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Workplace Software and Skills

7.4 Preparing a Google Slides Collection for Presentation

Workplace Software and Skills7.4 Preparing a Google Slides Collection for Presentation

Table of contents
  1. Preface
  2. 1 Technology in Everyday Life and Business
    1. Chapter Scenario
    2. 1.1 Computing from Inception to Today
    3. 1.2 Computer Hardware and Networks
    4. 1.3 The Internet, Cloud Computing, and the Internet of Things
    5. 1.4 Safety, Security, Privacy, and the Ethical Use of Technology
    6. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  3. 2 Essentials of Software Applications for Business
    1. Chapter Scenario
    2. 2.1 Software Basics
    3. 2.2 Files and Folders
    4. 2.3 Communication and Calendar Applications
    5. 2.4 Essentials of Microsoft 365
    6. 2.5 Essentials of Google Workspace
    7. 2.6 Collaboration
    8. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  4. 3 Creating and Working in Documents
    1. Chapter Scenario
    2. 3.1 Navigating Microsoft Word
    3. 3.2 Formatting Document Layout in Microsoft Word
    4. 3.3 Formatting Document Content in Microsoft Word
    5. 3.4 Collaborative Editing and Reviewing in Microsoft Word
    6. 3.5 Document Design
    7. 3.6 Navigating Google Docs
    8. 3.7 Formatting Layout and Content in Google Docs
    9. 3.8 Collaborative Editing and Reviewing in Google Docs
    10. 3.9 Versions and Version History
    11. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  5. 4 Document Preparation
    1. Chapter Scenario
    2. 4.1 Microsoft Word: Advanced Formatting Features
    3. 4.2 Working with Graphics and Text Tools in Microsoft Word
    4. 4.3 Managing Long Documents in Microsoft Word
    5. 4.4 Google Docs: Enhanced Formatting Features
    6. 4.5 Working with Graphics and Text Tools in Google Docs
    7. 4.6 Managing Long Documents in Google Docs
    8. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  6. 5 Advanced Document Preparation
    1. Chapter Scenario
    2. 5.1 Creating Different Document Types in Microsoft Word
    3. 5.2 Mail Merge in Microsoft Word
    4. 5.3 Creating Forms in Microsoft Word
    5. 5.4 Creating Different Document Types in Google Docs
    6. 5.5 Creating Forms in Google Docs
    7. 5.6 Advanced Collaboration in Google Docs
    8. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  7. 6 Preparing Presentations
    1. Chapter Scenario
    2. 6.1 Presentation and Design Essentials
    3. 6.2 Designing a Presentation in Microsoft PowerPoint
    4. 6.3 Formatting Microsoft PowerPoint Slides: Layout and Design Principles
    5. 6.4 Adding Visuals and Features to Microsoft PowerPoint Slides
    6. 6.5 Designing a Presentation in Google Slides
    7. 6.6 Creating Google Slides: Layout and Text
    8. 6.7 Adding Visuals and Features to Google Slides
    9. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  8. 7 Advanced Presentation Skills
    1. Chapter Scenario
    2. 7.1 Effective Presentation Skills
    3. 7.2 Finalizing a Slide Collection
    4. 7.3 Preparing a Microsoft PowerPoint Collection for Presentation
    5. 7.4 Preparing a Google Slides Collection for Presentation
    6. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  9. 8 Content Management Systems and Social Media in Business
    1. Chapter Scenario
    2. 8.1 What Are Content Management Systems?
    3. 8.2 Common Content Management Systems
    4. 8.3 Creating Content with a Content Management System
    5. 8.4 Search Engine Optimization
    6. 8.5 Social Media in Business
    7. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  10. 9 Working with Spreadsheets
    1. Chapter Scenario
    2. 9.1 Microsoft Excel Basics
    3. 9.2 Text and Numbers in Microsoft Excel
    4. 9.3 Calculations and Basic Formulas in Microsoft Excel
    5. 9.4 Formatting and Templates in Microsoft Excel
    6. 9.5 Google Sheets Basics
    7. 9.6 Text and Numbers in Google Sheets
    8. 9.7 Calculations and Basic Formulas in Google Sheets
    9. 9.8 Formatting and Templates in Google Sheets
    10. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  11. 10 Advanced Excel Formulas, Functions, and Techniques
    1. Chapter Scenario
    2. 10.1 Data Tables and Ranges
    3. 10.2 More About Formulas
    4. 10.3 Using Arithmetic, Statistical, and Logical Functions
    5. 10.4 PivotTables
    6. 10.5 Auditing Formulas and Fixing Errors
    7. 10.6 Advanced Formatting Techniques
    8. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  12. 11 Advanced Excel Spreadsheets: Statistical and Data Analysis
    1. Chapter Scenario
    2. 11.1 Understanding Data, Data Validation, and Data Tables
    3. 11.2 Statistical Functions
    4. 11.3 What-If Analysis
    5. 11.4 PivotTables/Charts
    6. 11.5 Data Analysis Charts
    7. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  13. 12 Using Excel in Accounting and Financial Reporting
    1. Chapter Scenario
    2. 12.1 Basic Accounting
    3. 12.2 Financial Functions in Microsoft Excel
    4. 12.3 Integrating Microsoft Excel and Accounting Programs
    5. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  14. 13 Understanding and Using Databases
    1. Chapter Scenario
    2. 13.1 What Is a Database?
    3. 13.2 Microsoft Access: Main Features and Navigation
    4. 13.3 Querying a Database
    5. 13.4 Maintaining Records in a Database
    6. 13.5 Creating Reports in Microsoft Access
    7. 13.6 Creating Forms in Microsoft Access
    8. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  15. 14 Advanced Database Use
    1. Chapter Scenario
    2. 14.1 Advanced Queries in Microsoft Access
    3. 14.2 Multiple Table Forms
    4. 14.3 Customizing Forms
    5. 14.4 Customizing Reports
    6. 14.5 Using Macros
    7. 14.6 Data Analysis and Integration
    8. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
      6. Case Exercises
  16. 15 Integrating Applications
    1. Chapter Scenario
    2. 15.1 Microsoft 365: Collaboration and Integration
    3. 15.2 Microsoft Word: Integration with Microsoft Excel and Microsoft Access
    4. 15.3 Microsoft Word and Microsoft PowerPoint Integration
    5. 15.4 Microsoft Excel and Microsoft PowerPoint Integration
    6. 15.5 Microsoft Excel and Microsoft Access Integration
    7. 15.6 Integrating Data from Other Programs into Google Workspace
    8. 15.7 New Developments: The Role of Artificial Intelligence
    9. 15.8 Mastering Workplace Software Skills: A Project
    10. Chapter Review
      1. Key Terms
      2. Summary
      3. Review Questions
      4. Practice Exercises
      5. Written Questions
  17. Index

