applied tips : january 2007
microsoft powerpoint : the power of two
It can get really annoying having to run through a slide show, stop the slide show, make changes to the slide show, and then start the slide show, only to have to repeat this process all over again when you need to make more changes. Wouldn’t it be nice to be able to see the slide show in the PowerPoint window at the same time, rather than only viewing the slide show being projected on the projector?
You’re in luck. This article will show you how to run a full-screen slide show and edit it or view it in the main PowerPoint window at the same time. All it takes is some extra hardware and adjustments on your computer and in the PowerPoint application.
Advantages
Here are some of the advantages of using the dual-monitor feature:
- View the slide show and edit it at the same time: With two monitors, you can view the presentation in the PowerPoint window on one screen, while the slide show plays on the other screen. This is useful for editing the slide show before you play it.
- View the slide show in the PowerPoint window without disrupting the slide show: When the slide show is displayed on another monitor, you can read your speaker notes or look at other slides without disrupting the slide show. You can even move back and forth between screens with the mouse pointer. The two screens are still synchronized to a point, however: when a slide is advanced in the presentation in full screen mode, the slide show in the PowerPoint window also displays that slide, so it is re-synchronized. This is also useful for taking notes from audience comments, or notes for yourself. (The slide show being presented is totally separate from the PowerPoint screen in 2003: no re-synching happens.)
- Use other programs while the presentation is running: Dual monitors are also very useful if you want to use other programs besides PowerPoint while you run your presentation. For example, you could use Word to take meeting minutes without obscuring the presentation. Or, you could drag a spreadsheet from Excel onto the presentation monitor to discuss the spreadsheet, and then drag it back.
Hardware
Let’s talk about what kind of hardware you need to get this thing going. Most laptops have an adapter where you can plug in another monitor or projector, so all you need is to hook up this port to another monitor or projector. If you’re using a desktop computer, you need another monitor, and you may need to install another video card in order to be able to use the dual-monitor feature.
Once you have the hardware you need organized, you’re ready to configure your computer and PowerPoint to use them.
Configuring Windows
Once you have the hardware you need, you’re ready to set up your system for dual monitors. If your system is on and both monitors display the same thing, you need to change the display settings in order to “extend” your desktop to the second monitor.
Right-click the desktop and select Properties from the shortcut menu. Click the Settings tab. If Windows can detect more than one monitor, it will display those monitors in the dialog box. Click the monitor you want to use as the second monitor, then click the “Extend my Windows desktop onto this monitor” check box. Click OK. Now the second monitor should look like an empty desktop, and you’re ready to use the dual monitors for your presentation.
Configuring PowerPoint
PowerPoint may automatically play your presentations on the second monitor. If it doesn’t automatically do this, you’ll have to set it up so that it plays on the second monitor. Select Slide Show > Set Up Show from the menu. Click the “Display slide show on” list arrow and select Monitor 2 Default Monitor. Click OK, and you’re ready to go!
The next time you view your slide show, it will appear on the second screen, while the first screen displays your desktop and the PowerPoint window.
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