Esc to return to Normal view, and then on the View Shortcuts toolbar, click the Slide Sorter button.

    Below the lower-left corner of slide 1 is the slide timing you just applied.

    Slide 1 is the only slide with a slide timing.


    Note:

    The appearance of buttons and groups on the ribbon changes depending on the width of the program window.


  4. With slide 1 selected, in the Timing group, click the Apply To All button.

    The slide timing you applied to slide 1 is now applied to all the slides.


    Tip:

    Tip

    When you click Apply To All, all the transition effects of the current slide are copied to the other slides. If you have applied different transitions to different slides, those individually specified transitions are overwritten. So it’s a good idea to apply all the effects that you want the slides to have in common first. Then you can select individual slides and customize their effects.


  5. Switch to Reading view, watch as the slides advance, and then when the black screen is displayed, click the mouse button to return to Slide Sorter view.

  6. Select slide 1. In the Advance Slide area of the Timing group, clear the After check box, and then click Apply To All.

    The slide timings disappear from below the slides.

  7. With slide 1 selected, on the Slide Show tab, in the Set Up group, click the Rehearse Timings button.

    PowerPoint switches to Slide Show view, starts the presentation, and displays the Rehearsal toolbar in the upper-left corner of the screen.

    A Slide Time counter is timing the length of time slide 1 remains on the screen.

  8. Wait several seconds, and then on the Rehearsal toolbar, click the Next button.

    The counter starts over at 0:00:00.

  9. Work your way slowly through the presentation, clicking Next to move to the next slide.

    Let’s repeat the rehearsal for the current slide.

  10. On the Rehearsal toolbar, click the Repeat button to reset the slide time for that slide to 0:00:00.

    A message appears, advising that the recording has been paused.

  11. In the message box, click Resume Recording.


    Tip:

    Tip

    If you want to start the entire rehearsal over again, click the Close button on the Rehearsal toolbar, and when a message asks whether you want to keep the existing timings, click No.


    When you reach the end of the presentation, a message box displays the elapsed time for the presentation and asks whether you want to apply the recorded slide timings.

  12. Click Yes.

    The screen switches back to Slide Sorter view.

    The recorded timings have been added below each slide.

  13. Click the Transitions tab.

    The timing for the active slide, slide 1, appears in the After box in the Advance Slide area of the Timing group.

  14. If the After setting for slide 1 is not a whole second, click the Up button to the right of the box to adjust the time up to the next whole second.

    You can manually adjust the timing of any slide by selecting it and changing the setting in this box.

  15. Switch to Reading view.

    The slides advance according to the recorded timings.

  16. Press Esc at any time to stop the presentation.


Note:

Save the JournalingTimings presentation, and then close it.


Recording Presentations

For a really smooth delivery, you might want to record your presentation so that you can hear yourself in action and correct any flaws before you have to perform before a live audience. You might also want to record a presentation that people will view on their own computers rather than at a speaker-led meeting. When you record a presentation, you can specify whether you want to record only slide and animation timings or only narrations and laser pointer movements, and you can record an entire presentation or only a specific slide.

To record a presentation:

  1. Ensure that your computer has a sound card, microphone, and speakers. Test the microphone before beginning the recording.

  2. Open the presentation you want to record.

  3. With slide 1 displayed, on the Slide Show tab, in the Set Up group, click the Record Slide Show button.


    Tip:

    Tip

    If you don’t want to record the entire presentation, click the Record Slide Show arrow, and then click Start Recording From Current Slide.


    The Record Slide Show dialog box opens.

  4. If you don’t want to record timings or narrations and laser pointer movements, clear the corresponding check box. Then click Start Recording.

    PowerPoint switches to Slide Show view, starts the presentation, and displays the Recording toolbar in the upper-left corner of the screen. A Slide Time counter tracks the length of time the slide remains on the screen.

  5. Discuss the points associated with the current slide, just as if you were delivering the presentation to a live audience, and then on the shadow navigation toolbar in the lower-left corner of the screen, click the Next button to move to the next slide.


    Tip:

    Tip

    You can pause the recording by clicking the Pause button on the Recording toolbar, and you can repeat the recording for the current slide by clicking the Repeat button. You can stop recording by pressing the Esc key.


  6. When you have finished delivering the presentation, press the Esc key to stop recording.

    The presentation is displayed in Slide Sorter view. The narration appears on each slide as a sound object and the slide timings appear below the lower-left corner of each slide.

  7. Test the recording by running the presentation in Reading view.

    Each slide is accompanied by its recorded narration.

If you are not satisfied with the narration for a particular slide, you can delete its sound icon just like any other object, and then record that slide again.

If you are archiving a presentation and want to add comments to a specific slide, you don’t have to record the entire presentation. Click the slide in Normal view, and on the Insert tab, in the Media group, click the Audio arrow, and then click Record Audio. After recording your comments, name the sound file for that slide, and click OK. The narration is then attached to a sound icon on the slide.

 
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