Create custom shows within a presentation in PowerPoint

Applies to
Microsoft Office PowerPoint® 2003
Microsoft PowerPoint® 2002

In PowerPoint, you can adapt a single presentation to a variety of audiences by creating custom shows within it. This saves you the effort of duplicating a whole presentation, saving it as a new file, and modifying it to suit a new audience.

Custom shows are created from slides that you group together within your presentation. You can group slides into as many different custom shows as you like. You name each custom show, and when you give the presentation, you select the custom show that you want for a particular audience.

In this article, you'll learn how to use custom shows within a presentation in two different ways:

  • Basic custom shows, in which you create one or more shows based on different slide groupings and show these independently of each other.
  • Hyperlinked custom shows, in which you set up one main custom show and use hyperlinks within it to connect to supporting custom shows and back again.

ShowCreate basic custom shows

The simplest way to use custom shows is to group the slides in your presentation in various ways and create a custom show for each group. For example, you might have a presentation of the overall company goals (slides 1, 2, 3, and 4), but want to emphasize different goals according to company division. For the Marketing division, you could create a custom show that included only the slides you want Marketing to see. These might be slides 1, 2, and 4. For the Testing division, slides 1, 3, and 4 may be more appropriate, so you'd create a second custom show with these slides. When presenting the show to one of the divisions, you would select the appropriate custom show (Marketing or Testing) for that audience.

Diagram illustrating independent custom shows

The custom shows are all contained within one presentation file, but they run independently of each other; you just select the custom show you want to present.

To create custom shows

  1. Open a presentation in which you want to create custom shows. The presentation should include all the slides you might possibly show.
  2. On the Slide Show menu, click Custom Shows, and then click New.
  3. In the Slides in presentation list, select the slides that you want for the custom show, and then click Add.
    To select multiple slides, hold down CTRL as you click the slides.
  4. To change the order in which slides appear in the show, select a slide in the Slides in custom show list, and then click one of the arrows to move the slide up or down in the list.
  5. In the Slide show name box, type a name for the show, and then click OK.
  6. To create another custom show with a new group of slides, repeat steps 2 through 5, and then click Close in the Custom shows dialog box.

 Tip   In the Custom shows dialog box, click Show to preview the custom show, and click through the slides. You should see only the slides for the custom show you just created.

To set up and view one of the custom shows

  1. On the Slide Show menu, click Set Up Show.
  2. Under Show Slides, click the Custom show option, and select the custom show that you want.
  3. Click OK.
  4. To view the show, click the Slide Show button on the lower left of the PowerPoint window, and then click through the custom show.

 Note   If your slides are not advancing the way you expect them to, display the Set Up Show dialog box (Slide Show menu, Set Up Show) and be sure the correct custom show is selected under Show Slides. Also review the options under Show type and Advance slides to see that the settings are the ones you want.

ShowHyperlink to custom shows

By hyperlinking to custom shows, you can add supporting slide shows to a main show, and display them only when you choose. For example, in a presentation about a company's new product line, one audience might want more information about Product A, while another audience cares about Product B. Using custom shows, you can create a supporting show of slides that detail Product A, and you can show them just to the Product A audience. Create another custom show with details about Product B, and reserve this supporting show for the Product B audience. Each supporting show links from your main set of slides and back, and all shows are included in one presentation file.

 Diagram illustrating linked custom shows

To create custom shows that are hyperlinked, think of your slides in terms of those that will be in the main group and those that will be in supporting groups. First, you create a custom show that includes slides in the main group, then you create separate custom shows for each supporting group. The slides that you want all your audiences to see are grouped into the main custom show. The slides that you want only specific audiences to see are grouped into supporting custom shows.

You connect to the supporting shows through hyperlinks that you create in the main show.

To create the main custom show

  1. Open a presentation in which you want to create custom shows.
    The presentation should include all the slides you might possibly show: slides for the main custom show and slides for supporting custom shows.
  2. On the Slide Show menu, click Custom Shows, and then click New.
  3. In the Slides in presentation list, select the slides that you want for the main show, and then click Add.
    These slides should be ones you want all audiences for this presentation to see.
  4. To change the order in which slides appear in the show, select a slide in the Slides in custom show list, and then click one of the arrows to move the slide up or down in the list.
  5. In the Slide show name box, type a name, such as "Main Show," for the show.
  6. Click OK.

 Tip   In the Custom shows dialog box, click Show to preview the custom show, and click through the slides. You should see only the slides for the custom show you just created.

To create supporting custom shows

To create each supporting custom show, follow the steps in the above procedure starting with step 2. In steps 3 and 4, instead of slides and a name for the main show, select slides for the supporting show — just those slides that you want for a specific audience — and give the show a name that helps you recognize it as a supporting show. If the show gives details about Product A, for example, you could call it "Product A Details."

To link to a supporting show

  1. Display the slide in which you want to add a hyperlink to a supporting custom show.
    This will be a slide in your presentation that you have made part of your main custom show. In the example of the products-line slide presentation, this would be the slide that lists all the products: Product A, Product B, and so on.
  2. Select the text or object you want to click on to start the supporting show.
    For instance, choose a product name in the list, such as Product A.
  3. On the Slide Show menu, click Action Settings.
  4. Select the Hyperlink to option, and then select Custom Show from the list.
  5. In the Link To Custom Show dialog box, select the name of the supporting custom show, such as "Product A Details," that you want to link to.
  6. Select the Show and return check box and click OK, and then click OK again.
    Selecting this check box automatically links the last slide in the supporting show back to the slide you originally linked from in the main show.
  7. To link to additional supporting shows, return to your main show and repeat steps 1 through 5.
 
 
Applies to:
PowerPoint 2003