Mr. Siddhartha Roy takes you through the Dos and Donts of preparing Presentations. If his 10 golden rules are followed your presentation will be effective, readable and of minimal file size.

1. Power Point Training
Learning to Use PowerPoint For Making
Effective Electronic Presentations
Siddhartha Roy, royplastech@rediffmail.com
+919890366632

2. Introduction



Using Microsoft PowerPoint to effectively
make your point
In this session you will learn the Ten
Golden Rules for effective presentations
This guide was made when PC Processors,
RAM and Storage was much lower than
current. However the points discussed are
relevant even today.

3. Agenda

Roy’s ten golden rules










Choose the appropriate Template
Always use Sentence Case
Fonts and Font sizes
Black & White or Colour?
Use Excel instead of Tables
Graphics. How to use them
Minimize file size
Do not overdo Transitions and Animations
Be brief. Use Bullet points only
Rehearse, rehearse, rehearse

4. Some Basics



Style and Substance are
equally important
Holding Audience interest is
crucial
All parts of the presentation
should fit together logically

If you have to talk on a
completely different matter,
use another presentation
Templa
te
Font
Case
B&W
Tables
Graph
ics
File
size
Ani
mati
on
Bullets

5. Choose the appropriate
Presentation Design Template

Too many templates are available.

Select 5-6 favourites and stick to them.
One of them should be the Corporate Format if you make
presentations for your organisation..



Select a white background if printouts are required.
This will save printing costs.
Onscreen Presentations can have colourful
backgrounds.
Having chosen a template, do not fool around
with it too much.

The Templates are professionally designed, colours
graphics, selection of Font faces and Font sizes are
well balanced.
1

6. Some Examples
Dad’s Tie
Azure
Global
Templates with White Backgrounds
Competition
Profile
Fireworks
Templates with Colourful Backgrounds

7. Always use Sentence Case




Do not use all Capital letters.
Maybe in the days of DOS and text based
presentations methods, All Caps was the
norm, but it is outdated now.
The graphical Font faces available on
Windows based apps look much better in
Sentence case.
It may be easier to keep Caps Lock on
while typing, but it is worth the effort to
type in Sentence Case.
2

8. ALWAYS USE SENTENCE
CASE




DO NOT USE ALL CAPITAL LETTERS.
MAYBE IN THE DAYS OF DOS AND TEXT
BASED PRESENTATIONS METHODS, ALL
CAPS WAS THE NORM, BUT IT IS PASSE
NOW.
THE GRAPHICAL FONT FACES
AVAILABLE ON WINDOWS BASED APPS
LOOK MUCH BETTER IN SENTENCE CASE.
IT MAY BE EASIER TO KEEP CAPS LOCK
ON WHILE TYPING, BUT IT IS WORTH THE
EFFORT TO TYPE IN SENTENCE CASE.

9. Fonts and Font sizes


Do not change the Font Face of the Design Template unless absolutely necessary.
The minimum Font size should be 20 points.



With Electronic presentation media, limiting the number of slides is not important.
Changing slides is on a mouse click, you don’t waste time like in changing
transparencies.
Readability of the slide is most important.


Keep the Title Font size larger than the Bullet list font size.
If the amount of text is too much forcing too small a font size, it is better to split
up the slide into two.


This holds good for tables or embedded Excel sheets or other text objects.
The maximum font size can be selected to fill up the screen.


3
This is in 16 Points and even on full screen it is hardly readable.
Insert Duplicate slide and then divide up the slides like this.

10. Fonts and Font sizes


Do not change the Font Face of the Design
Template unless absolutely necessary.
The minimum Font size should be 20 point.


This holds good for tables or embedded Excel
sheets or other text objects.
The maximum font size can be selected to fill
up the screen.

Keep the Title Font size larger than the Bullet list
font size.

11. Fonts and Font sizes

If the amount of text is too much forcing too
small a font size, it is better to split up the slide
into two.



Readability of the slide is most important.


With Electronic presentation media, limiting the
number of slides is not important.
Changing slides is on a mouse click, you don’t waste
time like in changing transparencies.
This is in 16 Points and even on full screen it is
hardly readable.
Insert Duplicate slide and then divide up the
slides like this.

