Often when I’m watching other people present using PowerPoint I see them making the same errors that I’ve made (and no doubt continue to make) on many occasions. This post isn’t about the design of the presentation, just some hints and tips to help cope with what can sometimes go wrong. The golden rule is to take two of everything and have some sort of plan for if you can’t get the technology to work – even if it’s spontaneous laryngitis.
Start from current slide
Often people exit from their PowerPoint presentation in order to demonstrate another application by pressing the ‘Escape’ button. Having done what they want outside PowerPoint, they then need to resume the presentation. More often than not, they will click the menu option Slide Show, View Show or use the ‘F5’ keyboard shortcut (PowerPoint 2000 and later) to start their presentation from the first slide, then advance through each slide until they get back to the right slide. There are some more elegant ways to do this:
- Don’t exit from the presentation with the ‘Escape’ key but use ‘Alt+tab’ to cycle through to the other application, then cycle back again when you have finished
- Use the ‘shift-F5’ (PowerPoint 2003 and later) shortcut key which starts from the current slide rather than the first slide
- Use the ‘Slide show from current slide’ button at the bottom of the navigation pane
- If you have started from the first slide, right-click on the slide and choose ‘Go to slide’ from the shortcut menu and choose the required slide. If you have decided to use the right mouse button to go back rather than display the shortcut menu (see below), then you can access the menu from a semi-visible ‘pop up toolbar’ at the bottom left of the slide screen (this icon is completely invisible until you move the cursor into the bottom left hand corner of the slide) or use Control-s (PowerPoint 2003 and later) to display the list of slides.
Right-click to go back
Go to Tools, Options and the View tab. In the ‘Slide Show’ section you can turn off ‘Show menu on right mouse click’. The right mouse button will then operate as the ‘PageUp’ button to go back an action.
As well as F5 and Shift+F5 you many find the following other PowerPoint shortcuts useful:
B or W – show a Black or White screen – useful if you suddenly notice the slide displayed is one you meant to delete or hide!
Number + Return to go to that number slide (if you know it!)
Power management settings
If you’re prone to talking a lot, you might experience that worrying feeling that something strange has just happened on the screen behind you. Often this is because your screensaver has started up. So, before you start your presentation make sure you turn your screensaver off, and also check your ‘Power Options’ in Control Panel – you should find a ‘Presentation’ option which keeps everything turned on.
Depending where on the Bill Wyman to Mick Jagger continuum your stage presence lies, you might find it useful to invest in a device to control the presentation remotely –without the indignity of walking around holding a wireless mouse. I recently bought a USB ‘Sweex’ Wireless Media Presenter for about £15 that does the job simply and effectively and includes a laser pointer – lots of more sophisticated options are available.
Nothing on the screen?
Most of these are an insult to your intelligence – but it’s always worth checking – I’ve been guilty of a few in my time…. Continue reading