Powerpoint tips-and-tricks

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POWERPOINT TIPS AND TRICKS

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Powerpoint tips-and-tricks

  1. 1. PowerPoint Tips & Tricks Tutorial jean.luc.niezette@gmail.com April 2009
  2. 2. 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’… Unrestricted comments are welcome ! Jean-Luc
  3. 3. 3 jean.luc.niezette@gmail.com see PowerPoint 100 pictures & PowerPoint 50 templates comments are welcome ! Jean-Luc
  4. 4. 4 part 1 ‘tips & tricks’
  5. 5. 5 not are slides funny ! next
  6. 6. 6 table of content 1 2 3 4 5 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 6
  7. 7. 7 1 2 3 4 5 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 7
  8. 8. 8 switch to ‘EDIT’ view(esc)
  9. 9. 9 make this figure in < 30 sec Use shapes here-under to make the figure 9
  10. 10. 10 analsis of your results this can be done in < 2 seconds
  11. 11. 11 customize the ‘format’ toolbar No need for additional new commands in toolbar
  12. 12. 12 customize the ‘drawing’ toolbar No need for additional new commands in toolbar
  13. 13. 13 activate ‘snap objects to grid’ Always activate this feature ! Spacing can be  0,083 Inches  0,079 Inches  … 13
  14. 14. 14 activate ‘ruler’ Always activate this feature ! 14
  15. 15. 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. 16. 16 make this figure in < 2 min x 11 16
  17. 17. 17 select all figures & rotate ‘left’
  18. 18. 18 center this figure horizontally in < 1 min Use shapes here-under to center the figure 18Unrestricted
  19. 19. 19 speed ctrl A ctrl C ctrl V ctrl Z ctrl Y ctrl S esc fn prt sc f2 shift enter + + = 90% time saved ! Take some time to learn how to use toolbar & short-keys ! 19 1st S
  20. 20. 20 switch to ‘SLIDE SHOW’
  21. 21. 21 what does ‘90% time saved’ mean ? 10h1h 3h20 1h4010’ 20’ Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!! 1 day 10 days
  22. 22. 22 1 2 3 4 5 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 22
  23. 23. 23 focus = ‘internal’ presentations but easy to transpose…
  24. 24. 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. 25. 25 black & white (or colors when printed in ‘grey’) type grey level No difference when printed type grey level 25
  26. 26. 26 what’s the difference between these figures ? A A 26
  27. 27. 27 …bad surprise when printed 27
  28. 28. 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 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) AVOID EXAMPLE 28
  29. 29. 29 lines 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 29
  30. 30. 30 useful shapes text text texttext texttext text texttext text     30
  31. 31. 31 how to resize a shape text text 1. Select shape 2. Resize shape with ‘yellow diamond’ 3. Find ‘right shape’ 31
  32. 32. 32 always align & ‘distribute’ shapes in a slide text text text text Not OK text text text text OK 32
  33. 33. 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. 34. 34 But pictures are good for show !
  35. 35. 35 If correctly chosen
  36. 36. 36 Otherwise…
  37. 37. 37 So think twice…
  38. 38. 38 clip arts And just avoid ugly ‘Clip Arts’ !
  39. 39. 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. 40. 40 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) 1 2 3 If possible, better to create own table in PowerPoint
  41. 41. 41 Paste Excel charts as pictures in PowerPoint 1. Check that font size in graph is > 10 pt 2. Select graph in Excel 3. Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu 4. Use standard parameters by default 5. Go to PowerPoint 6. Paste graph (CTRL+V) insert Excel charts in PowerPoint 2 3 4
  42. 42. 42 need to insert > 1 Excel chart in PowerPoint ? 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... 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... Not enough space on the slide, isn’t it ?
  43. 43. 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... 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...
  44. 44. 44 prefer to adapt size in Excel (with font size > 10 !) 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... 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...
  45. 45. 45 Go to next slide & press ‘enter’ after a few seconds
  46. 46. 46 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 z e r t g h j k l m w x c v b / s z 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 z e r t u i o p q s d f g h j k l m w x c v b n ? . / a z e r t y u q s d f g h j k l m w x c ? 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 a z e r t y u i o p q s d g h j k l m w x c v a z e r t y u i o p f g h j k l m w x c v b n a z e r t y u q s d f g h j k l m w x c v b n ? 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 u i o p q s d f g h j k l 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 z e rq s d 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 . / s z 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 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 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 z e r t y u i o p q s . / s z 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 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 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 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 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 JUST AVOID ANIMATIONS !!!
  47. 47. 47 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 !
  48. 48. 48 1 2 3 4 5 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 48
  49. 49. 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’)
  50. 50. 50 respect ‘slide limits’ NO NO NO NO YES YES
  51. 51. 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. 52. 5252 Only exception = titles + sub-titles (no majuscule for titles & Majuscule for sub-titles) titles & sub-titles Sub-title = summary of slide in 1 sentence
  53. 53. 53 always use same font size & type for titles
  54. 54. 54 slide title must reflect slide content ! Always check that slide title really reflects slide content !
  55. 55. 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. 56. 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. 57. 57 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) 2nd S
