Effective PowerPoint presentation Dr. T. Balasubramanian M.S. D.L.O.

Aims To help you to create effective presentation Help in avoiding common pitfalls in PowerPoint presentation To reveal some of the hidden but useful features in PowerPoint

To help you to create effective presentation

Help in avoiding common pitfalls in PowerPoint presentation

To reveal some of the hidden but useful features in PowerPoint

Assumptions You are familiar with PowerPoint interface You have already tried and generated PowerPoint slides You use presentation software on a regular basis

You are familiar with PowerPoint interface

You have already tried and generated PowerPoint slides

You use presentation software on a regular basis

Did you Know That you can add speaker notes to your slide? That you can print out not only the slides but also your notes? That you can add commentaries to your slide? That you can make your slide interactive? That you can undo the last 20 actions of PowerPoint.

That you can add speaker notes to your slide?

That you can print out not only the slides but also your notes?

That you can add commentaries to your slide?

That you can make your slide interactive?

That you can undo the last 20 actions of PowerPoint.

What makes an effective ppt ? Appropriately designed formatting for the audience / medium Tight focus on the subject Use of appropriate themes and font colors Right amount of text in each slide (No overcrowding) Use of charts in place of raw numbers / data Use of sound / video to create interest – should not be a distracter Animations / transitions should not be over domineering

Appropriately designed formatting for the audience / medium

Tight focus on the subject

Use of appropriate themes and font colors

Right amount of text in each slide (No overcrowding)

Use of charts in place of raw numbers / data

Use of sound / video to create interest – should not be a distracter

Animations / transitions should not be over domineering

Audience factors Size of the audience Age of audience Basic knowledge level of the target audience Make notes about the purpose of the presentation Always number your slides

Size of the audience

Age of audience

Basic knowledge level of the target audience

Make notes about the purpose of the presentation

Types of presentation methods Speaker led presentation Self running presentation User interactive presentation Create a good intro slide

Speaker led presentation

Self running presentation

User interactive presentation

Speaker led presentation Your slides need not tell the whole story Slides are no more than support materials for the speaker Primary message will have to come from the speaker Slides should not contain lot of information. You should be the only Hero. Let the audience listen to you

Your slides need not tell the whole story

Slides are no more than support materials for the speaker

Primary message will have to come from the speaker

Slides should not contain lot of information. You should be the only Hero.

Let the audience listen to you

Speaker led presentation pitfalls Needs lot of planning Handouts to audience Handling PowerPoint controls Take care to create summary slide

Needs lot of planning

Handouts to audience

Handling PowerPoint controls

Self running presentations Slides should carry the entire show All information should be there in the slides Voice commentary is a must Ideal for individual / small group teaching Timing should be precise – User should get to see the next slide as soon as he completes reading the previous one

Slides should carry the entire show

All information should be there in the slides

Voice commentary is a must

Ideal for individual / small group teaching

Timing should be precise – User should get to see the next slide as soon as he completes reading the previous one

User interactive presentation User input is needed for this presentation You need to place arrows for easy user interaction This presentation is ideal for mass distribution HTML / Web format is best for this type of presentation

User input is needed for this presentation

You need to place arrows for easy user interaction

This presentation is ideal for mass distribution

HTML / Web format is best for this type of presentation

Delivery methods PowerPoint slide show – you need to have PowerPoint programme / viewer installed in the user’s system Web browser show – No special software needed – used for self running / user interactive shows Show on CD – Useful for self running / user active shows

PowerPoint slide show – you need to have PowerPoint programme / viewer installed in the user’s system

Web browser show – No special software needed – used for self running / user interactive shows

Show on CD – Useful for self running / user active shows

Delivery methods (contd) Over head transparencies – used only for speaker led show – Beware of transparencies you buy. Transparencies designed for inkjet printers may melt when laser printer is used. 35 mm slides – Expensive – Resolution high, image quality better. Paper handouts

Over head transparencies – used only for speaker led show – Beware of transparencies you buy. Transparencies designed for inkjet printers may melt when laser printer is used.

35 mm slides – Expensive – Resolution high, image quality better.

Paper handouts

Projection medium Overhead projector 35 mm slide projector Computer driven presentations For case change select and press Shift and F3

Overhead projector

35 mm slide projector

Computer driven presentations

Overhead projection Not the ideal way to present Image is medium sized / poor quality For headings choose Arial / Times Roman fonts (Always choose Bold) Prefer black fonts in light background Keep the content pretty simple Avoid graphics

Not the ideal way to present

Image is medium sized / poor quality

For headings choose Arial / Times Roman fonts (Always choose Bold)

Prefer black fonts in light background

Keep the content pretty simple

Avoid graphics

35 mm slides Choose 35 mm slides in page setup Prefer light text on dark background Avoid patterned backgrounds Bright yellow texts on navy blue background is preferred Animations / transitions don’t work Very expensive

