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Powerpoint tips-and-tricks

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POWERPOINT TIPS AND TRICKS

POWERPOINT TIPS AND TRICKS

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Powerpoint tips-and-tricks Powerpoint tips-and-tricks Presentation Transcript

  • 2
    foreword
    Goal 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’…
    comments are welcome !
    Jean-Luc
    Unrestricted
  • 3
    jean.luc.niezette@gmail.com
    see PowerPoint 100 pictures
    &
    PowerPoint 50 templates
    comments are welcome !
    Jean-Luc
  • 4
    part 1
    ‘tips & tricks’
  • 5
    next
    slides
    are
    not
    funny
    !
  • 6
    table of content
    1
    Before you start
    • Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed
    2
    Building blocks
    • Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations
    3
    ‘Slide’ design
    • Components, slide limits, titles, slide, body, Simplicity, layout
    4
    Content
    • Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
    5
    More tips
    • Advanced tips, templates
    6
  • 7
    1
    Before you start
    • Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed
    2
    Building blocks
    • Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations
    3
    ‘Slide’ design
    • Components, slide limits, titles, slide, body, Simplicity, layout
    4
    Content
    • Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
    5
    More tips
    • Advanced tips, templates
    7
  • 8
    switch to
    ‘EDIT’ view
    (esc)
  • 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
  • 11
    customize the ‘format’ toolbar
    No need for additional new commands in toolbar
  • 12
    customize the ‘drawing’ toolbar
    No need for additional new commands in toolbar
  • 13
    activate ‘snap objects to grid’  
    Spacing can be
    • 0,083 Inches
    • 0,079 Inches
    Always activate this feature !
    13
  • 14
    activate ‘ruler’ 
    Always activate this feature !
    14
  • 15
    useful short-keys
    ctrl
    A
    f2
    Select all
    Select text
    esc
    ctrl
    C
    Copy
    Escape
    ctrl
    V
    fn
    prt sc
    Paste
    Print screen
    shift
    enter
    ‘Line break’
    ctrl
    Z
    Undo
    ctrl
    Y
    Re-do
    ctrl
    S
    Save
    15
  • 16
    make this figure in < 2 min
    x 11
    16
  • 17
    select all figures & rotate ‘left’
  • 18
    center this figure horizontally in < 1 min
    Use shapes here-under
    to center the figure
    18
    Unrestricted
  • 19
    speed
    ctrl
    A
    ctrl
    C
    ctrl
    V
    ctrl
    Z
    ctrl
    Y
    ctrl
    S
    f2
    esc
    fn
    prt sc
    shift
    enter
    1st S
    +
    +
    =
    90% time saved !
    Take some time to learn how to use toolbar & short-keys !
    19
  • 20
    switch to
    ‘SLIDE SHOW’
  • 21
    what does ‘90% time saved’ mean ?
    1 day
    10h
    10 days
    1h40
    10’
    20’
    3h20
    1h
    Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!!
  • 22
    1
    Before you start
    • Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed
    2
    Building blocks
    • Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations
    3
    ‘Slide’ design
    • Components, slide limits, titles, slide, body, Simplicity, layout
    4
    Content
    • Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
    5
    More tips
    • Advanced tips, templates
    22
  • 23
    focus = ‘internal’ presentationsbut easy to transpose…
  • 24
    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
    24
  • 25
    black & white (or colors when printed in ‘grey’)
    grey level
    grey level
    No difference
    when printed
    type
    type
    25
  • 26
    what’s the difference between these figures ?
    A
    A
    26
  • 27
    …bad surprise when printed
    27
  • 28
    fonts
    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
    EXAMPLE
    level 1 (size 18 / 20)
    • level 2 (size 16 / 18)
    • level 3 (size 14 / 16)
    • level 4 (14)
    AVOID
    level 1 (size 18)
    • level 2 (size 16)
    • level 3 (size 14)
    • level 1 (size 18)
    • level 2 (size 16)
    • level 3 (size 14)
    28
  • 29
    lines
    ¾ pt
    2 ¼ pt
    No line
    • No need for other types of lines
    • Use same line types in entire presentation
    ¾ pt Solid
    2 ¼ pt Solid
    ¾ pt Dash
    2 ¼ pt Dash
    29
  • 30
    useful shapes
    text
    text
    text
    text
    text
    text
    text
    text
    text
    text




