Editing PowerPoint Shows

PowerPoint has a really useful feature: being able to save Presentations as “Shows”. These allow people without PowerPoint on their computer to still watch the presentation. The downside is that they’re not, on the face of it, editable. And that was the problem that a colleague in the networking group that I attend (https://www.bforbnorthwest.com/) contacted me for help with. She’d got a copy of a presentation that had been created for her, but it was in “Show” format & every time she tried to open it by double-clicking on the thumbnail, the presentation ran; could I help

Creating PowerPoint Shows

If you want to create a “show” for distribution, then in the SaveAs option…

… select PowerPoint Show (*.ppsx) as the file type

As you can see in Windows Explorer, the files are the same size, but with different icons

Editing PowerPoint Shows

So that’s great, we can create a Show, but how do we edit it?

If we double click from within Windows Explorer, all that will happen is that the show will run, so we need to open PowerPoint first, then we can open the PowerPoint Show…

.. and it’s ready to edit, just like any other Presentation

A nice, simple solution to my colleague’s challenge!

Remove all formatting in Word

It’s the nightmare that we’ve all had: you’ve opened a document in Word, started to edit it and “it’s all gone wrong” which can usually be translated as the look & feel (or Formatting”) of the document isn’t working how you want it to (especially in bulleted lists). This is usually as a result of other users applying different formats before you and, put simply, Word gets confused. A simple analogy is to think of getting dressed… it’s a cold day, so you layer up… but then it gets warm, so you put a T-shirt on… over your existing clothes… the temperature drops again, so you pull on a woolly jumper… and so it goes on until you end up looking like the Michelin Man… So, clothing-wise, it’s easier to take them all off & dress appropriately for the weather; back in Word, it may be easier to remove all formatting back to the basic document and start again…

The Michelin Man look is not good for Word documents

Be safe not sorry

Before we remove any formatting, it’s a good idea to save a separate copy of the document so that once the formatting has been removed you can compare to the original document to ensure that the new one looks as intended; I tend to use a suffix such as V2 or “Unformatted”.

Removing the formatting

Once we’ve done that, we need to remove all of the formatting to get back to the original, plain text…

The first step is to select all of the text in the document by using CTRL+A and then, from the Home Tab, click the Clear All Formatting button

Yes, it’s that simple… a single button!

Reapplying final formatting

So, having removed the formatting and saved the unformatted document, reopen the original document & view them side by side by going to the View Tab , selecting Side by Side , selecting the document that you’d like to see & clicking OK

You can then use the formatted document as your guide when reformatting your “plain” version, the difference being that your new version will only have one level of formatting applied to it

Insert blank rows in Excel

To insert blank rows in an Excel spreadsheet is a relatively straightforward process, as is inserting a block of consecutive rows, but what if you need to insert them alternatively? If it’s a small spreadsheet, than that’s fine, you can work your way down it, but what if the spreadsheet has already got lots of rows of data (as the one I had to work with earlier this week had – well in excess of 100 rows)? That can be more challenging! You could write a macro or VBA to do it, but I used a little trick that I’ll share.

Inserting a blank row

To insert a single blank row, then the easiest way is to right-click on the row below where you need the new one to be & select Insert from the menu that appears…

Select Insert from the dropdown

New row is inserted with all rows below renumbered accordingly (& formulas adjusted)

Inserting multiple contiguous rows

If we’re needing to insert a contiguous (connected) block of rows, we can take the same approach as above, however, first of all, we need to select how many rows we want to insert

Inserting alternate rows

As I mentioned above, earlier week, I needed to insert some alternate rows, so I did a quick cheat. I could have selected each row of data individually & then followed the above process, however, with well over 100 rows, that would have taken a long time.

So, the first step was to insert a new column (I could have just used the next blank column to the right of my list, but as I wanted to then take advantage of the numbers I’d be creating, it seemed more logical to insert the column.

Once I’d done that, I typed a “1” next to the first row, a “2” next to the second row & then auto-filled them to the end of the data…

I typed in the 1 & 2 so that Excel would know what the interval between the numbers needed to be (If I’d used 1 & 3, then the sequence would have been 1, 3, 5, 7, etc)

Having copied these down, I then moved back to the start of this numbered list & selected the whole set of data (CTRL+SHIFT+END

Then, from the HOME Tab, I selected Sort & Filter & then Custom Sort & told Excel to sort by Column A (as I’d not given that a name)

The result of this is that the first column is now sorted resulting in blank alternate rows.

