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Getting Familiar with the Notes Pane

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About this lesson

A very clever location to add extra text to a slide that your audience may not see, but you can use as an aid when presenting or as printed handouts.

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.

Getting Familiar with the Notes Pane.pptx
512.3 KB
Getting Familiar with the Notes Pane - Solution.pptx
511.4 KB

Quick reference

Getting Familiar with the Notes Pane

Using the Notes Pane to hold additional information.

When to use

To print or email presentations, or as a visual aid when presenting.

Instructions  

  • Type or paste text in the Notes Pane.
  • Use the Notes Master to customize Notes Page to include elements such as your company’s logo.
  • Either:
    • Print the presentation Notes Page
    • Save the presentation Notes Page as a PDF to email
    • View the Notes in Presenter View while presenting

 

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  • 00:04 Have you ever been halfway through delivering a presentation, and
  • 00:08 you think to yourself, no, I've got no idea of what I'm going say next?
  • 00:12 Or you look at somebody's slides, and
  • 00:13 it's just a little bit too much information on them.
  • 00:16 Well, in this video, we're going to look at the Notes Page
  • 00:19 as a container to put your information in for various reasons.
  • 00:22 Now, I'm going to go straight to Slideshow mode.
  • 00:25 So, I click F5 on the keyboard, and there is Presenter view within PowerPoint.
  • 00:30 And it's got various features that'll help us while we present.
  • 00:33 So, here is the slide that the audience sees, and this is
  • 00:37 the next slide to allow us to think ahead, and this is the notes pane area.
  • 00:42 Note that it says 'No notes', so presenter view is the subject of a whole other video,
  • 00:47 but in this particular module,
  • 00:49 we're going to look at the notes pane as a container for information.
  • 00:52 The notes page, which is where we see that information,
  • 00:55 the notes master, which controls the notes page, and then,
  • 00:59 we're going to print preview the notes out in a couple of different formats.
  • 01:03 So firstly, let's go to our first slide, we need to make the notes pane available.
  • 01:08 And the easiest way to do that is go to the View tab, click on the Notes button,
  • 01:13 and there is our Notes Pane.
  • 01:15 We can move this around to give ourself more room to work, so
  • 01:18 Ctrl+A to select all of the text, Ctrl+C to copy,
  • 01:22 Ctrl+V, and now that information there will preview in Presenter view.
  • 01:27 I want to also reduce the amount of text.
  • 01:29 So I select the last word in each sentence, Ctrl+Backspace, and remove
  • 01:34 some of those words because I intend to present this slide later to an audience.
  • 01:39 And it's not essential that we have every word on the slide.
  • 01:42 I would probably move this place holder down a little bit to even it up,
  • 01:46 center the text with Ctrl+E, get rid if the bullet points.
  • 01:50 And there's a fair amount of further formatting that we could do if we
  • 01:53 wanted to.
  • 01:54 We also select the logo and Ctrl+X, and that places the logo on the clipboard.
  • 01:59 So let's have a look at our actual notes page, so the notes
  • 02:03 page is a combination of the slide as well as the text from the notes pane.
  • 02:08 And that's what we see and present a view, as well as what we can see when we
  • 02:11 actually print or distribute to our audience.
  • 02:15 This whole view on the page is controlled by the Notes Master.
  • 02:19 So the Notes Master shows all of the various objects on the slide, and
  • 02:23 I can select that slide, I can even format up with a particular shape effect,
  • 02:27 like a massive big glow around it.
  • 02:29 Now, I'm not sure why you would do that 'cause it's ugly.
  • 02:31 Ctrl+Z to undo, but you can also go Ctrl+],
  • 02:36 it increases the size of the text.
  • 02:40 And I go to the Home tab, and I can number that.
  • 02:42 Also, Ctrl+V, paste the logo onto the page where we put it in the right location,
  • 02:47 that we must send it to the back and
  • 02:49 make sure that none of the objects are obscured by the logo.
  • 02:55 Close, and there is our new Notes Page, and
  • 02:57 that is only the start of the kind of formatting that we can do here.
  • 03:01 So let's have a little look at how we're actually going to export this
  • 03:03 information in different ways.
  • 03:06 First of all, we go Ctrl+P, which is the keyboard shortcut to print.
  • 03:10 Now that's our slide, but I can actually print the notes page, and
  • 03:13 give that information to the audience.
  • 03:15 Or I can share and export it or create a PDF for emailing.
  • 03:20 So just remember that the notes page is a wonderful place to put your information.
  • 03:24 You don't need to clutter your slides because you can have
  • 03:27 all of this information down on the notes pane.
  • 03:29 And it's available when you print, when you share, and
  • 03:32 particularly in Presenter view.
  • 03:35 And so finally F5, and here is our Presenter view.
  • 03:38 We can see that the changes that we have made are updated on the slide and
  • 03:42 the formatting.
  • 03:43 And, this is a very useful feature to cut down on the amount information on slides,
  • 03:48 but still have a content rich presentation to share with the audience.
  • 03:52 Now, remember it doesn't replace good rehearsal, but
  • 03:54 it's very handy to have the information available when you're presenting and
  • 03:58 is a great feature of PowerPoint.

Lesson notes are only available for subscribers.

Exploring PowerPoint’s Views
04m:36s
Customizing the PowerPoint Interface
06m:25s
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