define normal view in powerpoint presentation

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Tips for Powerpoint by Regina Griffin

How To Switch To Normal View In PowerPoint

Looking to enhance your PowerPoint presentation skills?

In this tutorial, we explore the importance of Normal View in PowerPoint and provide step-by-step instructions on how to switch to Normal View.

Learn why Normal View is an essential tool for creating professional slides, from customizing your view to utilizing helpful tips for designing engaging presentations. Join us as we dive into the world of PowerPoint with teacher Regina Griffin from Oregon, US.

Key Takeaways:

• Utilize Normal View for efficient editing and formatting in PowerPoint.
• Normal View provides a full view of slides, aiding in presentation design.
• Use Gridlines and Guides for alignment and utilize Slide Sorter and Notes View for organization and speaker notes.

What is PowerPoint?

PowerPoint , developed by Microsoft Corporation, is a powerful presentation software used to create visually engaging slides for various purposes.

PowerPoint’s user-friendly interface allows for easy slide creation by integrating text, images, animations, and multimedia elements into cohesive presentations. With a wide array of pre-designed templates and themes, users can quickly customize their slides to suit different topics and audiences. PowerPoint offers advanced features such as slide transitions, animations, and speaker notes to enhance the delivery and visual appeal of presentations. Its ability to save presentations in various formats makes it versatile for sharing and presenting in different settings, from boardrooms to classrooms.

Why is PowerPoint used?

PowerPoint is widely used for creating dynamic and professional presentations in various industries, leveraging the user-friendly interface provided by Microsoft on Windows platforms.

One of the key reasons behind the popularity of PowerPoint lies in its ability to streamline the presentation creation process, allowing users to easily organize content, add visuals, charts, and graphs, and incorporate multimedia elements. This versatility makes it an essential tool for professionals seeking to communicate complex ideas in a visually engaging manner. The seamless integration with other Microsoft Office applications ensures smooth collaboration and consistency across documents.

How to Switch to Normal View in PowerPoint

To switch to Normal View in PowerPoint, you can follow a series of simple steps within the View Tab located in the Ribbon interface. Open your PowerPoint presentation. Once it is open, navigate to the Ribbon interface at the top of the screen. Under the View Tab, locate the Normal View option. This will allow you to switch to the standard slide view in PowerPoint.

By selecting Normal View, you can easily work on your slides, rearrange content, and have a clear overview of the entire presentation. If you prefer a more structured layout while editing your slides, Normal View is the ideal choice as it provides a comprehensive workspace.

Step 1: Open PowerPoint

To begin the process of switching to Normal View in PowerPoint, open the application on your Microsoft system, as explained in the tutorial by Regina Griffin.

Once you have launched PowerPoint, you will be greeted by the familiar interface, where you can choose to create a new presentation or open an existing one. Look for the ‘Normal View’ option at the top menu bar or under the ‘View’ tab, typically located next to ‘Slide Sorter’ and ‘Slide Show.’ Click on this option to ensure that you are in the standard editing mode, allowing you to work on your slides with ease.

Step 2: Choose a Presentation to Edit

Select a specific presentation that you wish to edit within PowerPoint to proceed with switching to Normal View effectively.

When editing a presentation in PowerPoint, choosing the right one ensures a smoother editing process, saving precious time and effort. By ensuring the presentation is well-structured and organized, it becomes easier to navigate through different slides and make necessary changes. Switching to Normal View allows you to have a comprehensive view of the entire presentation layout, making it convenient to adjust elements such as text, images, and layouts without any visual distractions. This view is ideal for detailed editing tasks as it presents a clear canvas to work on.

Step 3: Click on the ‘View’ Tab

Navigate to the ‘View’ Tab within the PowerPoint interface to access a range of viewing options, including the Normal View setting.

Once you locate the ‘View’ Tab at the top of your screen, click on it to reveal a dropdown menu. From here, you can select ‘Normal View’ to work on your slides with the standard layout and design. You can also switch to other viewing modes such as ‘Slide Sorter View’ or ‘Slide Show View’ to get different perspectives of your presentation. This allows you to efficiently organize, design, and present your slides with ease.

Step 4: Select ‘Normal’ View

Within the ‘View’ Tab, choose the ‘Normal’ View option to switch to the standard editing layout for your PowerPoint presentation.

In the ‘Normal’ view, elements like headers, footers, and slide content are all visible and editable, offering a comprehensive canvas for refining your slides. This layout is perfect for fine-tuning the overall appearance and content flow of your presentation. By selecting ‘Normal’ View, you can easily ensure that your slides are well-organized and visually appealing, ultimately enhancing the impact of your message. This view also allows for a more detailed examination of the design elements, making it easier to tweak and adjust as needed.

Step 5: Customize Your Normal View

Personalize your Normal View to suit your editing preferences by utilizing the customization options available within the PowerPoint interface.

Through these customization features, users can transform their editing environment to enhance productivity and streamline workflows. Leveraging the customization options in Normal View enables individuals to adjust layout settings, font styles, color schemes, and toolbars to create a workspace tailored to their specific needs.

By exploring these tailored editing experiences, you can optimize your workflow, save time, and create presentations that reflect your unique style seamlessly. Take advantage of the flexibility provided by the customization features in Normal View to truly make PowerPoint work for you.

Why is Normal View Important?

Normal View in PowerPoint plays a crucial role as it provides users with a comprehensive and detailed layout for editing slides effectively.

It allows you to have a clear overview of your presentation, with the thumbnail pane showcasing all the slides in a compact format. This view simplifies the process of arranging and reordering slides, ensuring a smooth flow of your content. Furthermore, Normal View enables easy access to slide elements such as text boxes, images, and shapes, making it convenient to adjust sizes, positions, and styles. Its versatility extends to the visual representation of slide transitions and animations, aiding in creating a captivating and dynamic slideshow.

Provides a Full View of Slides

Normal View offers users a complete and unobstructed view of their slides within the Slide Area, allowing for detailed examination and editing.

Within the Normal View in presentation software, users can seamlessly navigate through each slide in their presentation, ensuring a smooth flow of content and design. Clarity is paramount, as the user can see the arrangement and transitions between slides, making it easier to spot any inconsistencies or areas needing improvement.

The editing capabilities within Normal View are robust, enabling users to adjust elements such as text, images, and layout with precision and ease. This view is ideal for fine-tuning slide content, aligning objects, and checking for formatting errors, ultimately enhancing the overall quality of the presentation.

Allows for Easy Editing and Formatting

By utilizing Normal View, users can easily edit and format their slides using the tools and features available in the PowerPoint Ribbon interface, enhancing the overall presentation aesthetics. The provided text is already formatted with appropriate HTML tags.

Helps with Presentation Design

Normal View aids users in refining their presentation design by providing a structured and detailed environment for content arrangement and visual adjustments.

This viewing mode offers a clear representation of each slide in a thumbnail format , allowing for easy navigation and quick editing. Users can seamlessly adjust the layout organization, aligning text boxes, images, and shapes precisely to enhance visual appeal. The gridlines and ruler options in Normal View facilitate the precise placement of elements, ensuring a polished and professional look. By utilizing design elements like color palettes, fonts, and transitions, presenters can elevate their slides, creating engaging and impactful presentations that captivate audiences.

