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Using Notes in PowerPoint Tutorial

MS Office 2010 - Working with Slides
Free PowerPoint Online Tutorial

* What are Notes
* How to Add Notes to a Slide
* How to Use Notes During a Presentation
* Printing Notes



Notes are for the presenter. They are the details of what you want to say when a particular slide is being projected. 


Test your PowerPoint skills with the corresponding FREE Online Multiple Choice
PowerPoint Using Notes Test


* What are Notes

The Notes function in PowerPoint fulfill the role of a speaker’s flashcards or printout of a speech used during a talk to guide the presenter as to what they want to say as each slide in the presentation is displayed.  Only the presenter can see the notes, they are hidden from the audience’s view in a special notes panel that is not projected with the slides. 

A presenter can either add their talk word for word to the Notes section or add keywords that guide them as to what to say.  They can also add questions or other prompts for their talk in the Notes section to act as a reminder to make specific observations, ask the audience a question or to perform some other action that is pertinent to their presentation.

The Presenter View will contain the slide being displayed to the audience as well as the notes which are not displayed to the audience:

Using Notes - PowerPoint Tutorial

In the screenshot above, the presenter controls the slides that are displayed to the audience using the left-hand side panel, whilst the speaker notes are displayed in the right-hand panel for each individual slide.

The presenter can control the slides to display to the audience whilst using their notes to guide their presentation or talk.




* How to Add Notes to a Slide

The creators of PowerPoint have made provision for a dedicated area for adding speaker notes.  You can add text to this area and apply basic font formatting such as bold, underline or italics to the text in the Notes section.

To add notes to a slide:

1.  Select the slide to which you wish to add notes and ensure it is displayed in the main slide window.

2.  Below the slide you will note a blank line with the text Click to add notes (circled in yellow in the screenshot below)

How to Add Notes to a Slide

 

Click in this area and start typing the text for your presentation notes here.

3.  You can resize the notes section to make it easier to type your notes by hovering your mouse cursor over the top border of the Notes section until your cursor icon changes to a double pointed arrow.  Click and drag the line upwards to make the Notes section bigger, or down to make the Notes section smaller or to hide it completely.

It may at times be necessary to add tables, charts, graphics or advanced formatting to your notes, for example, should you wish to distribute your notes to your audience.

To add graphics, tables or advanced formatting to your notes:

1.  Click on the slide you wish to add notes to.

2.  On the Ribbon, click on the View tab.

3.  In the Presentation Views group, click on Notes Page.  This will open the Notes Page view where your slide along with your slide notes are displayed as an A4 page.

4.  You can apply any formatting, add graphics, tables or charts to this page. 

NB: Remember that the above formatting and graphics are added for the benefit of the receivers of your notes and that these will not display in the presentation view.

To edit or delete notes:

1.  Select the slide containing the notes you wish to edit or delete.

2.  Click in the Notes section and edit the text by moving, deleting or formatting text.



* How to Use Notes During a Presentation

If you have ever had to stand in front of an audience and present a talk, you will identify with every speaker’s biggest fear: forgetting what you wanted to say or going completely blank.  Notes on a presentation can guide you as to what you wanted to say and also keep you on track with delivering a professional talk without the pressure or fear of forgetting your lines.

To ensure you get the most out of Notes:

  • * Carefully plan the outline of your talk
  • * Add the correct notes to the correct slide
  • * Rehearse your talk using the notes you have created

The easiest view to run a PowerPoint presentation in, is the Presenter View. NB: You must have two screens, such as a laptop connected to a projector or a second screen, in order to use the Presenter View.

To enable the Presenter View:

1.  Open the Presentation you wish to run in the Presenter View.

2.  Click on the Slide Show tab on the Ribbon.

3.  In the Monitors group, tick the box for Use Presenter View (circled in yellow in the screenshot below). 
How to Use Notes During a Presentation - PowerPoint Tutorial

4.  Still under the Slide Show tab on the Ribbon, in the Start Slide Show group, click on From Beginning.

This will open a Presenter Screen with your slide notes on your primary computer screen and will display only the selected slide on the projector or secondary screen.

You can navigate through slides and use presenter tools whilst looking at your notes alongside each slide.  Your audience will only see the slide and not your notes and you don’t have to worry about forgetting any of your lines!

 



* Printing Notes

An audience can often benefit from obtaining copies of a speaker’s notes, especially on academic or other content-rich topics. 

To ensure your notes are visually attractive, you may want to use the Notes Page View, under the View tab on the ribbon, to format notes using fonts, graphics or tables. 

To create a template for how all Notes pages should look, use the Notes Master View, under the View tab on the Ribbon, to create a master outline for how you wish all Notes pages to appear.

To print your notes from the Normal View in PowerPoint:

1.  Open the Presentation you wish to print and click on the File tab on the Ribbon to launch the Backstage View.

2.  In the Backstage View, click on the Print tab to open the Print Area.

3.  Under Settings, click on the second option and select Notes Page under the Print Layout heading.

4.  Click Print. 

This will print each slide together with the notes you assigned to the slide, on one page.

To create a handout of your slides with Notes in MS Word:

1.  Open the Presentation you wish to print and click on the File tab on the Ribbon to launch the Backstage View.

2.  In the Backstage View, click on Save & Send.

3.  In the Save & Send section of the Backstage View, click on Create Handouts and then click on the Create Handouts button in the right-hand side panel.

4.  Select a Page Layout for how your notes and slides need to be displayed from the available options.  You can add your notes next to each slide or below each slide. 

5.  Click OK.  This will open the slides and notes in the selected format in Microsoft Word.  Print the slides by pressing Ctrl+P and then pressing the Print button.  You can also use the slides and notes in Microsoft Word to incorporate them into another document, for example a training manual.


Test your PowerPoint skills with the corresponding FREE Online Multiple Choice
PowerPoint Using Notes Test