2.1.5: Proofing Tools, Templates, and Slide Masters
- Page ID
- 63187
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In today’s social media/texting communication environment, punctuation, spelling and grammar have begun to lose its luster. While this cavalier attitude might be acceptable for personal communications, professional communication still demands proper attention to details. Why is it such a big deal to proofread a PowerPoint presentation? Well, if you make an error in a Word document, one or perhaps a couple of people will notice. However, a presentation is usually given to a large audience, so any spelling, grammar or punctuation error will be magnified by multiples.
PowerPoint provides users with several proofing features – including the Spelling and Grammar tool – that can help create professional, error-free presentations. From the Review tab, clicking the Spelling button will open the Spelling pane to the right of the slide pane.
For each error in the presentation, PowerPoint will offer one or more suggestions, which can be ignored or selected by clicking the Change button. The Spell Checker only recognizes misspelled and unknown words, not misused words, so proofreading a presentation is still important. The Thesaurus is a fun tool for suggesting synonyms for over-used words. Reusing the same words too often reduces the readability and professionalism of a presentation, so try out the Thesaurus! It is also a great resource for solving crossword puzzles!
Utilizing Templates and Slide Masters
Consistency is an important quality to maintain a marketing brand. Corporate presentations should maintain consistency when utilizing certain PowerPoint functionality, particularly features like transitions, themes, fonts, etc. Two ways to maintain consistency in a PowerPoint presentation is to use templates or slide masters. A PowerPoint template is a replica of a slide that is saved as a .potx file. A template usually contains consistent layouts, fonts, colors, designs and even related content. Templates are a popular starting point for creating new presentations, in part because they save time, and maintain consistency. However, don’t be afraid to change designs add additional slides to these templates to make the presentation your own. Many organizations create an organization template that maintains the branding of the organization when employees create corporate presentations. Microsoft has hundreds of free downloadable PowerPoint and other Office templates available on Office.com. Existing and custom-created personal template files are typically found on your hard drive at:
C:\User\<UserName>\AppData\Roaming\Microsoft\Templates.
A slide master is the template that applies to all slides in a presentation. When all slides need to contain the same fonts, font sizes, and images (such as logos); a user can make those universal changes in one place—the Slide Master, and they’ll be applied to all the slides.
To open Slide Master view, on the View tab, select Slide Master. The left pane will display thumbnails of the slide master and of all the slide master layouts. Hovering the pointer over a slide layout displays the layout name and indicates which slide in the presentation utilize that layout. The top icon in the left pane will display the slide master. Any modifications (formatting or added logos) to the slide master will apply to all slides in the presentation. Formatting applied to a slide layout master only affects slides that use that specific layout. To return to the normal slide view, click the Close Master View button on the Slide Master tab.