Create a Presentation in PowerPoint 2010
Table of Contents
THE POWERPOINT ENVIRONMENT ....................................................................................................................... 3
FAMILIARIZE YOURSELF WITH THE RIBBON IN POWERPOINT 2010 ................................................................................... 4
FILE TAB ........................................................................................................................................................................... 4
HOME TAB ........................................................................................................................................................................ 4
INSERT TAB ...................................................................................................................................................................... 4
DESIGN TAB...................................................................................................................................................................... 4
TRANSITIONS TAB............................................................................................................................................................. 4
ANIMATIONS TAB ............................................................................................................................................................. 5
SLIDE SHOW TAB .............................................................................................................................................................. 5
REVIEW TAB ..................................................................................................................................................................... 5
VIEW TAB ......................................................................................................................................................................... 5
TIPS TO HELP YOU GET STARTED .......................................................................................................................... 6
ADD, COPY, DELETE, REARRANGE SLIDES ......................................................................................................... 6
ADD A SLIDE ..................................................................................................................................................................... 6
Apply a new layout to a slide ...................................................................................................................................... 7
ADD TEXT......................................................................................................................................................................... 7
Format bulleted lists .................................................................................................................................................... 7
Add speaker's notes ..................................................................................................................................................... 8
COPY A SLIDE ................................................................................................................................................................... 8
REARRANGE THE ORDER OF SLIDES .................................................................................................................................. 8
DELETE A SLIDE................................................................................................................................................................ 8
APPLY A THEME TO ADD COLOR AND STYLE TO YOUR PRESENTATION ............................................... 8
APPLY A THEME TO THE WHOLE PRESENTATION ............................................................................................................... 9
INSERT A PICTURE OR CLIP ART ............................................................................................................................ 9
INSERT CLIP ART ............................................................................................................................................................... 9
INSERT A PICTURE FROM A FILE ........................................................................................................................................ 9
INSERT A PICTURE FROM A WEB PAGE ............................................................................................................................ 10
APPLY A PICTURE STYLE................................................................................................................................................. 10
USE A PICTURE OR CLIP AS A SLIDE BACKGROUND.......................................................................................................... 11
INSERT A SCREENSHOT OR SCREEN CLIPPING .................................................................................................................. 11
ADD, CHANGE, OR DELETE SHAPES .................................................................................................................... 12
ADD A SHAPE TO YOUR FILE ........................................................................................................................................... 12
ADD MULTIPLE SHAPES TO YOUR FILE ............................................................................................................................ 13
ADD TEXT TO A SHAPE .................................................................................................................................................... 13
ADD A BULLETED OR NUMBERED LIST TO A SHAPE ......................................................................................................... 13
ADD A QUICK STYLE TO A SHAPE ................................................................................................................................... 13
CHANGE FROM ONE SHAPE TO ANOTHER SHAPE.............................................................................................................. 13
DELETE A SHAPE FROM YOUR FILE ................................................................................................................................. 14
CREATE A SMARTART GRAPHIC .......................................................................................................................... 14
OVERVIEW OF CREATING A SMARTART GRAPHIC ........................................................................................................... 14
WHAT TO CONSIDER WHEN YOU CREATE A SMARTART GRAPHIC ................................................................................... 15
CREATE A SMARTART GRAPHIC AND ADD TEXT TO IT .................................................................................................... 16
PowerPoint 2010: Create a Presentation
Topics came directly from Microsoft PowerPoint 2010 Help.
ICT Training, Maxwell School of Syracuse University
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ADD OR DELETE SHAPES IN YOUR SMARTART GRAPHIC ................................................................................................. 16
CHANGE THE COLORS OF AN ENTIRE SMARTART GRAPHIC ............................................................................................. 17
APPLY A SMARTART STYLE TO A SMARTART GRAPHIC ................................................................................................. 17
CONVERT SLIDE TEXT TO A SMARTART GRAPHIC ........................................................................................................... 17
Overview of converting slide text to a SmartArt graphic.......................................................................................... 18
Convert slide text to a SmartArt graphic ................................................................................................................... 18
ADD, CHANGE, OR REMOVE TRANSITIONS BETWEEN SLIDES .................................................................. 18
ADD A TRANSITION TO A SLIDE ....................................................................................................................................... 19
ADD SOUND TO SLIDE TRANSITIONS ............................................................................................................................... 19
SET THE PROPERTIES FOR A TRANSITION ......................................................................................................................... 19
SET THE TIMING AND SPEED OF A TRANSITION ................................................................................................................ 19
Set the duration of a transition................................................................................................................................... 19
Specify a time to advance to the next slide ............................................................................................................... 20
REMOVE A TRANSITION .................................................................................................................................................. 20
CREATE A HYPERLINK ............................................................................................................................................. 20
CREATE A HYPERLINK TO A SLIDE IN THE SAME PRESENTATION ..................................................................................... 20
CREATE A HYPERLINK TO A SLIDE IN A DIFFERENT PRESENTATION ................................................................................. 21
CREATE A HYPERLINK TO AN E-MAIL ADDRESS .............................................................................................................. 21
CREATE A HYPERLINK TO A PAGE OR FILE ON THE WEB.................................................................................................. 21
CREATE A HYPERLINK TO A NEW FILE ............................................................................................................................. 21
CHECK THE SPELLING AND PREVIEW YOUR PRESENTATION .................................................................. 21
CHECK THE SPELLING IN YOUR PRESENTATION ............................................................................................................... 22
PREVIEW YOUR PRESENTATION AS A SLIDE SHOW .......................................................................................................... 22
DELIVER AND DISTRIBUTE YOUR PRESENTATION........................................................................................ 22
PACKAGE A PRESENTATION FOR CD ............................................................................................................................... 22
BURN YOUR SLIDE SHOW TO A DISC ................................................................................................................................ 24
CREATE A SELF-RUNNING PRESENTATION....................................................................................................................... 24
Set up a self-running presentation ............................................................................................................................. 24
Rehearse and record slide timings ............................................................................................................................. 25
RECORD AND ADD NARRATION AND TIMINGS TO A SLIDE SHOW ..................................................................................... 25
Using narration in a slide show ................................................................................................................................. 26
Record a narration before or during a slide show ...................................................................................................... 26
Preview a narration .................................................................................................................................................... 26
Record comments on a slide ...................................................................................................................................... 26
Set the slide timings manually................................................................................................................................... 27
Turn the slide timings off .......................................................................................................................................... 27
PRINT YOUR SLIDES OR HANDOUTS OF YOUR PRESENTATION ............................................................... 27
SET THE SLIDE SIZE, PAGE ORIENTATION, AND STARTING SLIDE NUMBER ....................................................................... 27
SET PRINTING OPTIONS AND THEN PRINT YOUR SLIDES OR HANDOUTS............................................................................ 28
SAVE YOUR PRINT SETTINGS ........................................................................................................................................... 29
CREATE AND PRINT NOTES PAGES ................................................................................................................................... 29
Create notes pages ..................................................................................................................................................... 29
Create more space for your notes .............................................................................................................................. 30
Add art or formatting to all notes pages .................................................................................................................... 30
Print notes pages with slide thumbnails .................................................................................................................... 31
Print notes pages without slide thumbnails ............................................................................................................... 31
TIPS FOR DELIVERING AN EFFECTIVE PRESENTATION .............................................................................. 31
PowerPoint 2010: Create a Presentation
Topics came directly from Microsoft PowerPoint 2010 Help.
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PowerPoint is a great way to present ideas in a professional, visually appealing way. It is a complete
presentation graphics package. PowerPoint offers word processing, outlining, drawing, graphing, and
presentation management tools.
The PowerPoint Environment
When you start PowerPoint, it opens in the view called Normal view, where you create and work on slides.
In the Slide pane, you can work directly on individual slides.
Dotted borders identify placeholders (boxes with dotted or hatch-marked borders that are part of most slide
layouts. These boxes hold title and body text or objects such as charts, tables, and pictures.), where you
can type text or insert pictures, charts, and other objects.