Learning Objectives

By the end of this section, you will be able to:

  • Add slide transitions into a slide presentation
  • Understand the commands in the Tools tab
  • Add audio and video to a Slides presentation
  • Know how to use the collaboration tools in Slides

Now that you have mastered creating an engaging presentation in PowerPoint, we will look at similar features in Google Slides. Slides offers collaboration tools similar to those we saw with Docs. You can do much of the same design work in Slides that you can in PowerPoint, albeit with some limitations and differences. Slides offers many templates to get you started, but it also includes all the tools you need to create a presentation from scratch. Here we are going to focus on adding the finishing touches to the Slides presentation you created in Preparing Presentations.

Add Transitions

When presenting, strive to strike a balance between the information that the slideshow conveys and the way it conveys that information. Your goal is to hold the audience’s attention, while not adding so many special effects that you end up distracting them. Transitions are key to achieving this balance.

As with PowerPoint, transitions are the “how”—the way the slides move from one to the next. Transitions must be applied to one slide at a time unless you click on Apply to all slides. When you click on Transitions, found on the right side of the action bar, a sidebar will open up, where you will see a menu of different available transitions (Figure 7.46).

A close-up screenshot of the Slide Transition feature is shown. There is an arrow pointing to the None option.
Figure 7.46 The default is to have no transition between the slides, which means the next slide will appear with no special effects. (Google Slides is a trademark of Google LLC.)

There are several choices to consider when adding transitions to your slides. Not all transitions will provide a professional appearance, and some may be more distracting than impactful. The same principles apply as PowerPoint: always consider the audience’s perspective. As the speaker, could a transition be a helpful tool to help you slow down a bit between slides or topics, or to give you a moment to gather your thoughts as you move to the next slide? As you rehearse your presentation, keep these items in mind. Remember, if you find a transition more bothersome than helpful, it will also be distracting to your audience.

Now, using the My Life in a Snapshot presentation, add a few slide transitions to engage the audience. Open the presentation you created in Slides in Preparing Presentations. You may need to refer to the material in Essentials of Software Applications for Business to remember how to open a file in Google.

Begin by adding a transition to the first slide. First select the slide, then go to Transition on the action bar. Then, from the sidebar on the right, click the down arrow next to None to reveal what transitions are currently applied to the slide. Then click on None in the drop-down menu to reveal the different transition options (Figure 7.47).