12. Fonts and Font sizes


Font Selection:
Each Design Template has a preselected font



Do not tamper with it
Select a Design Template with a font of your liking
Fonts are of two types:

San Serif: e.g. Arial, Comic Sans,Impact, Tahoma
More informal fonts, Easy to read [20 Points]

Serif: e.g Times New Roman, Copperplate Gothic,
Perpetua, Rockwell
These are more formal fonts. Readability is less [20 Points]

Do not mix up too many different Font faces in
the same presentation.

This is called the Ransom Note Style!!

13. Black & White or Colour?

Select a colourful Presentation template if you are sure
that it will be an onscreen presentation.



Select a predominant white Template like Blends, Profile,
Network if you want to print in colour.
An Individual Slide can be given a colourful background if
desired by Format/ Background/Apply.
Never print out slides like this in full colour.


4
Takes up too much ink, esp. for Transparencies.
Each Template has a Black & White Equivalent.

Printouts will be in Greyscale
while on Screen show is in colour.

14. Use Excel instead of Tables

Word Tables are quite difficult to manipulate.



5
This is more so with older versions of Power Point.
We are more conversant with Excel.
Make sure that the portion of the Excel worksheet
being inserted has a convenient aspect ratio.


By dragging the embedded worksheet, the font sizes
automatically change.
Be sure to hide gridlines, force a background cell
colour and set Font colour in the Excel sheet to match
the Template being used.

15. A Word Table
Study of effect of PPHO addition to PPCO & Normal Triblends.
Polymer 1
Polymer2
Colour Strength %
Polymer 3
MB
Notched Izod Impact J/M
Flexural Modulus kg/cm2
Pure PPCO Values
PPCO MI3530 100%
Low MFI PPCO for Comparison
PPCO C080 MT 100%
Medium-Low Impact str.
PPCO C080MA 100% LOT NO: 000928.
NA
NATURAL
NATURAL
37
12800
17.5
12606
NA
NATURAL
34.3
9856
NA
Medium-Low Impact str.
PPCO 7033E2 100% Lot No: 91769 B High Impact Strength lot****
NATURAL
151
8726
PPCO 7033E2 100% LOT NO: 90386B Medium Impact Strength lot
10283
NA
***
NATURAL
NA
36
Normal Triblend Values
PPCO 7033E2 75% Lot No: 91769 B
/ NB- 2J 8412
48
PPCO C080 MT 75%
15% LLDPE 1002YB
LLDPE F22020 15%
10% HDPE M8
HDPE M8 10%
PPCO 7033E2 75% LOT NO: 90386B LLDPE F22020 15%
9325
62
NATURAL
HDPE M80064 10%
2 PHR OLG M/B
200 +
114.5
NA
12117
2% OLG M/B
118

16. An Excel Table
Study of effect of PPHO addition to PPCO & Normal Triblends.
Polymer 1
Polymer2
Polymer 3
MB
Notched Izod
Flexural
Colour
Impact J/M
Modulus
Strength
kg/cm2
%
Pure PPCO Values
PPCO MI3530 100%
Low MFI PPCO for Comparison
NATURAL
37
12800
NA
PPCO C080 MT 100%
Medium-Low Impact str.
NATURAL
17.5
12606
NA
PPCO C080MA 100%
Medium-Low Impact str.
NATURAL
34.3
9856
NA
High Impact Strength lot
NATURAL
151
8726
NA
Medium Impact Strength lot
NATURAL
36
10283
NA
2 PHR OLG
200 + / NB- 2J
8412
48
NATURAL
114.5
12117
NA
2% OLG
118
9325
62
LOT NO: 000928.
PPCO 7033E2 100% Lot
No: 91769 B
PPCO 7033E2 100% LOT
NO: 90386B
Normal Triblend Values
PPCO 7033E2 75% Lot
15% LLDPE
10% HDPE M8
No: 91769 B
1002YB
PPCO C080 MT 75%
LLDPE F22020 HDPE M8 10%
M/B
15%
PPCO 7033E2 75% LOT LLDPE F22020 HDPE M80064 10%
NO: 90386B
15%
M/B

17. Graphics.
Some Basics

How does a computer generate a Picture?