The Slides tab shows a thumbnail version of each full size slide shown in the Slide pane. After you add
other slides, you can click a thumbnail on the Slides tab to make the slide appear in the Slide pane. Or you
can drag thumbnails to rearrange the slides in your presentation. You can also add or delete slides on the
Slides tab.
In the Notes pane you can type notes about the current slide. You can hand out your notes to your
audience or refer to your notes in Presenter view when you give your presentation.
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To see a larger portion of the Notes pane so that you have
more room to type in it, do the following:
1) Point to the top border of the Notes pane.
2) When the pointer becomes a , drag the border up to
make a little more room for your speaker notes, as
shown in the following illustration.
Note: the slide in the Slide pane resizes
automatically to fit the available space
Familiarize yourself with the ribbon in PowerPoint 2010
File tab
The File tab is where you can create a new file, open or save an existing file, and print your
presentation.
Home tab
The Home tab is where you can insert new slides, group objects together, and format text on
your slide.
Insert tab
The Insert tab is where you can insert tables, shapes, charts, headers, or footers into your
presentation.
Design tab
The Design tab is where you can customize the background, theme design and colors, or the page setup of
your presentation.
Transitions tab
The Transitions tab is where you can apply, change, or remove transitions to your current slide.
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Animations tab
The Animations tab is where you can apply, change, or remove animations to objects on your slide.
Slide Show tab
The Slide Show tab is where you can start a slide show, customize the settings for your slide show, and hide
individual slides.
Review tab
The Review tab is where you can check the spelling, change the language in your presentation, or compare
changes in the current presentation against another presentation.
View tab
The View tab is where you can view the slide master, notes master, slide sorter. You can also turn on or off
the ruler, gridlines, and drawing guidelines.
I do not see the command that I need! Some commands, such as Crop or Compress, are on contextual tabs.
To view a contextual tab, first select the object that you want to work with, and then check whether a
contextual tab appears in the ribbon.
PowerPoint 2010: Create a Presentation
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Tips to help you get started
Before you get started, consider these tips:
 Identify how many slides you need
o To calculate the number of slides that you need,
make an outline of the material that you plan to
cover, and then divide the material into individual
slides. You probably want at least:
 A main title slide
 An introductory slide that lists the major
points or areas in your presentation
 One slide for each point or area that is listed
on the introductory slide
 A summary slide that repeats the list of
major points or areas in your presentation
o By using this basic structure, if you have three major points or areas to present, you can plan to
have a minimum of six slides: a title slide, an introductory slide, one slide for each of the three
major points or areas, and a summary slide.
 If there is a large amount of material to present in any of your main points or areas, you may want to create
a subgrouping of slides for that material by using the same basic outline structure.
 Consider how much time each slide should be visible on the screen during your presentation. A good
standard estimate is from two to five minutes per slide.
Add, copy, delete, rearrange slides
Add a slide
The single slide that is provided automatically in your presentation has two placeholders, one formatted for a
title and the other formatted for a subtitle. The arrangement of placeholders on a slide is called a layout (the
arrangement of elements, such as title and subtitle text, lists, pictures, tables, charts, AutoShapes, and movies,
on a slide.). Office PowerPoint 2010 also provides other types of placeholders, such as those for pictures and
SmartArt graphics.
When you add a slide to your presentation, you can choose a layout for the new slide at the same time. A new
slide will be placed below whatever slide is active in your slide pane.
1) On the Home tab, in the Slides group, click the arrow next to New Slide.
Or, if you want your new slide to have the same layout that the slide before
it has, you can just click New Slide instead of clicking the arrow next to it.
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A gallery appears, showing thumbnails of the
various slide layouts that are available.
The name identifies the content that each
layout is designed for.
Placeholders that display colored icons can
contain text, but you can also click the icons to
automatically insert objects, including
SmartArt graphics and clip art.
2) Click the layout that you want for your new
slide.
a) The new slide now appears both on the
Slides tab, where it is highlighted as the
current slide, and in the Slide pane. Repeat
this procedure for each new slide that you
want to add.
Apply a new layout to a slide
To change the layout of an existing slide, do the following:
1) On the Slides tab, click the slide that you want to apply a new layout to.
2) On the Home tab, in the Slides group, click Layout, and then click the new layout that you want.
Note: if you apply a layout that doesn't have enough of the right kind of placeholders for the content that
already exists on the slide, additional placeholders are automatically created to contain that content.
Add text
The most common content for slides in a PowerPoint presentation is text — in titles, headings, and bulleted
lists.
1) To add text to any slide, click the placeholder where you want to add the text, and then type or paste the
text that you want to add.
Format bulleted lists
Some placeholders automatically format your text as a bulleted list, and other placeholders don't. On the
Home tab, in the Paragraph group, do either of the following:
1) To switch between a bulleted list and unbulleted text, select the text, and then click Bullets
2) To change the style of the bullet characters in a bulleted list, click the arrow next to Bullets
then click the bullet style that you want.
.
, and
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Add speaker's notes
Too much text makes a slide cluttered and distracting to your audience. But if some of the information that
you need isn't on the screen that your audience sees, how can you keep track of it?
The solution to this dilemma is speaker's notes, which you can type in the Notes pane for each slide. Speaker's
notes help you keep your onscreen presentation free of excess content while you still keep track of all of the
information that you need during the presentation.
1) To add speaker notes, click in the Notes pane and begin typing.
Tip: you can easily cut excessively detailed text from the Slide pane at any time and then paste that text
directly into the Notes pane so that you still have it for reference.
Copy a slide
If you want to create two slides that are similar in content and layout, you can save work by creating one slide
that has all of the formatting and content that both slides will share and then making a copy of that slide before
you add the final, individual touches to each.
1) On the Slides tab, right-click the slide that you want to copy, and then click Copy on the shortcut menu.
3) Still on the Slides tab, right-click where you want to add the new copy of the slide, and then click Paste
on the shortcut menu.
Note: You can also use this procedure to insert a copy of a slide from one presentation into another
presentation.
Rearrange the order of slides
1) On the Slides tab, or in Slide Sorter view, click the slide that you want to move, and then drag it to the
location that you want.
a) To select multiple slides, click a slide that you want to move, and then press and hold CTRL while you
click each of the other slides that you want to move.
Delete a slide
1) On the Slides tab, right-click the slide that you want to delete, and then click Delete Slide on the shortcut
menu.
Apply a theme to add color and style to your presentation
PowerPoint provides a variety of design themes, including coordinating color schemes, backgrounds, font
styles, and placement of placeholders. Using pre-designed themes makes it easy for you to change the overall
look of your presentation quickly.
By default, PowerPoint applies the plain, Office theme to new blank presentations. However, you can easily
change the look and feel of your presentation by applying a different theme.
By default, the default theme is applied to your
presentation
In the Themes gallery, you can change to the Civic theme
The Civic theme is now applied to your presentation
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Apply a theme to the whole presentation
1) On the Design tab, in the Themes group, click the document theme that you want to apply.
a) To preview how the current slide looks with a particular theme applied, rest your pointer on the
thumbnail of that theme.
2) To view more themes, on the Design tab, in the Themes group, click More
.
Insert a picture or clip art
You can insert or copy pictures and clip art into a PowerPoint presentation from many different sources,
including downloading from a clip art Web site provider, copying from a Web page, or inserting from a folder
where you save pictures. You can also use pictures and clip art as backgrounds for your slides in PowerPoint.
Insert clip art
1) Click the slide that you want to add the clip art to.
2) On the Insert tab, in the Images group, click Clip Art.
3) In the Clip Art task pane in the Search for text box, type a word or phrase that describes the clip art that
you want, or type all or some of the file name of the clip art.
4) To narrow your search, in the Results should be list, select the check boxes next to Illustrations,
Photographs, Videos, and Audio to search those media types.
5) Click Go.
6) In the list of results, click the clip art to insert it.
Tip: To insert clip art into the notes pages of your presentation, switch to Notes Page view, and then do the
steps above.
