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foreword <ul><li>Goal is just to share PowerPoint ‘tips & tricks’ </li></ul><ul><li>You can agree or disagree with some st...
[email_address] see PowerPoint 100 pictures   & PowerPoint 50 templates comments are welcome !   Jean-Luc
part 1 ‘ tips & tricks’
not are slides funny ! next
table of content 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to gri...
1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, use...
switch to ‘ EDIT ’ view (esc)
make this figure in < 30 sec Use shapes here-under to 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 ! <ul><li>Spacing can be </li></ul><ul><li>0,083 Inches </l...
activate ‘ruler’  Always activate this feature !
useful short-keys ctrl A  ctrl C  ctrl V  ctrl Z  ctrl Y  ctrl S  esc  fn prt sc  f2  Select all  Copy  Paste  Undo  Re-do...
make this figure in < 2 min x  11
select all figures & rotate ‘left’
center this figure horizontally in < 1 min Use shapes here-under to center the figure Unrestricted
speed + + = 90% time saved ! Take some time to learn how to use toolbar & short-keys ! 1 st  S ctrl A  ctrl C  ctrl V  ctr...
switch to  ‘ SLIDE SHOW ’
what does ‘90% time saved’ mean ? 1h 3h20 1h40 10’ 20’ Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!...
1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, use...
focus = ‘internal’ presentations but easy to transpose…
colors <ul><li>Use the ‘right’ colors </li></ul><ul><li>Select basic colors (e.g.) </li></ul><ul><ul><li>‘ black’ & ‘white...
black & white (or colors when printed in ‘grey’) type grey level No difference  when printed type grey level
what’s the difference between these figures ? A A
… bad surprise when printed
fonts <ul><li>Fonts type </li></ul><ul><li>Use ‘Georgia’, Arial’, ‘ Helvetica ’, ‘Veranda’ or ‘Calibri’ </li></ul><ul><li>...
lines  ¾ pt 2 ¼ pt No line ¾ pt Solid 2  ¼ pt Solid ¾ pt Dash 2  ¼ pt Dash <ul><li>No need for other types of lines  </li>...
useful shapes text text text text      text text text text text text
how to resize a shape text text 1.  Select shape 2.  Resize shape with ‘yellow diamond’ 3.  Find ‘right shape’
always align & ‘distribute’ shapes in a slide text text text text Not OK text text text text OK
pictures <ul><li>Using pictures is complex </li></ul><ul><li>It’s difficult to find the ‘right’ picture </li></ul><ul><li>...
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 Line 2 xxx xxx xxx xxx Line 3 xxx xxx xxx xxx Line 4 xxx xxx x...
insert Excel tables in PowerPoint <ul><li>Prefer to paste Excel tables as pictures in PowerPoint  </li></ul><ul><li>Select...
insert Excel charts in PowerPoint <ul><li>Paste Excel charts as pictures in PowerPoint  </li></ul><ul><li>Check that font ...
need to insert > 1 Excel chart in PowerPoint ? 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 ? Chart 0 2 4 6 8 10 Row 1 Row 2 Row 3 ...
prefer to adapt size in Excel  (with font size > 10 !)
Go to   next   slide &  press ‘ enter ’ after a few seconds
a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t ...
why not to use animations ? <ul><li>Animations = lot of time unless good PowerPoint skills </li></ul><ul><li>Animations = ...
1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, use...
slide components Footer slide number Try to align ‘Title’ & ‘Body’ texts Always include ‘slide #’ & confidentiality level ...
respect ‘slide limits’ NO NO NO NO YES YES
avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your ...
titles & sub-titles  Sub-title = summary of slide in 1 sentence Only exception = titles + sub-titles (no majuscule for tit...
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 <ul><li>When you creare a new slide… </li></ul><ul><li>Create your own ‘boby’ = ‘rectangle’ with foll...
body Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘In...
simplicity <ul><li>The goals of this project if to identify the possible areas of improvement for the  development of a ne...
always check if slide is readable when printed remember this ? People usually print (business) presentations
Find at least 7 ‘mistakes’ in this slide Text Text Text Text Text <ul><li>any text any text any text any text any text any...
Find at least 7 ‘mistakes’ in this slide Text Text Text Text Text <ul><li>any text any text any text any text any text any...
