Effective use of power point as a presentation tool
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PowerPoint is a presentation software developed by Microsoft that allows users to create professional slideshows. The document provides guidelines for effectively using PowerPoint, including starting with an outline, using large readable fonts, limiting text-based slides, and practicing transitions and animations. It recommends saving work frequently, using high contrast colors, and briefing rather than overwhelming audiences with too many points per slide. Overall, the document offers tips for structuring, designing, and delivering effective PowerPoint presentations.
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Effective use of power point as a presentation tool
- 1. Effective Use of PowerPoint as a presentation tool
- 2. WHAT is PowerPoint? • It is the name of a proprietary commercial presentation program developed by Microsoft. • It was officially launched on May 22, 1990 as a part of the Microsoft Office suite, and runs on Microsoft Windows and Apple's Mac OS X operating system. • The current versions are Microsoft Office PowerPoint 2010 for Windows and Microsoft Office PowerPoint 2011 for Mac. • It is a complete presentation graphics package. • It gives you everything you need to produce a professional-looking presentation
- 3. Guidelines for effective use
- 4. Start by creating an OUTLINE The most important part of any presentation is the content, not the graphical appeal. Create a good structure for your presentation by reflecting on the goal of the presentation, what your audience is thinking right now, and what points you need to make in order to move the audience from where they are to where you want them to be.
- 5. Use contrasting colours Most projectors make colours duller than they appear on a screen, and you should check how your colours look when projected to make sure there is still enough contrast.
- 6. Use a big enough FONT Font size less than 24 point is usually too small to be reasonably read in most presentation situations. You would prefer to see most text at a 28 or 32 point size, with titles being 36 to 44 point size. The only reason you would use a font less than 24 point is when adding explanatory text to a graph or diagram, where you could use a 20 point font size.
- 7. STOP the moving text TOO MUCH If the text moves onto the screen in any way – such as flying in, spiral or zooming – it makes it harder for the audience members to read since they have to wait until the text has stopped before they can read it.
- 8. Turn the pointer OFF It causes movement on the screen and draws the audience attention from the presenter to the screen. To prevent this from happening, after the Slide Show view has started, press the Ctrl-H key combination. If you need to bring the pointer on screen after this, press the A key.
- 9. Use visuals instead of text slides Instead of using slides that only contain text, use visuals such as graphs, diagrams, photos and media clips to engage the audience.
- 10. Have Slides at the End of Your Presentation You should have three identical copies of your last speaking slide so that if you accidentally advance one too many times at the end of your presentation, your audience never knows because you don’t drop into the program, the slide looks like it has not changed.
- 11. Be able to Jump to Any Slide To do so, you need to know the slide numbers. To jump to any slide, just enter the slide number on the keyboard and press the Enter key. This will move you directly to that slide.
- 12. Blank the screen Sometimes we want the image on the screen to disappear so that the audience is focused solely on the presenter. There are two ways to do this. The first is if you want to blank the screen with a black image, similar to shutting the projector off Just press the period key (.) on the keyboard and the image is replaced with a black image. Press the period key again and the image is restored.
- 13. Draw on the screen during a presentation Sometimes it can be valuable to be able to draw on the screen during your presentation to illustrate a particular point or item. This can be done in the following way. Press the Ctrl-P key combination to display a pen on the screen. Then, using the left mouse button, draw on the slide as you wish. To erase what you have drawn, press the E key. To hide the pen, press the A key or the Ctrl-H key combination.
- 14. DO’s and DON’Ts
- 15. • Save your work frequently (Ctrl+S) • Backup your work frequently (every day, if possible) • Store each presentation and its associated files in its proper folder • be brief (no more than 6 bullets/points per slide) • use appropriate fonts: big (min. 28pts) and clear (sans-serif). If possible, test your slides: run the slide show and see if you can read your slides from the last row of the room where you will be presenting. • use appropriate colors: not too bright, high contrast, consistent. Remember that what looks good on your monitor does not necessarily look good on the big screen. Do’s in PowerPoint
- 16. • rely on the program's AutoSave feature. • put everything you present on the slides. Remember that slides are just a visual aid -- if you overload them, the audience will end up trying to read the slides and not paying attention to you. • use different colors / fonts on every single slide. • use bright background colors that will strain your audience's eyes Don’ts in PowerPoint
- 17. Quick Reminders When Using PowerPoint Main Point: • Bullet topic outlines ONLY • DO NOT READ from slides • Put talking points in notes • Print notes to help in speech
- 18. Transitions: • Slide Sorter View - Transitions: Slide to slide - Preset animation: show one point at a time • Normal View - Custom animation Quick Reminders When Using a PowerPoint
- 19. Quick Reminders When Using PowerPoint Sound • Almost NEVER • Only when appropriate • Turn sound off: - Custom animation: Effects Options - Turn off at volume level
- 20. End of Presentation Respectfully submitted to: Prof. Erwin Globio, MSIT Submitted by: Casanova, Kathlene Miel IA12102
Editor's Notes
- 1. The most important part of any presentation is the content, not the graphical appeal. That is why you should develop your presentation with the content first, before deciding on the look (colours, graphics, etc.) Create a good structure for your presentation by reflecting on the goal of the presentation, what your audience is thinking right now, and what points you need to make in order to move the audience from where they are to where you want them to be. Write an outline on paper or use sticky notes so you can move ideas around. By creating an outline first, you ensure that the content of your presentation is solid before you concern yourself with the visual elements.