In my example, I needed 4 blank rows, so I simply repeated the copying of the numbers down so that there was one set matched to the data & 3 sets with no data…

Of course, you wouldn’t leave the data with blank rows like that, as Excel doesn’t work very well with blank rows. The reason why I needed the additional rows was to allow several rows of different data to be collated & because of the number of columns of data involved (and the fact that there was no additions involved) a Pivot Table couldn’t easily help.

So, a quick way of populating the blank rows with the same information from the “real” rows above is (again, whilst the range is still selected following the sort), to press the F5 button, select Special>Blanks

When the blank rows only have been selected, in the active cell type in a formula to select the cell immediately above the active cell (in this example, the active cell (where the cursor is) is B3, so the formula needs to be “=B2″…

… then use CTRL+ENTER to apply this formula to all of the cells that have been selected

Using SmartArt to liven up your presentation

I’m sure that we’ve all sat there captivated bored by a PowerPoint presentation that consists of slide after slide of bullet points where a little thought and use of SmartArt could completely change the look & feel of the whole presentation allowing the presenter to re-engage with their audience.

So, what is SmartArt?

A SmartArt graphic can quickly and easily make a visual representation of your information. There are many different layouts to effectively communicate your message or ideas. What’s more SmartArt graphics can be created in Excel, Outlook, and Word in addition to PowerPoint.

Insert a SmartArt graphic and add text

If you’ve started a new blank slide, then depending which layout you’ve chosen, you can create the SmartArt directly from the slide…

Alternatively, from the Insert Tab, you can choose to Insert SmartArt

Whichever method you use, you’ll be taken to the same point where you can choose your SmartArt graphic…

As you can see, they are grouped based upon the message that you’re trying to get over. However, once you’ve chosen one style, it’s easy to swap…

So, using the simple set of arrows that we started this tip with, we select Process
from the categories on the left, then Continuous Block Process from the available options and then click OK. We could also have used the scroll bar to look through the whole range of options

Once you’ve clicked OK, the SmartArt graphic is inserted ready for you to add your text which you can do so by either typing directly into the boxes or by clicking the expand arrow at the left of the graphic & typing into a more traditional list. You can also change the shape, colour & style of your SmartArt at the same time. This is because, whilst you’ve clicked the graphic, the SmartArt Tools Tab has become visible at the left-hand end of your ribbon

Adding shapes

In the above example, you’re presented with three boxes to complete… but what if you have a fourth process??

Simply click on the shape where you want to add the additional shape (in this case Step 3 has been selected) & then select Add Shape from the top left menu on the Smart Art Tools > Design Tab. It will depend on the SmartArt that you’re working with which options are available

Once you’ve added your new shape, you can add any necessary text

Reorganising your SmartArt

The first thing that you can do is select the element of the SmartArt that you want to move & then choose to Promote/Demote, move up or down or right to left. Again, depending on which graphic you’ve selected, you’ll also be able to change the layout (useful with Organisation Charts where you need a block of names all “hanging” to the left or to the right for space considerations

Changing your mind

Having inserted your SmartArt graphic, what if you decide that a different layout would now look better? Simply find it & click on it! Yes, it’s that easy! And, what’s more, as you hover over the layouts with your mouse, your graphic changes to show you how it will look, but the new layout is only applied when you actually click on the alternative layout

So… this…

Or this…

Or even this…

Adding more information

The latter two options shown above (and others) allow for additional information to be added to the graphic if necessary. The easiest way to do this is by using the panel to the left of the graphic & using the Indent button (or the TAB key on your keyboard) to create the second level of bulleted list

Which can quickly transform to…

It may be that you choose a layout that doesn’t support sub levels or only a limited number of main levels, in which case, whilst they will still be “remembered”, they won’t be visible & a red “X” will show the “problem” items…

What if I’ve already built my presentation with bulleted lists?

Well, the good news is that you don’t have to do a complete rebuild!

Use your Right mouse button to click on your existing bulleted list, select Convert to SmartArt & select the layout that you want

Losing the blank last page in Word

So here’s the scenario… you’ve written your document, it’s looking good, except for the fact that there’s a blank page in the middle of your document and also a blank last page of your document… neither of which you seem able to remove. You could, of course, choose to print only select pages, but that doesn’t exactly solve the problem. So, in this month’s Word Tip, I’ll walk you through some possible ways to help you delete those unwanted blank pages.