  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)
1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, use...
# attendees Media Audience Content Timing + + + + = Think about  scope  of presentation ! 3 rd  S > 100 > 50 > 10 < 10 < 5...
audience Adapt to audience !
schedule 4 th  S Always respect timing ! 5 min 10 min 15 min 20 min 1h 30 min < 3  slides < 5  slides < 7  slides < 10  sl...
structure it’s easy… 1 slide = 1 idea (If you can’t summarize slide in one sentence, slide is too complex) 5 th  S
visualize presentation 1.  Take a ‘A4’ sheet of paper 2.  Draw 10 ‘rectangles’ (= if ’10’ slides) 3.  Write ‘1. Introducti...
story A presentation is a  STORY You have to make a ‘scenario’ with 1.   STRONG   start  (attract attention) 2.  Coherent ...
6 S  PowerPoint  S ummary S peed   customized toolbar & short-keys S implicity   simplify everything S cope   think about ...
1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, use...
how to ‘recover’ a color if you’re lucky ? Solution #1 (= when you’re lucky) 1.  Select a figure having the color you want...
how to ‘recover’ a color if you’re not lucky ? Solution #2 (= when you’re not lucky) 1.  Select a figure having the color ...
what’s the difference between these figures ?
… color & transparency <ul><li>Color = </li></ul><ul><li>Transparency = 70% </li></ul><ul><li>Color = </li></ul><ul><li>Tr...
transparency <ul><li>Transparency allows… </li></ul><ul><li>Nice effects when correctly used </li></ul><ul><li>But most of...
colors effects <ul><li>Colors effects are cool but usually… </li></ul><ul><li>Colors effects take lots of time </li></ul><...
shadows styles No Shadow Shadow Style 14 Shadow Style 17 <ul><li>Don’t use other ‘Shadows Styles’  </li></ul><ul><li>Use s...
smooth slides transitions Use same alignment for  ‘ body’ vs. ‘title’ in all slides Not OK !
make this figure in < 5 min 5’’ 5’’ Tip : Use Excel
make this figure in < 5 min Tip : Use Paint any spacing
template : table of content 1 2 3 4 5 <ul><li>Chapter 1 title </li></ul><ul><li>Description of chapter 1 </li></ul><ul><li...
template : table of content Chapter 1 title Chapter 2 title Chapter 3 title Chapter 4 title Chapter 5 title     
template : action plan Unrestricted Domain 1 Domain 2 Domain 3 Domain 4 <ul><li>Action 1  </li></ul><ul><li>Action 2 </li>...
template : action plan Unrestricted Owner Action plan Timing Issue Domain Domain Description issue JL Niezette Action plan...
template : planning Unrestricted J F M A M J J A S O D N Domain 1 Domain 2 Domain 3 DD/MM : action description DD/MM : act...
template : planning Unrestricted Domain 2 Domain 3 Domain 1 DD/MM : action description DD/MM : action description DD/MM : ...
template : planning Q4 Q3 Q2 Q1 Action 1 Action 2 Action 3 Action 4 Action 5 Action 6 Action 7 Action 8 Unrestricted
template : 10 slides for Senior Management <ul><li>Structure </li></ul><ul><li>-   Title </li></ul><ul><li>-   Executive s...
part 2 ‘ show’
You have to make a presentation
but you’re… running out of time
same story once again ?
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 you
and to spend more time on real priorities
content of this tutorial
before you start building blocks ‘ slide’ design content + tips
before you start
take 5’ to customize your toolbar
1’  to lock grid ruler
5’’ to ‘activate’ ruler
use few short-keys
to win time
building blocks before you start
c o l o r s
black  white
fonts
lines
shapes
alignments
pictures
clip-arts
tables
charts
animations
‘ slide’ design building blocks before you start
components
slide li mits
title
body
simplicity
layout
content ‘ slide’ design building blocks before you start
scope
scope
audience
schedule
structure 1 slide 1 idea
visualize presentation
Y R O T S a ! m e k a
<ul><li>6 S </li></ul><ul><ul><li>S peed </li></ul></ul><ul><ul><li>S implicity </li></ul></ul><ul><ul><li>S cope </li></u...
