This document provides tips and best practices for creating effective PowerPoint presentations. It discusses factors like appropriate formatting for the audience, limiting text on slides, using charts/visuals over raw data, proper use of animations/transitions, and delivery methods. It also covers topics like content creation, text formatting, use of images/videos, naming conventions, file formats, and protecting/optimizing presentations.

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

2. 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

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

4. 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.

5. 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

6. 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

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

8. 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

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

10. 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

11. 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

12. 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

13. 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

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

15. 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

16. 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

17. 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

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

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

20. 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

21. 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

22. 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

23. 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

24. 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

25. 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.

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

27. 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

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

30. Setting file properties

31. 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

32. 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

33. 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

34. PowerPoint to flash converter

35. Name the capital city of India Chennai Calcutta New Delhi

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

37. Congratulations that is the correct answer

38. Sorry that was wrong. Try again.

39. Thankyou