PowerPoint Tutorial Presentation - Tips & Tricks

PowerPoint Tips & Tricks

Tutorial jean.luc.niezette@gmail.com

April 2009

forewordGoal is just to share PowerPoint ‘tips & tricks’ You can agree or disagree with some statements

It’s just a ‘toolbox’

PowerPoint is just a tool. If content is not good, it cannot help

Objective is just to help you to… Spend less time on layout & more on content

Make ‘better’ presentations

‘6S’ approach is just my own ‘proposal’…

Unrestricted

comments are welcome ! Jean-Luc

jean.luc.niezette@gmail.com

see PowerPoint 100 pictures &

PowerPoint 50 templates

part 1

‘tips & tricks’

notare

slides

funny!

table of content

Before you start• Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed

Building blocks• Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts,

animations

‘Slide’ design• Components, slide limits, titles, slide, body, Simplicity, layout

Content• Scope, audience, Schedule, Structure, visualize presentation, Story, 6S

More tips• Advanced tips, templates

animations

switch to‘EDIT’ view

make this figure in < 30 sec

Use shapes here-underto make the figure

analsis of your results

this can be done in < 2 seconds

customize the ‘format’ toolbar

No need for additional new commands in toolbar

customize the ‘drawing’ toolbar

No need for additional new commands in toolbar

activate ‘snap objects to grid’

Always activate this feature !

Spacing can be 0,083 Inches 0,079 Inches …

activate ‘ruler’

Always activate this feature !

useful short-keys

ctrl A

ctrl C

ctrl V

ctrl Z

ctrl Y

ctrl S

fnprt sc

f2 Select all

Select text

Escape

Print screen

shift enter ‘Line break’

make this figure in < 2 min

select all figures & rotate ‘left’

center this figure horizontally in < 1 min

Use shapes here-underto center the figure

18Unrestricted

ctrl A

ctrl C

ctrl V

ctrl Z

ctrl Y

ctrl S

fn prt sc

shift enter

+ + = 90% time saved !

Take some time to learn how to use toolbar & short-keys !

switch to ‘SLIDE SHOW’

what does ‘90% time saved’ mean ?

10h 1h

1h4010’

Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!!

10 days

animations

focus = ‘internal’ presentationsbut easy to transpose…

colors

Use the ‘right’ colors Select basic colors (e.g.)

− ‘black’ & ‘white’− 1 ‘grey’− 3 to 4 ‘blue’− 1 ‘color’

Use same colors in entire presentation

EXAMPLE AVOID

black & white (or colors when printed in ‘grey’)

grey level

No difference when printed

grey level

what’s the difference between these figures ?

…bad surprise when printed

Fonts type Use ‘Georgia’, Arial’, ‘Helvetica’, ‘Veranda’ or ‘Calibri’ Use ‘Arial’ if lot of numbers Use ‘black’ as default & ‘blue’ for ‘level 1 titles’ Font size (standard) : max 20 & min 12 Try to avoid bold, italic & underline

Bullets Avoid ‘black’ or ‘white’ bullets Different indentation levels = different bullets

Be coherent ! Always use same approach for font colors, font

size, bullets, etc. Always use same approach for Majuscules, i.e.

− Either Majuscule at beginning of list− or no majuscule at beginning of list

level 1 (size 18 /20) level 2 (size 16 / 18)− level 3 (size 14 / 16)

• level 4 (14)

level 1 (size 18)• level 2 (size 16)

• level 3 (size 14)

● level 1 (size 18)● level 2 (size 16)

● level 3 (size 14)

EXAMPLE

¾ pt 2 ¼ ptNo line

¾ pt Solid

2 ¼ pt Solid

¾ pt Dash

2 ¼ pt Dash

No need for other types of lines Use same line types in entire presentation

useful shapes

text text texttext

texttext text

how to resize a shape

1. Select shape

2. Resize shape with ‘yellow diamond’

3. Find ‘right shape’

always align & ‘distribute’ shapes in a slide

Not OK

pictures

Using pictures is complex It’s difficult to find the ‘right’ picture Presentations with pictures take lot of time Pictures are only useful if you want to make a ‘show’

Most of the time, you just don’t need pictures for internal presentations but just in case… Don’t use pictures found on Internet (for professional use) Only use PowerPoint ‘Clip Arts’ (unless you can access specialized images database)

But pictures are good for show !

If correctly chosen

Otherwise…

So think twice…

clip arts

And just avoid ugly ‘Clip Arts’ !

tables

Table Row 1 Row 2 Row 3 Row 4

Line 1 xxx xxx xxx xxx

Tables are really a problem in PowerPoint Try not to use standard ‘table option’ if possible Prefer to create your own table (with ‘Rectangle’ shapes)

insert Excel tables in PowerPoint

Prefer to paste Excel tables as pictures in PowerPoint • Select Table in Excel• Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu• Use standard parameters by default• Go to PowerPoint• Paste Table (CTRL+V)

If possible, better to create own table in PowerPoint

Paste Excel charts as pictures in PowerPoint 1. Check that font size in graph is > 10 pt2. Select graph in Excel3. Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu4. Use standard parameters by default5. Go to PowerPoint6. Paste graph (CTRL+V)

insert Excel charts in PowerPoint

need to insert > 1 Excel chart in PowerPoint ?

Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...Chart

Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...

Not enough space on the slide, isn’t it ?

so you’ve just ‘re-sized’ the charts

Are you sure it’s still possible to read them ?

prefer to adapt size in Excel (with font size > 10 !)

Go to next slide&

press ‘enter’ after a few seconds

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JUST AVOID ANIMATIONS !!!

why not to use animations ?

1. Animations = lot of time unless good PowerPoint skills

2. Animations = problems with mouse during presentation (Murphy’s law I)

3. Animations = PC & mouse far from you during presentation (Murphy’s law II)

4. Animations = ‘show’, not ‘facts’

Avoid animations when possible !

animations

slide components

Footer slide number

Try to align ‘Title’ & ‘Body’ texts

Always include ‘slide #’ & confidentiality level for internal ppt(exception : no slide # on ‘Title slides’)

respect ‘slide limits’NO

avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation

Only exception = titles + sub-titles(no majuscule for titles & Majuscule for sub-titles)

titles & sub-titles

Sub-title = summary of slide in 1 sentence

always use same font size & type for titles

slide title must reflect slide content !

Always check that slide title really reflects slide content !

make your ‘own’ body

When you creare a new slide…• Create your own ‘boby’ = ‘rectangle’ with following attibutes

− ‘Colors & Lines‘• color = ‘NoFill’ • line = ‘No line’

− ‘Text Box’• ‘Text anchor Point’ = Top• ‘Internal margins’ (left, right, top, bottom) = 0,1’ or 0,05’’• ‘Word wrap text in Autoshape’ checked• No other option ‘checked’

• Adapt margins !

Never use standard ‘Title and Text’ template

Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘Increase Paragraph Spacing’ command to make the text more readable. Be sure to adapt the text indentation when you go to a new line. Text must always be aligned. Be as simple as possible.

Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘Increase Paragraph Spacing’ command to make the text more readable. Be sure to adapt the text indentation when you go to a new line. Text must always be aligned. Be as simple as possible

• Avoid very long text

• Use to make text more readable

• Text must always be aligned

• Be as simple as possible

simplicity

The goals of this project if to identify the possible areas of improvement for the development of a new approach for the definition and the revision of the new processes that will be launched in the future and to define the impacts of this new approach on the current structure of our company.

Goals Identify improvements for definition & revision of new processes Define impacts on current company structure

Keep it simple !• Be as simple as possible : go directly to the point• Avoid articles (the, a, …) ; use ‘&’ instead of ‘and’• Never > 2 lines in one paragraph (except for executive summary)

always check if slide is readable when printed

remember this ?

People usually print (business)

presentations

Find at least 7 ‘mistakes’ in this slide

•any text any text any text any text any text any text any text any text any text any text any text any text any text

any text any text any text any text any text any text any text any text any text any text any text any text

•any text any text any text any text any text any text any text any text any text any text any text any text

•any text any text any text any text any text any text any text any text

Find at least 7 ‘mistakes’ in this slide

•any text any text any text any text any text any text any text any text any text any text any text any text any text

any text any text any text any text any text any text any text any text any text any text any text any text

•any text any text any text any text any text any text any text any text any text any text any text any text

•any text any text any text any text any text any text any text any text

2. Different spacing

1. Font <> Standard font

3. Slide limitsnot respected

5. ‘White’ bullet

4. Text not aligned

6. Shape not resized

7. Text in bold, italic, not standard font, same color as in other shapes, > 2 lines, …

you want a cool slide layout ?

layout

Cool layout but few colors available for text

layout

Prefer ‘white’ backgrounds(easier, less ink & less money spent when printed)

animations

Projection

> 30min

15 / 20 min

10 min

‘Story’

Standard

Details

Facts &figures

‘Show’

#attendees Media Audience Content Timing+ + + + =

‘Public’

Customer

Senior Mgt.

Middle Mgt.