+ tips content ‘ slide’ design building blocks before you start
advanced tips
… and templates
 
what do you think ?
ready to go ?
Hope i t helps [email_address]
[email_address] see PowerPoint 100 pictures   & PowerPoint 50 templates comments are welcome !   Jean-Luc
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PowerPoint Tutorial Presentation - Tips & Tricks

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Tutorial for PowerPoint users.

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  1. 2. foreword <ul><li>Goal is just to share PowerPoint ‘tips & tricks’ </li></ul><ul><li>You can agree or disagree with some statements </li></ul><ul><li>It’s just a ‘toolbox’ </li></ul><ul><li>PowerPoint is just a tool. If content is not good, it cannot help </li></ul><ul><li>Objective is just to help you to… </li></ul><ul><li>Spend less time on layout & more on content </li></ul><ul><li>Make ‘better’ presentations </li></ul><ul><li>‘ 6 S’ approach is just my own ‘proposal’… </li></ul>Unrestricted comments are welcome ! Jean-Luc
  2. 3. [email_address] see PowerPoint 100 pictures & PowerPoint 50 templates comments are welcome ! Jean-Luc
  3. 4. part 1 ‘ tips & tricks’
  4. 5. not are slides funny ! next
  5. 6. table of content 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed </li></ul><ul><li>Building blocks </li></ul><ul><li>Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations </li></ul><ul><li>‘ Slide’ design </li></ul><ul><li>Components, slide limits, titles, slide, body, Simplicity , layout </li></ul><ul><li>Content </li></ul><ul><li>Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S </li></ul><ul><li>More tips </li></ul><ul><li>Advanced tips, templates </li></ul>
  6. 7. 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed </li></ul><ul><li>Building blocks </li></ul><ul><li>Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations </li></ul><ul><li>‘ Slide’ design </li></ul><ul><li>Components, slide limits, titles, slide, body, Simplicity , layout </li></ul><ul><li>Content </li></ul><ul><li>Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S </li></ul><ul><li>More tips </li></ul><ul><li>Advanced tips, templates </li></ul>
  7. 8. switch to ‘ EDIT ’ view (esc)
  8. 9. make this figure in < 30 sec Use shapes here-under to make the figure
  9. 10. analsis of your results this can be done in < 2 seconds
  10. 11. customize the ‘format’ toolbar No need for additional new commands in toolbar
  11. 12. customize the ‘drawing’ toolbar No need for additional new commands in toolbar
  12. 13. activate ‘snap objects to grid’   Always activate this feature ! <ul><li>Spacing can be </li></ul><ul><li>0,083 Inches </li></ul><ul><li>0,079 Inches </li></ul><ul><li>… </li></ul>
  13. 14. activate ‘ruler’  Always activate this feature !
  14. 15. useful short-keys ctrl A ctrl C ctrl V ctrl Z ctrl Y ctrl S esc fn prt sc f2 Select all Copy Paste Undo Re-do Save Select text Escape Print screen shift enter ‘ Line break’
  15. 16. make this figure in < 2 min x 11
  16. 17. select all figures & rotate ‘left’
  17. 18. center this figure horizontally in < 1 min Use shapes here-under to center the figure Unrestricted
  18. 19. speed + + = 90% time saved ! Take some time to learn how to use toolbar & short-keys ! 1 st S ctrl A ctrl C ctrl V ctrl Z ctrl Y ctrl S esc fn prt sc f2 shift enter
  19. 20. switch to ‘ SLIDE SHOW ’
  20. 21. what does ‘90% time saved’ mean ? 1h 3h20 1h40 10’ 20’ Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!! 10h 1 day 10 days