Each pixel on the screen displays a colour which depends on the
colour depth.
1. Bit- 2 colours Black or white (On or Off).
4 Bit- 16 colours.
8 Bit- 256 Colours.
16 Bit- 65,536 colours.
24 Bit- 1.6 Million Colours.
Each pixel is assigned a colour by the Image editing Software, a
map of the bits (Bitmap). The computer Display shows this map
as a picture.
Bitmap images of the same size and colour depth are always
the same size regardless of graphic complexity.

18. Graphics.
Some Basics

Types of Graphics:

Vector or Raster.
Vector Graphics are generated by
equations.
Resizing does not reduce clarity.
Examples:




Windows Metafiles .wmf (Clipart).
Corel Draw .cdr.
Autocad .dxf,
PowerPoint Autoshapes.

19. Original
Size
4.7 x3.9 cm
400%
19 x15.6 cm

20. Graphics.
Some Basics

Types of Graphics: Raster

Bitmaps.
Graphics are pixel based.
Resizing can affect clarity.
Examples:


Uncompressed- .bmp, .tif, .
Compressed .gif, .jpeg, png.

21. Original Size
1.5 x 1.5 Inches
Expanded Size
7.5 x 7.5 Inches

22. Inserted Bitmaps
352 KB
352 KB
Bitmaps of the same dimensions onscreen have the same
file size regardless of complexity and color. Copy/Paste
images normally insert them as bitmaps.

23. Graphics.
Some Basics

Compression of image data uses the principle of recording 1
colour and storing which pixels in the picture grid has the
same colour.

All the colours in the graphic are recorded once only along with their
spatial Distribution.

Thus a compressed white/ Black/ Monotone picture would
be much smaller file size than a colour picture.

This is termed Lossy compression and there are many
compression algorithms, Jpg, gif, png etc.

24. Inserted JPG Images
22 KB
2 KB
Be
careful with Graphics, too much of graphics can
make the presentation very big in filesize.
Always
use Compressed Graphic Images

25. Graphics, How to use them.


Prepare the graphic file in the appropriate size before insertion.
Insert using the Insert/Picture/From File




Never Copy from Image editing software or Browser and paste.
Chances are it gets pasted as a Bitmap.
Graphic will appear centre screen.


6
Position it by dragging.
Resize only from corners to maintain proportions
Practice Grouping & Order to manage multiple images.
The newer versions of Powerpoint allows you to compress all
images globally, but it is good form to construct your
presentations frugally.

26. Multimedia & Presentations.

How is sound recorded digitally?


A sound wave is analog and output from speakers is analog,
so is the microphone recording.
The sound recording software has to convert the analog
waveform into digital data by sampling.

27. Digital Audio Quality.
59 Kb
1,293 Kb
162 Kb
2,154 Kb

28. Multimedia & Presentations.

Types of media compatible with PowerPoint

Audio:
File Type
Characteristics
When & where to use
.wav
Raw
Short
digitised audio.
File sizes are large [1 minute of CD
quality sound occupies 10 MB]
Quality and File size depends on
Stereo
or Mono
8 bit or 16 bit
Sampling rate
Sound Effects
Recorded Short
Commentary
22
kHz, 8 bit Mono is a
good balance.
Recorded silence occupies
same Kbs, so split up
commentary and insert only
when needed.
.mid
Midi Format [Musical Instrument Digital
Interface]. Synthesized instrumental music
Background music for entire
presentation. Midi files are
small
.mp3, .wma
Compressed
For CD Quality Music
Audio files 10-20:1

29. Multimedia & Presentations

Types of Media compatible with PowerPoint

Video:
File Type
Characteristics
When & where to use
.avi
Raw
video file. Uncompressed video
files are huge.
Codecs compress raw avi files to
much smaller sizes.
Short
.mpg, .mpeg
Video
Longer
.wmv
Windows
.dat
Compression format created by
Motion Picture Expert Group. Smaller
than avi.
proprietory Video. Has
copyright protection features.
VCD Format. More suitable for stand
alone
Video Clips.
Video file should be in
same folder as presentation
Video Clips
Make sure the Computer
you will be presenting on
has the requisite codecs
and Windows Media
Player 2 min. for .mpg and
Media Player 7 for .wmv

30. Inserting Multimedia

Sound Effects:


Use Animation Effect Box
Commentary/ Narration:


Save as a Wav file and Use Insert Movies and
Sounds, select the sound file.
A Small speaker Icon will appear like this.
Customise
the way you would like the sound to
play in the Animation Effects Dialog box.
A wav file can also be associated with animation
of an object, like say a callout or Text box. Select
Other Sounds in the sound effects menu.

