Lesson 1: Adding comments and formatting notes (chapter 3)

Adding comments

When creating a presentation in a collaborative environment, it is often useful to add comments to the presentation for the benefit of the other people working on it.

To add a comment, switch to Normal view and select the slide where you want the comment to appear. Select Insert > Comment from the main menu to display the comment box of in the top left corner of the slide. Once you are finished typing your comment you can close the comment box by clicking anywhere outside the comment box.

Each comment is color coded and marked with the initials of the author as well as a sequential number and is shown in the top left corner of the slide in Normal view. Clicking on a comment box displays the full text of the comment. The size of the comments box is fixed and scroll bars are included when needed.


Figure : Comments text box in action


Editing, deleting and replying to comments

You can only edit comments if you created them. You can reply to a comment created by a different person by selecting Reply from the comments menu described below.

A limited set of options is available for formatting the comment text; these can be accessed by right-clicking on the comment box. Use the pop-up menu to apply one or more font attributes (bold, italic, underline, strikethrough) and to paste the contents of the clipboard.

When a comment box is open, you can click on the small triangle pointing down in the lower right part of the comments box to display the comments menu shown in . Use this menu to delete the current comment, delete all the comments from the author of the selected comment, or delete all the comments in the presentation. If the comment you opened was created by a different author the menu also displays the option to reply to the comment.


Figure : Comments menu

Adding and formatting notes

Notes view provides a convenient way to create reminders or add extra information to the slides in the presentation. Notes are not displayed during a slide show, so with the dual monitor support feature, you can use notes as a presentation cue. You can also print the notes pages and use them as handouts.


If you regularly give presentations in public using a projector, you may want to consider installing the Sun Presenter Console, an extension that allows you to display on your screen the slide notes, the next slide and other useful information while only the slide is shown through the projector.

Adding notes to a slide

To add notes to a slide:

  • In the Slides pane, select the slide to which you want to add notes.
  • Switch to Notes view by clicking the tab in the main work area or select View > Notes.


Figure : The work area in Notes view

  • Click in the text box showing “Click to add notes” and type or paste text or graphics as needed.
  • To add notes to another slide, select it in the Slides pane. The Notes view changes to show the selected slide.
  • When done entering notes, return to Normal view.

Formatting notes

It is highly recommended to use the Notes Master and the Notes Presentation style to format the appearance of notes, rather than formatting them for each slide individually.

All the formatting guidelines given in this section can be applied to either the Notes Master or to the Notes Presentation style.

To open the Notes Master, choose View > Master > Notes Master from the menu bar.


Figure : Notes Master View


Formatting the Notes page

To format the Notes page:

  • Switch to Notes view by clicking the tab in the main work area or select View > Notes.
  • Select Format > Page from the menu bar, or right-click and choose Slide > Page Setup to open the Page Setup dialog box, shown in .
  • Set the desired parameters. The Page Setup dialog box for notes is the same as the dialog box for slides. Refer to “” on page for a description of this dialog box. The only difference is that by default the Notes page orientation is set to portrait and the format is A4.
  • Click OK to close the dialog box.
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Figure : The Page Setup dialog box for notes


Setting automatic layout options

In Notes view, Impress provides four areas to input information about the presentation:

  • Header area
  • Date and Time area
  • Footer area
  • Slide number area

To customize these fields, proceed as follows:

  • Switch to Notes view from the corresponding tab in the work area or by selecting View > Notes from the main menu, or open the Notes Master (View > Master > Notes Master).
  • Choose Insert > Date and Time for the Date and time. Choose between Fixed (enter in the edit box the date and time that should be displayed) or Variable (the date and time of the slide creation will be inserted in the notes pages). Use the two drop‑down menus to select the format of the date and the language.
  • Choose Insert > Page Number from the main menu to display the Header and Footer dialog box. Select the Notes and Handouts tab ().
  • Select the checkboxes to activate the corresponding areas. For the Header and Footer, type the text in the edit fields.

If the Page number checkbox is activated, to format the type of numbering refer to “” on page ).

  • Click the Apply to All button to save these settings and close the dialog box.


Figure : The dialog box to set up header and footer for notes


Text formatting

When text is inserted in the Notes text box, it is automatically formatted using the predefined Notes style that you can find in the Presentation styles. The best way to format the notes text is therefore to modify this style to suit your needs. Refer to Chapter 2 (Slide Masters, Styles, and Templates) to learn how to work with styles.

Advanced Notes formatting

You can make other changes to the Notes pages. For example, you can:

  • Move the text box and the slide image around the page
  • Resize the slide image and text box (only from the Slide Master view).
  • Add other text boxes to the page.

Printing notes

  • Choose File > Print from the menu bar.
  • On the Print dialog box, in the Print section of the General tab, select Notes from the Document list.
  • Make any other needed changes and then click OK to print.


Figure : Select Notes for printing


Exporting notes to PDF

  • Choose File > Export as PDF from the menu bar.
  • In the PDF Options dialog box, choose the General tab.
  • Under General, make sure that Export notes pages is checked, and then click OK.
  • In the Export dialog box, give the file and name, select the folder in which to save it, and click Export.


Figure : Exporting Notes to PDF


The Notes pages follow the presentation in the PDF (that is, if your presentation has 10 slides, the PDF contains 20 pages: 10 pages of individual slides, followed by 10 pages with notes formatted for paper). If you want only the Notes pages, you will need to use some other program to remove the unwanted pages of slides from the PDF.

 Source: Internet