  21. 22. 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed </li></ul><ul><li>Building blocks </li></ul><ul><li>Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations </li></ul><ul><li>‘ Slide’ design </li></ul><ul><li>Components, slide limits, titles, slide, body, Simplicity , layout </li></ul><ul><li>Content </li></ul><ul><li>Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S </li></ul><ul><li>More tips </li></ul><ul><li>Advanced tips, templates </li></ul>
  22. 23. focus = ‘internal’ presentations but easy to transpose…
  23. 24. colors <ul><li>Use the ‘right’ colors </li></ul><ul><li>Select basic colors (e.g.) </li></ul><ul><ul><li>‘ black’ & ‘white’ </li></ul></ul><ul><ul><li>1 ‘grey’ </li></ul></ul><ul><ul><li>3 to 4 ‘blue’ </li></ul></ul><ul><ul><li>1 ‘color’ </li></ul></ul><ul><li>Use same colors in entire presentation </li></ul>EXAMPLE AVOID
  24. 25. black & white (or colors when printed in ‘grey’) type grey level No difference when printed type grey level
  25. 26. what’s the difference between these figures ? A A
  26. 27. … bad surprise when printed
  27. 28. fonts <ul><li>Fonts type </li></ul><ul><li>Use ‘Georgia’, Arial’, ‘ Helvetica ’, ‘Veranda’ or ‘Calibri’ </li></ul><ul><li>Use ‘Arial’ if lot of numbers </li></ul><ul><li>Use ‘black’ as default & ‘ blue ’ for ‘level 1 titles’ </li></ul><ul><li>Font size (standard) : max 20 & min 12 </li></ul><ul><li>Try to avoid bold , italic & underline </li></ul><ul><li>Bullets </li></ul><ul><li>Avoid ‘black’ or ‘white’ bullets </li></ul><ul><li>Different indentation levels = different bullets </li></ul><ul><li>Be coherent ! </li></ul><ul><li>Always use same approach for font colors, font size, bullets, etc. </li></ul><ul><li>Always use same approach for Majuscules, i.e. </li></ul><ul><ul><li>Either Majuscule at beginning of list </li></ul></ul><ul><ul><li>or no majuscule at beginning of list </li></ul></ul><ul><li>level 1 (size 18 / 20) </li></ul><ul><li>level 2 (size 16 / 18) </li></ul><ul><ul><li>level 3 (size 14 / 16) </li></ul></ul><ul><ul><ul><li>level 4 (14) </li></ul></ul></ul><ul><li>level 1 (size 18) </li></ul><ul><li>level 2 (size 16) </li></ul><ul><ul><li>level 3 (size 14) </li></ul></ul><ul><li>level 1 (size 18) </li></ul><ul><ul><li>level 2 (size 16) </li></ul></ul><ul><ul><ul><li>level 3 (size 14) </li></ul></ul></ul>AVOID EXAMPLE
  28. 29. lines ¾ pt 2 ¼ pt No line ¾ pt Solid 2 ¼ pt Solid ¾ pt Dash 2 ¼ pt Dash <ul><li>No need for other types of lines </li></ul><ul><li>Use same line types in entire presentation </li></ul>
  29. 30. useful shapes text text text text     text text text text text text
  30. 31. how to resize a shape text text 1. Select shape 2. Resize shape with ‘yellow diamond’ 3. Find ‘right shape’
  31. 32. always align & ‘distribute’ shapes in a slide text text text text Not OK text text text text OK
  32. 33. pictures <ul><li>Using pictures is complex </li></ul><ul><li>It’s difficult to find the ‘right’ picture </li></ul><ul><li>Presentations with pictures take lot of time </li></ul><ul><li>Pictures are only useful if you want to make a ‘show’ </li></ul><ul><li>Most of the time, you just don’t need pictures for internal presentations but just in case… </li></ul><ul><li>Don’t use pictures found on Internet (for professional use) </li></ul><ul><li>Only use PowerPoint ‘Clip Arts’ (unless you can access specialized images database) </li></ul>
  33. 34. But pictures are good for show !
  34. 35. If correctly chosen
  35. 36. Otherwise…
  36. 37. So think twice…
  37. 38. clip arts And just avoid ugly ‘Clip Arts’ !