- If you want your audience to be able to see what you have on the slide, there needs to be a lot of contrast between the text colour and the background colour. I suggest a dark background with light text – I usually use a medium to dark blue background and white or yellow letters. Some prefer a light background and dark letters, which will also work well – which you choose will depend on personal preference. Don’t think that just because the text looks fine on your computer screen that it will look fine when projected. Most projectors make colours duller than they appear on a screen, and you should check how your colours look when projected to make sure there is still enough contrast. To check that your colors have enough contrast, use the Color Contrast Calculator.
- When deciding what font size to use in your presentation, make sure it is big enough so that the audience can read it. I usually find that any font size less than 24 point is too small to be reasonably read in most presentation situations. I would prefer to see most text at a 28 or 32 point size, with titles being 36 to 44 point size. The only reason I would use a font less than 24 point is when adding explanatory text to a graph or diagram, where you could use a 20 point font size. If you are given a small screen in a big room, your font will look smaller because the image will not be as big as it should be. In this case, see if you can get a larger screen, use a wall instead of a screen to project on, move the chairs closer to the screen or remove the last few rows of chairs. I’ve put together a chart that lists how far away the last row of your audience should be based on the size of screen, font size and visual acuity testing -use the Font Size chart here. (If you are selecting colors and fonts to design a PowerPoint template, you will want to get the book Building PowerPoint Templates Step by step with the experts.)
- When text comes on the screen, we want the audience to read the text, then focus back on the presenter to hear the message. If the text moves onto the screen in any way – such as flying in, spiral or zooming – it makes it harder for the audience members to read since they have to wait until the text has stopped before they can read it. This makes the presenter wait longer between each point and makes the audience members focus more on the movement than on what is being said. I suggest the use of the “Appear” effect, which just makes the text appear and is the easiest for the audience to read.
- During a presentation, it is very annoying to have the pointer (the little arrow) come on the screen while the presenter is speaking. It causes movement on the screen and draws the audience attention from the presenter to the screen. The pointer comes on when the mouse is moved during the presentation. To prevent this from happening, after the Slide Show view has started, press the Ctrl-H key combination. This prevents mouse movement from showing the pointer. If you need to bring the pointer on screen after this, press the A key. If the pointer does appear during your presentation, resist the urge to press the Escape key – if you do, it will stop the presentation and drop you back into the program. Press the A key or Ctrl-H to make the pointer disappear.
- The last slide you speak to should not be the last slide in your presentation file. You should have three identical copies of your last speaking slide so that if you accidentally advance one too many times at the end of your presentation, your audience never knows because you don’t drop into the program, the slide looks like it has not changed. After these slides, you should include some slides that answer questions that you expect to be asked. These slides will be useful during Q&A sessions after the presentation. The final slide should be a blank slide so that if you go through all the other slides, you have a final backup from dropping into the program.
- PowerPoint has a feature that allows you to be able to move quickly and seamlessly to any slide in your presentation. To do so, you need to know the slide numbers. The easiest way to print a list of the slide numbers and associated slide titles is to go to the Outline View and collapse the details for each slide (there is a button on the left side of the screen in this view that will do this). Then print the view. To jump to any slide, just enter the slide number on the keyboard and press the Enter key. This will move you directly to that slide. This technique is very useful for moving to a prepared Q&A slide or for skipping parts of your presentation if time becomes an issue.
- Sometimes we want the image on the screen to disappear so that the audience is focused solely on the presenter. There are two ways to do this. The first is if you want to blank the screen with a black image, similar to shutting the projector off (we used to do this all the time with overhead projectors by just shutting the projector off). Just press the period key (.) on the keyboard and the image is replaced with a black image. Press the period key again and the image is restored.
- Sometimes it can be valuable to be able to draw on the screen during your presentation to illustrate a particular point or item. This can be done in the following way. Press the Ctrl-P key combination to display a pen on the screen. Then, using the left mouse button, draw on the slide as you wish. To erase what you have drawn, press the E key. To hide the pen, press the A key or the Ctrl-H key combination.a