The obvious solutions

The most basic option is to go to your unwanted blank page, click as close to the bottom of the page as you can get, and press your backspace key until the page is removed; it may simply be that you’ve got an erroneous “New Page” marker or simply you’ve been over exuberant in using the ENTER key & have a number of blank rows that simply need removing.

Go to the VIEW tab ❶, select Navigation Pane in the Show section ❷, select pages ❸ and then the blank page thumbnail in the Navigation panel ❹, and press your delete key until it is removed.

Use paragraph marks (Show/Hide)

Is there anything “odd” on the page that shouldn’t be there? You can check this by displaying paragraph marks and formatting symbols by switching on the Show/Hide (see http://www.us4b.co.uk/2018/11/words-backward-p/ ). Now, look on your blank page to see if there are any symbols, especially the paragraph mark, or ¶. Select the symbol and delete it, and you will likely also delete your blank page.

If your blank page is in the middle of the document, it may be due to a manual page break. With paragraph marks turned on, you will be able to see the page break. Select it and delete it.

Tables can cause additional trouble

If there is a table at the end of your document, Word will automatically insert a paragraph after it, often resulting in a blank last page at the end of your document.

While you can’t delete this inserted paragraph, you can make it very small so it doesn’t cause a new page to be displayed. With paragraph marks turned on, select the paragraph symbol and change the font size to 1 point.

However, that still may not work, so if you can still see a blank page (even if the paragraph mark is too small to see), try changing the spacing around it.

Select the paragraph symbol, go to the Paragraph section and launch the Paragraph formatting dialog box by clicking the pop-out icon in the lower right corner of the section ❶. On the Indents and Spacing tab, change any spacing before or after the paragraph to 0. Change the Line spacing to 0 ❷. Click OK.

If those two options didn’t work, you can hide the paragraph. Select the paragraph symbol on the Home Tab ❶, and launch the Font dialog box by clicking the pop-out icon in the lower-right corner of the Font section ❷. Select the Hidden check box in the Effects section ❸ and click OK.

Switching off the Show/Hide brings the “thumbnail reality” to your document…

You no longer have a blank last page in your document.

Dealing with increased file size in Excel due to Excess Cell Formatting

When formatting your Excel spreadsheet (changing colours, backgrounds, gridlines, alignment, etc) how you do it can have a massive impact on its file size. What’s more you may even be unaware of the impact (being honest, how many of us actually check file sizes on a regular basis?). Fortunately, there’s a way to help reduce the impact of what we may have done…

An accidental find

The other day, I was working on an Excel spreadsheet for a client & when I was about to email it to him, I noticed that the file size had reduced from 6Mb down to 1Mb. All that I’d changed since the day before was a simple macro & that change wasn’t enough to explain the difference. Slightly worried, in case I’d done something “daft”, I emailed it to myself on another computer, opened it up & checked that it still worked; intrigued I dug deeper.

First of all, I noticed that some other files from this client could also be miraculously “shrunk” by Excel… but others that I’d created in other folders didn’t seem to be impacted in the same way. I checked the folder in case I’d inadvertently turned it into a zipped folder, but no, that wasn’t it.

Excel updates give a clue

The clue came in spotting that the night before I opened the file which then shrank in size, there had been an update to Excel (I use Office 365 & I’m on the Monthly Insider programme so I get some updates earlier than many users & it would appear that the team at Microsoft have been working on an automatic process whereby Excel now looks for unnecessary formatting & removes it from your spreadsheet as you save, thus reducing the file size automatically. Via a couple of great contacts – Anne Walsh of Galway Training (aka The Excel Lady https://theexcellady.com/ ) and Microsoft MVP Mynda Treacy of http://www.myonlinetraininghub.com/ – we were able to confirm this with the team that created Excel.

So… that’s great… but what if you’ve not got the most absolutely up to date version of Excel… or it doesn’t automatically reduce the file size – another Excel Spreadsheet that I had where I keep details of the membership of an Association that I’m membership secretary of had “gained some weight” & the auto save hadn’t changed the file size…

An Excel 2013 & later solution

Introduced into Excel 2013 the Inquire Tab allows you to quickly remove Excess formatting.