  38. 39. tables Table Row 1 Row 2 Row 3 Row 4 Line 1 xxx xxx xxx xxx Line 2 xxx xxx xxx xxx Line 3 xxx xxx xxx xxx Line 4 xxx xxx xxx xxx Line 5 xxx xxx xxx xxx <ul><li>Tables are really a problem in PowerPoint </li></ul><ul><li>Try not to use standard ‘table option’ if possible </li></ul><ul><li>Prefer to create your own table (with ‘Rectangle’ shapes) </li></ul>
  39. 40. insert Excel tables in PowerPoint <ul><li>Prefer to paste Excel tables as pictures in PowerPoint </li></ul><ul><li>Select Table in Excel </li></ul><ul><li>Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu </li></ul><ul><li>Use standard parameters by default </li></ul><ul><li>Go to PowerPoint </li></ul><ul><li>Paste Table (CTRL+V) </li></ul>1 2 3 If possible, better to create own table in PowerPoint
  40. 41. insert Excel charts in PowerPoint <ul><li>Paste Excel charts as pictures in PowerPoint </li></ul><ul><li>Check that font size in graph is > 10 pt </li></ul><ul><li>Select graph in Excel </li></ul><ul><li>Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu </li></ul><ul><li>Use standard parameters by default </li></ul><ul><li>Go to PowerPoint </li></ul><ul><li>Paste graph (CTRL+V) </li></ul>2 3 4
  41. 42. need to insert > 1 Excel chart in PowerPoint ? Not enough space on the slide, isn’t it ?
  42. 43. so you’ve just ‘re-sized’ the charts Are you sure it’s still possible to read them ? Chart 0 2 4 6 8 10 Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...
  43. 44. prefer to adapt size in Excel (with font size > 10 !)
  44. 45. Go to next slide & press ‘ enter ’ after a few seconds
  45. 46. a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t u i p q s d f g h j k l m w x c v s z a a z e r t g h j k l m w x c v b / s z a a z e r t y u i o p q s d f g h j k l m w x c v b n ? . / s a a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t y u q s d f g h j k l m w x c ? z a a z e r t y u i o p f g h j k l m w x c v b n ? . / s z a z e r t y u i o p f g h j k l m w x c v b n ? . / s z a z e r t y u i o p q s d g h j k l m w x c v a a z e r t y u i o p f g h j k l m w x c v b n a a z e r t y u q s d f g h j k l m w x c v b n ? a a z e r t i o p q s d f g x c v b n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y u i o p q s d f g h j k l a a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t u i o p q s d g h j k l m w x c a a z e rq s d g h j k l m w x c v b n ? . / s z a a z e r t y f g h j k l m w . / s z a a z e r t y u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y u i o p q s d f g h j k l m w x a z e r t y u i o p q s d f g h j k l m w x c z a a z e r t y u i o p q s d f g h j k l m w x c v ? . / s z a a z e r t y u i o p q s . / s z a a z e r t y u i o p q s d f g h j k l m w x c v a a z e r t y u i o p q s d f g h j k l m w x c v b n ? / s z a a z e r t y u i o p q s d f g h j a z e r t y u i o p q s d f g h j k l m a a z e r t y u i o p q s d f g h j k l m w b n ? . / s z a a z e r t y u i o p q sb n ? . / s z a z e r t y u i o p q s d f g h j k l m w a JUST AVOID ANIMATIONS !!!
  46. 47. why not to use animations ? <ul><li>Animations = lot of time unless good PowerPoint skills </li></ul><ul><li>Animations = problems with mouse during presentation (Murphy’s law I) </li></ul><ul><li>Animations = PC & mouse far from you during presentation (Murphy’s law II) </li></ul><ul><li>Animations = ‘show’, not ‘facts’ </li></ul>Avoid animations when possible !
  47. 48. 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed </li></ul><ul><li>Building blocks </li></ul><ul><li>Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations </li></ul><ul><li>‘ Slide’ design </li></ul><ul><li>Components, slide limits, titles, slide, body, Simplicity , layout </li></ul><ul><li>Content </li></ul><ul><li>Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S </li></ul><ul><li>More tips </li></ul><ul><li>Advanced tips, templates </li></ul>
  48. 49. 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’)
  49. 50. respect ‘slide limits’ NO NO NO NO YES YES
  50. 51. avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation
  51. 52. titles & sub-titles Sub-title = summary of slide in 1 sentence Only exception = titles + sub-titles (no majuscule for titles & Majuscule for sub-titles)
  52. 53. always use same font size & type for titles
  53. 54. slide title must reflect slide content ! Always check that slide title really reflects slide content !
