Add flexibility with custom shows

You may need the flexibility to vary your presentation, depending on the audience, last minute decisions, or the amount of time you have available. Building this flexibility into your presentation can avoid embarrassing time overruns, last minute corrections, or not having the information an audience member asks for.

There are several ways to create options that allow your presentation to change at the last minute. For example, you can include hyperlinks to other presentations that you can use if necessary. But one of the most useful and powerful techniques is custom shows.

A custom show is a set of slides within your presentation that you name. For example, you might have 2 slides that you call Details. These slides can provide additional information that you can go to if appropriate. A custom show can have two purposes:

• To add some additional slides in the event of a question on a certain topic or if you have more time than you expected and need extra content
• As an alternative ending, in case you have less time than expected, or there’s a possibility that a last-minute decision might change your presentation at the last minute

You can create any number of custom shows.

When you use the custom show, you can do so in two ways:

• Scenario 1: Jump to the first slide of the custom show, display the slides in the custom show, and return to the slide where you left off. Use this method when you want the option to add additional slides to your presentation.
• Scenario 2: Jump to the first slide of the custom show, display the slides in the custom show, and end the presentation. Use this method when you want an alternative ending, either to shorten a presentation, or to allow for last-minute changes.

First, figure out how you’ll use the custom show, that is, whether you’ll want to return to your original slide, or end with the custom show. Then, create the slides for the custom show. While they don’t have to be consecutive, you’ll find it easier to keep your navigation straight in your mind if they are consecutive. Also, it’s easiest if you put them at the end of the main set of slides that you’re sure you’ll show.

Then define the custom show:

1.    In PowerPoint 2003, choose Slide Show>Custom Shows. In PowerPoint 2007 & 2010, choose Slide Show tab> Start Slide Show group> Custom Slide Show> Custom Shows.

2.    Click New.

3.    In the Define Custom Show dialog box, select the slides that will be in the custom show on the left, and click Add.

4.    Click OK.

5.    Click Close.

the Define Custom Show dialog box

So, your presentation might look like this:

• Slide 1
• Slide 2
• Slide 3
• Slide 4
• Custom Show Slide 1
• Custom Show Slide 2

You link to a custom show; it’s really a hyperlink. By specifying whether you want to return to the original slide, you control how the custom show works in the framework of the rest of the presentation.

Note: Slides in your custom show display if you just click through to the end, without using the link to the custom show. Therefore, if you decide not to use the custom show, you need to be careful to stop at the last slide before the custom show, which would be Slide 4 in the example above. I suggest putting some visual sign on the last slide (Slide 4), to remind you not to continue. A neat workaround is to hide the custom show slides. Select them in the Outline pane and choose Slide Show> Hide Slide in 2003 or Slide Show tab> Set Up group> Hide Slide in 2007 & 2010. Now, the slides won’t show unless you click a link to them.

I’ve discussed two scenarios Using the above slide structure, here’s what you might do for each:

Scenario 1: Let’s say that you want to have the option to display the custom show slides after Slide 3, then continue on to Slide 4. Follow these steps:

1.    On Slide 3, insert an AutoShape or Action Shape. If you want, you can add some helpful text. On the other hand, you can remove the line and make the fill transparent to make it invisible. (But remember where it is!)

2.    With the AutoShape/Shape selected, choose Insert> Hyperlink.

3.    On the left, choose Places in This Document.

4. In the Select a Place in This Document box, scroll down to the Custom Shows item and choose your custom show.

Select a Place in This Document box

5.    Because you want to continue on with your presentation, check the Show and Return check box.

6.    Click OK.

Here’s what will happen.

1.   You’ll show slides 1-3.

2.   On Slide 3, you’ll click the custom show button and go to the first slide of the custom show.

3.   You’ll continue through the custom show.

4.   Then you’ll return to slide 3.

5.   You’ll continue through the main presentation until the end (Slide 4 in the above example).

Scenario 2: Let’s say that you want to have the option to show the custom show instead of Slide 4. Follow the same steps as previously, but don’t check the Show and Return check box. Here’s what will happen:

1.   You’ll show slides 1-3.

2.   On Slide 3, you’ll click the custom show button and go to the first slide of the custom show.

3.   You’ll continue through the custom show. At the end of the custom show, the presentation will end.

As you can see, custom shows give you flexibility when you present, and allow you to create non-linear presentations. They are a powerful tool.