Understanding PowerPoint Views

PowerPoint gives you the ability to view your presentation in five different ways. Each view gives you a different way of looking at your work and also offers different capabilities for working with the presentation. To switch from one view to the next, you need only click on the button or tab shown; the buttons are located in the lower left of the PowerPoint window. It is important to understand, however, that all you are changing is the view, the data is still the same.

There is a slight difference in the user interface between PowerPoint XP and PowerPoint X.

PowerPoint XP (Windows)

The Normal View

When you create a presentation, PowerPoint XP by default displays the Normal View, which is a single window with three “window panes” within the larger window. Each represents a different view of your presentation, each represents a distinct working area. This is your main creating/editing view.

The Outline/Slide Tabs

Along the left of the window is an area with two tabs at the top, Outline and Slide. Depending upon the size of the overall window, the tabs may be titled with words or with symbols. Click on a tab to select it and display that view. The selected tab will be white and in the foreground:

The Outline/Slide tabs the Outline tab selected	The Outline/Slide tabs the Slide tab selected

When you select the Outline tab, this working area will display an outline of your presentation You work only with slide titles and main text in a classic outline form. Excellent way to organize your presentation and quickly develop content since you are “viewing” all of your slides at once (you may need to scroll the pane, of course). As stated previously, this is the recommended way to first develop your presentation. Any changes made here are immediately reflected in the Slide Area Use the scroll bar as needed to move through the outline Clicking in the outline changes the Slide Area to the selected slide

When you select the Slide tab, this working area will display a thumbnail of each slide of your presentation Use the scroll bar as needed to move through the outline Clicking on a thumbnail of a slide changes the Slide Area to the selected slide You can also rearrange the order of the slides by dragging

The Slide Area

This displays a larger view of the current slide. You can

• edit or enter any text on the slide (text changes are immediately evident in the outline)
• insert any objects (clip art, sounds, video, charts, etc.)
• apply or change
  • transitions
  • animations
  • slide designs
  • etc.

The Notes Area

• You create speaker’s notes for any the current slide.
• Each notes page corresponds to a single slide; when printed you will have a picture of the slide and your speaker's notes

The Slide Sorter View

Click on the Slide Sorter Viewbutton to switch at any time to the Slide Sorter View. This is a single window that:

• displays a thumbnail of all slides
• you can rearrange the order of slides in this view
• you can apply or change
  • transitions
  • animations
  • slide designs
• you cannot edit anything on a slide
• double-click on a slide to switch to normal view for that slide

Slide Show View

• You see your slides as an electronic presentation on your computer. Each slide fills the screen.
• You will also see the effect of any transitions/animations, etc.
• Best way to preview what your presentation will look like when actually presented

PowerPoint X (Macintosh)

The Normal View

When you create a presentation, PowerPoint X by default displays the Normal View, which is a single window with three “window panes” within the larger window. Each represents a different view of your presentation, each represents a distinct working area. This is your main creating/editing view.

As you create or edit your presentation, you can switch among the five views by simply clicking on the View Buttons at the bottom left of the PowerPoint window. The views are:

Normal View

The default view as noted above. Click on this button at any time to switch back to this view. The panes displayed in the Normal View are:

Presentation Slide Pane

• You can type text, draw, add clip art, insert pictures, and change the look of your text and objects, change the slide layout, add artwork and graphics from other applications.
• You can only work on one slide at a time.
• If you click on the Slide Viewbutton while in the Normal View:
  • the slide pane enlarges
  • the outline pane gets smaller
  • the notes pane disappears

Presentation Outline Pane

• You work only with slide titles and main text in a classic outline form.
• Excellent way to organize your presentation and quickly develop content since you are “viewing” all of your slides at once (you may need to scroll the pane, of course). As stated previously, this is the recommended way to first develop your presentation.
• Changes are immediately noted in the Slide Pane
• Clicking in the outline changes the slide displayed in the Slide Pane
• If you click on the Outline Viewbutton while in the Normal View:
  • the outline pane enlarges
  • the slide pane gets smaller
  • the notes pane changes shape (is it smaller or larger?)

The Notes Pane

• You create speaker’s notes for any or all of the slides. You can draw or type while in this view just as you do in Slide view.
• Each notes page corresponds to a single slide; you view only one notes page/slide at a time.
• There is no button in the lower left for the Notes Pane.

Slide View

• You can type text, draw, add clip art, insert pictures, and change the look of your text and objects, change the slide layout, add artwork and graphics from other applications
• You can only work on one slide at a time

Outline View

• You work only with slide titles and main text in a classic outline form.
• Excellent way to organize your presentation and quickly develop content since you are “viewing” all of your slides at once (you may need to scroll the window, of course). As stated previously, this is the recommended way to first develop your presentation.

Slide Sorter View

• You see a miniature of each slide, complete with graphics and text. Simulates viewing actual slides on a light table.
• You can reorder slides, add transitions, and set timing for electronic presentations.

Slide Show View

• You see your slides as an electronic presentation on your computer. Each slide fills the screen.
• You will also see the effect of any transitions/animations, etc.
• Best way to preview what your presentation will look like when actually presented

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last updated August 12, 2003