  54. 55. make your ‘own’ body <ul><li>When you creare a new slide… </li></ul><ul><li>Create your own ‘boby’ = ‘rectangle’ with following attibutes </li></ul><ul><ul><li>‘ Colors & Lines‘ </li></ul></ul><ul><ul><ul><li>color = ‘NoFill’ </li></ul></ul></ul><ul><ul><ul><li>line = ‘No line’ </li></ul></ul></ul><ul><ul><li>‘ Text Box’ </li></ul></ul><ul><ul><ul><li>‘ Text a nchor Point’ = Top </li></ul></ul></ul><ul><ul><ul><li>‘ Internal margins’ (left, right, top, bottom) = 0,1’ or 0,05’’ </li></ul></ul></ul><ul><ul><ul><li>‘ Word wrap text in Autoshape’ checked </li></ul></ul></ul><ul><ul><ul><li>No other option ‘checked’ </li></ul></ul></ul><ul><li>Adapt margins ! </li></ul>Never use standard ‘Title and Text’ template
  55. 56. body 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 <ul><li>Avoid very long text </li></ul><ul><li>Use to make text more readable </li></ul><ul><li>Text must always be aligned </li></ul><ul><li>Be as simple as possible </li></ul>
  56. 57. simplicity <ul><li>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. </li></ul><ul><li>Goals </li></ul><ul><li>Identify improvements for definition & revision of new processes </li></ul><ul><li>Define impacts on current company structure </li></ul><ul><li>Keep it simple ! </li></ul><ul><li>Be as simple as possible : go directly to the point </li></ul><ul><li>Avoid articles (the, a, …) ; use ‘&’ instead of ‘and’ </li></ul><ul><li>Never > 2 lines in one paragraph (except for executive summary) </li></ul>2 nd S
  57. 58. always check if slide is readable when printed remember this ? People usually print (business) presentations
  58. 59. Find at least 7 ‘mistakes’ in this slide Text Text Text Text Text <ul><li>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 </li></ul>any text any text any text any text any text any text any text any text any text any text any text any text <ul><li>any text any text any text any text any text any text any text any text any text any text any text any text </li></ul><ul><li>any text any text any text any text any text any text any text any text any text any text any text any text </li></ul><ul><li>any text any text any text any text any text any text any text any text </li></ul>
  59. 60. Find at least 7 ‘mistakes’ in this slide Text Text Text Text Text <ul><li>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 </li></ul>any text any text any text any text any text any text any text any text any text any text any text any text <ul><li>any text any text any text any text any text any text any text any text any text any text any text any text </li></ul><ul><li>any text any text any text any text any text any text any text any text any text any text any text any text </li></ul><ul><li>any text any text any text any text any text any text any text any text </li></ul>2. Different spacing 1. Font <> Standard font 3. Slide limits not 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, …
  60. 61. you want a cool slide layout ?
  61. 62. layout Cool layout but few colors available for text
  62. 63. layout Prefer ‘white’ backgrounds (easier, less ink & less money spent when printed)
  63. 64. 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed </li></ul><ul><li>Building blocks </li></ul><ul><li>Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations </li></ul><ul><li>‘ Slide’ design </li></ul><ul><li>Components, slide limits, titles, slide, body, Simplicity , layout </li></ul><ul><li>Content </li></ul><ul><li>Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S </li></ul><ul><li>More tips </li></ul><ul><li>Advanced tips, templates </li></ul>
  64. 65. # attendees Media Audience Content Timing + + + + = Think about scope of presentation ! 3 rd S > 100 > 50 > 10 < 10 < 5 Projection Both Paper > 30min 15 / 20 min 10 min 5 min ‘ Story’ Standard Details Facts & figures ‘ Show’ ‘ Public’ Customer Senior Mgt. Middle Mgt. Employees … ‘ Vision’ Strategy / Positioning Product presentation Technical / Financials Status report …
  65. 66. audience Adapt to audience !