Tips for Using Normal View in PowerPoint

Maximize your efficiency in Normal View by utilizing gridlines, guides, the Slide Sorter feature, and the Notes View for enhanced editing and presentation preparation.

When working in Normal View, gridlines and guides serve as valuable tools for aligning and positioning elements on your slides accurately. Taking advantage of these features ensures that your content is neat and professionally arranged.

The Slide Sorter feature allows you to get a bird’s eye view of your presentation, making it easier to reorder slides, adjust transitions, and overall enhance the flow of your content.

Incorporating speaker notes in the Notes View can be crucial for providing additional context or reminders during your presentation, aiding you in delivering your content smoothly and confidently to your audience.

Use Gridlines and Guides for Alignment

Leverage the Gridlines and Guides features in Normal View to ensure precise alignment and spacing of elements within your slides, enhancing visual consistency.

Gridlines and Guides serve as visual aids enabling you to adhere to layout precision meticulously. By snapping elements to the grid or aligning them to guides, design cohesion is effortlessly achieved. These tools assist in maintaining consistent spacing between objects, resulting in a polished and professional presentation. Utilizing Gridlines and Guides enhances the overall visual appeal of your slides by creating clean and harmonious compositions that captivate your audience’s attention seamlessly.

Utilize the ‘Slide Sorter’ View for Reordering Slides

Optimize your slide organization by utilizing the ‘Slide Sorter’ View within Normal View to easily reorder and rearrange your presentation slides as needed.

Using the ‘Slide Sorter’ feature in PowerPoint can significantly enhance the efficiency of managing your slide content. This handy tool allows you to visually assess the sequence of your slides and make swift adjustments by simply dragging and dropping them into the desired order. By leveraging this functionality, you can ensure a smooth and logical flow of information throughout your presentation.

The ‘Slide Sorter’ View provides a bird’s-eye view of your entire presentation, making it easier to identify any inconsistencies or gaps in your content. This perspective enables you to reorganize your slides coherently, ensuring that your message is delivered cohesively and effectively to your audience.

Use the ‘Notes’ View for Speaker Notes

Enhance your presentation delivery by utilizing the ‘ Notes ‘ View in Normal View to create and review speaker notes that accompany each slide, aiding in effective communication.

‘Notes’ View is an invaluable tool in presentation design, offering a dedicated space to jot down key points, cues, and additional information that can assist you during the delivery. These speaker notes can serve as prompts, ensuring you stay on track and deliver your content seamlessly. By utilizing this feature effectively, you can enhance clarity, maintain focus, and boost your confidence as a presenter.

Incorporating annotations in the ‘Notes’ View can help you highlight important details, provide reminders, and offer context to your slides, enriching the overall message communicated to your audience. This approach not only streamlines your presentation but also improves audience engagement by providing them with a deeper understanding of your content.

In conclusion, Normal View serves as an essential tool in PowerPoint for creating engaging and impactful presentations that captivate audiences and convey information effectively.

Through the Normal View feature, presenters can meticulously design each slide, ensuring a seamless flow of content and visuals. This view provides a pragmatic workspace where users can easily adjust elements such as text size, images, and layout positioning to achieve optimal visual appeal.

Moreover, Normal View allows presenters to preview their slides in a structured format, enabling them to seamlessly deliver their message without distractions. This organized setup enhances the presenter’s confidence and fluency, thereby fostering a deeper connection with the audience.

Normal View is an Essential Tool for Creating Engaging Presentations

Normal View in PowerPoint is an essential tool that enables users to create engaging and visually appealing presentations, enhancing the overall impact of their content.

By utilizing Normal View, presenters can easily arrange and edit slides, insert multimedia elements, and adjust the layout for optimal display. This view provides a comprehensive overview of the entire presentation, including slide thumbnails, speaker notes, and a slide outline, allowing for seamless navigation and organization. Users can conveniently add animations, transitions, and speaker prompts that enhance the flow and delivery of their presentation. Incorporating Slide Sorter View within Normal View enables presenters to reorder slides efficiently, ensuring a cohesive and logical sequence that captures the audience’s attention effectively.

Frequently Asked Questions

1. how do i switch to the normal view in powerpoint, to switch to normal view in powerpoint, click on the “view” tab at the top of the screen and then select “normal” from the options listed. you can also use the shortcut key “ctrl+shift+n” to quickly switch to a normal view., 2. can i switch to a normal view while in a different view in powerpoint, yes, you can switch to a normal view while in a different view in powerpoint. simply click on the “view” tab and select “normal” from the options listed. this will switch your presentation back to the default view., 3. how do i get back to the normal view after using the presenter view in powerpoint, to switch back to normal view after using the presenter view in powerpoint, click on the “view” tab and select “normal” from the options listed. this will switch your presentation back to the default view., 4. what is the purpose of the normal view in powerpoint, normal view in powerpoint is the default view that allows you to create and edit your presentation slides. it is the most commonly used view and provides a clear and organized workspace for creating your slides., 5. can i customize the normal view in powerpoint, yes, you can customize the normal view in powerpoint to suit your needs. you can rearrange the layout, add or remove toolbars, and change the size and position of slide thumbnails., 6. how can i switch to a normal view in powerpoint if i am using a different version of the software, the steps to switch to normal view may vary slightly depending on the version of powerpoint you are using. however, in general, you can switch to normal view by clicking on the “view” tab and selecting “normal” from the options listed. if you are unsure, you can always refer to the software’s help guide for specific instructions., similar posts, how to align objects in powerpoint.

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Normal view

In Microsoft PowerPoint and OpenOffice Impress, the normal view is the standard view used for creating and viewing presentation slides. This view is also known as Slide View and offers a full size view of a slide, making it easier to create and edit slides. The picture shows normal view selected in the Microsoft PowerPoint Ribbon .

In other applications, normal view may be the default view size for the screen. It often provides the most user-friendly setup for viewing and editing documentation, images or video in the application. Usually, the normal view can be accessed in the application's menu bar, under the View option.

PowerPoint , Software terms , Word processor terms

The big SlideLizard presentation glossary > Normal view (slide view)

Normal view (slide view)

Term explanation  •  category powerpoint.

Definition and meaning

The normal view or slide view is the main working window in your PowerPoint presentation. You can see the slides at their full size on screen.

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Other glossary terms

.odp file extension.

.odp files are similar to .ppt files. It's a presentation which was created with Impress and contains slides with images, texts, effects and media.

Animations in PowerPoint

Animations in PowerPoint are visual effects that are applied to different items like graphics, title or bullet points, instead of the slides. There are many different animations like: Appear, Fade, Fly in.

An e-lecture is a lecture that is held online. Many schools and universities offer e-lectures as technical opportunities improve.

Leading Questions

Leading questions subconsciously make the respondent think in a certain direction.

The big SlideLizard presentation glossary

The SlideLizard presentation glossary is a large collection of explanations and definitions of terms in the area of presentations, communication, speaking, events, PowerPoint and education.

