Advanced PowerPoint 2000

Different ways to deliver a presentation

On-screen presentations

You can use all of the PowerPoint special effects and features to make an online (electronic) presentation exciting and complete. You can use such things as slide transitions, timings, movies, sounds, animation, and hyperlinks. After you decide that you are going to use a computer to give your presentation, you have many options on how to deliver it.

Presentation with a live speaker   If you are presenting in a large room by using a monitor or projector, PowerPoint has a Projector Wizard that will automatically set and restore correct screen resolution for the target projection system.

Self-running presentation   You might want to set up a presentation to run unattended in a booth or kiosk at a trade show or convention. You can make most controls unavailable so that users can't make changes to the presentation. A self-running presentation restarts when it's finished and also when it's been idle on a manually advanced slide for longer than five minutes.

Online meeting   Using the Microsoft NetMeeting program with PowerPoint allows you to share a presentation and exchange information with people at different sites in real time as if everyone were in the same room (Tools menu, Online Collaboration submenu).

In an online meeting, you can share programs and documents, send text messages in Chat, transfer files, and work on the Whiteboard. By collaborating, participants can take control of the presentation to review and edit its contents. During an online meeting, only one person can control the presentation at a time, but multiple users can work in Chat or the Whiteboard simultaneously if collaboration is turned off.

Presentation broadcasting   You can broadcast a presentation, including video and audio, over the Web (Slide Show menu, Online Broadcast submenu). You can use broadcasting for a company meeting, presenting to remote groups, or holding a team meeting whose participants are at several different locations. By using Microsoft Outlook or any other e-mail program, you schedule the broadcast just like any other meeting. The presentation is saved in Hypertext Markup Language (HTML) format, so all that your audience needs in order to see the presentation is Microsoft Internet Explorer 4.0 or later. If an audience member misses a broadcast or you want to archive it, the broadcast can be recorded and saved on a Web server where it's available for playback at any time.

Presentations on the Web

You can design your presentation specifically for the World Wide Web, and then easily publish it by using the Save as Web Page command (File menu). To publish a presentation means to place a copy of the presentation in HTML format on the Web. You can publish copies of the same presentation to different locations. You can publish a complete presentation, a custom show, a single slide, or a range of slides.

You can choose to present in PowerPoint itself, or you can save the presentation in HTML format and use Internet Explorer 4.0 or later as your presentation tool. A button even opens the presentation in full-screen mode, hiding all browser window elements.

Because navigation is a critical element in a presentation, PowerPoint presentations in HTML format include a navigation bar that you can use to move through the slides by using the outline pane.
 

Overhead transparencies

You can create a presentation that uses overhead transparencies by printing your slides as black-and-white or color transparencies. You can design these slides in either landscape or portrait orientation.
 

Paper printouts

You can design your presentation so that it looks great both on the screen in color and when printed in grayscale or pure black and white on a laser printer.

You can preview and change what your presentation will look like when printed in black and white. To adjust the colors so that they print best in black and white, click Grayscale Preview on the Standard toolbar. In normal view, right-click any object on the slide, point to Black and White on the shortcut menu, and then click the option you want. The changes you make while working in black-and-white view don't affect the colors in your on-screen presentation.
 

35mm slides

A service bureau can transform your electronic slides into 35mm slides. Contact your local service bureau for instructions. Or if you're in the United States, you can have Genigraphics prepare your slides. Point to Send To on the File menu, click Genigraphics, and then follow the instructions in the Genigraphics Wizard.
 
 

Notes, handouts, and outlines

To support your presentation, you can give your audience handouts — smaller versions of your slides that are printed two, three, or six slides to a page. You can also print your speaker notes for the audience. Click Print on the File menu, and then click Handouts or Notes pages in the Print what box.

As you're working on a presentation, you can print your outline, including slide titles and main points. In addition, you can use the Microsoft Word command (File menu, Send To submenu) to send your slide images and notes to Microsoft Word, and then use Word features to enhance their appearance.
 

Set up a slide show to run in a continuous loop

On the Slide Show menu, click Set Up Show.
  1. Select the Loop continuously until 'Esc' check box.
Tip   If you want a self-running slide show — for example, at a trade show kiosk — click Browsed at a kiosk (full screen) in the Set Up Show dialog box. This causes the slide show to loop and also restricts users from changing the slide show.
 

Insert a CD audio track on a slide

Note   You don't need to insert the CD in the CD-ROM drive for this procedure.
  1. Display the slide you want to add a CD audio track to.
  2. On the Insert menu, point to Movies and Sounds, and then click Play CD Audio Track.
  3. Select the track and timing options you want, and then click OK.
A CD icon appears on the slide.
  1. A message is displayed. If you want the CD to play automatically when you move to the slide, click Yes; if you want the CD to play only when you click the CD icon during a slide show, click No.
  2. To preview the music in normal view, double-click the CD icon.


Tip   You can also change play settings — for example, to change the tracks you want to play, or to add an animation effect to the CD icon.
 

Insert a video on a slide

  1. Display the slide you want to add the video to.
  2. On the Insert menu, point to Movies and Sounds.
  3. Do one of the following:
To insert a video from the Clip Gallery, click Movie from Gallery, and then locate and insert the video you want.

To insert a video from another location, click Movie from File, locate the folder that contains the video, and then double-click the video you want.

  1. A message is displayed. If you want the movie to play automatically when you move to the slide, click Yes; if you want the movie to play only when you click the movie during a slide show, click No.
  2. To preview the movie in normal view, double-click the movie.
Tip   You can also change play settings — for example, loop the movie or add an animation effect to your movie.
 

Record a voice narration

To do this procedure, you'll need a microphone.
  1. On the Slide Show menu, click Record Narration.
A dialog box appears showing the amount of free disk space and the number of minutes you can record.
  1. If this is the first time you are recording, do the following:
Click Set Microphone Level, and follow the directions to set your microphone level.
  1. Do one of the following:
To insert the narration on your slides as an embedded object and to begin recording, click OK.

To insert the narration as a linked object, select the Link narrations in check box, and then click OK to begin recording.

  1. Advance through the slide show, and add narration as you go.
At the end of the show, a message appears.
  1. To save the timings along with the narration, click Yes. To save only the narration, click No.
A sound icon appears in the lower-right corner of each slide that has narration.

Notes

Publish a presentation or HTML file to the Web

To make sure your presentation looks the way you want in your Web browser, preview the presentation as a Web page before you publish it.
  1. Open or create the presentation or Web page you want to publish to the Web.
  2. On the File menu, click Save as Web Page.
  3. In the File name box, type a name for the Web page.
  4. In the folder list, select a location for the Web page.

    5.  
  5. To change the Web page title (the text that appears in the title bar of your Web browser), click Change Title, type the new title in the Page title box, and then click OK.
  6. Click Publish.
  7. Select the options you want.
For Help on an option, click the question mark and then click the option.
  1. To select additional Web page formatting and display options, click Web Options, select the options you want, and then click OK.
  2. Click Publish.