  66. 67. schedule 4 th S Always respect timing ! 5 min 10 min 15 min 20 min 1h 30 min < 3 slides < 5 slides < 7 slides < 10 slides < 15 slides < 25 slides
  67. 68. structure it’s easy… 1 slide = 1 idea (If you can’t summarize slide in one sentence, slide is too complex) 5 th S
  68. 69. visualize presentation 1. Take a ‘A4’ sheet of paper 2. Draw 10 ‘rectangles’ (= if ’10’ slides) 3. Write ‘1. Introduction’ in 1 st rectangle 4. Write ’10 Conclusions’ in last rectangle 5. Write just one idea on remaining slides 6. Make a ‘story’ with coherent story line 1 10 Introduction Conclusions Always visualize your presentation
  69. 70. story A presentation is a STORY You have to make a ‘scenario’ with 1. 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’ 6 th S
  70. 71. 6 S PowerPoint S ummary S peed customized toolbar & short-keys S implicity simplify everything S cope think about context S chedule always respect timing S tructure 1 slide = 1 idea S tory make your scenario
  71. 72. 1 2 3 4 5 <ul><li>Before you start </li></ul><ul><li>Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed </li></ul><ul><li>Building blocks </li></ul><ul><li>Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations </li></ul><ul><li>‘ Slide’ design </li></ul><ul><li>Components, slide limits, titles, slide, body, Simplicity , layout </li></ul><ul><li>Content </li></ul><ul><li>Scope , audience, Timing , Structure , visualize presentation, Story , 6 S </li></ul><ul><li>More tips </li></ul><ul><li>Advanced tips, templates </li></ul>
  72. 73. 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
  73. 74. how to ‘recover’ a color if you’re not lucky ? 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
  74. 75. what’s the difference between these figures ?
  75. 76. … color & transparency <ul><li>Color = </li></ul><ul><li>Transparency = 70% </li></ul><ul><li>Color = </li></ul><ul><li>Transparency = 0% </li></ul>
  76. 77. transparency <ul><li>Transparency allows… </li></ul><ul><li>Nice effects when correctly used </li></ul><ul><li>But most of the time </li></ul><ul><li>Transparency = bad surprise when presentation is printed </li></ul><ul><li>You can make the same effect with standard colors </li></ul>
  77. 78. colors effects <ul><li>Colors effects are cool but usually… </li></ul><ul><li>Colors effects take lots of time </li></ul><ul><li>Bad surprise when presentation is printed </li></ul>
  78. 79. shadows styles No Shadow Shadow Style 14 Shadow Style 17 <ul><li>Don’t use other ‘Shadows Styles’ </li></ul><ul><li>Use same ‘Shadow Style’ in entire presentation </li></ul>
  79. 80. smooth slides transitions Use same alignment for ‘ body’ vs. ‘title’ in all slides Not OK !
  80. 81. make this figure in < 5 min 5’’ 5’’ Tip : Use Excel
  81. 82. make this figure in < 5 min Tip : Use Paint any spacing
  82. 83. template : table of content 1 2 3 4 5 <ul><li>Chapter 1 title </li></ul><ul><li>Description of chapter 1 </li></ul><ul><li>Chapter 2 title </li></ul><ul><li>Description of chapter 2 </li></ul><ul><li>Chapter 3 title </li></ul><ul><li>Description of chapter 3 </li></ul><ul><li>Chapter 4 title </li></ul><ul><li>Description of chapter 4 </li></ul><ul><li>Chapter 5 title </li></ul><ul><li>Description of chapter 5 </li></ul>
  83. 84. template : table of content Chapter 1 title Chapter 2 title Chapter 3 title Chapter 4 title Chapter 5 title     
  84. 85. template : action plan Unrestricted Domain 1 Domain 2 Domain 3 Domain 4 <ul><li>Action 1 </li></ul><ul><li>Action 2 </li></ul><ul><li>Action 3 </li></ul><ul><li>Action 4 </li></ul><ul><li>Action 1 </li></ul><ul><li>Action 2 </li></ul><ul><li>Action 3 </li></ul><ul><li>Action 4 </li></ul><ul><li>Action 1 </li></ul><ul><li>Action 2 </li></ul><ul><li>Action 3 </li></ul><ul><li>Action 4 </li></ul><ul><li>Action 1 </li></ul><ul><li>Action 2 </li></ul><ul><li>Action 3 </li></ul><ul><li>Action 4 </li></ul>