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Different Ways to View Slides in PowerPoint

Use different views to design, organize, outline, and present your slideshow

• Brock University

Many people spend all their time in the Normal view when working on their PowerPoint presentations . However, there are other views that are useful as you put together and present your slideshow. In addition to Normal view (also known as Slide view), you'll find Outline view, Slide Sorter view, and Notes Page view.

Information in this article applies to PowerPoint 2019, 2016, 2013; PowerPoint for Microsoft 365, and PowerPoint for Mac.

Design Slides in Normal View

Normal view, or Slide view as it is often called, is the view you see when you start PowerPoint. It is the view where you'll spend most of your time in PowerPoint. Working on a large version of a slide is helpful when you're designing your presentation .

Normal view displays thumbnails of each slide, the slide where you enter your text and images, and an area to keep presenter notes. 

To return to Normal view at any time, select View > Normal .

The four slide views are located on the View tab. Toggle between them to compare views.

Organize a Presentation in Outline View

In the Outline view , your presentation is displayed in outline form. The outline contains the titles and main text from each slide. The graphics are not shown, although there may be a small notation that they exist. You can work and print in either formatted text or plain text.

Outline view makes it easy to rearrange your points and move slides to different positions. Outline view is useful for editing purposes. And, it can be exported as a Word document to use as a summary handout .

To view an outline of your presentation instead of thumbnails, select View > Outline View .

Rearrange a Presentation in Slide Sorter View

Slide Sorter view shows a miniature version of all the slides in the presentation in horizontal rows. These miniature versions of the slides are called thumbnails.

Use Slide Sorter view to delete or rearrange your slides by dragging them to new positions. Add effects, such as transitions and sounds, to several slides at the same time in Slide Sorter view. And, add sections to organize your slides. If you are collaborating with colleagues on a presentation, assign each collaborator a section.

To locate the Slide Sorter view, select View > Slide Sorter . 

Keep Presentation Prompts in Notes Page View

When you create a presentation, add speaker notes that you refer to later while delivering the slideshow to your audience. Those notes are visible to you on your monitor, but they aren't visible to the audience.

Notes Page view shows a small version of a slide with an area below for speaker notes . Each slide is displayed on its own notes page. Print these pages to use as a reference while making a presentation or to hand out to audience members. The notes do not show on the screen during the presentation.

To locate the Notes Page view, select View > Notes Page .

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Unit 1 Use a Theme Template and Slide Layouts to Create a Presentation

4 View and Save Presentations

 view and save presentations, topics include:, open an existing presentation, correct text, view a presentation, save vs save as, view options, quit powerpoint, print a presentation.

To view an existing presentation, start PowerPoint, click on the File tab, select Open . Your Windows Explorer will open and allow you to choose an existing presentation. Note: This section is information only, you can work along exploring this feature. Later in this lesson you will use this PowerPoint open in the hands on practice activities.

In the first learning activity we learned that there are four buttons located in the View area that are used to view a presentation.

A useful way to view your presentations is in black and white or Grayscale . If you need to use a projector that can only handle Black & White or Grayscale you should view your presentation with a black and white command applied to be sure your text and layout is still readable.

To see how your slides would look in black and white, click the View tab, select Grayscale or Black and White in the Color/Grayscale group and scroll through your slides.

A new tab will then display. From the Black and White tab, select one of the various black and white settings.

A presentation can be printed in many formats. You can print the slides of your presentation, handouts for the audience, the notes page, or the outline view. Prior to printing the desired material, you may want to specify the page Orientation; select Slide Orientation located in the Page Setup group in the Design tab. The dialogue box will appear; this allows you to set the orientation either Portrait or Landscape.

The next step to printing your presentation is to display the print dialogue box. Click on the File tab, then Print . At the Print screen you have the the option to print all of the slides, or you can specify the slides that you would like to print.

The drop list beside Full Page Slides : displays a list of printing options such as print slides, handouts, notes pages and outline view.

The Color drop list includes the options to have your presentation print in Color, Grayscale and Pure Black and White.

Once you have determined how you want your presentation to print, you can then select the number of copies and click OK.

While viewing your presentation, you need to proofread your presentation for any errors. PowerPoint is equipped with a spell checking feature to check for and correct misspelled words. Keep in mind that the spell check only recognizes misspelled words not misused words. To check your presentation for any spelling mistakes, click on the Spelling button located in the Review tab. When PowerPoint recognizes a misspelled word it offers suggestions, you then have the option to choose the correct spelling or ignore the misspelled word.

When creating a presentation, you must save your files to a disk. When saving the presentation for the first time, you will use the Save As command located under the File tab.

You will then name your presentation and save it either on your hard drive or on a disk. When naming a PowerPoint presentation, you will notice that the new file will be named with the extension .pptx.

Once you have saved your presentation with a new name, when you make any additional changes you can use the Save command. The Save command saves any changes you make to the file in the same location you specified when you used the Save As command. Be sure to save your files frequently.

Once you have saved your PowerPoint Presentation, click on the X located to the right of the Title bar. This command will close the PowerPoint program.

Presentation Software Copyright © 2013 by bpayne is licensed under a Creative Commons Attribution 4.0 International License , except where otherwise noted.

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The Outline View in PowerPoint (Ultimate Guide)

• PowerPoint Tutorials
• Miscellaneous
• December 5, 2017

This ultimate guide to the Outline View will catch you up to speed on the best ways to use the Outline View in PowerPoint.

There are a variety of different ways you can use the Outline View in PowerPoint to create, review and rearrange your content, all detailed below.

Table of Contents

What is the outline view in powerpoint.

It’s simply a way to view your presentation based solely on the text found within the content placeholders of your slides.

For example, you can see the difference between the views in the  SAME deck below – the one on the left is the Normal View (thumbnail view), the one on the right in the Outline View.

And beyond simply showing the outline of your presentation, there are a number of tricks, shortcuts and PowerPoint hacks to BEND the Outline View to do your beck and calling.

You can slowly scroll down the page and soak up all of this PowerPoint goodness, or use the table of contents on the left to jump around to some of the advanced topics.

Switching to the Outline View in PowerPoint

There are three different ways to open (or switch to) the Outline View in PowerPoint, both described below.

Option #1. My favorite way to switch to the Outline View in PowerPoint is the CTRL + SHIFT + TAB   keyboard shortcut.

This shortcut opens and/or closes the outline view, displaying either the normal thumbnail view of your slides or the outline view of your content.

Notice how in the outline view (pictured above), instead of seeing the thumbnail preview of the slides (with the respective graphics) you only see the text that is in the  content placeholders .

And this makes a BIG difference!

The text you type into normal shapes and text boxes will NEVER show up in the Outline View, only the text that is the content placeholders that are set on the Slide Master.

Open the outline view #2

Another way you can open the outline view is by simply clicking the Normal icon at the bottom of your PowerPoint workspace.

• Clicking the icon once will open the outline view (assuming your notes pane is already open)
• Clicking the icon a second time will close the outline view, returning you to the thumbnail view.

If your notes pane is not open, you will need to click the icon an extra time before moving to the outline or thumbnail view.

