Printing a Presentation

Core Training for Microsoft Office XP

Searching for a Presentation

1	To add descriptive properties to your presentation file to make it easier to search for, click the File menu and click Properties.
2	On the Summary tab, click in the Author box and type Catherine Turner.
3	Click in the Company box, and type The Garden Company.
4	To enter search criteria for the presentation, click in the Category box, type Classes, press the TAB key, and type tree, transplanting in the Keywords box.
5	To add the properties to the presentation, click OK.
6	To close the presentation, click the Close Window button in the upper-right corner of the presentation window and click Yes to save your presentation.
7	To find the version of the Transplanting a Tree presentation that you just saved, click the Search button on the Standard toolbar and then click Advanced Search at the bottom of the Basic Search task pane.
8	In the Search for area, click the Property down arrow, click the scroll box on the scroll bar, hold down the mouse button, drag the scroll box to the top of the scroll bar, and click Category.
9	The selected option in the Condition box, is (exactly), is fine, so you can leave it. To choose a value to associate with the property, click in the Value text box, type Classes, and then click the Add button.
10	To select another search criterion, click the Property down arrow, click below the scroll box on the scroll bar, and click Keywords.
11	Click the Condition down arrow, click includes, and then press the TAB key.
12	Type tree, and click Add.
13	To search all files on your computer, in the Other Search Options area, click the Search in down arrow, click the Everywhere check box, and then click the down arrow again to close the menu.
14	To limit the results of the search, click the Results should be down arrow.
15	Click the Office Files check box to deselect all Office file types, and then click the PowerPoint Files check box to select it.
16	Click below the scroll box on the scroll bar, and then click the Web Pages check box to clear it and search only for PowerPoint files.
17	Click the Results should be down arrow again to close the menu.
18	To conduct the search, click Search.
19	To open the file you were searching for, click TransplantTreeSunny in the Search Results task pane.
20	To close the Search Results task pane, click the Close button on the right side of Search Results title bar.

Adding Header and Footer Text

1	To add header and footer text to this presentation, click the View menu and click Header and Footer.
2	To add footer text, click the Footer check box to select it and then type The Garden Company.
3	To keep this footer text from displaying on the title slide, click the Don't show on title slide check box to select it.
4	To add header and footer text to the notes and handout pages, click the Notes and Handouts tab.
5	Click in the Header box, and type Transplanting a Tree.
6	Click in the Footer box, and type The Garden Company.
7	To keep the date and time from appearing on each slide, click the Date and time check box to clear it.
8	To apply the header and footer information to the slides, notes pages, outlines, and handouts pages, click Apply to All.
9	To view the slide footer you just added, click Slide 2 in the Slides pane.
10	To view the header and footer text you added to the notes and handout pages, click the View menu and then click Notes Page.
11	To save your presentation, click the Save button on the Standard toolbar.

Choosing Print Settings

1	To choose print settings before you print your presentation, click the File menu and click Page Setup.
2	To choose the type of paper you want to use, click the Slides sized for down arrow and then click Letter Paper (8.5 x 11 in). Click OK.
3	To display the Print dialog box, click the File menu and click Print.
4	To view your printer settings, click Properties.
5	To change the paper orientation, click the Layout tab. In the Orientation area, click Landscape to select it.
6	To print your slides on both sides of the paper, in the Print on Both Sides area, click the Flip on short edge option to select it.
7	To apply the settings and close the Properties dialog box, click OK.
8	To print the presentation with the selected print settings, click OK again.
9	To save the print setting changes you made to the presentation, click the Save button on the Standard toolbar.

Previewing a Presentation

1	To switch to Print Preview, click the Print Preview button on the Standard toolbar.
2	To display your presentation in handout format with two slides per page, on the Print Preview toolbar, click the Print What down arrow and click Handouts (2 slides per page).
3	To display your presentation in grayscale, on the Print Preview toolbar, click the Options down arrow, point to Color/Grayscale, and then click Grayscale.
4	To display the next handout page, on the Print Preview toolbar, click the Next Page button.
5	To increase the view in the preview screen to display a magnified view of the slide, position the pointer (which changes to a magnifying glass with a plus sign) in the preview area and then click the center of the top slide.
6	To reduce the preview screen to display the original view of the slide, position the pointer (which changes to a magnifying glass with a minus sign) in the preview area and then click the center of the slide.
7	To display the previous handout page, on the Print Preview toolbar, click the Previous Page button.
8	To close the preview screen and view your PowerPoint presentation in Normal view again, on the Print Preview toolbar, click Close.
9	To switch the slide from color to grayscale and to display the Grayscale View toolbar, click the Color/Grayscale button on the Standard toolbar and then click Grayscale.
10	To view the next slide in your presentation to see that it's also in grayscale, click the Next Slide button in the lower-right corner of the presentation window.
11	To switch to Slide Sorter view to see that all of the slides in your presentation are now in grayscale, click the Slide Sorter View button at the bottom of the Slides pane.
12	To display Slide 1 in Normal view, double-click Slide 1.
13	To change the slide background from white to gray, on the Grayscale View toolbar, click the Setting button and then click Black with Grayscale Fill.
14	To change the slide background back to white, on the Grayscale View toolbar, click the Setting button and then click White.
15	To change the slide back to color and close the Grayscale View toolbar, on the Grayscale View toolbar, click the Close Grayscale View button.

Printing Presentation Slides and Pages

1	To print handouts of your presentation slides, first click the File menu and then click Print.
2	Click the Print What down arrow, and click Handouts in the list.
3	To set the slides per page, click the Slides per page down arrow and then click 2.
4	To print the handout pages, click OK.
5	To print the slides in grayscale, first click the File menu and then click Print.
6	To set the print range, in the Print Range area, click the Current Slide option to select it.
7	To choose an output type, click the Print What down arrow and then click Slides in the list.
8	To adjust the presentation for grayscale printing, click the Color/Grayscale down arrow and click Pure black and white in the list.
9	To print the current slide, click OK.
10	To print notes pages for your presentation, first click the File menu and then click Print.
11	Click the Print What down arrow, and then click Notes Pages in the list.
12	To set the print range and print, in the Print Range area, click the Slides option, type 1-2, 4 to print notes pages only for those slides, and then click OK.