  58. 58. 58 always check if slide is readable when printed remember this ? People usually print (business) presentations
  59. 59. 59 Find at least 7 ‘mistakes’ in this slide Text Text 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 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
  60. 60. 60 Find at least 7 ‘mistakes’ in this slide Text Text 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 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 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, …
  61. 61. 61 you want a cool slide layout ?
  62. 62. 62 layout Cool layout but few colors available for text
  63. 63. 63 layout Prefer ‘white’ backgrounds (easier, less ink & less money spent when printed)
  64. 64. 64 1 2 3 4 5 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 64
  65. 65. 65 > 100 > 50 > 10 < 10 < 5 Projection Both Paper > 30min 15 / 20 min 10 min 5 min ‘Story’ Standard Details Facts & figures ‘Show’ # attendees Media Audience Content Timing + + + + = ‘Public’ Customer Senior Mgt. Middle Mgt. Employees … ‘Vision’ Strategy / Positioning Product presentation Technical / Financials Status report … Think about scope of presentation ! 3rd S
  66. 66. 66 audience Adapt to audience !
  67. 67. 67 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 !
  68. 68. 68 structure it’s easy… 1 slide = 1 idea (If you can’t summarize slide in one sentence, slide is too complex) 5th S
  69. 69. 69 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 1 10 Introduction Conclusions Always visualize your presentation
  70. 70. 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’ 6th S
  71. 71. 71 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
  72. 72. 72 1 2 3 4 5 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, Timing,Structure, visualize presentation, Story, 6S More tips • Advanced tips, templates 72
  73. 73. 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. 74. 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. 75. 75 what’s the difference between these figures ?
  76. 76. 76 …color & transparency  Color =  Transparency = 70%  Color =  Transparency = 0%
  77. 77. 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. 78. 78 colors effects Colors effects are cool but usually…  Colors effects take lots of time  Bad surprise when presentation is printed
  79. 79. 79 shadows styles No Shadow Shadow Style 14 Shadow Style 17  Don’t use other ‘Shadows Styles’  Use same ‘Shadow Style’ in entire presentation
  80. 80. 80 smooth slides transitions Use same alignment for ‘body’ vs. ‘title’ in all slides Not OK !
  81. 81. 81 make this figure in < 5 min 5’’ 5’’ Tip : Use Excel
  82. 82. 82 make this figure in < 5 min Tip : Use Paint any spacing
  83. 83. 83 template : table of content 1 2 3 4 5 Chapter 1 title • Description of chapter 1 Chapter 2 title • Description of chapter 2 Chapter 3 title • Description of chapter 3 Chapter 4 title • Description of chapter 4 Chapter 5 title • Description of chapter 5
  84. 84. 84 template : table of content Chapter 1 title Chapter 2 title Chapter 3 title Chapter 4 title Chapter 5 title     
  85. 85. 8585Unrestricted template : action plan Domain 1 Domain 2 Domain 3 Domain 4  Action 1  Action 2  Action 3  Action 4  Action 1  Action 2  Action 3  Action 4  Action 1  Action 2  Action 3  Action 4  Action 1  Action 2  Action 3  Action 4
  86. 86. 8686Unrestricted template : action plan Owner Action plan TimingIssueDomain 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
  87. 87. 8787Unrestricted template : planning J F M A M J J A S O DN 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
  88. 88. 8888Unrestricted Domain 2 Domain 3 Domain 1 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 N D
  89. 89. 8989Unrestricted template : planning Q4Q3Q2Q1 Action 1 Action 2 Action 3 Action 4 Action 5 Action 6 Action 7 Action 8
  90. 90. 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. 91. 91 part 2 ‘show’
  92. 92. 92 You have to make a presentation
  93. 93. 93 but you’re… running out of time
  94. 94. 94 same story once again ?
  95. 95. 95 you have to find a way out ?
  96. 96. 96 better to be somewhere else?
  97. 97. 97 no stress !
  98. 98. 98 you just need a toolbox…
  99. 99. 99 to win lot oftime !
  100. 100. 100 this is the goal of this presentation
  101. 101. 101 aim is just to help to save time
  102. 102. 102 and to spend more time on real priorities
  103. 103. 103
  104. 104. 104 before you start building blocks ‘slide’ design content + tips
  105. 105. 105 before you start
  106. 106. 106 take 5’ to customize your toolbar
  107. 107. 107
  108. 108. 108 5’’ to ‘activate’ ruler
  109. 109. 109 use few short-keys
  110. 110. 110 to win time
  111. 111. 111 building blocks before you start
  112. 112. 112 colors
  113. 113. 113 black white
  114. 114. 114 fonts
  115. 115. 115 lines
  116. 116. 116 shapes
  117. 117. 117 alignments
  118. 118. 118 pictures
  119. 119. 119 clip-arts
  120. 120. 120 tables
  121. 121. 121 charts
  122. 122. 122 animations
  123. 123. 123 ‘slide’ design building blocks before you start
  124. 124. 124 components
  125. 125. 125 slide limits
  126. 126. 126 title
  127. 127. 127 body
  128. 128. 128 simplicity
  129. 129. 129 layout
  130. 130. 130 content ‘slide’ design building blocks before you start
  131. 131. 131 scope
  132. 132. 132 scope
  133. 133. 133 audience
  134. 134. 134 schedule
  135. 135. 135 structure 1 slide 1 idea
  136. 136. 136 visualize presentation
  137. 137. 137 YROTSam eka
  138. 138. 138 6S Speed Simplicity Scope Schedule Structure Story
  139. 139. 139 + tips content ‘slide’ design building blocks before you start
  140. 140. 140 advanced tips
  141. 141. 141 …and templates
  142. 142. 142
  143. 143. 143 what do you think ?
  144. 144. 144 ready to go ?
  145. 145. 145 Hope it helps jean.luc.niezette@gmail.com
  146. 146. 146 jean.luc.niezette@gmail.com see PowerPoint 100 pictures & PowerPoint 50 templates comments are welcome ! Jean-Luc
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