Outline View NOT showing text?

Only text that is typed into content placeholders will show up in the outline view.

What’s a content placeholder?

Content placeholders are objects that you (or someone) set on the slide master of your presentation. These are objects like titles, subtitles and any other ‘type to add text here’ type of objects.

These types of placeholders can only be set on the Slide Master, and it’s only the text typed within these placeholders that shows up in the Outline View of your presentation.

So if you move to the Outline View (CTRL + SHIFT + TAB) and don’t see your slide’s text there, it means that your text is not in a content placeholder, it’s likely in a normal shape or text box that has been added to your presentation.

All of the other normal shapes and text boxes that you add to your presentation in the normal view, WILL NOT show up in the outline view of your presentation (no matter what you do).

Drafting an outline in PowerPoint

The MOST IMPORTANT keyboard shortcut to remember when drafting an outline in PowerPoint is:

New Slide Shortcut in PowerPoint, Ctrl plus Enter

Ctrl + Enter

This is your one stop shop for jumping between your content containers (regardless of how many you have) either in the Outline View or the Normal View of your presentation.

In the picture below you can see the different numbers in the Outline View on the left and follow the arrows to the right to see how they line up with the content containers on the right.

CTRL + ENTER allows you to jump between these containers without taking your hands off of the keyboard.

This shortcut works both in the Normal View in PowerPoint – jumping between content containers – and the Outline View in PowerPoint.

Once you run out of content placeholders to type text into, hitting CTRL + ENTER again gives you a new blank slide to work with.

Outline View Keyboard Shortcuts

Besides the CTRL + ENTER keyboard shortcut described above, there are a number of other Outline View shortcuts, most of which involve the ALT + SHIFT keys (making them easier to remember)

When using the Outline View shortcuts, remember that for most of them to work (like collapse groups ALT + SHIFT + 1 and expand groups ALT + SHIFT + 9) you need to rotate to the Outline View to activate it.

To rotate (or activate) the Outline View is to first open the outline view (CTRL + SHIFT + TAB) and then rotate active panes counterclockwise (SHIFT + F6).

If you are brand new to shortcuts, my advice is to just first start with the open/close Outline View shortcut (CTRL + SHIFT + TAB). If you are an intermediate to advanced user and will be frequently using this view, then it’s worthwhile learning how to activate and navigate this view entirely from your keyboard.

Resetting your text formatting

If for whatever reason you forget to paste your content as Text, you can always reset your slide (either in the Normal View or Outline View) to refresh your default formatting.

To do so simply select your text (or slides in the Normal View), navigate to the Home tab, and in the Slide group section select Reset .

Resetting your slides does two things simultaneously:

• It forces all of your content placeholders back into their original position, defined by their position on your Slide Master (this is useful if something accidentally gets moved out of place).
• It forces all of your text back to its original text formatting, as defined by the Slide Master and Theme.

How to print the outline view in PowerPoint

Another overlooked feature of the Outline View is that you can print it.

This is useful when you have a large presentation and you simply want to see what it looks like based on the Titles, sub-titles and other content placeholders….basically your slides minus all of your graphics, pictures, etc.

To print your outline view, simply follow these steps.

1. Navigate to the Print Options

On your keyboard, hit CTRL+P to open up the print options for your presentation.

2. Navigate to the Outline View

Within the print options, select the ‘Full Page Slides’ dropdown (the default setting) and within the menu in the upper right-hand corner, select the Outline View.

Once the outline view is selected, you’ll see a print preview of your slides on the far right.

As shown in the picture above, by default the Outline View is a default blank layout, but you can customize this as I will show you in the next section.

For additional help printing your PowerPoint slides as handouts, check out our guide here .

To learn how to convert your presentation outline into the PDF file format, see our guide here .

Customize the Outline View

If you frequently print the Outline View of your presentation, you can customize it with your own personalized branding (colors, logos, etc.).

This is particularly useful if you plan on sending the print out of the Outline View around. To customize your Outline View, follow these steps.

Step #1. Navigate to the Handout Master

There are two ways to do this:

• From the view tab, select the handout master icon.
• Holding the SHIFT key on your keyboard, click the slide sorter command at the bottom of your screen.

This Shift + Slide Sorter shortcut is a hidden shortcut.

2. Navigate to the Outline View framework

Within the Handout Master view, open up the slides per page drop-down.

So this is where you can select the different formats of your slides when printing them as handouts, depending on how many slides you plan to print per handout.

These options line up directly (plus some like the Notes Page ) with the handout print options available as showing in the picture below.

Within the drop down, simply select the Outline View at the bottom to open up the Outline View format.

3. Customize your Outline View

Just like working with any normal slide, in this Handout Master Outline view, you can add your own personal customizations like your logo, design elements, extra text, etc.

In the example below I’ve added the Nuts & Bolt log in the upper right-hand corner and a simply gradient colored rectangle down the left-side of the page. You don’t have to do anything too fancy…a little effort will go a long way and shock most people.

Using the Outline View in Word and PowerPoint

There are two ways to get an outline from Word into PowerPoint.:

• Import the Outline from PowerPoint which allows you to add the slides to an existing presentation
• Open the Outline directly in PowerPoint creating a brand new presentation

If you are using a Mac, you need to use the Rich Text file Format (.rtf). See instructions for how to do this on  Microsoft’s website here .

Import a Word Outline into PowerPOint

Importing your slides like this will add any new slides to the current presentation you are working in. Don’t worry, none of your other slides will be affected.

To learn about the common mistakes that happen when converting Word to PowerPoint, see our post here .

1. Navigate to the ‘Slides from Outline’ command

From within your presentation, navigate to the Home tab, open the New Slide drop down and at the bottom of the dialog select Slides from outline… to open the File Navigation dialog box.

2. Find your Word document

Within the dialog box, find your Word document and select ‘Insert’.

To fix this, you need to use the Title style and Heading 1 styles in Word.

Don’t forget to format your presentation

Importing an outline like this is a great way to jump start your presentation building process, but don’t stop here.

Your outline will always import in the most DEFAULT blank presentation style with only the Title and Content container slide layout.

This default look DOES NOT make for an effective presentation, so you will want to make sure to apply a theme and work on incorporating visuals like charts, tables, pictures, etc. to make your presentation more effective.

Opening an outline in PowerPoint

Instead of importing your outline, you can open your outline directly in PowerPoint to start a brand-new presentation.

To do so, follow these simple steps.

1. Go to the Open File dialog box

Within PowerPoint, either navigate to the File tab, Open and select Computer or on your keyboard simply hit CTRL + F12.

Using either method, the navigation dialog box opens up.

2. Change the file type you are searching for

Within the Open File dialog box, in the lower right-hand corner change the file type you are searching for from PowerPoint files to All Outlines .

3. Find your outline document

Find your outline document (I usually just save mine in Word) and click okay.

Note, if you are using a Mac, you need to save your Word document in the Rich Text File (.rtf) format.

If your outline is formatted correctly, your text will import correctly in the title and content container placeholders. If not formatted correctly, each line of text from your outline will import as its own individual slide.