Before we look at how to activate this, it’s only available for the following versions Excel for Office 365 Excel 2019 Excel 2016 Excel 2013 Office for business and only in the Office Professional Plus and Office 365 Professional Plus editions

To activate the Inquire Tab, from the Developer Tab, select COM Add-Ins & when the dialog box opens, tick the box next to “Inquire” & click OK

This activates the Inquire Tab

There are a number of analysis options, but the one that we’re interested in is Clean Excess Cell Formatting

Selecting this allows us to choose between All Sheets or simply the Active sheet & once you’ve clicked OK, the following dialog box appears…

Clicking YES saves the changes & you could see an appreciable size reduction in your spreadsheet. Obviously, this will depend on whether it’s a large sheet because you have lots of formulas or whether you’ve taken the “easy way” & rather than simply formatting a block of cells, you selected the whole column… but it’s certainly worth a try if your file is getting very large.

An Excel 2010 & earlier solution

As I mentioned, the Inquire Tab is only available in Excel 2013 & later versions (& only certain of those versions, too), so can we achieve the same result a different way? The answer is yes… but it is a little long winded…

  1. Save your existing file as [Filename]reduced.xlsx (this will be the one that we initially work on & if something goes wrong, you’ll be able to get back to your original file!
  2. In the [Filename]reduced.xlsx spreadsheet, select all sheets & then all cells on those sheets

  1. Once you’ve selected all of the cells, from the HOME Tab select the drop-down arrow next to Clear & choose Clear Formats (it’s at the right-hand end of the toolbar)

  1. Save your spreadsheet & file size should (hopefully!) have appreciably reduced in size

  1. Then (whilst the “reduced” version is open, also open the original file & copy the formatted area ONLY then, in the “Reduced” version paste in the Formats (drop down arrow at foot of PASTE icon & select Formats
  2. On saving, your new “Reduced” spreadsheet should look the same as it did before, but massively reduced size

Prevention is better than a cure

Of course, it’s far easier to get it right from the start, rather than having to resolve afterwards, so the Big Tip is only format those cells where you need to have them looking different to the default; if you’re leaving a cell blank, then don’t bother formatting it. I know it might sound daft, but changing a format on a cell from, for example, default to a number format with two decimal places might only take up this much additional memory…

If you’ve done that down a full column in one of the later versions of Excel, you’ve repeated…

…over a million times… no wonder that your file has grown

Creating an interactive menu with Zoom Slide in PowerPoint

In last month’s tip we created some Sections within our Presentation to pull together slides into logical groupings, we’re now going to make use of those, via a Zoom slide in PowerPoint to create an interactive menu

Here we can see 5 of the sections in our presentation…

Using a Zoom Slide

As we’re going to Insert a Zoom slide, we’ll naturally find the feature under the Insert Tab

The first thing to insert is a Summary Zoom…

Because we’ve already set up the various Sections, Zoom has used the first slide in each section as the key ones for the Summary Zoom slide

Once we have clicked Insert, a new slide (and Section) is created at the beginning of our presentation. Whilst in Normal view, each of the slide thumbnails are merely images

However, once we begin to run the presentation as a SlideShow, they become “clickable” (as you can see from the “pointing finger” and when clicked will immediately zoom (or jump to that slide. At the end of that section, the slideshow returns to the zoom slide

Formatting the Zoom Slide

When in Normal view, selecting the border around the zoom slides opens up the Zoom Tools Tab which provides a range of formatting options, including the ability to decide whether to return to the Zoom Summary slide when reaching the end of a Section or not

In addition, if you select one of the slide thumbnails, then the Change Image icon becomes available & you could use a completely different image, rather than the slide thumbnail

The Change Image option opens the Insert Pictures option for you to find the ideal image to introduce that section of your slideshow

Printing address labels with MailMerge

In addition to all the “techie” stuff that I do, I’m also the Membership Secretary for a national road transport modelling group & each quarter a full colour, A5 sized printed magazine goes out to all members. As I have the contact details, I produce the address labels that go onto the envelopes. Recently, I’ve had problems when printing these address labels as some of the print spilled over either onto other labels or onto the dividing border between labels. Needless to say, in addition to throwing some labels away, I got frustrated with having to feed the label really, really carefully through the printer. So, I found a way round the problem!

Producing the labels

From a blank Word document, I selected the Mailings Tab, Start Mail Merge & then selected Labels.

