When and how to use views in PowerPoint 2010
In this article
Overview of PowerPoint 2010 views
The views in Microsoft PowerPoint 2010 that you can use to edit, print, and deliver your presentation are as follows:
Slide Sorter view
Notes Page view
Slide Show view (which includes Presenter view)
Master views: Slide, Handout, and Notes
As the screen capture below shows, you can find PowerPoint views in two places:
On the View tab, in the Presentations Views and Master Views groups.
On an easy to use bar at the bottom of the PowerPoint Window where the main views (Normal, Slide Sorter, Reading, and Slide Show) are available.
Note If you do not have PowerPoint installed on your computer, you can use the PowerPoint Viewer 2010 to view a presentation. For information about downloading and using PowerPoint Viewer, see Install and run PowerPoint Viewer 2010.
Views for editing your presentation
There are many views in PowerPoint that can help you create a professional presentation.
Normal view is the main editing view, where you write and design your presentations. Normal view has four working areas:
Outline tab This is a great place to start writing your content — to capture your ideas, plan how you want to present them, and move slides and text around. The Outline tab shows your slide text in outline form.
Note To print a hard copy of an outline of your presentation, with only the text (as it appears in Outline view) and none of the graphics or animation, first Click the File tab.
Then, click Print, click Full Page Slides under Other Settings, click Outline, and then click Print at the top.
Slides tab View the slides in your presentation as thumbnail-sized images while you edit. The thumbnails make it easy for you to navigate through your presentation and to see the effects of any design changes. You can also easily rearrange, add, or delete slides here.
Slide pane In the upper-right section of the PowerPoint window, the Slide pane displays a large view of the current slide. With the current slide shown in this view, you can add text and insert pictures, tables, SmartArt graphics, charts, drawing objects, text boxes, movies, sounds, hyperlinks, and animations.
Notes pane In the Notes pane, below the Slide pane, you can type notes that apply to the current slide. Later, you can print your notes and refer to them when you give your presentation. You can also print notes to give to your audience or include the notes in a presentation that you send to the audience or post on a Web page.
You can switch between the Slides and Outline tabs. To enlarge or hide the pane that contains the Outline and Slides tabs, see Familiarize yourself with the PowerPoint workspace.
Note To view the ruler or gridlines in Normal view, on the View tab, in the Show group, select either the Ruler or Gridlines check box.
Slide Sorter view
Slide Sorter view gives you a view of your slides in thumbnail form. This view makes it easy for you to sort and organize the sequence of your slides as you create your presentation, and then also as you prepare your presentation for printing.
You can add sections in Slide Sorter view as well, and sort slides into different categories or sections.
Notes Page view
The Notes pane is located under the Slide pane. You can type notes that apply to the current slide. Later, you can print your notes and refer to them when you give your presentation. You can also print notes to give to your audience or include the notes in a presentation that you send to the audience or post on a Web page.
When you want to view and work with your notes in full page format, on the View tab, in the Presentation Views group, click Notes Page.
The master views include, Slide, Handout, and Notes view. They are the main slides that store information about the presentation, including background, color, fonts, effects, placeholder sizes and positions. The key benefit to working in a master view is that on the slide master, notes master, or handout master, you can make universal style changes to every slide, notes page, or handout associated with your presentation.
Views for delivering your presentation
Slide Show view
Use Slide Show view to deliver your presentation to your audience. Slide Show view occupies the full computer screen, exactly the way your presentation will look on a big screen when your audience sees it. You can see how your graphics, timings, movies, animated effects, and transition effects will look during the actual presentation.
To exit Slide Show view, press ESC.
Presenter view is a key slide show-based view that you can use while delivering your presentation. By using two monitors, you can run other programs and view speaker notes that your audience cannot see.
To use Presenter view, make sure that your computer has multiple monitor capabilities, turn on multiple monitor support, and turn on Presenter view.
For more information about using Presenter view, see View your speaker notes privately, while delivering a presentation on multiple monitors.
Use reading view to deliver your presentation not to an audience (via a large screen, for example), but instead to someone viewing your presentation on their own computer. Or, use Reading view on your own computer when you want to view a presentation not in full-screen Slide Show view, but in a window with simple controls that make the presentation easy to review. You can always switch from Reading view to one of the other views if you want to change the presentation.
Views for preparing and printing your presentation
To help you save paper and ink, you'll want to prepare your print job before you print. PowerPoint provides views and settings to help you specify what you want to print (slides, handouts, or notes pages) and how you want those jobs to print (in color, grayscale, black and white, with frames, and more).
For more detailed information about printing and print preview, see Print your slides or handouts of your presentation.
Slide Sorter view
Slide Sorter view gives you a view of your slides in thumbnail form. This view makes it easy for you to sort and organize the sequence of your slides as you prepare to print your slides.
Print Preview lets you specify settings for what you want to print — handouts, notes pages, and outline, or slides.
Set a view as the default
When you change the default view to one that makes sense for your work, PowerPoint will always open in that view. Among the views that are available to set as the default are Slide Sorter view, Outline Only view, Notes view, and variations on Normal view.
By default, PowerPoint opens in Normal view, displaying the thumbnails, notes and slide view. If you prefer, however, you can specify that PowerPoint open in a different view, such as Slide Sorter view, Slide Show view, Notes Page view, and variations on Normal view.
Click the File tab.
Click Options on the left side of the screen, and then on the left pane of the PowerPoint Options dialog box, click Advanced.
Under Display, in the Open all documents using this view list, select the view that you want to set as the new default, and then click OK.