Final Thoughts

So those are all the different ways you can use the Outline View in PowerPoint to quickly build and edit your PowerPoint presentations.

If you end up using the Outline View a lot, I highly recommend learning the keyboard shortcuts for it. Shortcuts are the fastest way to double your productivity in PowerPoint (no joke).  For a full list of our favorite keyboard shortcuts in PowerPoint, read our guide here .

If you enjoyed the depth and detail of this blog post, you can learn more about boosting your PowerPoint skills with us here .

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This Post Has 4 Comments

I apologize if this is obvious and I’m missing it.

But I don’t see anything about the browser-based version of Powerpoint.

Is that because the Outline feature simply does not exist there?

Hi Edward. Yes, unfortunately the Outline View does not exist in the online version of PowerPoint. It’s a very watered down version and I mostly use it to edit existing documents or present, rather that build out a presentation.

Wish I had a better answer for you, but thanks for the question.

I think you meant Ctrl+Shift+Tab rather than Alt+Shift+Tab, in your first mention of that shorcut. Thanks for the helpful article!

Yes, thank you for that (that was a typo on my end)! You are correct, Ctrl+Shift+Tab is the shortcut for the Outline View :). Cheers!

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Change to Normal View – Microsoft PowerPoint shortcut

This shortcut brings you the Normal View within PowerPoint. This view is aligned so your current slide is shown on the right with full editing options, and your full slide deck is shown on left where you can select the slide you would like to work on currently.

We don’t know a Windows shortcut for this.

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Use Presenter View

PowerPoint Presenter View shows you the current slide, the next slide, and your speaker notes, to help you focus while presenting and connect with your audience. 

Select the Slide Show tab.

Select the Use Presenter View checkbox.

Select which monitor to display Presenter View on.

In Presenter View , you can:

See your current slide, next slide, and speaker notes.

Select the arrows next to the slide number to go between slides.

Select the pause button or reset button to pause or reset the slide timer in the upper left.

See the current time to help you pace your presentation.

Select the font icons to make the speaker notes larger or smaller.

Select the annotations pen icon to draw on the screen in real time, or select a laser pointer.

Select the thumbnail icon to see all the slides in your presentation and quickly jump to another slide.

Select the magnifying glass icon to zoom in on a particular part of a slide.

The screen icon let's you make the screen temporarily black to focus the attention on you.

Select END SLIDESHOW when you're done presenting.

Start the presentation and see your notes in Presenter view

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Jump to specific slide in normal view

Is it possible to jump to a specific slide in Normal view in PowerPoint 2013 (NOT Slide Show mode)? I have a set of comments for my slides and I'd like to jump to each slide in turn, but can find no easy way of doing this. Ctrl+G in Word does exactly what I want, but of course that is the wrong application!

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F5  [type the number of slide to jump to] ENTER ESC

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Understanding Presenter View in PowerPoint: A Deep Dive Guide

Origin and Evolution of Presenter View

Why presenter view is a game-changer for professionals, activating and customizing presenter view in powerpoint, in-depth features of the presenter view, common mistakes and how to avoid them, advanced tips for a power presentation, final tips for enhancing your presentation game, introduction to presenter view.

Have you ever found yourself awkwardly toggling between slides and speaker notes during a presentation? Or wished you could preview the next slide without your audience seeing? Enter Presenter View in PowerPoint, a feature designed to make presenting smoother and more professional.

In essence, Presenter View is a special mode in PowerPoint that allows the presenter to see their speaker notes on one screen, while the audience views the note-free presentation on another screen. This dual-screen setup means you can have your notes, upcoming slides, and timer conveniently on one screen while your audience remains blissfully unaware.

“Presenter View is the unseen ally behind many successful PowerPoint presentations.”

Microsoft’s PowerPoint, with its roots tracing back to the late 1980s, has undergone several metamorphoses. Over the years, as technology improved and presentation dynamics changed, Microsoft introduced new features to make the software more user-friendly and versatile. One such innovation is the Presenter View.

Back in the early days of PowerPoint, presenters had to rely on printouts or separate documents for their speaker notes. The advent of Presenter View in the early 2000s was a game-changer. It allowed presenters to merge their slides and speaker notes into one cohesive presentation experience.

The beauty of Presenter View lies not just in its conception but in its evolution. Over different versions of PowerPoint:

• 2003 : Introduction of a basic Presenter View with slides and notes.
• 2007 : Enhanced screen setup with better dual-monitor support.
• 2010 : Introduction of slide zoom and laser pointer features.
• 2013 & Beyond : Integration with touch features, improved UI, and annotations.

Each version brought refinements, making it more intuitive and packed with features, tailoring to the evolving needs of presenters globally.

Fun Fact : Presenter View wasn’t initially as popular as it is today. It took a few iterations and user feedback loops for Microsoft to perfect the balance between utility and user experience.

The Core Components of Presenter View

Presenter View in PowerPoint is like the cockpit for pilots: it’s where all the essential controls and information are at the presenter’s fingertips. Whether you’re a newbie to PowerPoint or a seasoned professional, understanding these components can transform your presentation experience.

• This provides a glance at your current, previous, and upcoming slides. It ensures you’re always prepared for what’s coming next and can seamlessly transition between points.
• The soul of your presentation, speaker notes, are discreetly placed at the bottom or side, only visible to you. These notes can be elaborate explanations, quick pointers, or even personal reminders. They’re like your secret cheat sheet!
• Ever worried about running over time? This feature shows the elapsed time since you began the presentation and, in some versions, allows you to set a countdown. Stay on track and manage your pace efficiently.
• Interactive features that allow you to draw on slides or use a virtual laser pointer. These are especially helpful when you want to emphasize or explain specific points visually.
• Navigate between slides effortlessly and zoom into specific parts of a slide to draw attention or elaborate on details.

Table: Core Components Overview

Quote : “Presenter View is to a presenter what a dashboard is to a driver. It empowers, directs, and enhances the journey of your narrative.” – Jane Harris, Lead PowerPoint Expert – Powerbacks team

Understanding these components is one thing, but leveraging them effectively during a presentation can make a significant difference. Let’s delve into the ‘why’ behind the significance of Presenter View.

Stepping onto the stage or presenting in a boardroom can often be an overwhelming experience. The constant juggle between capturing the audience’s attention and keeping track of your slides can lead to nervousness. But what if there was a way to have everything you need right in front of you, ensuring smooth sailing through your presentation? Enter Presenter View.

• Having a preview of the upcoming slides and personal notes right in front of you can be a massive boost to confidence. You’re always one step ahead, knowing exactly what’s coming next.
• Instead of turning back to view the screen repeatedly, Presenter View lets you face your audience directly. This creates a more engaging and personal interaction.
• Gone are the days when you’d hold a bunch of cue cards or sheets of paper. With digital speaker notes, you have a cleaner, more organized setup.
• Using the annotation tools and laser pointer, you can make your presentation more interactive, leading to better retention and engagement from your audience.
• There’s no denying that seamlessly transitioning between slides, using interactive tools, and having no physical notes gives a more polished and professional look.

