Microsoft

Keep supporting details handy for your PowerPoint presentations

When someone raises a question during your presentation, you can try to wing it -- or you can smoothly bring up an ancillary slide that clarifies the issue. Having a few extra slides up your sleeve can make all the difference in the success of your delivery.

 

 

To make a presentation informative and efficient, you may sometimes exclude details that aren't of interest to the general audience. But as soon as you make that decision, you can count on someone asking about what you left out. You can try to answer the question and move on. Or you can include a supporting slide. That way, if the topic comes up, you can skip to the slide, have a short discussion, and then return to the main presentation, exactly where you left off.

Note: This information is also available as a PDF download.

Create the supporting slide

Supporting can mean many things, but for this technique, the term refers to an optional slide that's available but that you might not display. A supporting slide contains data that further defines or augments information on another slide in the presentation. Simply insert a link on the slide that requires a supporting slide. Similarly, link the supporting slide to the slide it supports. Then, just hide the supporting slide. You can decide when -- or if -- to display it. In addition, you can print a support slide along with the presentation.

For example, the slide in Figure A highlights consulting skills. If someone asks how to contact a consultant, you can display the supporting slide with that specific information, shown in Figure B.

Figure A: Most slides exclude details.

main slide

Figure B: This supporting slide contains contact information, in case someone in the audience requests it.

supporting slide

Once you identify a slide that's apt to prompt questions (like the one in Figure A), create the supporting slide and add a Return action button that takes you back to the main slide, as follows:

  1. With the supporting slide selected, choose Action Buttons from the Slide Show menu.
  2. Choose Action Button: Return (the first button on the third line). In PowerPoint 2007, choose Action Buttons from the Shapes tool in the Illustrations group on the Insert tab.
  3. Click the slide to insert a button.
  4. Click the Mouse Click tab.
  5. Click the Hyperlink To option in the Action On Click section and choose Last Slide Viewed, as shown in Figure C and click OK.

Figure C: Add a Return button to the support slide.

action button

You can change the Return button if you like. Right-click the button and choose Format AutoShape. The default button fits our needs fine.

Now hide it and link to it

To keep PowerPoint from displaying the supporting slide during the presentation, you must hide it. The slide will stay with your presentation and be available, but it's up to you to decide whether to show it. To hide the supporting slide, choose Hide Slide From Slide Show. PowerPoint identifies a hidden slide by displaying a strikethrough line in the number icon in Normal view.

At this point, the supporting slide is finished, so you just need to link to it. Select the slide that requires a supporting slide. If you're lucky, the slide will contain a picture or graphic you can use as a hyperlink. If not, you'll have to add something. (As a last resort, use an Action button.)

For our purposes, the consultant's name provides the perfect hyperlink hot spot. To add a hyperlink to the supporting slide, do the following:

  1. Select the text or graphic you want to use as a hyperlink. In this case, that's the consultant's name in the slide's title.
  2. Right-click the selection and choose Action Settings to display the Action Settings dialog box. (You could also choose Hyperlink from the Insert menu.) In PowerPoint 2007, click Hyperlinks in the in the Links group on the Insert tab.
  3. Select Hyperlink To.
  4. Choose Slide from the Hyperlink To drop-down list, shown in Figure D.

Figure D: Create a hyperlink from text on the original slide.

hyperlink

  1. In the Hyperlink To Slide dialog box, highlight the supporting slide, as shown in Figure E.

Figure E: Point to the supporting slide.

link back

  1. Click OK twice.
  2. Save your presentation.

While running the presentation, PowerPoint never displays the supporting (hidden) slide on its own. You must click the hyperlink on the original slide to display the supporting slide. When you're finished, click the Return button to go back to the original slide so you can continue the presentation. The downside to this technique is that the hyperlink usurps the text's format.

I've got that information right here... somewhere... hold on...

Being unprepared to answer questions from the audience can be frustrating (and embarrassing) for you and disappointing to your audience. Add details to supporting slides and then display the information as needed. The details are there, but only if you need them. This technique is great for displaying flow charts, detailed figures, and so on -- anything that supports the presentation can end up on a supporting slide.


Susan Sales Harkins is an independent consultant and the author of several articles and books on database technologies. Her most recent book is Mastering Microsoft SQL Server 2005 Express, with Mike Gunderloy, published by Sybex. Other collaborations with Gunderloy are Automating Microsoft Access 2003 with VBA, Upgrader's Guide to Microsoft Office System 2003, ICDL Exam Cram 2, and Absolute Beginner's Guide to Microsoft Access 2003, all published by Que. Currently, Susan volunteers as the Publications Director for Database Advisors. You can reach her at ssharkins@gmail.com.

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

11 comments
donnakline
donnakline

This is a really cool addition. A genuinely useful option.

danny
danny

The concept of using Hyperlinks to supporting data is an "eye-opener" to many of the clients I train. Keep you presentation clean and focused. But, be prepared to go into greater detail when the need arises. I also Hyperlink to Excel and Word files. The key is to remember to include a Hyperlink from those documents back to your PowerPoint Presentation. And, also keep those documents in the same file directory as the PP Presentation. Thank you for sharing this technique with us. Danny Rocks www.thecompanyrocks.com

info
info

Sue, Thank you for sharing this. I will be using the information you have presented. Larry

steve.hards
steve.hards

Hyperlinking to other slides is a great technique hardly exploited by most presenters, so thanks Susan, for pointing it out. It may even change the way you present entirely, as I discovered at the Aspire Communications website, http://www.aspirecommunications.com The author, Robert Lane has been perfecting these techniques for ten years or more.

ssharkins
ssharkins

Thanks for responding. I'm glad you found the technique useful.

ssharkins
ssharkins

Thanks Steve, and I agree with you about it being a missed opportunity. Technically, it is so simple, but I don't think most users put it together with accessing out-of-sequence slides. I'm glad you liked the technique.

steve.hards
steve.hards

I thought you set it out it very well and will refer people to your explanation. By the way, on the matter of "The downside to this technique is that the hyperlink usurps the text?s format." This can be avoided by not using a text box for the text you want to put the link on, but by putting the text onto a regular shape. Then create the hyperlink from the shape and set the shape's fill to 100% transparent. That way the text will not be reformatted and you will actually have a slightly bigger target for the hyperlink, which can be useful when presenting.

cbosse
cbosse

Glad you liked the idea! It all depends if I'm building a presentation for my own needs or for a customer's needs. For myself, I like to use parts of the visuals on my slide. This makes my links less obvious and the visuals remind me of the extra information I have available for a given element. In the case of a presentation built for a customer, I ask him what visual element would help him remember the extra info. I usually end up using some small buttons with a keyword tag or a button filled with a picture of the extra info. As long as it helps the presenter, anything with a professional look can do.

ssharkins
ssharkins

That's an excellent idea, but how do you remember all of those extra slides? What cues do you use as reminders during the presentation?

cbosse
cbosse

Thanks for the great tip Susan! Hiding supporting details is also a great way to become more flexible presenters and adapt our speech to our audience. I personally use this technique to build longer lasting presentations that adapt to many audiences. I take a little more development time for my first presentation but can reuse it for many purposes afterwards.

ssharkins
ssharkins

Thank you so much -- I'm glad you found the article helpful.

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