When preparing a PowerPoint presentation for clients or colleagues, you must first consider the monitor setup you'll be using. In a single monitor setup, consider presenting in Slide Show View, which displays the presentation on the monitor in full-screen mode. If you have a dual-monitor situation (for example, you're using a laptop connected to a monitor or external display), you may also use Presenter View, which displays the full-screen presentation on the secondary display for your audience, and a smaller version with your notes on the primary display for your reference.
Configuring the External Display
Plug one end of a video cable into your computer's video port. The port will either be a blue VGA port or a white DVI input.
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Plug the other end of the cable into the matching port on the monitor or projector, as appropriate.
Repeat the previous step for the second monitor, if applicable. You must have either a second video card installed in your computer, or a video card that supports using a video splitter, in order to use a dual-monitor configuration.
Turn on the computer and the monitor, or projector. If you're using a projector, log-in to Windows and press the Windows key and "P" to pull up the display options menu. "Duplicate" projects your desktop onto the projector screen, while also displaying it on your computer's display. "Extend" provides a dual-display configuration which is good for presentations held in Presenter View mode.
Slide Show View
Open your presentation. It's a good idea to spend five minutes going through all the slides to make sure everything is in order and to ensure that any audio or video clips work correctly. If your slides contain audio, remember to plug in a set of speakers, if the monitor doesn't have a speaker bar attached. The audio-out port is usually green and may be labeled with a headphone icon.
Click the "Slide Show" tab and select "From beginning."
Click your mouse or press any key to advance. Press the "Esc" key to exit. If you're given a "clicker" to use instead, plug it into a USB port on the computer -- wireless mice also come in handy.
Open the presentation. Make any necessary last minute revisions and verify that the audio is working correctly, if your slides contain audio clips.
Click the "Slide Show" tab.
Check the "Use Presenter View" checkbox in the Monitors group. The Display applet from Control Panel will appear.
Click the monitor that you want to use to display your speaker notes.
Check the "This is my main monitor" checkbox.
Click the second monitor.
Check the "Extend my Windows Desktop onto this monitor" checkbox and click "OK."
Make sure that the second monitor is selected in the "Show On" drop-down menu. This is the monitor that the audience will see.
Click the "View" tab.
Click "Slide Show" in the Presentation Views group. As with Slide Show View, click your mouse or press any key to advance to the next slide and press "Esc" to exit.