Insert a picture from a file
Note: To insert a picture from your scanner or camera, use the scanner or camera software to transfer the
picture to your computer. Save the picture, and then insert it by following the instructions below.
1) Click where you want to insert the picture.
2) On the Insert tab, in the Images group, click Picture.
3) Locate the picture that you want to insert, and then double-click it.
a) To add multiple pictures, press and hold CTRL while you click the pictures that you want to insert, and
then click Insert.
4) To resize a picture, select the picture you have inserted in the slide. To increase or decrease the size in one
or more directions, drag a sizing handle away from or toward the center, while you do one of the
following:
a) To keep the center of an object in the same location, press and hold CTRL while you drag the sizing
handle.
b) To maintain the object's proportions, press and hold SHIFT while you drag the sizing handle.
c) To both maintain the object's proportions and keep its center in the same location, press and hold both
CTRL and SHIFT while you drag the sizing handle.
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Notes:
 Adding pictures can significantly increase the file size of your presentation. You can control this file size
by making choices about the resolution of a picture and the quality or compression of a picture.
 If you insert a picture using the Link to File or Insert and Link options, make changes such as adding
artistic effects, select the Discard editing data under Image Size and Quality options (under Options,
Advanced tab) and then save the file, when you reopen the file, you will see the original picture. This
occurs because the picture editing data has been deleted. To keep both the link and the edits, do not select
the Discard editing data check box.
Link to File adds a link to the picture and that is the only source for the picture. If you open the
presentation without access to the file location you will see a red X instead of your picture. Insert and
Link links to the picture, but also adds a copy to the file. If you open the presentation without access to the
file location you see the embedded picture.
Insert a picture from a Web page
1) On the Web page, right-click the picture that you want, and then click Save Picture As on the shortcut
menu.
2) Enter the name that you want in the File name box, and then click Save.
3) On your slide, on the Insert tab, in the Images group, click Picture.
4) Locate the picture that you saved in step 2, and then click Insert.
Tip: You can also copy and paste the picture from the Web page. On the Web page, right-click the picture that
you want, and then click Copy on the shortcut menu. In your presentation, right-click where you want to
insert the picture, and then click Paste. Make sure that the picture that you choose is not hyperlinkedto
another Web page. If you choose a picture that is hyperlinked to another Web page, it will be inserted in your
document as a hyperlink to that Web page instead of as an image.
Apply a picture style
You can apply a picture style to make your picture or clip stand out in your spreadsheet or presentation.
Picture styles are combinations of different formatting options, such as picture border and picture effects, and
are displayed in thumbnails in the Picture Styles gallery. When you place your pointer over a thumbnail, you
can see how the Picture Style looks before you apply it.
1) Click the picture or clip that you want to apply a picture
style to.
2) Under Picture Tools, on the Format tab in the Picture
Styles group, click the Picture Style that you want.
a) If you do not see the Format or Picture Tools tabs, make sure that you have selected a picture. You
may have to double-click the picture to select it and open the Format tab.
3) To see more Picture Styles, click the More button
.
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Use a picture or clip as a slide background
1) Click the slide that you want to add a background picture to.
2) To select multiple slides, click the first slide, and then press and hold CTRL while you click the other
slides.
3) On the Design tab, in the Background group, click the Dialog Box
Launcher .
4) Click Fill, and then click Picture or texture fill.
5) Under Insert From, do one of the following:
a) To insert a picture from a file, click File, locate the picture that you want to insert, and then doubleclick it.
b) To paste a picture that you copied, click Clipboard.
c) To use clip art as a background picture, click Clip Art, and then in the Search text box, type a word or
phrase that describes the clip that you want, or type all or part of the file name of the clip, click Go, and
then click the clip to insert it.
d) To include clip art that is available on Office.com in your search, select the Include content from
Office.com check box.
Tip: Once you have inserted the picture, you can crop it, add an artistic effect to it, change the brightness or
contrast, recolor it, or remove the picture background.
Insert a screenshot or screen clipping
You can quickly and easily add a screenshot to your Office file to enhance the readability or capture
information without leaving the program that you are working in. This feature is available in Microsoft Excel,
Outlook, PowerPoint, and Word. You can use it to take a picture of all or part of the windows open on your
computer. These screenshots are easy to read in printed documents and on PowerPoint slides that you project.
Screenshots are useful for capturing snapshots of information that might change or expire, such as a breaking
news story or a time-sensitive list of available flights and rates on a travel Web site. Screenshots are also
helpful for copying from Web pages and other sources whose formatting might not successfully transfer into
the file by any other method. Screenshots are static images. When you take a screenshot of something (for
example, a Web page), and the information changes at the source, the screenshot is not updated.
When you click the Screenshot button, you can insert the whole program window or use the Screen Clipping
tool to select part of a window. Only windows that have not been minimized to the taskbar can be captured.
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When you choose Screen Clipping, your entire window
will temporarily become opaque or “frosted over”. After
you select the part of the window that you want, your
selection will show through this opaqueness.
Open program windows are displayed as thumbnails in the
Available Windows gallery and when you pause your
pointer over a thumbnail, a tooltip pops up with the
program name and document title. For example, if you are
in Word, you might see Microsoft Excel - Book 1 as a
minimized window that you could add to your Office file.
Note: Only one screenshot at a time can be added. To add multiple screenshots, repeat steps 2 and 3 below.
1) Click the slide that you want to add the screenshot to.
2) On the Insert tab, in the Images group, click Screenshot.
3) Do one of the following:
a) To add the whole window, click the thumbnail in the Available
Windows gallery.
b) To add part of the window, click Screen Clipping, and when the pointer becomes a cross, press and
hold the left mouse button to select the area of your screen that you want to capture.
If you have multiple windows open, click the window you want to clip from before clicking Screen
Clipping. When you click Screen Clipping, the program you are working in is minimized and only the
window behind it is available for clipping.
Tip: After you add the screenshot, you can use the tools on the Picture Tools tab to edit and enhance the
screenshot.
Add, change, or delete shapes
You can add one shape to your file or combine multiple shapes to make a drawing or a more complex shape.
Available shapes include lines, basic geometric shapes, arrows, equation shapes, flowchart shapes, stars,
banners, and callouts.
After you add one or more shapes, you can add text, bullets, numbering, and Quick Styles to them.
Add a shape to your file
1) On the Home tab, in the Drawing group, click Shapes.
2) Click the shape that you want, click anywhere on the slide, and then drag to place the shape.
a) To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold SHIFT
while you drag.
b) To resize the shape, click it, and then drag its
sizing handles.
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Add multiple shapes to your file
Instead of adding individual shapes to create a drawing, you might want to create a SmartArt graphic. In a
SmartArt graphic, the arrangement of the shapes and the font size in those shapes is updated automatically as
you add or remove shapes and edit your text.
1) On the Home tab, in the Drawing group, click Shapes.
2) Right-click the shape that you want to add, and then click Lock Drawing Mode.
3) Click anywhere in the on the slide, and then drag to place the shape. Repeat this for each shape that you
want to add.
Tip: To create a perfect square or circle (or constrain the dimensions of other shapes), press and hold
SHIFT while you drag.
4) After you add all the shapes that you want, press ESC.
Add text to a shape
1) Click the shape that you want to add text to, and then type your text.
Note: The text that you add becomes part of the shape — if you rotate or flip the shape, the text rotates or flips
also.
Add a bulleted or numbered list to a shape
1) Select the text in the shape that you want to add bullets or numbering to.
2) Right-click the selected text, and on the shortcut menu, do one of the following:
a) To add bullets, point to Bullets, and then choose the options that you want.
b) To add numbering, point to Numbering, and then choose the options that you want.
Add a Quick Style to a shape
Quick Styles are combinations of different formatting options that are displayed in a thumbnail in the Quick
Style gallery in the Shape Styles group. When you rest your pointer over a Quick Style thumbnail, you can
see how the Shape Style (or Quick Style) affects your shape.