    30
  • 31
    how to resize a shape
    text
    1. Select shape
    2. Resize shape with ‘yellow diamond’
    3. Find ‘right shape’
    text
    31
  • 32
    always align & ‘distribute’ shapes in a slide
    Not OK
    OK
    text
    text
    text
    text
    text
    text
    text
    text
    32
  • 33
    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)
  • 34
    But pictures are
    good for show !
  • 35
    If correctly chosen
  • 36
    Otherwise…
  • 37
    So think twice…
  • 38
    clip arts
    And just avoid ugly ‘Clip Arts’ !
  • 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
    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)
  • 40
    insert Excel tables in PowerPoint
    1
    2
    3
    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
  • 41
    Paste Excel charts as pictures in PowerPoint
    Check that font size in graph is > 10 pt
    Select graph in Excel
    Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu
    Use standard parameters by default
    Go to PowerPoint
    Paste graph (CTRL+V)
    insert Excel charts in PowerPoint
    2
    3
    4
  • 42
    need to insert > 1 Excel chart in PowerPoint ?
    Not enough space on the slide, isn’t it ?
  • 43
    so you’ve just ‘re-sized’ the charts
    Chart
    10
    8
    6
    4
    2
    0
    Row 1
    Row 2
    Row 3
    Row 4
    Row 5
    Row 6
    Row 7
    Row 8
    Row 9
    Row...
    Are you sure it’s still possible to read them ?
  • 44
    prefer to adapt size in Excel (with font size > 10 !)
  • 45
    Go tonextslide
    &
    press ‘enter’ after a few seconds
  • 46
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    JUSTAVOIDANIMATIONS!!!
  • 47
    why not to use animations ?
    Animations = lot of time unless good PowerPoint skills
    Animations = problems with mouse during presentation (Murphy’s law I)
    Animations = PC & mouse far from you during presentation (Murphy’s law II)
    Animations = ‘show’, not ‘facts’
    Avoid animations when possible !
  • 48
    1
    Before you start
    • Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed
    2
    Building blocks
    • Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations
    3
    ‘Slide’ design
    • Components, slide limits, titles, slide, body, Simplicity, layout
    4
    Content
    • Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
    5
    More tips
    • Advanced tips, templates
    48
  • 49
    slide components
    Try to align ‘Title’ & ‘Body’ texts
    Always include ‘slide #’ & confidentiality level for internal ppt
    (exception : no slide # on ‘Title slides’)
    Footer
    slide number
  • 50
    respect ‘slide limits’
    NO
    YES
    NO
    NO
    YES
    NO
  • 51
    avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation
  • 52
    Only exception = titles + sub-titles
    (no majuscule for titles & Majuscule for sub-titles)
    52
    titles & sub-titles Sub-title = summary of slide in 1 sentence
  • 53
    always use same font size & type for titles
  • 54
    slide title must reflect slide content !
    Always check that slide title really reflects slide content !
  • 55
    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
  • 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
    • Avoid very long text
    • Use to make text more readable
    • Text must always be aligned
    • Be as simple as possible
  • 57
    simplicity
    2nd S
    • 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)
  • 58
    always check if slide is readable when printed
    remember this ?
    People usually print (business)presentations
  • 59
    Find at least 7 ‘mistakes’ in this slide
    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
    Text
    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
    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
    Text
    • any text any text any text any text any text any text any text any text
  • 60
    Find at least 7 ‘mistakes’ in this slide
    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
    1. Font <> Standard font
    2. Different spacing
    any text any text any text any text any text any text any text any text any text any text any text any text
    Text
    4. Text not aligned
    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
    7. Text in bold, italic, not standard font, same color as in other shapes, > 2 lines, …
    5. ‘White’ bullet
    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
    3. Slide limitsnot respected
    6. Shape not resized
    Text
    • any text any text any text any text any text any text any text any text
  • 61
    you want a cool slide layout ?
  • 62
    layoutCool layout but fewcolors available for text
  • 63
    layout
    Prefer ‘white’ backgrounds
    (easier, less ink & less money spent when printed)
  • 64
    1
    Before you start
    • Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed
    2
    Building blocks
    • Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations
    3
    ‘Slide’ design
    • Components, slide limits, titles, slide, body, Simplicity, layout
    4
    Content
    • Scope, audience, Schedule, Structure, visualize presentation, Story, 6S
    5
    More tips
    • Advanced tips, templates
    64
  • 65
    ‘Show’
    > 100
    Projection
    > 30min
    ‘Public’
    ‘Vision’
    > 50
    Both
    15 / 20 min
    ‘Story’
    Customer
    Strategy /
    Positioning
    > 10
    Paper
    10 min
    Standard
    Senior Mgt.
    Product
    presentation
    Facts &figures
    < 10
    5 min
    Middle Mgt.
    Technical /
    Financials
    < 5
    Details
    Employees
    Status
    report