Employees

‘Vision’

Strategy /Positioning

Productpresentation

Technical /Financials

Statusreport

Think about scope of presentation !

audience

Adaptto audience !

schedule 4th S

5 min 10 min 15 min 20 min 1h30 min

< 3 slides < 5 slides < 7 slides < 10 slides < 15 slides < 25 slides

Always respect timing !

structure

it’s easy…

1 slide = 1 idea(If you can’t summarize slide in one sentence, slide is too complex)

visualize presentation

1. Take a ‘A4’ sheet of paper

2. Draw 10 ‘rectangles’ (= if ’10’ slides)

3. Write ‘1. Introduction’ in 1st rectangle

4. Write ’10 Conclusions’ in last rectangle

5. Write just one idea on remaining slides

6. Make a ‘story’ with coherent story line

Introduction

Conclusions

Always visualize your presentation

A presentation is a STORYYou have to make a ‘scenario’ with1. STRONG start (attract attention)2. Coherent story line (no flash-back)3. ACTION !!! (keep public awake)4. Suspense & surprises (retain interest) 5. Happy end ! (of course…)

Good presentation needs good ‘Story’

6S PowerPoint Summary

Speed customized toolbar & short-keys

Simplicity simplify everything

Scope think about context

Schedule always respect timing

Structure 1 slide = 1 idea

Story make your scenario

animations

Content• Scope, audience, Timing,Structure, visualize presentation, Story, 6S

how to ‘recover’ a color if you’re lucky ?

Solution #1 (= when you’re lucky) 1. Select a figure having the color you want 2. Check if color in ‘Fill Color’ palette 3. If color is in ‘Fill Color’ palette, just select the color

Solution #2 (= when you’re not lucky) 1. Select a figure having the color you want 2. Check if color in ‘Fill Color’ palette 3. If color is not in ‘Fill Color’ palette, click on ‘More Fill Color’ 4. Double click on ‘New’. Now the color is in ‘Fill Color’ palette

how to ‘recover’ a color if you’re not lucky ?

what’s the difference between these figures ?

…color & transparency

Color = Transparency = 70%

Color = Transparency = 0%

transparency

Transparency allows… Nice effects when correctly used

But most of the time Transparency = bad surprise when presentation is printed You can make the same effect with standard colors

colors effects

Colors effects are cool but usually… Colors effects take lots of time Bad surprise when presentation is printed

shadows styles

NoShadow

ShadowStyle 14

ShadowStyle 17

Don’t use other ‘Shadows Styles’ Use same ‘Shadow Style’ in entire presentation

smooth slides transitions

Use same alignment for ‘body’ vs. ‘title’ in all slides

Not OK !

5’’

Tip : Use Excel

Tip : Use Paint

any spacing

template : table of content

Chapter 1 title• Description of chapter 1

template : table of content

Chapter 1 title

Chapter 2 title

Chapter 3 title

Chapter 4 title

Chapter 5 title

8585Unrestricted

template : action plan

Domain 1

Domain 2

Domain 3

Domain 4

Action 1 Action 2 Action 3 Action 4

8686Unrestricted

template : action plan

Owner Action plan TimingIssueDomain

Domain Description issue JL Niezette Action plan description DD/MM/YY

8787Unrestricted

template : planning

J F M A M J J A S O DN

Domain 1

Domain 2

Domain 3

DD/MM : action description

8888Unrestricted

Domain 2

Domain 3

Domain 1

template : planning

DD/MM : action description

J F M A M J J A S O N D

8989Unrestricted

template : planning

Q4Q3Q2Q1

Action 1

Action 2

Action 3

Action 4

Action 5

Action 6

Action 7

Action 8

template : 10 slides for Senior Management

Structure- Title- Executive summary- Agenda Scope Status Issue(s) Solution(s) Requirements / Developments needed Risks & opportunities Financials / Figures What if NO GO / -30% investments / GO Planning & next steps Decisions needed- Backup

Items on Title slide Date (presentation to xxx) Unrestricted / Internal Use Only / Confidential (Name) / Department / (Company) For information / For decision / For discussion

Mandatory items on all slides Slide number Unrestricted / Internal Use Only / Confidential / …

20 min presentationwith executive summary

part 2

‘show’

You have to make a presentation

but you’re… running out of time

samestoryonceagain?

you have to find a way out ?

better to be somewhere else?

no stress !

you just need a toolbox…

to win lot of time !

this is the goal of this presentation

aim is just to help

to save time

and to spend more time onreal priorities

contentcontent

of thisof this

tutorialtutorial

before you startbuilding blocks

‘slide’ designcontent

+ tips

before you start

take 5’to customizeyour toolbar

1’ to lo

ck grid ru

5’’ to ‘activate’ ruler

usefew short-keys

to win time

building blocksbefore you start

colors

black white

shapes

alignments

pictures

clip-arts

tables

charts

animations

‘slide’ designbuilding blocks

before you start

components

slide limits

simplicity

layout

content‘slide’ design

building blocksbefore you start

audience

schedule

structure

1 slide 1 idea

visualizevisualizepresentationpresentation

YROTSa !m eka

6SSpeedSimplicityScopeScheduleStructureStory

+ tipscontent

‘slide’ designbuilding blocks

before you start

advancedtips

…and templates

what do you think ?

ready to go ?

Hope it helps

jean.luc.niezette@gmail.com

see PowerPoint 100 pictures &

PowerPoint 50 templates

PowerPoint Tutorial Presentation - Tips & Tricks

Business

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