Choose 35 mm slides in page setup

Prefer light text on dark background

Avoid patterned backgrounds

Bright yellow texts on navy blue background is preferred

Animations / transitions don’t work

Very expensive

Computer driven presentations Need computer / computer based projection systems (LCD) Any font can be used. Caution – The chosen font should be available in the computer used for projection Background color should be tailored to the room’s illumination Animations /transitions / videos/audios can be used

Need computer / computer based projection systems (LCD)

Any font can be used. Caution – The chosen font should be available in the computer used for projection

Background color should be tailored to the room’s illumination

Animations /transitions / videos/audios can be used

Content creation A canvas should have a painting This is a classic example of bad slide design

Content creation A canvas should have a painting Shadow effect can be used to emphasize a point

Content creation (contd) Reassure the audience that you are a professional who knows what you are doing Assure the audience you had them in mind while creating the presentation Create content to suit your target audience

Reassure the audience that you are a professional who knows what you are doing

Assure the audience you had them in mind while creating the presentation

Create content to suit your target audience

Text / Font size / Style Ideal font size – 28 – 34 (Bold) Titles / subtitles should be different font sizes Limit the amount of text. Use abbreviations Remember rule of 7 Emphasize key terms by playing with fonts

Ideal font size – 28 – 34 (Bold)

Titles / subtitles should be different font sizes

Limit the amount of text. Use abbreviations

Remember rule of 7

Emphasize key terms by playing with fonts

Use of pictures Pics enhance quality of presentation Don’t clutter a slide with too many pics Don’t use pics to enhance the design quality of presentation Preferable to use JPEG format

Pics enhance quality of presentation

Don’t clutter a slide with too many pics

Don’t use pics to enhance the design quality of presentation

Preferable to use JPEG format

Animation Use subtle animations Animations should not distract the audience Lively animations can be used for informal presentation Use animation to highlight hyperlinks Use annotation facility to stress a point

Use subtle animations

Animations should not distract the audience

Lively animations can be used for informal presentation

Use animation to highlight hyperlinks

Videos Videos enrich yr presentation Media should be ideally placed alongside to the text Always prefer to embed videos to the slide (Caution) AVI format is preferred

Videos enrich yr presentation

Media should be ideally placed alongside to the text

Always prefer to embed videos to the slide (Caution)

AVI format is preferred

Naming convention Use short file names Following characters cannot be used in naming a ppt file: @, #, &, =, ?, $, /, , ;. 8 letter word is preferred Following characters can be used in the naming convention: alphabets, number (0-9), _ , etc.

Use short file names

Following characters cannot be used in naming a ppt file: @, #, &, =, ?, $, /, , ;.

8 letter word is preferred

Following characters can be used in the naming convention: alphabets, number (0-9), _ , etc.

Saving format options in 2003 PPT PPS GIFF JPEG RTF Windows metafile Design template

PPT

PPS

GIFF

JPEG

RTF

Windows metafile

Design template

Saving format options in 2007 .pptx – default format .potx – template .potm – Macro enabled template .ppsx – slide show .ppsm – Macro enabled show .pptm – To save VB enabled macros .thmx – theme .ppt – will open with older versions

.pptx – default format

.potx – template

.potm – Macro enabled template

.ppsx – slide show

.ppsm – Macro enabled show

.pptm – To save VB enabled macros

.thmx – theme

.ppt – will open with older versions

Protecting your slide Pass word protection IRM rights Saving slides as image and recreating the presentation

Pass word protection

IRM rights

Saving slides as image and recreating the presentation

Setting file properties

Optimizing presentation Avoid using excessive embedded sounds Avoid using TIFF images Choose insert image option over dragging and pasting Recycle images by adding them to slide master rather than individual slides Compress images to optimize presentation further

Avoid using excessive embedded sounds

Avoid using TIFF images

Choose insert image option over dragging and pasting

Recycle images by adding them to slide master rather than individual slides

Compress images to optimize presentation further

Printing slides Color printing – will show background color well Gray scale printing – Inexpensive way of printing PowerPoint slides. Graphic portions of the slides will also get printed Black & white – Printing is fast. Suitable for slides that don’t contain excessive images. Non text images appear pitch black

Color printing – will show background color well

Gray scale printing – Inexpensive way of printing PowerPoint slides. Graphic portions of the slides will also get printed

Black & white – Printing is fast. Suitable for slides that don’t contain excessive images. Non text images appear pitch black

Converting PPT to flash Flash runs in all computers Useful for web based presentation Free converters are available : iSpring PowerPoint to flash converter Flash files cannot be plagiarized

Flash runs in all computers

Useful for web based presentation

Free converters are available : iSpring PowerPoint to flash converter

Flash files cannot be plagiarized

PowerPoint to flash converter

Name the capital city of India Chennai Calcutta New Delhi

For those who don’t want scripts Name the capital of India Chennai Calcutta New Delhi

Name the capital of India

Chennai

Calcutta

New Delhi

Congratulations that is the correct answer

Sorry that was wrong. Try again.

Thankyou