Image A shows the drop-down menu for the transitions feature. Image B shows the same transitions features with the Dissolve option selected. There is an arrow pointing to the speed bar, another pointing to the Apply to All Slides button, and another pointing to the Play button.
Figure 7.47 (a) This drop-down menu shows that there are currently no transitions applied to the slide. (b) You can choose to apply a transition to all slides or to the current slide only. (Google Slides is a trademark of Google LLC.)

Try a few options to see which you find most appropriate. To preview the transition, click the Play button at the bottom of the pane. Notice that you can also change the speed of the transition by moving the slider between slow and fast. After you have added the desired transition, adjusted the speed if needed, and looked at the result, click the X in the upper-right-hand corner of the pane to close it out.

Tools Menu

The Tools menu in Slides includes many features for fine-tuning your slides. Here you will find tools for proofing, accessibility, linking objects, and much more (Figure 7.48).

A screenshot of the Tools menu is shown.
Figure 7.48 The Tools menu contains some standard features, such as spell check, as well as features unique to Google, like the Q&A history tool. (Google Slides is a trademark of Google LLC.)

Spelling

The first command in the Tools menu is Spelling. Clicking on Spelling opens a menu with three choices: Spell check, Show spelling suggestions, and Personal dictionary. These are all standard proofing tools that behave just like the ones you have already encountered in Docs (Collaborative Editing and Reviewing in Google Docs). The Personal dictionary is especially useful if you use several terms that may be unique to your business, including variations on the name of the business. For example, you could keep a list of employees’ names in your Personal dictionary, which will save you time when you need to issue different documents to employees and will prevent you from being stopped by spell check.

Linked Objects

Linked objects is also found in the Tools menu. Clicking on Linked objects brings up a viewing pane on the right and lists anything in your presentation that contains a link to another file. For example, suppose you are presenting WorldCorp quarterly sales data and notice an error in a table that was created in Docs and linked on a slide. Using Linked objects, you can choose that Doc file from the list and make the needed revisions. This would not only update the table in your slide but will also revise the original Docs file where the table was created. This function is especially helpful when your presentation contains graphs and charts created in another Google program, like Docs or Sheets. (You will learn more about Sheets in Working with Spreadsheets.) Rather than going into the original data file, editing the material, then copying and pasting the chart or graph back into your Slides presentation, you can simply make the edits in the original file and your slide will automatically be updated.

Q&A

Q&A is a unique feature of Slides. It allows collaboration that goes beyond simply sharing the file with other users. Using the Q&A tool, you can collaborate and interact directly with the audience during the presentation, and audience members can interact with each other. You need to activate this tool before you can use it. To do this, navigate to the top right corner of your screen and click on the down triangle next to Slideshow. (This is next to the Share button.) See Figure 7.49. You are offered two options: Presenter View and Start from Beginning. Click on Presenter View.

A close-up screenshot of the Presenter View features is shown.
Figure 7.49 The Presenter View will not only activate the Q&A tool but will also show you the speaker notes. (Google Slides is a trademark of Google LLC.)

This brings up a new window that looks like Figure 7.50. This is what you will see when you are ready to accept questions from the audience. When you are ready to start a Q&A session, click on Start new.

A screenshot showing the location of the Select Audience Tools is shown.
Figure 7.50 Select Audience Tools in the right pane. Then, click on Start new. (Google Slides is a trademark of Google LLC.)

You will then be taken to a page with a URL at the top for audience members. The Accepting questions from... toggle will automatically be turned to On, though you can toggle it to Off at any time. When it is turned on, you will see a URL, as shown in Figure 7.51. The audience can go to that URL on their phones or tablets; it will take them directly to the Ask a Question page, where they can type in their question and click Submit (Figure 7.52, Figure 7.53). This is the page where the questions will appear.

A screenshot showing the Q&A feature is shown.
Figure 7.51 The Q&A feature is especially helpful when giving virtual presentations. (Google Slides is a trademark of Google LLC.)
A screenshot showing how the URL used for submitting a question will look is shown.
Figure 7.52 Participants use the URL at the top of the slide to submit a question. (Google Slides is a trademark of Google LLC.)
A screenshot showing messages sent through the Q&A feature is shown.
Figure 7.53 If the participant is logged into Google, you will see their name/picture. The form through which participants can enter their questions looks a lot like a Google Form. (Google Slides is a trademark of Google LLC.)