Table: Benefits of Using Presenter View

Quote : “Embracing the Presenter View is not just about leveraging a tool; it’s about amplifying your message and connecting more profoundly with your audience.”

It’s evident that the Presenter View has undeniable advantages for professionals. But how do you activate it and customize it to suit your needs? Let’s walk through the steps.

Starting with PowerPoint 2013, Microsoft enhanced the Presenter View to ensure that it’s both intuitive and user-friendly. Activating it and making it work for you is simple, as outlined in the following steps:

Step-by-Step Guide to Activate Presenter View :

• Start by opening your PowerPoint presentation. This will be the one you intend to deliver.
• At the top, you’ll notice several tabs. Click on the one labeled ‘Slide Show’.
• Within the Slide Show tab, you’ll spot a checkbox labeled ‘Use Presenter View’. Ensure that it’s ticked. If it’s not, simply click on it.
• If you’re using an external projector or display, make sure it’s connected. PowerPoint will automatically detect it and use the Presenter View on your primary display, showing the main presentation on the external one.
• Start your presentation by either pressing F5 on your keyboard or clicking on ‘From Beginning’ in the Slide Show tab.
• Next Slide Preview : Gives a preview of what’s coming next.
• Speaker Notes : Displays your notes for the current slide.
• Slide Navigation : Use this to jump to a specific slide.
• Annotation Tools : Highlight or draw on your slides in real-time.
• Timer : Keeps track of how long you’ve been presenting.
• You can move around the different elements, increase font size of your notes for better readability, or even hide specific components if they’re not required.

Table: Quick Access Tools in Presenter View

Quote : “The beauty of PowerPoint’s Presenter View is the control and flexibility it offers. It’s like having a personal assistant during your presentations.” – Linda Green, Presentation Expert

Now that we know how to activate and customize the Presenter View let’s delve deeper into its features and tools for maximum efficiency during presentations. Shall we proceed?

PowerPoint’s Presenter View is not just a simple “next slide” preview; it’s a hub of tools and functionalities designed to make the presenter’s job easier and the presentation more engaging.

H3: Slide Preview This is arguably the most straightforward feature but also the most helpful. At a glance, you can see what’s coming up, ensuring that you’re always prepared for the next topic or section.

• Smooth Transitions : Eliminates awkward pauses between slides.
• Improved Pacing : Know when to speed up or slow down based on upcoming content.
• Reduced Anxiety : No unpleasant surprises during your presentation.

H3: Speaker Notes For those who don’t rely on pure memory, speaker notes are a lifesaver. They’re your secret weapon, visible only to you, that provides additional context or reminders about what to say.

• Bold the crucial points to ensure they stand out.
• Use concise bullet points for easier and quicker reading.
• Add time cues if you’re aiming to cover specific points within certain timeframes.

H3: Slide Navigation While it’s always best to move sequentially through your slides, there might be instances when you need to skip ahead or return to a previous point. With the slide navigation tool, you can effortlessly hop around your presentation.

• Case Study : During a corporate presentation, John, a sales manager, was posed with a sudden question about Q2 performance. Thanks to slide navigation, he quickly reverted to the relevant slide, addressed the query, and resumed without any hiccups.

H3: Annotation Tools Engage your audience by turning your presentation into an interactive canvas. Whether you’re highlighting an essential statistic or drawing a quick graph, these tools can make a significant impact.

• Use contrasting colors to ensure visibility.
• Don’t overdo it; the aim is to emphasize, not to overwhelm.
• Practice beforehand to ensure you’re comfortable with these tools during the presentation.

H3: Timer It’s easy to lose track of time during a presentation. With Presenter View’s timer, you can keep tabs on the elapsed time, helping you manage the pace and duration of your talk.

• Tip : Always allocate a buffer period. If you’re presenting for 30 minutes, aim to finish in 25. This allows for Q&A or any unexpected delays.

Quote : “PowerPoint’s Presenter View is like a dashboard for presenters. It provides every tool one might need, all within arm’s reach, ensuring a seamless and interactive presentation experience.” – Michael Roberts, Tech Analyst

Understanding the features of the Presenter View is the key to unlocking its potential. With practice and familiarity, it becomes an extension of the presenter, leading to more confident and impactful presentations.

Making the Most of Presenter View

If you’ve ever wanted to feel like a presentation Jedi, mastering the Presenter View is your path to the force. But having the tool isn’t enough – it’s about leveraging its features optimally. Here’s a detailed guide on maximizing the benefits of the Presenter View:

H3: Setup and Access Before harnessing its power, you need to ensure you can access Presenter View without hitches.

• Connect your computer to the projector or external display.
• Launch PowerPoint and open your presentation.
• Go to the Slide Show tab and select Set Up Slide Show .
• In the pop-up, ensure Browsed by an individual (window) is selected.
• Start the slide show. Presenter View should appear on your computer, while the audience sees only the slides.

H3: Customize the Display Remember, it’s your dashboard; make it as comfortable and efficient for you as possible.

• Within Presenter View, hover over the bottom to reveal the toolbar.
• Click on the gear icon to adjust settings.
• Reorder tools based on your preference or hide those you don’t need.

H3: Practice, Practice, Practice The tool’s efficiency relies heavily on your familiarity with it. Do dry runs to ensure you know where everything is and how each feature works.

• Pro Tip : Mimic the presentation environment during practice. If you’re presenting in a large hall, practice with the same setup.

H3: Seamlessly Integrate Other Media If your presentation includes videos, animations, or other media, ensure they play seamlessly in Presenter View.

• Deep Dive : Always embed media within the presentation. Relying on external links or files can disrupt the Presenter View experience.

H3: Engage the Audience Use the tools not just to aid your presentation but to engage your audience. Pose questions, use the pen tool to sketch quick diagrams based on audience inputs, and make it interactive.

• Table of Engagement Techniques :

H3: Master the Art of Transitions Smooth transitions are key to maintaining audience attention. With a preview of the next slide, prepare your narrative to flow seamlessly.

Even with the most powerful tools, human error can play a spoilsport. The Presenter View, as intuitive as it may be, has its quirks. Here’s a list of common pitfalls users face and ways to steer clear of them:

H3: Not Checking Hardware Setup Before you even start the presentation, ensure your hardware is correctly set up. This includes checking the display connection, ensuring the projector or external monitor is detected, and setting up the correct display settings.

• Pro Tip : Always keep a spare HDMI or VGA cable. Technical glitches often come from the most unexpected sources.

H3: Overlooking Speaker Notes Having made the effort of adding speaker notes to your slides, it would be a shame not to use them. They serve as a discreet prompt, ensuring you don’t miss any critical points.

• Fact : According to a study, presenters who actively used speaker notes were 25% more consistent in delivering their core messages.

H3: Ignoring the Timer Time management is crucial. If you have a fixed time slot, exceeding it can inconvenience others and may appear unprofessional. Conversely, finishing too early can leave your audience unsatisfied.

• Actionable Advice : Always have a buffer. If your slot is 30 minutes, aim for a 25-minute presentation, leaving room for Q&A or unexpected delays.