You’re then prompted to select the label that you want…

As an extra tip, when buying labels, ensure that it has an Avery-style code number on it as that way you can simply select the code number & off you go, rather than having to create your own label

Clicking OK fills your document with your new (blank) labels

Now you need to populate them with data…

Completing the merge

Again, from the Mailings Tab, select Select Recipients & then, if you have an existing list (as I do for my membership list, select Use an Existing List

… and you’re then prompted to link to your list… you have a window that looks very Windows Explore-like so it’s a case of going & finding the list & when you’ve selected the Workbook, you’ll see something like…

This is telling me that in my Workbook, I have a Sheet named “Practice Contacts”, so I select that sheet & click OK

This doesn’t actually seem to do much from the Word screen…

There’s some code to tell Word to select the next record, however more buttons have now become active. Using the Insert Merge Field (because in some ways, I’m old fashioned J) to populate the first label…

The first field is in place & now it’s a case of selecting each of the others that I want in place…

… but this is only for the first label, I now need to choose Update Labels to populate the remainder of the document. A tip is rather than simply using the <ENTER> key to go to a new line, hold down the <SHIFT> key at the same time. This not only reduces the gap between the fields, it will also come in useful later

Previewing the results

Clicking the Preview Results button turns the code into the “real” information from your database (ps, I make no apologies for my taste in music!)

However, as you can see, the names & addresses start very close to the edge of the actual label & any slipping as the physical label goes through the printer means there’s a risk that the label won’t print correctly which was the frustration that I mentioned right at the start.

Moving the starting point for printing

When you select any of the labels, up on the Ruler, you’ll see two little squared off triangles and a square…

As you move between columns the pair of icons for that column appear. They’re actually the markers for indentation; the top triangle for the First Line & the bottom triangle for a hanging indent and the bottom square for a left indent.

Selecting each of the columns that have data in them (move your mouse to the top of the column where it turns to a thick black arrow pointing down, click with left mouse button to select, let go of mouse button, hold down CTRL key & then click on the other columns & this will select them all)

You can then use the Left Indent button (Click & hold with left mouse button) to drag slightly to the right increasing the gap between the label edge & the start of the text…

Now your labels will print off without going over the edge of the label & save you lots of frustration, let alone paper!

Analysing data with Excel Pivot Tables

In the past couple of tips, we’ve looked at how to create Tables & use the tools that then become available (such as Filters and Slicers) to begin to extract information from the data that we hold. We’re now going to look at how to take this much further by looking at Pivot Tables.

What is a Pivot Table?

As the lovely people at Microsoft put it: A PivotTable is a powerful tool to calculate, summarize, and analyse data that lets you see comparisons, patterns, and trends in your data.

The great thing about them is that, whilst they’re massively powerful & therefore you’d expect them to be really complicated to create, they’re actually quite easy to set up initially

Creating a Pivot Table

It makes sense to have your data already set up in a table before creating a Pivot Table from it. The reason for this is simple, because your table will have a name & the range that this name refers to will automatically expand as you add more rows and columns, if your Pivot Table is linked to it, then it will be able to reflect those changes at the click of a button, you’ll not need to re-connect to the table (or risk having a massive workbook by linking your Pivot Table to full column ranges)

So, using the same data as we looked at when we were creating Tables and Slicers, from a single cell within the table, we select the Table Tools>Design Tab & from that, Summarize with Pivot Table

This takes us to the Pivot Table Wizard which has the table’s name pre-populated & is prompting you to insert the Pivot Table in a new sheet

It’s very rare that I make different selections to these, so now, clicking the OK button, we have…

  1. The Pivot Table has been created for us
  2. The fields that we can use to do our analysis in the Pivot Table are ready to use (the fields are the headings from our original table)
  3. A new PivotTable Tools toolbar has appeared
  4. With the Analyse sub-tab being automatically selected.

I’m using the latest version of Excel within Office 365; if you’re using an earlier version, then whilst the process will be the same, the toolbars are slightly different… here’s how it looks in Excel 2013

And in Excel 2010…

Populating the Pivot Table with data

We now need to work with the Pivot Table Fields TaskPane over to the right-hand side of our screen (we can move & resize it if needed)

As shown above, to populate the Pivot table, you simply drag the field you want into the area you’d like to see it… so at it’s simplest, it could be…

So here, I’ve simply dragged the total sales field into the Values part of the grid & now my Pivot Table shows the total sales value of all of my data. Because Excel recognises that there are only numerical values in my data, it automatically uses the SUM function

I might, however, require additional analysis… for example by branch & by salesperson, so using the rows & columns parts of the grid, we can quickly get to…

… and the typing of the explanation took far longer than the actual process! And remember, we’re analysing over 18,000 rows of data in this Pivot Table!

