Tutorial 02

Looping Presentations - But not all of them!

This tutorial guides you through how to link different presentations together, but with the added advantage of being able to choose which presentations will loop continuously until you press the "Esc" key. It's great for:

• Having a looping presentation at the beginning of a show while the audience gets into a room. e.g. Advertisers logos looping until the presentation is ready to start

• Telling the audience when the presentations will start

• Keeping all the different presentations separate and at a manageable size

• Avoiding the annoying black screens in between presentations like you get with the list (.LST) method using the powerpoint viewer

• It doesn't require you to click on any hyperlinked buttons to call up any of the presentations, just press the "Esc" key to stop the looping presentation. Simple!

• FREE Downloadable files available at the end to see how it's done
  

Theory:

This technique works by having what we will call a show presentation. The show presentation effectively calls up all the other linked presentations and then displays them. The trick is to have a common slide that is identical on all the presentations. The common slide must be the very first and last slide of all the linked presentations. The linked presentations can be using any template, it simply doesn't matter. When you display the show presentation, powerpoint will display the common slide (from the show presentation), when it has displayed the common slide, it will then load up the next linked presentation and display it automatically, again it will show the common slide. This is how it makes it seamless. You don't have to click any buttons on the screen. You don't have to stop the presentation and load up the next one. Sounds complicated? Then follow this step by step guide:

Step-by-Step Guide:

1	For this tutorial we will create a directory / folder on our computer called C:\Tutorials\Looping
2	Put all your presentations in this directory. For this tutorial we will just have two presentations that we will link to, (Looping.ppt is the presentation that will loop, and linked01.ppt is the actual presentation) and our show presentation.
3	Using powerpoint, save one of your presentations as "Show01.ppt". This is the presentation that will call up all the other presentations.
4	Make a common screen as the first slide in this presentation. It's important that any background images are actually on this page and not on the "slide master". It's also important that this slide is using the layout called "blank", as this helps powerpoint from re-formatting your common slide when you paste it into other presentations
5	Now for the clever stuff! Choose the Insert Menu, Click on Object and the following will appear
6	Click on Create from file and the following will appear
7	Click on the "Browse" button and navigate to your first presentation that you want displayed when you run the show.
8	Click on your first presentation (in this case Looping.ppt) and click OK.
9	Click on "Link" and you should see the following
10	Click on "Display as icon" and then click the "OK" button
11	The following icon will appear
12	Click and drag the icon off to the edge of your page
13	You've successfully linked a presentation into your show presentation. Now to tell powerpoint to display the linked presentation. Right click the icon and select "Custom Animation"
14	Change the "Entry animation and sound" from "No Effect" to "Appear"
15	Click on the "Play Settings" tab, change the "Object action" from "Don't Play" to "Show"
16	Click on the "Timing" tab, make sure that the "Start animation" is set to "Automatically" and "0" seconds after previous event. This way powerpoint will automatically load your linked presentation without any user intervention.
17	As an extra step you could add a note to yourself, again off the edge of the screen, just above the powerpoint icon. For example:
18	To link in the rest of your presentations. Copy this slide by choosing the "Insert" menu, and select "Duplicate Slide". Delete the powerpoint icon at the edge of the screen. Repeat steps 5-17
19	For each linked presentation you must add the "common" slide as the first and last slide. So powerpoint will display the same slide when it jumps from each linked presentation and back to the "show01.ppt" presentation.
20	To make your "looping" presentation loop: Choose the "Slide Show" menu, click on "Set Up Show", make sure "Loop continuously until Esc" is ticked. Under "Advance Slide" tick "Use timings if present"
21	To tell powerpoint how long to display each slide: Choose the "Slide Show" menu, click on "Slide Transition", Under the "Advance" settings, Tick "automatically after x seconds": Typically about 5 seconds is long enough to display a logo. 10 seconds for a couple of lines of text. 15 seconds for a page full of text. Make sure the "On mouse click" is ticked also. This will give you to option of advancing the slides using the keyboard or mouse if you so require.
22	Save It That's it! To display the actual show, all you need to do is load the file called "show01.ppt" and display it. Please note when you load the presentation powerpoint will display "this presentation contains links - Do you want to update them"...Always choose "Yes" to this question. Powerpoint will do the rest. To stop the looping presentation just press "Esc" on the keyboard once and powerpoint will exit from the looping presentation back into show01.ppt. press the right cursor key/left mouse button to continue the presentation as you normally would and your into your next presentation. Just use the mouse button or the right cursor key to move forward through the normal (non-looped) presentation. Remember that to move from a linked presentation to the next presentation you will have to click 3 times for powerpoint to display the next presentation. The first click will move back to the "show01.ppt" presentation The second click will move to the next slide in "show01.ppt", powerpoint will then automatically load the next presentation. So you may want to wait half a second before pressing for the 3rd click. The third click will move from the "common" slide in the linked presentation to the first real slide. Phew!

The following assumptions where made for this tutorial:

• You are using powerpoint 97 or above. For powerpoint 2000 the principle is the same except some of the menus will look slightly different.
• All your presentations should have the page size set to "on-screen".
• You already have your presentations already made.
• You can put your presentations in any folder you like, but to be on the safe side it's best if you replicate the directory structure on any computer you transfer the presentations to.
• You can use filenames longer than the 8.3 convention

To download the files used in this tutorial right click the image below, then choose "Save target as" (IE) or "Save Link As" (Netscape).

The file downloaded is a Zipped file which will need unzipping.
It contains all three files used in this tutorial. Filesize 0.5mb
It's important that you place the unzipped files in C:\Tutorials\Looping as this is where powerpoint will be looking for the files.

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