1) Click the shape that you want to apply a new or different
Quick Style to.
2) Under Drawing Tools, on the Format tab, in the Shape
Styles group, click the Quick Style that you want.
3) To see more Quick Styles, click the More button
.
Change from one shape to another shape
1) Click the shape that you want to change to a different shape.
a) To change multiple shapes, press CTRL while you click the shapes that you want to change.
2) Under Drawing Tools, on the Format tab, in the Insert Shapes group, click Edit Shape
, point to
Change Shape, and then click the new shape that you want.
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Delete a shape from your file
1) Click the shape that you want to delete, and then press DELETE.
Tip: To delete multiple shapes, press CTRL while you click the shapes that you want to delete, and then press
DELETE.
Create a SmartArt graphic
A SmartArt graphic is a visual representation of your
information that you can quickly and easily create, choosing
from among many different layouts, to effectively
communicate your message or ideas. You can create
SmartArt graphics in Excel, Outlook, PowerPoint, and Word.
Overview of creating a SmartArt graphic
Most content that is created by using Microsoft Office 2010 programs is textual, even though the use of
illustrations improves understanding and memory and encourages action. Creating designer-quality
illustrations can be challenging, especially if you are not a professional designer or you cannot afford to hire a
professional designer. If you use versions of Microsoft Office earlier than Office 2007, you can spend a lot of
time getting shapes to be the same size and to be aligned properly, getting your text to look right, and
manually formatting the shapes to match the document's overall style. With SmartArt graphics, you can create
designer-quality illustrations with only a few clicks of your mouse.
You can create a SmartArt graphic in Excel, Outlook, PowerPoint, and Word. Although you cannot create in
most other Office 2010 programs, you can copy and paste SmartArt graphics as images into those programs.
When you create a SmartArt graphic, you are prompted to choose a type of SmartArt graphic, such as
Process, Hierarchy, Cycle, or Relationship. Each type of SmartArt graphics contains several different
layouts. After you choose a layout, it is easy to switch the layout or type of a SmartArt graphic. Most of your
text and other content, colors, styles, effects, and text formatting are automatically carried over to the new
layout.
As you add and edit your content in the Text pane, your SmartArt graphic is automatically updated — shapes
are added or removed as needed.
You can also add and remove shapes in your SmartArt graphic to adjust the structure of the layout. For
example, even though the Basic Process layout appears with three shapes, your process may need only two
shapes, or it may need five shapes. As you add or remove shapes and edit your text, the arrangement of the
shapes and the amount of text within those shapes is updated automatically — maintaining the original design
and border of the layout for your SmartArt graphic.
Applies to PowerPoint 2010: Because PowerPoint 2010 presentations often contain slides with bulleted lists,
you can quickly convert slide text to a SmartArt graphic. In addition, you can animate your SmartArt graphic
in PowerPoint 2010 presentations.
When you select a layout, placeholder text (such as [Text]) is displayed, so that you can see how your
SmartArt graphic looks, nor is it displayed during a slide show. However, the shapes are always displayed and
printed, unless you delete them. You can replace the placeholder text with your own content.
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What to consider when you create a SmartArt graphic
Before you create your SmartArt graphic, visualize what type and layout are best for displaying your data.
What do you want to convey with your SmartArt graphic? Do you want a certain look? Since you can quickly
and easily switch layouts, try different layouts (across types) until you find the one that best illustrates your
message. Your graphic should be clear and easy to follow.
Experiment with different types by using the table below as a starting point. The table is intended to help you
get started and is not an exhaustive list.
Purpose of graphic
Graphic type
Show non-sequential information
List
Show steps in a process or timeline
Process
Show a continual process
Cycle
Show a decision tree
Hierarchy
Create an organization chart
Hierarchy
Illustrate connections
Relationship
Show how parts relate to a whole
Matrix
Show proportional relationships with the largest
component on the top or bottom
Pyramid
Draw a family tree with pictures
Picture
Also, consider the amount of text that you have, because the amount of text often determines the layout that
you use and how many shapes you need in the layout. In general, SmartArt graphics are most effective when
the number of shapes and the amount of text are limited to key points. Larger amounts of text can distract
from the visual appeal of your SmartArt graphic and make it harder to convey your message visually.
However, some layouts, such as Trapezoid List in the List type, work well with larger amounts of text.
Some layouts for SmartArt graphics contain a fixed number of
shapes. For example, the Opposing Arrows layout in the
Relationship type is designed to show two opposing ideas or
concepts. Only two shapes can correspond to text, and the layout
cannot be changed to display more ideas or concepts.
If you need to convey more than two ideas, switch to another
layout that has more than two shapes for text, such as the Basic
Pyramid layout in the Pyramid type. Keep in mind that
changing layouts or types can alter the meaning of your
information. For example, a layout with arrows pointing to the
right, such as Basic Process in the Process type, has a different
meaning from a SmartArt graphic with arrows going in a circle,
such as Continuous Cycle in the Cycle type.
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Create a SmartArt graphic and add text to it
1) On the Insert tab, in the Illustrations group, click SmartArt.
2) In the Choose a SmartArt Graphic dialog box, click the type and layout that you want.
3) Enter your text by doing one of the following:
a) Click [Text] in the Text pane, and then type your text.
b) Copy text from another location or program, click [Text] in the Text pane, and then paste your text.
Notes:
 If the Text pane is not visible, click the control.
 To add text in an arbitrary position close to or on top of your SmartArt
graphic, on the Insert tab, in the Text group, click Text Box to insert a
text box. If you want only the text in your text box to appear, right-click
your text box, click Format Shape or Format Text Box, and then set the
text box to have no background color and no border.
c) Click in a box in the SmartArt graphic, and then type your text. For best
results, use this option after you add all of the boxes that you want.
Add or delete shapes in your SmartArt graphic
1) Click the SmartArt graphic that you want to add another shape to.
2) Click the existing shape that is located closest to where you want to add the new shape.
3) Under SmartArt Tools, on the Design tab, in the Create Graphic
group, click the arrow under Add Shape.
If you don't see the SmartArt Tools or Design tabs, make sure that
you've selected the SmartArt graphic. You may have to doubleclick the SmartArt graphic to open the Design tab.
4) Do one of the following:
a) To insert a shape after the selected shape, click Add Shape After.
b) To insert a shape before the selected shape, click Add Shape Before.
Notes:
 To add a shape from the Text pane, click an existing shape, move your cursor before or after the text
where you want to add the shape, and then press ENTER.
 To delete a shape from your SmartArt graphic, click the shape you want to delete, and then press
DELETE. To delete your entire SmartArt graphic, click the border of your SmartArt graphic, and then
press DELETE.
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Change the colors of an entire SmartArt graphic
You can apply color variations that are derived from the theme colors to the shapes in your SmartArt graphic.
1) Click your SmartArt graphic.
2) Under SmartArt Tools, on the Design tab, in the SmartArt
Styles group, click Change Colors.
a) If you don't see the SmartArt Tools or Design tabs, make
sure that you've selected a SmartArt graphic. You may
have to double-click the SmartArt graphic to open the
Design tab.
3) Click the color variation that you want.
Apply a SmartArt Style to a SmartArt graphic
A SmartArt Style is a combination of various effects, such as line style, bevel, or 3-D, which you can apply to
the shapes in your SmartArt graphic to create a unique and professionally designed look.
1) Click your SmartArt graphic.
2) Under SmartArt Tools, on the Design tab, in the SmartArt Styles group, click the SmartArt Style that
you want.
a) To see more SmartArt Styles, click the More button
.
Tips:
 To start with a blank layout, delete all the placeholder text (such as [Text]) in the Text pane, or press
CTRL+A and then press DELETE.
 To resize your entire SmartArt graphic, click the border of your SmartArt graphic, and then drag the sizing
handles in or out until your SmartArt graphic is the size that you want.
 If you already have text on a PowerPoint slide, you can convert slide text to a SmartArt graphic.
