Get Organized: Use Sections In Your PowerPoint Presentation!

The preparation

Tell me, how many times have you seen one of these? If you use PowerPoint on a regular basis you might see them all the time. In fact you might be looking at your own presentations and think what’s wrong with that? Nothing at all, but how easy is it to search for those slides which represent a specific portion of that presentation? Exactly that’s where the use of sections in PowerPoint come in handy. Click on the image to enlarge (big picture!)

In this blogpost i will show you how easy it is to use sections in your PowerPoint presentations. This does not only makes it easy for you to work with several portions of your presentation, it is also perfect for collaboration and printing.
Warning: once you have used this you might not want to go back to your old way of prepping but that’s exactly what i’m hoping for 🙂
So open up a PowerPoint presentation and follow the steps in this post.

Determine the sections of your presentation
The first step to organizing your presentation is determining the various sections of your presentations. If you have setup your presentation you can ‘feel’ where a new section starts. For this example i will use the presentation you saw in the first image. The good thing is that this is a presentation you can easily divide into sections by looking at the title slides. Every title slide is a slide where a new topic starts about the new features of Access 2010.

Choose your view
You can add sections to the presentation in either ‘Normal View’ or ‘Slide Sorter View’. For this example the view is set to Slide Sorter View. Now what i do is I rightclick the first slide and choose “Add Section”.

You will see that a section is added to your presentation. It’s a horizontal line with the staggering name “Untitled Section”. So the first logical step would be to rename this section to something more compelling like “Introduction”. Rightclick on the newly added section and choose “Rename Section”.

NOTE: every time you create a section all the remaining slides will be selected!. So to create your next section you should click somewhere in the slide sorter to make sure nothing is selected anymore. The alternative would be to select all the slides you think should be within your section and then choose “Add Section”. This will create a specific section for the selected slides.

Now let’s determine the start for the second section. That’s easy in this presentation. It’s the third slide “Getting Sarted Faster”, so we rightclick that slide and choose “Add Section” again. Because this slide has such a distinctine title we can rename this section to that title. I will add the next sections as well this way and the end result looks like this:

How neat does that look!?

Advantages of using sections
So what’s so special about that you might think. Well first of all you can collapse en expand all sections. You can expand just that section you need to work with and keep all others closed. When collaborating with someone else on a presentation you are able to define on which section someone should work. This is especially convenient when working with office 365. And finally not to forget you can print a specific section of your presentation. Normally you would choose Print – select slides and so on. Now you are able to print a specific section.

I think all in all that this technique should be used in every presentation. I see to many presentations with dozens of slides and just the bare look at it makes me want to go to sleep. So keep your audience awake but most of all keep your presentation organized.

Happy dividing 🙂

3 thoughts on “Get Organized: Use Sections In Your PowerPoint Presentation!

  1. Sasa Kranjac

    You’re right! I’ve seen cluttered presentations countless times and people are not used using this fantastic feature despite being there in front of their mouse cursors (or eyes)!


Leave a Reply

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s