Of course, we could have had both sets of data in rows…

… or in columns…

At the end of the day, it’s important to select a view that helps illustrate the point that you’re trying to make & as compactly as possible, so having one set of data in Rows & the other in columns (as we initially had, probably makes most sense with the field that has most entries going down the Pivot Table…

Adding more data to your Pivot Table

Once you’ve started analysing your data, you’ll begin to realise what opportunities there are to really dig down & you might wish to add in additional information.

To do this, in the first instance, simply bring the data into either the rows or columns of your Pivot Table. As you do this, in order to see the data, you may need to reorganise which quadrant of the grid you ned to use…

So, in the example above, we’ve moved the salesperson to the columns, the store name to the rows & then added the category below that (which shows the source of the sale)

At the moment, we’ve not made use of the Filters quadrant, this allows you to add an additional layer, for example filtering by Product Code or by Year (or both). When you do this, initially you’re presented with “all” & then you select the items that you want to see..

Selecting the dropdown provides the opportunity to filter how you want…

However, when multiple items are selected, it’s not easy (without reselecting the dropdown) which items are being filtered

So, rather than using the Filter Quadrant, I now use Slicers as these are far more visual. Below, we have the same information, but it’s clear from the shaded items in the Slicers which items have been filtered

If you’re using Slicers, you don’t need to have anything in the Filters quadrant for them to work…

You can also choose to have additional data in the Values quadrant…

In this case, I’ve included a text field (Category) so Excel changes the summation method automatically to “Count”. Occasionally it will do this if you have numerical data but with some blank values (or even incorrectly input data), in this case you can use the little arrow to the right of the entry to change the summation value; this is really useful if, in addition to the (e.g.) total sales value, you also want to see average sales

Changing the summation method

First, I drag the Total Sales field in a second time

Now, I can change the summation method to Average by selecting Value Field Settings…

And then changing the summation method…

I can also use this option to change the name that I see by giving it a Custom Name, the key thing to remember is that it must be different any existing field name

Making it look pretty

As you can see from the above, at the moment there’s no consistency with the numbers; some have no decimal places, others 8, so first of all, let’s sort those out…

Starting with the Value Field Settings of the Sum of Total Sales, first…

We can access the standard Number Format options & I’ve chosen Number Format, no decimal places & a comma separator; I’ve then repeated that for the Average values for a much cleaner look…

The next thing that we could do is, from the PivotTable>Design Tab…

… choose to apply a PivotTable Style

Sections in your slideshow

Break up your presentation into Sections

You may recall that back in October’s tips for Word we looked at setting up Sections to allow a change between Portrait & Landscape mode in a document; if not, here’s a link: http://www.us4b.co.uk/2018/10/section-breaks-in-word/

We can similarly use Sections in a PowerPoint slide show to break it down into relevant groups of slides. So, for example, here’s how (in Slide Sorter view) the presentation that we use at my fortnightly Business for Breakfast group looks…

Each of the different sections have been highlighted.

To quickly get to the Slide Sorter view, click the relevant icon in the bottom right hand corner of your screen…

The advantage of Sections is that they can be quickly moved around your presentation as a whole group of slides or copied into another as clicking on the Section name selects all of the slides associated with that section…

Creating Sections in PowerPoint

In November last year, I delivered a workshop on some time saving tips in MS Office – or “Hacks” as we called them – to the Manchester Law Society’s conference for Secretaries & Pas. Given the time that I had for the presentation, I decided to make use of PowerPoint with lots of screenshots as, when distributed to delegates post-conference it would also act as a set of notes for them.

So, this is the basic presentation (apologies for the size of images)…

The presentation was, in fact grouped into tips for Outlook, Word, PowerPoint, Excel & ones that work across programs. So, it would make sense to split the presentation up into these sections

We create Sections from the Home Tab by selecting the first slide in our Section & then selecting Section>Add Section

This brings up a dialog box where we can give the Section a more useful name…

We next select the first slide of our next section & repeat the process until all Sections have been created & renamed; you’ll notice that each new section starts a new row of thumbnails

Options with Sections

Once you have one (or more) Sections created, the options available under sections become selectable…

Collapsing all Sections allows you to see an overview & if required single sections can be opened to work on

Using Sections

In addition to quickly moving groups of slides around your presentation to help with its flow or copying a group of slides quickly into another presentation, we can utilise them to make a more interactive menu… more on which next time