Academic Technology @ Palomar College

PowerPoint 2013: How’s the View?

PowerPoint 2013: How’s the View?

Today we will take a quick look at the various views in PowerPoint 2013.  While you will spending 95% of your time editing slides in what is called Normal View, it is important to understand the other views and to know why they exist.  Along the way we will discuss how to print a text outline of your presentation, print your speakers notes under a thumbnail of your slide, how to hide/unhide and/or re-arrange your slides, the new way to preview your slideshow, and a bit about the new presenter mode.

As I say, Normal View is the dominant view, so PowerPoint starts in this view.  It is the view that shows the ribbon at the top of the screen, a slide thumbnail panel on the left, a large, slide edit view on the right, and the status bar at the bottom of the screen.

Normal View

On the status bar are shortcuts to some of the other views:

View Shortcuts

But let’s take a more exhaustive approach and click the View tab.  On the left of the view tab (unless you have re-arranged it) are the five “Presentation Views.”

Presentation Views

Outline View

As I say, Normal View is where you will spending all your time editing presentations.  Outline View loads a text-only outline of your presentation in the thumbnail pane, enlarging that pane and shrinking the slide pane.  It is often useful to simply read through the text of your presentation.  Of course in Outline View you have access to outlining tools.  To demote a bulleted item to a sub-item, for example, right-click it and choose Demote.  You can also, obviously, format text in the Outline pane.

Outlining Tools

By the way, if you wish to print your presentation as an outline, you do not have to be in Outline View.  From any view click the File tab, click Print, click the Print Layout drop-down, and select Outline.  Then click the Print button.

Print Outline

Slide Sorter View

Slide Sorter View is the view best adapter for moving your slides around within the presentation, either individually or in groups.  It is also useful in applying transition effects to a group of slides, for quickly hiding or unhiding slides, and for reviewing slide timings.

Slide Sorter View

To hide a slide right-click it and choose Hide Slide.  It will appear dimmed out in Slide Sorter view, with a diagonal line through its slide number.  Why hide a slide?  For those just-in-case moments, in order to have materials you can use to answer those questions that just might arise, but that are not part of your main presentation.

To move a slide in Slide Sorter view, simply drag and drop.  To move a group, first select them using the same technique you use to select files in Windows explorer, holding down Shift to select a contiguous range, Ctrl a non-contiguous range, and then just drag and drop.  To open a particular slide in Normal View, double-click it.

 Notes View

Notes View does not have a status bar shortcut because it is not often accessed.  You must select it from the View tab.  It is used to view a thumbnail of your slides on the same page with your speakers notes.

Notes View

You can add notes from this view, and when your notes are extensive this is perhaps an easier way to edit or change them rather than using the Notes pane in Normal View.  If you wish to print the Notes View of your presentation, click File, click Print, select Notes Pages from the Print Layout options, and click Print.  If your notes are extensive this is a more useful way to print your speakers notes than using one of the handout layouts customized in Word.

Reading View

Reading View and Slide Show view are similar in that they will give you a live, full-screen view of your presentation with active animations and transitions, but Slide Show view has changed with the 2013 version to load the new (and fabulous) Presenter View on your primary monitor and the actual slide show on a secondary monitor or projector screen, as in a live presentation.  Of course you can configure which screen shows Presenter View and which the presentation, but in any event since Word got a great new Reader View I think the PowerPoint folks decided that it made sense to use their own Reader View and a slide show preview mode, like the old Slide Show View, and the new Slide Show view as an entre to Presenter View.

If you are not used to PowerPoint’s ways, that last paragraph was probably very confusing.  Suffice it to say the Reading View is a full-screen preview mode.

Master Views

Before leaving the topic of views, we need to mention Master Views.  There are three of them: Slide Master, Handout Master and Notes Master.  Slide Master is by far the most important.  All PowerPoint presentations start with a design theme, which is applied to a of layout masters, which forms the basis for your own content.  To make global changes to a presentation the changes can be made on the Slide (or layout) masters.  Adding a logo, for example, to the Slide Master will cause it to appear on every slide in a presentation.  We will discuss Master Views more thoroughly in a future pose.  The Handout Master and Notes Master are primarily useful for setting headers, footers and graphical customizations on printed handouts and notes pages.

Master Views

Slide Show Commands

The two Slide Show views (start from beginning and start from current slide) can be found on the Slide Show tab.  They do exactly what you think, start a presentation in Presenter View from the beginning or from the currently selected slide,

Slide Show Views

except now clicking one of these (or their keyboard shortcuts (F5 and Shift-F5) takes you into Presenter mode.  If you have a dual screen setup this is really handy, because you can see the presenter control panel on one screen, and the slide show on the other.  This is the way presentations with 2013 will be given, with presenter mode control panel on the presenter’s computer (more about this topic later), and the actual slide that is being shown projected onto the screen that the audience sees.  If you have only a single monitor, this can be configured, of course, to show the slideshow itself, and not the presenter mode control panel.  Presenter view is one of the best new things about PowerPoint 2013.

So, enough about views.  Here is a video that summarizes the various views, with some tips on printing various views too.

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