 If you're using PowerPoint, you can animate your SmartArt graphic to emphasize each shape or each
hierarchical level.
Convert slide text to a SmartArt graphic
Presentations often contain slides with bulleted lists. Here's a quick way to convert the text in a bulleted list to
a SmartArt graphic to show your message visually in PowerPoint. A SmartArt graphic is a visual
representation of your information that you can fully customize.
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Overview of converting slide text to a SmartArt graphic
Converting your text to a SmartArt graphic is a quick way to
convert existing slides to professionally designed illustrations.
For example, with one click, you can convert an Agenda slide to
a SmartArt graphic. You can choose from many built-in layouts
to add visual appeal to your message or ideas. Place your pointer
over a thumbnail to experiment with the layouts for SmartArt
graphics that work best with bulleted lists.
After you select a layout for a SmartArt graphic, the text in your slides is automatically put in shapes and
arranged based on the layout that you chose. You can then customize the SmartArt graphic by changing its
color or by adding a SmartArt Style to it.
Note: You can also convert pictures on your slide to a SmartArt graphic.
Convert slide text to a SmartArt graphic
1) Click the placeholder that contains the text on the slide that you want to convert.
2) On the Home tab, in the Paragraph group, click Convert to SmartArt Graphic
.
3) In the gallery, click the layout for the SmartArt graphic that you want.
The gallery contains layouts for SmartArt graphics that work best with bulleted lists. To view the entire
set of layouts, click More SmartArt Graphics.
Notes:
 If you want both a slide with the text and another slide with the SmartArt graphic created from that same
text, create a copy of the slide before you convert it to a SmartArt graphic.
 You can convert your SmartArt graphic back to text by right-clicking the graphic and selecting Convert to
Text.
 You can also convert your slide to a SmartArt graphic by right-clicking the placeholder that contains the
text on the slide that you want to convert, and then clicking Convert to SmartArt.
 You will lose some text customizations, such as changes to the text color or font size, that you made to the
text on the slide when you convert the text to a SmartArt graphic.
Add, change, or remove transitions between slides
Slide transitions are motion effects that occur in Slide Show view when you move from one slide to the next
during a presentation. You can control the speed, add sound, and even customize the properties of transition
effects.
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Add a transition to a slide
1) In the pane that contains the Outline and Slides tabs, click the Slides tab.
2) Select the slide thumbnail of the slide that you want to apply a transition to.
3) On the Transitions tab, in the Transition To This
Slide group, click the slide transition effect that
you want for that slide.
a) To see more transition effects, click the More
button .
Note: To apply the same slide transition to all the slides in your presentation: follow steps 2 through
4 above, and then on the Transitions tab, in the Timing group, click Apply To All.
b) To advance the slide after a specified time, on the Transitions tab, in the Timing group, in the After
box, enter the number of seconds that you want.
Add sound to slide transitions
1) In the pane that contains the Outline and Slides tabs, click the Slides tab.
2) Select slide thumbnail of the slide that you want to add a sound to.
3) On the Transitions tab, in the Timing group, click
the arrow next to Sound, and then do one of the
following:
a) To add a sound from the list, select the sound that
you want.
b) To add a sound not found on the list, select Other
Sound, locate the sound file that you want to add,
and then click OK.
Set the properties for a transition
Many, but not all, of the transitions in PowerPoint 2010 have customizable properties that you can set.
1) On the Slides tab in Normal view, click the
thumbnail of the slide with the transition that
you want to modify.
2) On the Transitions tab, in the Transition to
This Slide group, click Effect Options and
select the option that you want.
Set the timing and speed of a transition
You can modify the duration of a transition, modify the transition effect, and even specify a sound to play
during a transition. Also, you can specify the time to spend on a slide before advancing to the next.
Set the duration of a transition
1) Select the slide that has the transition that you want to modify.
2) On the Transitions tab, in the Timing group, in the Duration box, type the number of minutes that you
want.
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3) To specify how long before the current slide advances to the next, use one of the following procedures:
a) To advance the slide when you click the mouse, on the Transitions tab, in the Timing group, select the
On Mouse Click check box.
Specify a time to advance to the next slide
1) Select the slide that you want to set the timing for.
2) On the Transitions tab, in the Timing group, under Advance Slide, do one of the following:
a) To make the slide advance to the next slide when you click the mouse, select the On Mouse Click
check box.
b) To specify the time before the slide advances, select the After check box, and then type the number of
minutes or seconds that you want into the associated text box.
Note: To use the specified timings, on the Slide Show tab, in the Set Up group, make sure that the Use
Timings check box is selected.
Remove a transition
1) In the pane that contains the Slides and Outline tabs, select the Slides tab.
2) On the Slides tab in Normal view, click the thumbnail of the slide that you want to remove the transition
from.
3) On the Transitions tab, in the Transition to This Slide group, click None.
Note: To remove the slide transitions from all the slides in your presentation, repeat steps 2 through 3 above,
and then on the Transitions tab, in the Timing group, click Apply To All.
Create a hyperlink
In PowerPoint, a hyperlink can be a connection from one slide to another slide in the same presentation (such
as a hyperlink to a custom show) or to a slide in another presentation, an e-mail address, a Web page, or a file.
You can create a hyperlink from text or from an object, such as a picture, graph, shape, or WordArt.
Create a hyperlink to a slide in the same presentation
1)
2)
3)
4)
In Normal view, select the text or the object that you want to use as a hyperlink.
On the Insert tab, in the Links group, click Hyperlink.
Under Link to, click Place in This Document.
Do one of the following:
a) Link to a custom show in the current presentation:
 Under Select a place in this document, click the custom show that you want to use as the
hyperlink destination.
 Select the Show and return check box.
b) Link to a slide in the current presentation:
 Under Select a place in this document, click the slide that you want to use as the hyperlink
destination.
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Create a hyperlink to a slide in a different presentation
Note: If you add a link to a presentation from your main presentation, and then copy your main presentation to
a laptop, be sure to copy the linked presentation to the same folder as your main presentation. If you don't
copy the linked presentation — or if you rename, move, or delete it — the linked presentation will not be
available when you click the hyperlink to it from the main presentation.
1)
2)
3)
4)
5)
In Normal view, select the text or the object that you want to use as a hyperlink.
On the Insert tab, in the Links group, click Hyperlink.
Under Link to, click Existing File or Web Page.
Locate the presentation that contains the slide that you want to link to.
Click Bookmark, and then click the title of the slide that you want to link to.
Create a hyperlink to an e-mail address
1)
2)
3)
4)
In Normal view, select the text or the object that you want to use as a hyperlink.
On the Insert tab, in the Links group, click Hyperlink.
Under Link to, click E-mail Address.
In the E-mail address box, type the e-mail address that you want to link to, or in the Recently used email addresses box, click an e-mail address.
5) In the Subject box, type the subject of the e-mail message.
Create a hyperlink to a page or file on the Web
1) In Normal view, select the text or the object that you want to use as a hyperlink.
2) On the Insert tab, in the Links group, click Hyperlink.
3) Under Link to, click Existing File or Web Page, and then click Browse the Web
4) Locate and select the page or file that you want to link to, and then click OK.
.
Create a hyperlink to a new file
1)
2)
3)
4)
In Normal view, select the text or the object that you want to use as a hyperlink.
On the Insert tab, in the Links group, click click Hyperlink.
Under Link to, click Create New Document.
In the Name of new document box, type the name of the file that you want to create and link to.
a) If you want to create a document in a different location, under Full path, click Change, browse to the
location where you want to create the file, and then click OK.
5) Under When to edit, click whether you want to change the file now or later.
Check the spelling and preview your presentation
When all of your slides look just like you want them to, there are two more steps to finishing your
presentation.
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Check the spelling in your presentation
Even though the spelling checker is turned on automatically in Office PowerPoint 2007, it is still a good idea
to check spelling again after you finish working on your presentation:
1) Press CTRL+HOME to move to the top of your presentation.
