When creating a presentation, it is clear in the mind of the author what topic will be discussed during each slide of the presentation. For the majority of the time, the person creating a presentation will be the one delivering the presentation however, when presentations are shared between multiple people it can become confusing as to what information should be discussed on each slide.
If you are new the presentation side of things, you will find the use of speaker notes comforting as it provides the you with notes on what should be covered on each slide.
Today I will show you how to add speaker notes to each slide within your presentation and then utilise the Presenter View features within Microsoft PowerPoint to deliver your presentation.
To add speaker notes to slides, follow these steps:
- Open Microsoft PowerPoint
- From the Start screen, select Open Other Presentation, or select a presentation from the Recent list
- Ensure that Slide 1 is currently displayed. This is generally your opening title slide.
- If you cannot see the Notes area displayed underneath the slide area, click the Notes button located in the Status bar
- Place your cursor in the notes area at the bottom of the screen where it says “Click to add notes”
- Directly type any notes for Slide 1 into the notes area. For this exercise write a few lines on how you might introduce the presentation to the audience or possibly give them a brief introduction about yourself
- Speaker notes should be brief bullet points or key information you want to discuss. I generally don’t recommend writing word-for-word exactly what you want to say as your presentation should feel natural and not scripted or being read from the screen
- You can use all font formatting options to make your notes easier to read, including the use of bullet or numbered lists
- Select Slide 2 from the navigation pane
- You will notice the notes area is empty
- Repeat the process and enter some notes for Slide 2
- Repeat this process until all slides contain speaker notes.
- You have now entered speaker notes
To view the notes page, follow these steps:
- Click View > Notes Page
- The presentation will now be displayed in notes view giving you a snapshot of the slide and then displaying the notes at the bottom of the page
- Use the up and down scroll bar to move between each slide
- Select View > Normal to return to the normal view
View speaker notes during a presentation
Microsoft PowerPoint makes it is possible to run a presentation and still be able to view your speaker notes for guidance whilst the audience can only see the slides. This features is referred to as Presenter view.
Presenter view works on any operating system that supports multiple displays, such as Microsoft Windows 7 or later, and allows you to run your presentation from one monitor and let the audience view it on another monitor or a data projector.
NOTE: The computer must have multiple monitor capability— check with the manufacturer. Usually desktop computers require two video cards in order to have multiple monitor capability; laptops often have the capability built in.
For users of Microsoft PowerPoint 2013 or PowerPoint 2016, you just need to connect the monitors and/or data projector and PowerPoint automatically sets it up. If you are creating your presentation on a computer with a single monitor only and you want to display Presenter view, you can still do this. I always recommend testing Presenter View on the computer you will be presenting with prior to your live presentation, this will ensure you can iron out any technical issues you may encounter.
To enable presenter view, follow these steps:
- Select Slide Show > Set Up Slide Show
- Under the Multiple monitors heading select the checkbox for Use Presenter View
- Click OK
- Press F5 to view the slide show in Presenter View
- Microsoft PowerPoint will now display your slide show in Presenter View
- Meanwhile if a data project is plugged into your computer, you will automatically see presenter view displayed on your computers screen with the full slide show running
- If you are using PowerPoint on a computer with a single monitor, launch your presentation and then click the More button and choose Show Presenter View
Congratulations, you have now added speaker notes to your presentation and displayed it using Presenter View. If you have any questions or need any assistance do not hesitate to contact me.