H3: Relying Exclusively on Presenter View Despite its usefulness, never be wholly dependent on Presenter View. Technical glitches happen, and the ability to continue smoothly without it showcases professionalism.

• Case Study : At a major tech conference in 2018, a renowned speaker’s Presenter View malfunctioned. Instead of panicking, he smoothly transitioned to the standard view, using his printed notes as a backup. The audience lauded his adaptability, and his message wasn’t overshadowed by the hiccup.

H3: Not Adapting to Audience Feedback The tools in Presenter View, like slide navigation, are meant to enhance adaptability. If you sense your audience resonating more with a particular topic, don’t be afraid to dwell on it a bit longer or even revisit slides.

By sidestepping these common mistakes, you not only harness the full potential of Presenter View but also project confidence and control. Next, we’ll explore some advanced features to elevate your presentation game even further.

Mastering Presenter View basics can tremendously improve your presentation skills. But if you’re looking to elevate your game and leave a lasting impression, dive into these advanced features:

H3: Seamless Transition Between Slides The art of a great presentation lies not just in the content but also in the delivery. A choppy slide transition can disrupt the flow. PowerPoint offers a plethora of transition effects — from subtle fades to dynamic 3D effects.

• Go to the Transitions tab.
• Browse and select your preferred effect.
• Adjust the transition duration if needed.
• Click Apply To All to maintain uniformity.

H3: Use Zoom to Focus on Details Occasionally, you might want to draw attention to specific details on a slide. Instead of making your audience squint, use the in-built Zoom feature.

• Tip : Combine zoom with a laser pointer or pen tool for emphasis.

H3: Ink Annotations Annotating directly on your slides can be beneficial for interactive sessions or workshops. PowerPoint’s “Ink” feature allows you to do just that.

• Did You Know? : Ink annotations made during a presentation can be saved for future reference!

H3: Embed Multimedia for a Rich Experience Modern presentations often go beyond static slides. Consider embedding videos, audio clips, or even live web content to keep your audience engaged.

• Navigate to the Insert tab.
• Choose Video or Audio and select your file.
• Adjust playback settings under the Playback tab.

H3: Custom Slide Show Sometimes, different segments of your audience require varied content. Instead of having multiple PPT files, create a custom slideshow within the same presentation.

PowerPoint’s Presenter View is akin to a secret weapon, waiting in the wings, ready to empower speakers, educators, and presenters globally. Whether you’re a novice taking your first steps into the world of presentations or a seasoned speaker aiming to refine your skills, the Presenter View, along with the myriad features PowerPoint offers, ensures your content shines in the best light.

Remember, a successful presentation doesn’t merely rely on flashy slides or multimedia elements. It’s the seamless blend of content, delivery, and engagement. And with tools like Presenter View, you’re equipped to handle the technical aspects, allowing you to focus on what truly matters – connecting with your audience.

As Bill Gates once said:

“If you think the PowerPoint presentation is there for you as the presenter, you’re wrong. It’s there for the audience.”

So, the next time you’re gearing up for that crucial pitch, workshop, or lecture, take a moment to familiarize yourself with Presenter View. Your audience — and your confidence — will thank you for it.

Happy presenting!

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Outline View in PowerPoint – Everything You Need to Know!

By: Author Shrot Katewa

Not a lot of people are aware that you can actually make a presentation by outlining your key points in a simple bulleted list format! This is where the Outline View in PowerPoint comes in handy!

In today’s article, we will take a look at the “Outline View” in PowerPoint, how to access it, and how to work with your presentation in the outline view!

So, let’s get started!

1. What is Outline View and Why is it Used?

The “Outline View” in Microsoft PowerPoint is a way of accessing the slides in a more simplistic manner. It removes the clutter of images and other infographics from your slides and helps you focus specifically on the text present on the slides.

In the outline view, you can see a list of the titles, subtitles as well as text on each slide. Using the outline view you can easily organize key information on your slides. You can also export or import the outline to and from other documents.

Furthermore, the outline view is also editable, which makes it easier to add or remove any text from the PowerPoint presentation.

2. How to Access the Outline View in PowerPoint?

In Microsoft PowerPoint, you can very easily access the outline view and navigate it.

To access the outline view in PowerPoint, first, click on the “View” tab in the menu bar located at the top of the screen. In the “View” menu, click on “Outline View” which is the second option in the “Presentation Views” section.

This will show the presentation outline in a sidebar on the left side of the screen.

3. How to Expand Slides in Outline View?

In the “Outline View” , you can expand any or all slides to view all the content within the slide. There are 3 different methods you can use to expand the slides in the outline view.

3a. Method 1 – Using Right-Click

You have to first open the “Outline View” from the “View” menu. In the outline sidebar located at the left side of the screen, “Right Click” on the box beside the slide number which you want to expand.

Then click on the “Expand” option from the right-click menu.

3b. Method 2 – Using Double-Click

You can use the double-click method to quickly expand the slide outline. All you have to do is “Double Click” on the box located between the slide number and the slide title.

3c. Expand All Slides Using Expand All Feature

In the “Outline View” , you can also expand all the slides at once. To do so, “Right Click” on the box next to any slide. In the right-click menu, click on the arrow beside the “Expand” option to open another dropdown menu.

Then click on the “Expand All” option to expand all the slides.

4. How to Collapse Slides in Outline View?

Microsoft PowerPoint offers various methods to collapse slides in the “Outline View” . Collapsing the slides can help you see the list of the slides in a presentation easily.

4a. Using Right-Click

In the “Outline View” , locate the expanded slide from the sidebar on the left side of the screen. Then “Right Click” on the box next to the slide number and click on the “Collapse” option from the pop-up menu.

4b. Using Double-Click

To collapse a slide using the double-click method, all you have to do is “Double Click” on the box at the left side of the expanded slide. The slide will immediately collapse hiding all the text except the heading.

4c. Collapse All Feature

You can also collapse all the slides at once. To do so, “Right Click” on any slide in the outline. Then click on the arrow beside the “Collapse” option.

Finally, you have to click on the “Collapse All” option from the secondary pop-up menu.

5. How to Rearrange Slides in Outline View?

When reviewing the outline of a PowerPoint presentation, you may need to rearrange some slides based on their contents.

In the “Outline View” , you can move a slide in between the contents of another slide. You can also simply move a slide up or down.

5a. How to Move Up Slides in Outline View?

In the “Outline View” , you can move a slide up by one or even more slides. There are different methods to move up slides in PowerPoint. The first step is to click on the “Outline View” option from the “View” menu.

Method 1 – Using Right-Click

In the “Outline View” sidebar at the left side of the screen, “Right Click” on the slide you want to move up. Then click on the “Move Up” option from the right-click menu.

To move up the slide further, repeat the process until the slide reaches the preferred position in the outline.

Method 2 – Using Drag & Drop

You can also move up a slide quickly by using the drag and drop method. All you have to do is click and hold on to the box next to the slide number and then drag the slide up as much as you need.

5b. How to Move Down Slides in Outline View in PowerPoint?

Similar to the process of moving up a slide, you can easily move down a slide. All you have to do is “Right Click” on the slide from the outlines on the left side of the screen.