    3rd S
    +
    +
    +
    +
    =
    #
    attendees
    Media
    Audience
    Content
    Timing
    Think about scope of presentation !
  • 66
    audience
    Adaptto audience !
  • 67
    schedule
    5 min
    10 min
    15 min
    20 min
    1h
    30 min
    < 3 slides
    < 5 slides
    < 7 slides
    < 10 slides
    < 15 slides
    < 25 slides
    4th S
    Always respect timing !
  • 68
    structure
    5th S
    it’s easy…
    1 slide = 1 idea
    (If you can’t summarize slide in one sentence, slide is too complex)
  • 69
    visualize presentation
    Always visualize your presentation
    1
    Introduction
    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
    10
    Conclusions
  • 70
    story
    6th S
    A presentation is a STORY
    You have to make a ‘scenario’ with
    1.STRONGstart (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’
  • 71
    6S PowerPoint Summary
    Speed customized toolbar & short-keysSimplicity simplify everythingScope think about context Schedule always respect timingStructure 1 slide = 1 ideaStory make your scenario
  • 72
    1
    Before you start
    • Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed
    2
    Building blocks
    • Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations
    3
    ‘Slide’ design
    • Components, slide limits, titles, slide, body, Simplicity, layout
    4
    Content
    • Scope, audience, Timing,Structure, visualize presentation,Story, 6S
    5
    More tips
    • Advanced tips, templates
    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
  • 74
    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 ?
  • 75
    what’s the difference between these figures ?
  • 76
    …color & transparency
    • Color =
    • Transparency = 70%
    • Color =
    • Transparency = 0%
  • 77
    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
  • 78
    colors effects
    Colors effects are cool but usually…
    • Colors effects take lots of time
    • Bad surprise when presentation is printed
  • 79
    shadows styles
    No
    Shadow
    • Don’t use other ‘Shadows Styles’
    • Use same ‘Shadow Style’ in entire presentation
    Shadow
    Style 14
    ShadowStyle 17
  • 80
    smooth slides transitions
    Use same alignment for
    ‘body’ vs. ‘title’ in all slides
    Not OK !
  • 81
    make this figure in < 5 min
    Tip :
    Use Excel
    5’’
    5’’
  • 82
    make this figure in < 5 min
    any spacing
    Tip :
    Use Paint
  • 83
    template : table of content
    1
    Chapter 1 title
    • Description of chapter 1
    2
    Chapter 2 title
    • Description of chapter 2
    3
    Chapter 3 title
    • Description of chapter 3
    4
    Chapter 4 title
    • Description of chapter 4
    5
    Chapter 5 title
    • Description of chapter 5
  • 84
    template : table of content

    Chapter 1 title

    Chapter 2 title

    Chapter 3 title

    Chapter 4 title

    Chapter 5 title
  • 85
    template : action plan
    Domain 1
    • Action 1
    • Action 2
    • Action 3
    • Action 4
    Domain 2
    • Action 1
    • Action 2
    • Action 3
    • Action 4
    Domain 3
    • Action 1
    • Action 2
    • Action 3
    • Action 4
    Domain 4
    • Action 1
    • Action 2
    • Action 3
    • Action 4
    85
    Unrestricted
  • 86
    template : action plan
    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
    Unrestricted
  • 87
    template : planning
    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
    D
    N
    Domain 1
    Domain 2
    Domain 3
    87
    Unrestricted
  • 88
    template : planning
    J
    F
    M
    A
    M
    J
    J
    A
    S
    O
    N
    D
    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
    Domain 2
    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
    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
    88
    Unrestricted
  • 89
    89
    Unrestricted
    template : planning
    Q4
    Q3
    Q2
    Q1
    Action 1
    Action 2
    Action 3
    Action 4
    Action 5
    Action 6
    Action 7
    Action 8
  • 90
    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 presentation
    with executive summary
  • 91
    part 2
    ‘show’
  • 92
    You have to make a presentation
  • 93
    but you’re…
    running out of time
  • 94
    same
    story
    once
    again
    ?
  • 95
    you have to find a way out ?
  • 96
    better to be somewhere else?
  • 97
    no stress !
  • 98
    you just need a toolbox…
  • 99
    to win lot oftime !
  • 100
    this is the goal of this presentation
  • 101
    aim is just to help
    you
    to save time
  • 102
    and to spend more time onreal priorities
  • 103
    contentof thistutorial
  • 104
    before you start
    building blocks
    ‘slide’ design
    content
    + tips
  • 105
    before you start
  • 106
    take 5’
    to customize
    your toolbar
  • 107
    1’ to lock grid ruler
  • 108
    5’’ to ‘activate’ ruler
  • 109
    use
    few short-keys
  • 110
    to win time
  • 111
    building blocks
    before you start
  • 112
    colors
  • 113
    black white
  • 114
    fonts
  • 115
    lines
  • 116
    shapes
  • 117
    alignments
  • 118
    pictures
  • 119
    clip-arts
  • 120
    tables
  • 121
    charts
  • 122
    animations
  • 123
    ‘slide’ design
    building blocks
    before you start
  • 124
    components
  • 125
    slide limits
  • 126
    title
  • 127
    body
  • 128
    simplicity
  • 129
    layout
  • 130
    content
    ‘slide’ design
    building blocks
    before you start
  • 131
    scope
  • 132
    scope
  • 133
    audience
  • 134
    schedule
  • 135
    structure
    1 slide
    1 idea
  • 136
    visualize
    presentation
  • 137
    !
    Y
    R
    O
    T
    a
    S
    e
    k
    a
    m
  • 138
    6S
    Speed
    Simplicity
    Scope
    Schedule
    Structure
    Story
  • 139
    + tips
    content
    ‘slide’ design
    building blocks
    before you start
  • 140
    advancedtips
  • 141
    …and templates
  • 142
  • 143
    what do you think ?
  • 144
    ready to go ?
  • 145
    Hope it helps
    jean.luc.niezette@gmail.com
  • 146
    jean.luc.niezette@gmail.com
    see PowerPoint 100 pictures
    &
    PowerPoint 50 templates
    comments are welcome !
    Jean-Luc