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How to Present Your PowerPoint Slideshow: Annotations, Presenter View, and Navigation

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  • 0:01 Presenter View
  • 0:55 Starting Presenter View
  • 1:52 Navigating Presenter View
  • 3:23 Annotating in Presenter View
  • 4:50 Slideshow Resolution
  • 6:13 Lesson Summary
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Lesson Transcript
Instructor: Karen Sorensen

Karen has a Bachelors in Communications. She has 25 years of experience in Information Systems, Adult Learning and Virtual Training.

This lesson will explain the Presenter View in PowerPoint. This is a carefully designed layout that allows you to present your slides, check the slideshow progress, read the notes and annotate the presentation.

Presenter View

The Presenter View in PowerPoint has come a long way since the early versions of the program. The Presenter View is a customized view that allows you to see both your notes and your slides, while your audience only sees the slides. It also comes with annotating tools that allow you to highlight content on your slide while presenting.

The presentation view has typically been used with two monitors: one for the presentation notes and slides, and the other for the presentation to the audience. However, with PowerPoint 2013 you can use one monitor for both. This lesson will explain how to start and navigate the Presenter View, how to annotate while presenting and, finally, how to configure the resolution so that the size of your presentation and the size of your projector screen are in sync.

Starting Presenter View

To launch the Presenter View, you first need to start your slide show. You can either click on the Slide Show ribbon menu and select From the Beginning, or you can click on the Slide Show icon in the lower, right-hand corner of the screen.

Once your presentation has launched, you will see six circled icons in the lower, left corner of the screen. Click on the Settings icon (it's the furthest to the right with three dots in the middle) and then click on Show Presenter View from the menu. When Presenter View launches, your screen splits into four sections:

  1. The Menu bar
  2. What the audiences sees and annotation tools
  3. The next slide
  4. Your trainer notes, if you added them

Navigating Presenter View

Now that we have our presentation view loaded, let's move on to navigation. There are several tools available in Presenter View. So, let's take a closer look at the most common:

  • The first one is Show Taskbar (it's in the top menu bar). Sometimes you will need to navigate to another application, such as Excel or Word, during your presentation. The Show Taskbar command is a toggle between showing the taskbar and hiding it.

  • Next is the timer (it's above the slide preview area). The timer starts when the presentation starts and can be helpful when you need to stay on track with your slides. This section also has extra buttons for pause and resume.

  • Next is the presentation view. The presentation preview area shows the slide that the audience is viewing and also has annotation tools that we will discuss in the next topic.

  • Then, there's the next slide area. This is in the top, right-hand part of the screen, and it shows the next slide up in your presentation.

  • Then, finally, notes: if you added notes to your slide, they will show here. These are sometimes referred to as 'trainer notes.' In the bottom of the notes area, you will also find two font size buttons that allow you to make the notes bigger or smaller.

Annotating in Presenter View

Annotate means to draw attention to something specific on your slide. This would be a word, a sentence or maybe just an area of the slide. Below the presentation preview area are five icons. Let's take a closer look at each one:

  • The first one is the Pen or Laser Pointer tools. Clicking this tool will open a menu with a pen and highlighter that work like using them on a whiteboard. You can also choose the pen color and erase highlights when needed.

  • The next one is the See All Slides. Click on this button to see the entire slide stack. You can preview any of your slides without the audience knowing; your audience only sees a slide you select.
  • And then there's the Zoom in to Slide. With this tool, you can zoom in to a part of the slide or you can pan around.

  • Then, there's the Black or Unblack Slide Show. This is the toggle button to turn the screen completely black. Click again to unblack the screen.

  • Then, finally, Slide Show Settings: this is where you can turn the Presenter View on and off.

Annotation tools can help with engaging your audience and keep them focused on the topic at hand.

Slideshow Resolution

PowerPoint presentations can get very media heavy. As we add images, insert videos and add audio clips to our slides, the presentation performance can suffer. It can take a long time to open or run slow and sluggish. Sometimes, lowering the resolution of your slides improves the performance of your presentation.

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