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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 - Complete.pptx
1.1 MB

Quick reference

Topic

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 View to see thumbnails of slides, a large slide editing area and Speaker Notes for that slide, or
    • Outline View to work with text, or
    • Slide Sorter to organize and manipulate slides, or
    • Notes Page to view the slide, combined with Speaker notes, or
    • Reading View to view the slide show of your presentation in a window.

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

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

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  • 00:04 All of the views in PowerPoint are really about making sure that you’ve got the right tool for the job so your tasks can happen quickly and
  • 00:11 painlessly, and so views really can make a difference. And even though I’ve used PowerPoint for a number of years, I have to
  • 00:18 admit that I’ve never really appreciated the various views that were available at first, and so I was stuck in a bit of a rut. But then I started
  • 00:25 using all of PowerPoint’s views and they’re well worth getting to know and use because they change the arrangement of the PowerPoint
  • 00:31 application for you to perform different functions. And that helps with you with your design, your production of a show or a document, or when
  • 00:39 you need to present a particular slideshow. Now concepts of the outline pane and the notes pane will be covered more extensively in other videos.
  • 00:48 In this presentation that I’ve already created, I’ve already accessed the view tab, and as you can see from the highlighted button, the current view
  • 00:56 that I’ve got selected is normal view. The button shows a thumbnail of the application arrangement. We have our slide thumbnails on
  • 01:04 the slide pane, and I can click on a thumbnail to change the active slide, and even though we can’t add content to the slides themselves
  • 01:12 within the slide pane, we certainly can do so on the slide itself. Now what we see is a classic, 3 pane editing view that we’re all so familiar with
  • 01:24 and other than the slides pane and the slides area the third part is the notes pane that we can see below the active slide. In slide sorter
  • 01:33 view we can see the slide itself and this is an area where we can add slides and sections; sections will be covered in another video. We
  • 01:41 can duplicate slides, add slides or quickly move them around. It’s well worth getting to know keyboard shortcuts such as CTRL D, which is
  • 01:49 duplicate, or we can click and drag with the mouse while holding the CTRL key and drop to duplicate as well. Another presentation view is
  • 02:00 the notes page, for example when we add text to the notes area, and then we move to the notes view we can see a preview of the text as
  • 02:08 well as our slide and this output is excellent to produce slides with notes to be printed and handed out. But it also allows us to cut down on
  • 02:17 the amount of text that’s on our slides. It’s also very handy in presenter view, we can see this when I press F5 on the keyboard, and even
  • 02:25 though we can’t see the actual presentation because it’s on another monitor, we can see here the text of the notes, which allows us to
  • 02:33 present with confidence. The reading view is where you can preview the presentation with animations and transitions without switching to
  • 02:42 full screen view; notice that the slideshow is constrained by the application window. At the bottom of our program window we can see the
  • 02:52 status bar and there are various buttons on the status bar that allow us to select the various views such as normal, slide sorter, and
  • 03:01 importantly, our slideshow view. If you go into the slideshow or the reading views you can get out of them again by hitting the ESC key on
  • 03:09 your keyboard. And finally there’s this handy little zoom slider where we can change the size of our slide as well as a button to fit the slide to
  • 03:19 the size of the current window. So PowerPoint’s presentation views are a very effective way to help us control our content and present it
  • 03:26 effectively to the audience. It’s well worth the investment of your time exploring these within PowerPoint.

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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