Then click on the “Move Down” option from the pop-up menu. Alternatively, you can drag and drop the slide to the preferred position.

6. How to Add Content on Slides Using Outline View?

The presentation outline in the “Outline View” is editable. Thus, you can edit the content of a slide by editing the outline. To add content on slides using the “Outline View” , follow the 2 simple steps.

Step-1: Open the Outline View

In the menu ribbon located at the top of the screen, click on the “View” tab. You have to then click on the “Outline View” option which is the second option in the “Presentation Views” section of the “View” menu.

Step-2: Click on the slide and add content to the outline

In the outline sidebar at the left side of the screen, click on the slide and heading level where you want to add content. Then type in the content. You will see the text being added to the presentation slide.

If you want to add text in a new line, simply press “Enter” and start adding the content. It will be visible separately on the slide.

6a. How to Increase or Decrease Indent of Content in Outline View?

To increase or decrease the indent of content in the “Outline View” , click on the “Home” tab in PowerPoint . Next, you have to click on the content in the outline sidebar for which you want to change the indentation.

Increase Indentation

By increasing the indent level, you push the content to the right. The content is thus moved to a higher list level. To increase the indentation, click on the “Increase List Level” option in the “Paragraph” section of the “Home” tab in PowerPoint.

Decrease Indentation

By decreasing the indent level, you can push the content to the left, and decrease the list level. To do so, click on the “Decrease List Level” option in the “Paragraph” section of the “Home” menu.

7. How to Change Content Hierarchy Using Outline View in PowerPoint?

In the “Outline View” , you can change the content hierarchy of the contents within a slide.

Content hierarchy is the order of the content in a slide. The top of the hierarchy is the heading and then the “List level 1” , “List level 2” and so on.

7a. Promote Content in Outline View in PowerPoint

Promoting content pushes the content up the hierarchy.

To promote content in outline view in PowerPoint, you have to first “Right Click” on the content in the outline sidebar. Then click on the “Promote” option from the right-click menu.

You can repeat this process to promote the content up to a few hierarchy levels. However, you cannot promote a “Heading” since it is the highest level in the hierarchy.

7b. Demote Content in Outline View in PowerPoint

When you demote content, it is pushed down the hierarchy.

To demote content in outline view in PowerPoint, “Right Click” on the content in the outline that you want to demote. Then click on the “Demote” option.

You can repeat the process to move the content further down the hierarchy. For headings, you can only demote the heading of a text-only slide.

8. How to Go Back to Normal View from Outline View in PowerPoint?

If you want to exit the “Outline View” , you can easily return to the “Normal View” in PowerPoint.

To go back to “Normal View” from “Outline View” , all you have to do is click on the “View” tab in the menu ribbon. Then click on the “Normal” option which is the first option in the “View” menu.

9. How to Save Your PowerPoint Presentation as an Outline?

Besides viewing the presentation outline, you can also save your PowerPoint Presentation as an outline. All you have to do is follow the 4 easy steps.

Step-1: Click on the “Save As” option

In the menu ribbon at the top of the screen, click on the “File” tab to open the “File” menu. Then click on the “Save As” option in the “File” menu.

Step-2: Click on “More options”

In the “Save As” screen, click on the “More options” option which is above the “New Folder” button (as shown in the image in step 1). This will open a dialog box.

Step-3: Click on “Outline/RTF”

In the “Save As” dialog box, click on the “Save as type” box at the bottom. Then click on the “Outline/RTF” option from the pop-up menu.

Step-4: Click on the “Save” option

Now all you have to do is click on the “Save” button at the bottom of the “Save As” dialog box. This will save the PowerPoint presentation as an outline.

10. How to Print Outline View in PowerPoint?

Microsoft PowerPoint allows you to print the outline of the presentation only. All you have to do is follow the 3 simple steps.

Step-1: Click on the “File” tab

In the open PowerPoint presentation, click on the “File” tab from the menu ribbon located at the top of the screen. In the sidebar of the “File” menu, click on the “Print” option.

Step-2: Click on the “Print Layout” option

Under the “Settings” section, click on the box that says “Full Page Slides” . It will open a “Print Layout” pop-up menu. In the pop-up menu, click on the “Outline” option.

The presentation outline will appear on the preview screen.

Step-3: Click on the “Print” option

Finally, you have to make sure the device is connected to a printer. Then all you have to do is click on the “Print” button at the top of the screen.

11. How to Convert a Word Outline into a PowerPoint Presentation Using Outline View?

Microsoft PowerPoint allows you to import the outline from a Microsoft Word file. Importing an outline will automatically create slides for you. All you have to do is follow the 3 easy steps.

Step-1: Click on the “Slides from Outline” option

The first step is to click on the “Home” tab in the menu ribbon. In the “Slides” section of the “Home” menu, click on the “New Slide” option to open a dropdown menu.

Click on the “Slides from Outline” option from the bottom of the dropdown menu.

Step-2: Click on the “Insert” button

In the “Insert Outline” dialog box, click on the Microsoft Word document which you want to import. Then click on the “Insert” button at the bottom of the dialog box.

Step-3: Arrange the content

Since the process automatically transforms the Word outline into a PowerPoint outline, the content may need some adjustments. If the Word outline does not have any headings, each paragraph will be converted into a slide.

To arrange them, “Right Click” on the content, and then click on the preferred option from the “Move Up” , “Move Down” , “Promote” and “Demote” options in the right-click menu.

12. Outline View Not Showing Text? Here’s Why!

In Microsoft PowerPoint “Outline View” , the text in the content placeholder is automatically shown in the outline. So when a slide has no content placeholder, the outline will not show any text.

To solve the problem, you will first need to add a placeholder in PowerPoint . Follow the steps mentioned below –

Step-1: Click on the “Slide Master” option

The first step is to open the slide where the “Outline View” is not showing any text. Then click on the “View” tab from the menu ribbon. In the “Master Views” section of the “View” menu, click on the “Slide Master” option.

Step-2: Click on the “Insert Placeholder” button

The next step is to click on the “Insert Placeholder” option in the “Master Layout” section of the “Slide Master” view. Then click on the “Content” option from the dropdown menu.

Step-3: Draw the “Content Placeholder”

Now all you have to do is draw the “Content Placeholder” into the slide layout. You can also resize and reposition the placeholder.

Click on the “Shape Format” tab in the menu ribbon to access more options to edit the content placeholder.

Step-4: Click on the “Close Master View” option

To save the content placeholder, click on the “Close Master View” option under the “Slide Master” tab. The screen will return to “Normal View” .

Step-5: Paste the text to the “Content Placeholder”

The final step is to cut the text in the slide and paste it into the “Content Placeholder” . To do so, select the text and press the “Ctrl+X” keys on your keyboard. Then click on the “Content Placeholder” and press the “Ctrl+V” keys.

Step-6: Click on the “Outline View” option

In the menu ribbon, click on the “View” tab and then click on the “Outline View” option. You will see that the text is now showing in the outline view.

Credit to Katemangostar (on Freepik) for the featured image of this article (further edited)