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Exploring PowerPoint’s Views

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About this lesson

The different PowerPoint views allow you to work on different parts of your presentation such as slides, slide thumbnails, text and running your presentation as a slideshow.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2010, 2013, 2016, 2019/365.

Exercise files

Download the ‘before’ and ‘after’ PowerPoint presentations from the video tutorial and try the lesson yourself.

Exploring PowerPoint’s Views.pptx
1.1 MB
Exploring PowerPoint’s Views - Solution.pptx
1.1 MB

Quick reference

Exploring PowerPoint’s Views

Using Presentation Views to change the application interface to work on specific content in a presentation.

When to use

To change the application interface of PowerPoint to achieve various tasks.

Instructions  

  • On the View tab, in the Presentation Views group, click:
    • Normal to see thumbnails of slides, a large slide editing area and Speaker Notes for that slide
    • Outline View to work with text
    • Slide Sorter to organize and manipulate slides
    • Notes Page to view the slide, combined with Speaker notes
    • Reading View to view the slide show of your presentation in a window without switching to a full screen slide show

Also note:

As covered in other modules, Master Views help you work with a specific Master. Buttons in the Master Views group allow you to access the Slide Master, Handout Master, and the Notes Master.

Presentation View keyboard shortcuts:

Normal: Alt+W+L

Outline View: Alt+W+PO

Slide Sorter: Alt+W+I

Notes Page: Alt+W+T

Reading View: Alt+W+D

Master View keyboard shortcuts:

Slide Master: Alt+W+M

Handout Master: Alt+W+H

Notes Master: Alt+W+K

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  • 00:05 One of the great features of PowerPoint is known as PowerPoint Views.
  • 00:08 PowerPoint Views are all about having the right application layout for
  • 00:12 the particular part of the presentation build that you're currently doing.
  • 00:16 Now, I've got to admit,
  • 00:17 that I never really appreciated the various views that were available.
  • 00:21 But since I've begun using them, I've discovered that they're well worth getting
  • 00:25 to know, because they change the arrangement of your application so
  • 00:28 that you can perform different functions.
  • 00:30 And that's the important when you want to show a document, or
  • 00:35 do a slideshow and various functions.
  • 00:38 Now, please note that we will cover the Outline pane and
  • 00:41 the Notes pane more extensively in other videos.
  • 00:44 In this presentation that I've already created,
  • 00:46 I've already accessed the View tab.
  • 00:48 And you can see with this highlighted button that the current
  • 00:51 view that I've selected, is Normal View.
  • 00:54 The button already shows a thumbnail of the application arrangement.
  • 00:59 We can have our slide thumbnails on the slide pane, and
  • 01:02 we can click on those thumbnails to change the active slide.
  • 01:05 And even though we can't add content to the slides themselves
  • 01:09 within the Slide pane, we can certainly do so within the slide itself.
  • 01:13 Now, the view that we see is a classic three pane editing view that we're so
  • 01:17 familiar with.
  • 01:18 And other than the slides pane and the slides area, the third of this
  • 01:23 arrangement is the notes pane that we can see below the active slide.
  • 01:27 When we go to the outline view, we get a text pane, or
  • 01:30 an outline pane where we can work with and manipulate text.
  • 01:33 And this is the topic of discussion in another video.
  • 01:36 In the Slide Sorter view, we can see the slide itself.
  • 01:40 And this is an area where we can add slides and sections, and
  • 01:43 sections will be covered elsewhere, as well.
  • 01:46 We can duplicate slides, or we can even add slides, or quickly move them around.
  • 01:51 And it's well worth getting to know keyboard shortcuts, such as Ctrl+D,
  • 01:55 which is duplicate.
  • 01:56 Or we can duplicate by clicking and dragging a slide with the mouse, and
  • 02:00 hold the Control key and then drop.
  • 02:02 Another presentation view is the Notes page.
  • 02:05 For example, when we add text to the notes area, and we move to the Notes view,
  • 02:10 we can see a preview of the text as well as our slide.
  • 02:12 This output is excellent for producing our slides with notes to be printed and
  • 02:16 handed out.
  • 02:17 However, it also allows us to cut down on the amount of text that's on our slides.
  • 02:21 It's also very handy in presenter view, and
  • 02:23 we can see this when I press F5 on the keyboard.
  • 02:26 That even though we can't see the actual presentation,
  • 02:29 because it's on another monitor, we can see here the notes, and
  • 02:32 that allows us to deliver our presentation with a lot more confidence.
  • 02:36 Now, Reading View is where you can preview the presentation with animations and
  • 02:40 transitions without switching to full screen mode.
  • 02:43 And you can notice that the slide show is constrained by the actual
  • 02:46 application window.
  • 02:48 At the bottom of our program window was a status bar, and
  • 02:50 there were various buttons on the status bar that allow us to select various views,
  • 02:55 such as normal, slide sorter, and importantly, a slideshow view.
  • 02:59 When you go into the slideshow or the reading views,
  • 03:02 you can get out again by hitting the Escape key on your keyboard.
  • 03:05 And there's this very hand slider zoom that we can use to change the zoom of our
  • 03:10 slides, as well as a button to fit the slide to the size of the current window.
  • 03:14 Note that there's also a feature called Slide Designer.
  • 03:17 On the first slide, I click the Design tab > Design Ideas button in the Design group,
  • 03:23 and I'm offered options.
  • 03:25 And that applies to this slide, but also, to other slides.
  • 03:28 Now, there are rules behind how this works, and sometimes it just fails, but
  • 03:32 it's getting better over time as the program is updated.
  • 03:35 So PowerPoint's presentation views are very effective to help us control our
  • 03:39 content, and to present it effectively to our audience.
  • 03:42 It's well worth the investment of your time exploring these.

Lesson notes are only available for subscribers.

Adding Slides, Changing Layouts and Exploring the Outline
03m:53s
Getting Familiar with the Notes Pane
04m:28s
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