The questions will appear to the presenter as they come in, in the order in which they were asked (Figure 7.54). Also, everyone will see the questions that come in from all members of the audience. Participants can also interact with one another in the Q&A screen. They can Like questions or comments and can also reply to one another. To shut down the Q&A, just move the On button at the top of the questions page to Off. The audience will see a message something like this on their devices: “Sorry, this Q&A session is closed.” If you decide to take questions from the audience later in your presentation, instead of selecting Start new, you can choose another option: Continue Recent. This will continue the same Q&A session.

A screenshot of the Presenter view with the Accepting questions feature turned on is shown.
Figure 7.54 In the Presenter view, you will see the questions as they are asked. (Google Slides is a trademark of Google LLC.)

Insert Audio and Video

Adding sound to your Slides presentation is another way to engage your audience. You can insert any audio file, as long as they are in MP3 or WAV format. First, navigate to the Insert menu and click on Audio. Google lets you choose where to search for audio files: My Drive, Shared with me, or Recent. When you find the file you want, click on Select. An audio icon will come up with a play bar, which will show you the position in the track and its length (Figure 7.55). Remember, the icon has to be selected to view the play bar.

A screenshot of the Audio icon is shown.
Figure 7.55 This is the Audio icon after audio is inserted on a slide. (Google Slides is a trademark of Google LLC.)

To control the volume, hover your mouse over the speaker symbol. The Format Options pane (under the Format tab) has other controls you may need, as shown in Figure 7.56.

A close-up screenshot of the Format options for Audio playback is shown.
Figure 7.56 The Format options pane gives you a few options to control and modify your audio output. (Google Slides is a trademark of Google LLC.)

Use the Audio playback controls to set how the audio will start, either automatically with the slide or on the click of the mouse. You can choose to loop the audio or to stop it with a slide change.

Inserting a video uses much the same process. Navigate to the Insert menu, then click on Video. As with inserting an audio file, you can navigate to where your video file is located (in My Drive, or your hard drive, or in a Shared Drive folder), or you can search YouTube or paste in a URL (Figure 7.57).

A screenshot of the Insert Video feature is shown with the YouTube icon in the center and the message Search all of YouTube or paste a URL.
Figure 7.57 Remember your audience when selecting videos. Make sure they are a suitable length and fully vetted of any controversial content. (Google Slides is a trademark of Google LLC.)

As in PowerPoint, the video will initially appear very large on your slide, but you can make it smaller by dragging the corners. A Play button will appear in the center of the video thumbnail. When you have the video thumbnail selected, the Format options pane will appear on the right (Figure 7.58). There are a number of different options and settings you can apply and modify. Try a few different ones to see what their effects are like.

A screenshot of the Format Options is shown.
Figure 7.58 Videos take your slideshow to another level. Format options helps you present them on the slide to give them their due. Alt Text, in particular, allows you to describe what’s in the video for those who can’t see it. (Google Slides is a trademark of Google LLC.)

Collaboration Tools

As with any Google product, Slides makes it easy to collaborate with others. At any point when you wish to share your work with others, click on the Share button in the upper right corner. Alternatively, you can click on File and then choose Share, which is the first option in the File menu. Clicking Share first brings up a window asking you for a title. You can enter a title or click on Skip this step. Then you will see a window called Share with People and Groups, where you can add the names of people with whom you wish to share the presentation. This window should look familiar to you, as it is the same sharing window that appears in Docs. You have the usual options available to you: you can email your presentation to other individuals or groups (the first option in the window) or get a link to the presentation that you can also email to others or post online (the second option). You can also restrict or permit the actions of editors and change the options that you allow to viewers and commenters via the settings icon in the top right corner.

Insert Comments

When you are collaborating with others, it is often necessary to add comments and have your comments responded to. To insert comments in Slides, click on the comment icon in the action bar (Figure 7.59). You can also access comments by clicking on Insert and then Comment.

A screenshot of the action bar with the comment icon indicated is shown.
Figure 7.59 Slides makes it easy to comment and collaborate on a presentation.

Click on the comment icon and a little window will pop up with a place for you to write your comment. Next, click on Comment—it’s that simple. Communication is practically instantaneous. Now you can send your presentation off to your colleagues or save it to Google Drive. Figure 7.60 shows an example of a comment made on a slide as well as the response.

A screenshot of the commenting interface with shared messages from two commenters is shown.
Figure 7.60 The commenting interface is similar to the one in Docs. You can also tag other users so they get notified. (Google Slides is a trademark of Google LLC.)

For every comment you insert, clicking on the three dots in the upper right corner allows you to edit the comment or delete it. Note that you can reply to others’ comments but cannot edit them.

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