2) On the Review tab, in the Proofing group, click Spelling.
a) If Office PowerPoint 2007 finds spelling mistakes, it displays a dialog box, and the first misspelled
word found by the spelling checker is selected. You indicate how you want to resolve each error that
the program finds. After you resolve each misspelled word, the program selects the next one, and so
forth.
Preview your presentation as a slide show
To view your presentation on your computer screen exactly the way it will look to your audience when you
are presenting, do the following:
1) On the Slide Show tab, in the Start Slide Show group, do one of the following:
a) To start with the first slide in the presentation, click From Beginning.
b) To start with the slide that currently appears in the Slide pane, click From Current Slide.
2) The presentation opens in Slide Show view.
a) Click to advance to the next slide.
b) Tip: to return to Normal view at any time, press ESC.
c) Of course, you can also preview your presentation at any time while you are creating it.
Deliver and distribute your presentation
Now that your presentation is complete, what you do next depends on who delivers the presentation, where it
is delivered, and what equipment is used:
 Will the presentation be run on the computer on which it was created or on another computer, or will it be
delivered via a CD or a network location?
 If the presentation is given live, will you or someone else present it, or will it be self-running?
Package a presentation for CD
Follow these steps to create a CD to present your slide show on another computer.
Important: Before you copy and distribute your presentation, inspect your presentation for hidden data and
personal information (see step 8 below), and then decide whether it is appropriate to include this information
in the copied presentation. Hidden information might include your name as the presentation's creator, your
company's name, and other confidential information that you might not want outsiders to see. Also, check
your presentation for objects or hidden slides that are formatted as invisible.
1) Open the presentation that you want to copy, or, if you are working with a new presentation that has not
been saved, save the presentation.
2) If you want to save your presentation to a CD, rather than to a network or to a local disk drive on your
computer, insert a CD into the CD drive.
Notes:
 You can copy to a blank recordable CD (CD-R), a blank rewritable CD (CD-RW), or a CD-RW that
contains existing content that can be overwritten.
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 In PowerPoint, if you copy your presentation to a CD, make sure that you copy all of the files in a single
operation. After the first set of files is copied, you cannot add any more files to the disc by using
PowerPoint. However, you can use Windows Explorer to copy additional files to a CD-R or CD-RW that
contains existing files. See Windows Help for more details.
3) Click the File tab.
4) Click Save & Send, click Package Presentation for CD, and then in the right pane, click Package for
CD.
5) To choose the presentations that you want to copy and the order in which you want them to play, do the
following:
a) To add a presentation, in the Package for CD dialog box, click Add, and then in the Add Files dialog
box, select the presentation that you want to add and click Add. Repeat this step for each presentation
that you want to add. Repeat this step also if you want to add other related, non-PowerPoint files to the
package.
Note: The presentation that is currently open automatically appears in the Files to be copied list.
Files that you linked to the presentation are included automatically, but they do not appear in the
Files to be copied list.
 If you add more than one presentation, the presentations will appear on a Web page that lets you
navigate to the contents of the CD in the order in which they are listed in the Files to be copied list
in the Package for CD dialog box. To change the order, select a presentation that you want to
move, and then click the arrow buttons to move the presentation up or down in the list.
 To remove a presentation or file from the Files to be copied list, select the presentation or file, and
then click Remove.
6) Click Options, and then under Include these files, do one or both of the following:
a) To ensure that files that are linked to your presentation are included in the package, select the Linked
files check box. Files that are linked to your presentation can include Microsoft Office Excel
worksheets that are linked to charts, sound files, movie clips, and more.
b) To use embedded TrueType fonts, select the Embedded TrueType fonts check box.
Notes
o If your presentation does not currently include embedded fonts, checking the Embedded TrueType
fonts check box includes the fonts when packaged. The Embedded TrueType fonts check box
applies to all presentations that are copied, including linked ones.
o If your presentation already includes embedded fonts, PowerPoint automatically honors the setting
of the presentation to include the embedded fonts.
7) To require other users to supply a password before they can open or edit any of the copied presentations,
under Enhance security and privacy, type the password or passwords that you want to require to open
the presentation, edit it, or both.
Passwords apply to .pptx, .ppt, .potx, .pot, .ppsx, .pps, .pptm, .ppa, .ppam, .mhtml, and .mht files that have
been converted to .ppt files, in the copied presentations. If any of the files that you copy already have
passwords assigned to them, PowerPoint prompts you to choose between keeping the previously assigned
passwords for those files and overriding them with the new passwords. If you choose to override the
previously assigned passwords, they are no longer accepted for the copied versions of the files. However,
they are still accepted for the original versions.
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8) To inspect your presentation for hidden data and personal information, select the Inspect presentations
for inappropriate or private information check box.
9) Click OK to close the Options dialog box.
10) Do one of the following:
a) If you are copying your presentation to a network or to a local disk drive on your computer, click Copy
to Folder, enter a folder name and location, and then click OK.
b) If you are copying your presentation to a CD, click Copy to CD
Burn your slide show to a disc
Anyone with a standard DVD or disc player can watch and enjoy a PowerPoint presentation or photo album
that you create.
Note: You’ll need both a DVD or disc burner and Windows DVD Maker (or another 3rd party DVD burning
software) to complete the steps listed below.
1) Create a slide show video by using the Internet & DVD setting.
2) Open Windows DVD Maker.
Note: Windows DVD Maker is included in Windows Vista Home Premium, Windows Vista Ultimate and
in Windows 7 Home Premium, Windows 7 Professional, Windows 7 Enterprise, and Windows 7 Ultimate
editions.
3)
4)
5)
6)
7)
8)
Click Add items.
Browse your file system to locate and select your newly created slide show video (.wmv) file.
Click Add.
Select the appropriate DVD burner and provide a DVD title.
Insert a blank writable DVD into the DVD drive you selected and click Next.
Click Preview, and then click Burn to start the DVD burning process.
Create a self-running presentation
By using a self-running presentation created in Microsoft PowerPoint 2010, you can communicate your
information without a presenter. For example, you can set up a presentation to run unattended in a booth or
kiosk (A computer and monitor, typically located in an area frequented by many people, that can include
touch screens, sound, or video. Kiosks can be set up to run PowerPoint presentations automatically,
continuously, or both.) at a trade show or convention, or you can send a CD with a self-running presentation
to a client.
You can make most controls unavailable, so that your audience cannot make changes to your self-running
presentation. Self-running presentations restart after they are finished and when they have been idle on a
manually advanced slide for longer than five minutes.
Set up a self-running presentation
To set up a PowerPoint presentation to run automatically, do the following:
1) On the Slide Show tab, in the Set Up group, click Set Up Slide Show.
2) In the Set Up Show box, under Show type, do one of the following:
3) For a presentation to be viewed by users click Browsed at a kiosk (full screen).
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Important: If you set up a presentation to run at a kiosk, remember to also set slide timing options, or use
navigation hyperlinks to other documents or Internet sites, or action buttons such as graphics users can click to
go forward or back in the presentation. Otherwise, your self-running presentation will not advance beyond the
first slide.
Rehearse and record slide timings
Note: Be prepared to begin timing your presentation immediately after you perform the first step in this
procedure.
1) On the Slide Show tab, in the Set Up group, click Rehearse Timings.
a) The Rehearsal toolbar appears and the Slide Time box begins timing the presentation.
Next (advance to next slide)
Pause
Slide Time
Repeat
Total presentation time
2) While timing your presentation, do one or more of the following on the Rehearsal toolbar:
a) To move to the next slide, click Next.
b) To temporarily stop recording the time, click Pause.
c) To restart recording the time after pausing, click Pause.
d) To set an exact length of time for a slide to appear, type the length of time in the Slide Time box.
e) To restart recording the time for the current slide, click Repeat.
3) After you set the time for the last slide, a message box displays the total time for the presentation and
prompts you to do one of the following:
a) To keep the recorded slide timings, click Yes.
b) To discard the recorded slide timings, click No.
4) Slide Sorter view appears and displays the time of each slide in your presentation.