  85. 86. template : action plan Unrestricted Owner Action plan Timing Issue Domain Domain Description issue JL Niezette Action plan description DD/MM/YY Domain Description issue JL Niezette Action plan description DD/MM/YY Domain Description issue JL Niezette Action plan description DD/MM/YY Domain Description issue JL Niezette Action plan description DD/MM/YY Domain Description issue JL Niezette Action plan description DD/MM/YY
  86. 87. template : planning Unrestricted J F M A M J J A S O D N Domain 1 Domain 2 Domain 3 DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description
  87. 88. template : planning Unrestricted Domain 2 Domain 3 Domain 1 DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description DD/MM : action description J F M A M J J A S O N D
  88. 89. template : planning Q4 Q3 Q2 Q1 Action 1 Action 2 Action 3 Action 4 Action 5 Action 6 Action 7 Action 8 Unrestricted
  89. 90. template : 10 slides for Senior Management <ul><li>Structure </li></ul><ul><li>- Title </li></ul><ul><li>- Executive summary </li></ul><ul><li>- Agenda </li></ul><ul><li>Scope </li></ul><ul><li>Status </li></ul><ul><li>Issue(s) </li></ul><ul><li>Solution(s) </li></ul><ul><li>Requirements / Developments needed </li></ul><ul><li>Risks & opportunities </li></ul><ul><li>Financials / Figures </li></ul><ul><li>What if NO GO / -30% investments / GO </li></ul><ul><li>Planning & next steps </li></ul><ul><li>Decisions needed </li></ul><ul><li>- Backup </li></ul><ul><li>Items on Title slide </li></ul><ul><li>Date </li></ul><ul><li>(presentation to xxx) </li></ul><ul><li>Unrestricted / Internal Use Only / Confidential </li></ul><ul><li>(Name) / Department / (Company) </li></ul><ul><li>For information / For decision / For discussion </li></ul><ul><li>Mandatory items on all slides </li></ul><ul><li>Slide number </li></ul><ul><li>Unrestricted / Internal Use Only / Confidential / … </li></ul>20 min presentation with executive summary
  90. 91. part 2 ‘ show’
  91. 92. You have to make a presentation
  92. 93. but you’re… running out of time
  93. 94. same story once again ?
  94. 95. you have to find a way out ?
  95. 96. better to be somewhere else?
  96. 97. no stress !
  97. 98. you just need a toolbox …
  98. 99. to win lot of time !
  99. 100. this is the goal of this presentation
  100. 101. aim is just to help to save time you
  101. 102. and to spend more time on real priorities
  102. 103. content of this tutorial
  103. 104. before you start building blocks ‘ slide’ design content + tips
  104. 105. before you start
  105. 106. take 5’ to customize your toolbar
  106. 107. 1’ to lock grid ruler
  107. 108. 5’’ to ‘activate’ ruler
  108. 109. use few short-keys
  109. 110. to win time
  110. 111. building blocks before you start
  111. 112. c o l o r s
  112. 113. black white
  113. 114. fonts
  114. 115. lines
  115. 116. shapes
  116. 117. alignments
  117. 118. pictures
  118. 119. clip-arts
  119. 120. tables
  120. 121. charts
  121. 122. animations
  122. 123. ‘ slide’ design building blocks before you start
  123. 124. components
  124. 125. slide li mits
  125. 126. title
  126. 127. body
  127. 128. simplicity
  128. 129. layout
  129. 130. content ‘ slide’ design building blocks before you start
  130. 131. scope
  131. 132. scope
  132. 133. audience
  133. 134. schedule
  134. 135. structure 1 slide 1 idea
  135. 136. visualize presentation
  136. 137. Y R O T S a ! m e k a
  137. 138. <ul><li>6 S </li></ul><ul><ul><li>S peed </li></ul></ul><ul><ul><li>S implicity </li></ul></ul><ul><ul><li>S cope </li></ul></ul><ul><ul><li>S chedule </li></ul></ul><ul><ul><li>S tructure </li></ul></ul><ul><ul><li>S tory </li></ul></ul>
  138. 139. + tips content ‘ slide’ design building blocks before you start
  139. 140. advanced tips
  140. 141. … and templates
  141. 143. what do you think ?
  142. 144. ready to go ?
  143. 145. Hope i t helps [email_address]
  144. 146. [email_address] see PowerPoint 100 pictures & PowerPoint 50 templates comments are welcome ! Jean-Luc
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