This lesson covers the Review and View menus atop the ribbon in PowerPoint. These menus are where you will find everything you need to proofread your slides before your presentation.
Your slides are complete, and now it's time to proof, such as run a spell check and maybe even tweak the arrangement of your slides. Where do you go? The Review and View menus.
Review is a place to check your spelling and insert comments on the presentation. You also have a thesaurus for when you feel like you are using the same word over and over.
View is where you can look at your slides several different ways, including an area where you can see thumbnails of each slide and re-arrange the order of your slides.
Let's take a closer look.
In the video, you can see that clicking on the Review tab shows that this menu is separated into five sections: Proofing, Language, Comments, Compare and Ink (please see the video starting at 0:40). The most frequently used section is Proofing. These commands are helpful when practicing your slides and doing some last minute proofreading, such as a spell check.
Translate will connect to the Internet to find translation for terms and content, while the Language command lets you change the default PowerPoint language. The Comments section is useful during collaboration. You can edit and delete comments.
I find myself using this last one, Compare, quite often. It sounds a bit confusing, but it's actually easy to use. This group of commands allows you to compare versions of your documents. Let me give you an example.
I created a presentation several months ago and passed it on to a group of subject matter experts for review. They have now collaborated and made several revisions. Using the Compare command, I can have PowerPoint open both documents, show me all the changes that were made and then I'll have the option to accept or reject them. Nice!
Okay, so the View menu is fairly extensive. There are many sections and commands, but let's cover the most common, starting with Presentation Views.
Presentation Views give you choices on how to see your slides. It's about using the right view for the right task. Clicking on any of these options will change the look and the layout of your slides for viewing. But remember, your slides will always present in full-page when you start your slide show. Here is a brief explanation describing the purpose of each view option:
- Normal View: This is for creating your slides, including adding text and graphics.
- Outline View: This is where you create and view your outline for all slides.
- Slide Sorter: This is where you can view all slides on one screen and have the option to move slides around or reorder them.
- Notes View: This is where you would add notes for yourself or the speaker. These do not show during the presentation and can be printed for you to use while you are presenting.
- Reading View: This is where you can play your presentation, including transitions, without going to full-screen mode.
And here's a quick tip. The most common views are available as shortcuts in the bottom, right-hand corner of the screen. In the video, you can see there are four shortcut buttons (or icons) to the left of the zoom bar (please see the video at 03:33). The first is the Normal view, next is your Slide Sorter, then Reading view, and finally, Slide Show.
My favorite command here is the Slide Master, for the simple reason that it saves time!
Slide Master command
First, you need to know what a Slide Master is and its purpose. And this is the best way I know to explain:
When you click on the New Slide command, a page is created with default text boxes, formatting and theme colors and fonts. This is convenient because each time you create a new slide, the text boxes, formatting and themes are already applied, and they're ready for you to use and start creating your slide. This also keeps each slide consistent throughout the presentation.
But what if you want to customize those defaults? For example, you might want to add a logo or a picture to each slide. Doing this manually on each slide and every slide takes time. So, to be more efficient and make it easier, we can add that picture to the Master Slide. The result? Each time you click on New Slide, your logo will automatically be added.
Microsoft actually says it best: 'Master Slides control the look of your entire presentation, including colors, fonts, backgrounds, effects and just about everything else.'
If you look at the other commands under the View menu, you will see there is an option to add a ruler to your slide while editing, which helps with alignment of text and objects. You can also zoom, change slides to black and white and add macros to your presentation.
In this lesson, we reviewed two menus or tabs atop the ribbon in PowerPoint: Review and View. If you click on the Review tab, you will see proofreading commands, such as spell check and a thesaurus. The View tab has different commands for slide views, such as a Slide Sorter and a Reading View. You also learned the purpose of the Master View, which allows you to make a change to one slide and have that change automatically apply to all slides. Both menus are great when you want to proofread your slides and make any last minute changes before your presentation.
After reviewing this lesson, you should have the ability to:
- Explain the features found in the Review and View tabs in PowerPoint
- Describe the usefulness of the Slide Master