Record and add narration and timings to a slide show
Adding narration can help deliver information more clearly in your self-running presentation.
To record a narration, your computer requires a sound card, a microphone, and a microphone connector if the
microphone is not a part of your computer. You can record a narration before you run a presentation, or you
can record it during the presentation and include audience comments. If you do not want narration throughout
your entire presentation, you can record separate sounds or comments on selected slides or objects.
Narrations and timings can enhance a Web-based or self-running slide show. If you’re planning to create a
video with your presentation, using narrations and timings is a great way to make it less static. You can use
narration to archive a meeting, so that presenters or absentees can review the presentation later and hear any
comments made during the presentation.
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Using narration in a slide show
You can either record a narration before you run a slide show or record a narration during a slide show and
include audience comments in the recording. If you don't want narration throughout the presentation, you can
record comments only on selected slides or turn off the narration so that it plays only when you want it to
play.
When you add a narration to a slide, a sound icon
appears on the slide. As with any sound, you can either
click the icon to play the sound or set the sound to play automatically.
To record and hear a narration, your computer must be equipped with a sound card, microphone, and speakers.
Before you start recording, PowerPoint 2010 will prompt you to record either just the slide timings, just the
narrations, or both at the same time. You can also set the slide timings manually. Slide timings are especially
useful if you want the presentation to run automatically with your narration. Recording slide timings will also
record the times of animation steps and the use of any triggers on your slide. You can turn the timings off
when you don't want the presentation to use them.
Record a narration before or during a slide show
1) When you record a narration, you run through the presentation and record each slide. You can pause and
resume recording any time.
2) Ensure your microphone is set up and in working order prior to recording your slide show.
3) On the Slide Show tab, in the Set Up group, click Record Slide Show
.
4) Select one of the following:
a) Start Recording from Beginning
b) Start Recording from Current Slide
5) In the Record Slide Show dialog box, select the Narrations and laser pointer check box, and if
appropriate, select or deselect the Slide and animation timings check box.
6) Click Start Recording.
Tip: To pause the narration, in the Recording shortcut menu (shortcut menu: A menu that shows a list of
commands relevant to a particular item. To display a shortcut menu, right-click an item or press
SHIFT+F10.), click Pause. And to resume your narration, click Resume Recording.
7) To end your slide show recording, right click the slide, and then click End Show.
8) The recorded slide show timings are automatically saved and the slide show appears in Slide Sorter view
with timings beneath each slide.
Preview a narration
1) In Normal view, on the slide, click the sound icon
.
2) On the ribbon, under Audio Tools, on the Playback tab, in the Preview group, click Play.
Record comments on a slide
1) In Normal view, click the slide that you want to add a comment to.
2) On the Insert tab, in the Media group, click the arrow under Audio, and then click Record Audio.
3) To record the comment, click Record, and start speaking.
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4) When you are finished recording, click Stop.
5) In the Name box, type a name for the sound, and then click OK.
a) A sound icon
appears on the slide.
Set the slide timings manually
PowerPoint 2010 will automatically record your slide timings when you add narration or you can manually set
the slide timings to accompany your narrations.
1) In Normal view, click the slide that you want to set the timing for.
2) On the Transitions tab, in the Timing group, under Advance Slide, select the After check box, and then
enter the number of seconds that you want the slide to appear on the screen. Repeat the process for each
slide that you want to set the timing for.
Tip: If you want the next slide to appear either when you click the mouse or automatically after the number of
seconds that you enter — whichever comes first — select both the On Mouse Click and the Automatically
After check boxes.
Turn the slide timings off
Turning off the slide timings does not delete them. You can turn the timings back on at any time without
having to recreate them. However, when the slide timings are turned off, your slides will not automatically
advance when you record a narration, and you will need to manually advance the slides.
1) In Normal view, on the Slide Show tab, in the Set Up group, click Set Up Slide Show.
2) Under Advance slides, click Manually.
Tip: To turn the timings back on, under Advance slides, click Using timings, if present.
Print your slides or handouts of your presentation
Although you can also use Microsoft PowerPoint 2010 to print notes pages, this
article describes you how to print your slides (one slide per page) and how to print
handouts of your presentation — with one, two, three, four, six, or nine slides on a
page — that your audience can use to follow along as you give your presentation
or keep for future reference.
The three-slides-per-page handout includes lines that your audience can use to
take notes.
Set the slide size, page orientation, and starting slide number
Important: Follow these steps only before you add content. If you change the slide size or orientation after
you add content, the content may be rescaled.
1) On the Design tab, in the Page Setup group, click Page Setup.
2) In the Slides sized for list, click the size of paper on which you will be printing.
Notes:
 If you click Custom, type or select the measurements that you want in the Width and Height boxes.
 To print an overhead transparency, click Overhead.
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3) To set the page orientation for the slides, under Orientation, under Slides, click Landscape or Portrait.
Note: By default, PowerPoint slide layouts appear in landscape orientation. Although you can use only
one orientation (either landscape or portrait) in a presentation, you can link two presentations to display
both portrait and landscape slides in what seems to be one presentation..
4) In the Number slides from box, enter the number that you want to to print on the first slide or handout,
with subsequent slides numbered after it.
Set printing options and then print your slides or handouts
To set your printing options (including number of copies, printer, slides to print, number of slides per page,
color options, and more) and then print your slides, do the following:
1) Click the File tab.
2) Click Print, and then under Print, in the Copies box, enter the number of copies that you want to print.
3) Under Printer, select the printer that you want to use.
Tip: If you want to print in color, be sure to select a color printer.
4) Under Settings, do one of the following:
a) To print all slides, click Print All Slides.
b) To print one or more slides that you selected, click Print Selection.
Tip: To select multiple slides to print, click the File tab, and then in Normal view, in the left-hand pane
that contains the Outline and Slides tabs, click the Slides tab, and then press and hold CTRL while you
select the slides that you want.
c) To print only the slide that is currently displayed, click Print Current Slide.
d) To print specific slides by number, click Custom Range, and then enter a list of individual slides, a
range, or both. Use commas to separate the numbers and no spaces, for example, 1,3,5-12.
e) Click the Print On Both Sides list, and then choose whether you want to print on one or both sides of
the page.
f) Click the Collated list, and then choose whether you want your slides to print collated or uncollated.
g) Click the Full Page Slides list, and then do the following:
 To click one slide on a full page, under Print Layout, click Full Page Slides.
 To click one or multiple slides per page in handout format, under Handouts, click the number of
slides you want per page, and whether you want them to appear in order vertically or horizontally.
Note: When you want to create more complex handouts than what you can create in PowerPoint,
you can print your handouts in Microsoft Word 2010.
 To print a thin border around your slides, select Frame Slides.
Tip: Click it again to deselect it and prevent a border from printing.
 To print your slides on the paper that you selected for your printer, click Scale to Fit Paper.
 To increase resolution, blend transparent graphics, and print soft shadows in your print job, click
High quality.
Tip: When you print in high quality, it may take longer for your presentation to print. To prevent a
possible decrease in your computer's performance, clear the High quality selection after you finish
printing.
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h) Click the Color list, and then click one of the following:
 Color: This option prints in color to a color printer.
Notes:
 To prevent a color background from printing, do one of the following:
 Print your slides in grayscale. See Grayscale below for more information.
 Remove color backgrounds from your presentation. On the Design tab, in the Background
group, click Background Styles, and then select Style 1.
i) Grayscale: This option prints images that contain variations of gray tones between black and white.
Background fills are printed as white, so that the text will be more legible. (Sometimes grayscale
appears the same as Pure Black and White.)
j) Pure Black and White This option prints the handout without gray fills.
5) To include or change headers and footers, click the Edit Header and Footer link, and then make your
selections in the Header and Footer dialog box that appears.
6) Click Print.
Save your print settings
If you want to reset the print options and keep them as your default settings, do the following:
1)
2)
3)
4)
Click the File tab.
Click Print, and then select your settings.
Under Help, click Options, and then click Advanced.
Under When printing this document, click Use the most recently used print settings, and then click
OK.
Create and print notes pages
You can create notes pages (notes pages: Printed pages that display author notes beneath the slide that the
notes accompany.) as you build your presentation. You may want to print them and review them as you
deliver your presentation.
Create notes pages
Use the notes pane in Normal view to write notes
about your slides. To get to Normal view, on the
View tab, in the Presentation Views group, click
Normal.
You can type and format your notes as you work in
Normal view, but to see how your notes pages will
print and to see the full effect of any text formatting,
such as font colors, switch to Notes Page view. You
can also check and change the headers and footers of
your notes in Notes Page view.
PowerPoint 2010: Create a Presentation
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Each notes page shows a slide thumbnail, together with the notes that accompany that slide. In Notes Page
view, you can embellish your notes with charts, pictures, tables, or other illustrations.
Notes pages include your notes and each slide in the presentation.
Each slide prints on its own notes page.
Your notes accompany the slide.
You can add data, such as charts or pictures, to your notes pages.
Pictures and objects that you add in Notes Page view appear on your printed notes page, but not on your
screen in Normal view.
The changes, additions, and deletions that you make on a notes page apply only to that notes page and to the
note text in Normal view.
If you want to enlarge, reposition, or format the slide image area or notes area, make your changes in Notes
Page view.
You can't draw or put pictures in the notes pane in Normal view. Switch to Notes Page view and draw or add
the picture there.
Create more space for your notes
A default notes page consists of a slide thumbnail on the top half of the
page and an equally sized section for notes on the lower half of the
page.
If a half page isn't enough space for your notes, do one of the following
to add more room for your notes:
To add more space on a single notes page, do the following:
1) In Normal view, in the pane that contains the Outline and Slides
tabs, on the Slides tab, click the slide to which you want to add
more space for notes.
2) On the View menu, in the Presentation Views group, click Notes
Page.
3) Do one of the following:
a) To delete the slide thumbnail, on the notes page, click the slide, and then press DELETE.
b) To decrease the size of the slide thumbnail on the notes page, drag a sizing handle on the slide
thumbnail.
4) On the top border of the notes placeholder, drag the sizing handle to enlarge the notes placeholder to as
much of the page as you need.
Add art or formatting to all notes pages
To add art, such as a shape or picture or to format all the notes pages in your presentation, change the Notes
master. For example, to put a company logo or other piece of art on all notes pages, add the art to the Notes
master. Or, if you want to change the font style for all notes, change the style on the Notes master. You can
change the look and position of the slide area, notes area, headers, footers, page numbers, and date.
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Print notes pages with slide thumbnails
You can print your notes pages with a slide thumbnail to hand out to your audience or to help you prepare for
your presentation.
Note: You can print only one slide thumbnail with notes per printed page.
1)
2)
3)
4)
Open the presentation for which you want to print notes pages with slide thumbnails.
Click the File tab.
On the left-hand side of the File tab, click Print.
Under Settings, click the arrow next to Full Page Slides, and then under Print Layout, click Notes
Pages.
5) To specify the page orientation, click the arrow next to Portrait Orientation, and then click Portrait
Orientation or Landscape Orientation from the list.
6) If you want to print your notes and slide thumbnails in color, select a color printer. Click the arrow next to
Grayscale, and then click Color from the list.
7) Click Print.
Print notes pages without slide thumbnails
Note: You can print only one notes page per printed page.
1) Open the presentation for which you want to print notes pages without slide thumbnails.
2) Open up each slide in Notes Page view. To get to Notes Page view, on the View menu, in the
Presentation Views group, click Notes Page.
3) Delete the slide thumbnail from each of the notes pages. To delete the slide thumbnail, on the notes page,
click the slide thumbnail, and then press DELETE.
4) Click the File tab.
5) On the left-hand side of the File tab, click Print.
6) Under Settings, click the arrow next to Full Page Slides, and then under Print Layout, click Notes
Pages.
7) To specify the page orientation, click the arrow next to Portrait Orientation, and then click Portrait
Orientation or Landscape Orientation from the list.
8) If you want to print your notes and slide thumbnails in color, select a color printer. Click the arrow next to
Grayscale, and then click Color from the list.
9) Click Print.
Tips for delivering an effective presentation
Tip
Details
Minimize the number of slides.
To maintain a clear message and to keep your audience
attentive and interested, keep the number of slides in your
presentation to a minimum.
Choose a font style that your audience can Choosing the right font style, such as Helvetica or Arial,
read from a distance.
helps to get your message across. Avoid narrow fonts, such
as Arial Narrow, and avoid fonts that include fancy edges,
such as Times.
PowerPoint 2010: Create a Presentation
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Page 31
Tip
Details
Choose a font size that your audience can Choosing the right font size helps to get your message
read from a distance.
across.
Note: the following measurements indicate the size of a
font on your computer screen, not projected on a screen for
your audience in full screen mode. To enable full screen
mode, on the View tab, in the Presentation Views group,
click Slide Show.
A one-inch letter is readable from 10 feet.
A two-inch letter is readable from 20 feet.
A three-inch letter is readable from 30 feet.
Keep your text simple by using bullet
points or short sentences.
Use bullets or short sentences, and try to keep each to one
line; that is, without text wrapping.
You want your audience to listen to you present your
information, rather than read the screen.
Some projectors crop slides at the edges, so long sentences
may be cropped.
You can remove articles such as "a" and "the" to help
reduce the word count on a line.
Use art to help convey your message.
Use graphics to help tell your story. Don't overwhelm your
audience by adding too many graphics to a slide, however.
Make labels for charts and graphs
understandable.
Use only enough text to make label elements in a chart or
graph comprehensible.
Make slide backgrounds subtle and keep
them consistent.
Choose an appealing, consistent template that is not too
eye-catching. You don't want the background or design to
detract from your message.
Use high contrast between background
color and text color.
Themes automatically set the contrast between a light
background with dark colored text or dark background
with light colored text. .
Check the spelling and grammar.
To earn and maintain the respect of your audience, always
check the spelling and grammar in your presentation.
Show up early and verify that your
equipment works properly.
Make sure that all equipment is connected and running.
PowerPoint 2010: Create a Presentation
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Page 32
Tip
Details
Don't assume that your presentation will
work fine on another computer.
Disk failures, software version mismatches, lack of disk
space, low memory, and many other factors can ruin a
presentation.
If the computer that you plan to give your presentation on
does not belong to you, make sure that it has adequate disk
space so that you don't have to present from a CD.
Turn off screen savers, and make sure that you have the
appropriate files and versions of software that you need,
including Microsoft Office PowerPoint..
Verify that the projector's resolution is the If the resolutions don't match, your slides may be cropped,
same as the computer on which you created or other display problems can occur.
your presentation.
Turn your screen saver off.
Keep your audience focused on the content of your
presentation.
Check all colors on a projection screen
before giving the actual presentation.
The colors may project differently than what appears on
your monitor.
Ask your audience to hold questions until Questions are an excellent indicator that people are
the end.
engaged by your subject matter and presentation skills. But
if you save questions until the end of the presentation, you
will get through your material uninterrupted. Also, early
questions are often answered by ensuing slides and
commentary.
Avoid moving the pointer unconsciously.
When you are not using the pointer, remove your hand
from the mouse. This helps to stop you from moving the
pointer unconsciously, which can be distracting.
Do not read the presentation.
Practice the presentation so that you can speak from bullet
points. The text should be a cue for the presenter rather
than the full message for the audience.
Stay on time.
If you plan a certain amount of time for your presentation,
do not go over. If there is no time limit, take less time
rather than more to ensure that people stay engaged.
Monitor your audience's behavior.
Each time that you deliver a presentation, monitor your
audience's behavior. If you observe people focusing on
your slides, the slides may contain too much data or be
confusing or distracting in some other way. Use the
information you learn each time to improve your future
presentations.
PowerPoint 2010: Create a Presentation
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ICT Training, Maxwell School of Syracuse University
Page 33