31. Inserting Multimedia

Midi
Midi/MP3/WMA files:

These are much longer in duration and are useful
as background music for the entire slideshow.
Remove all other sound effects.


Should preferable be used only in self running
Powerpoint Shows.
Multimedia Settings in the animation box
controls how long the media will play.

32. Inserting Multimedia

Movie Files: avi, mpg, mpeg, wmv.

Take care that the movie file to be inserted is properly
compressed, and that the requisite codec is installed in the
computer being used for presenting.
Windows Media Player 9 installs all the codecs required for the
file types listed.



Insert (not paste) the movie with insert movie from file.
Better still, link your videos to the presentation, and keep
the videos in the same folder as the presentation.
Embedding the video in the presentation will increase file
size dramatically,
Resize movie and apply desired animation effects.

33. Some Movie Examples
Raw Video Filesize: 5,660 Kb
Compressed Video MPG Filesize: 1,409 Kb
Compressed Video WMV Filesize: 350 Kb

34. Minimize File Size

Large Presentations take a long time to load into
memory, and make the computer sluggish.




7
This was a major problem in the past. While modern
computers have much more digital muscle to display
huge ppt files, it is always better to decrease file size
without losing out on visual quality
Graphics pasted as a bitmap is a prime culprit in
bloating file size.
An Image which has to appear in each slide is best
pasted in the Slide Master.
Religiously follow the recommendations for
inserting Graphics, Multimedia and Objects.

35. Minimize File Size

If you paste a graphic which is very large, dragging
it down to fit does not reduce filesize.


Modern digital cameras generate huge images more
suitable for printing than viewing on screen.
The best procedure is to resize a large image:





Check its size with the Format Picture/ size tab,
Cut the file and paste it in Photo Editor.
Resize the file in Photo Editor to the percentage given in
the size box.
Set the resolution at 96 DPI.
Save it as a JPG file and then insert, not paste.

36. Minimize file size

Use of multimedia like sound files, video and
any other embedded objects increase file
size. Be judicious in their use.



It is better to link the video in the presentation.
The Video file has to be available in the same
folder as the Presentation.
I have converted presentations as large as 85
MB to 1.6 MB by following the above steps.
You can check on file size anytime while
preparing a presentation from the
File/Properties/ General Tab.

37. Transitions and Animations

8
Do not overdo Transitions and Animations.

I prefer not to use slide transitions at all. Can be very
distracting.
Use
of Builds can focus the attention of the
audience on the point being discussed without
distraction from later points which appear on the
screen
My
favourite text animation is Wipe Right
Keep Animation as simple and automatic as
possible

38. Be brief

Put only concise Bullet Points on screen.




9
Explanations can be given verbally. Do not
force the audience to read long passages of
text while you also read out the same during
the presentation.
Group the points logically in one slide.
Do not mix up topics in the same slide. Use
another.
As a thumb rule do not spend more than 2
minutes on one slide.

39. Rehearse

The key to effective presentations is:
 There
is a Slide Show/Rehearse Timings
command to help you time the
presentations
 Be sure to check no when this dialog box
pops up
10

40. A few tricks to make Presentations


Follow formatting guidelines explained in the Word
Presentation.
Use Word art judiciously





Word art Font should blend with Presentation Font. [Typeface as well
as colour Combination]
Stick to the colours of the Template when colouring
Autoshapes, Excel Graph Elements
Crop odd sized pictures with the crop tool in the Picture
Toolbar. Never Resize by dragging the edges.
Use the powerful grouping, order and alignment tools in the
Drawing Toolbar.
Use Callouts for pointing to specific areas in the Slide. They
are in Autoshapes.
This is a Callout Box

41. Keyboard Shortcuts for PowerPoint
[While in Slideshow Mode]
If you want to
Press
Advance to the next slide
[N], [Spacebar], [], [], [ ], [Enter]
or [PgDn], Left Click, Scroll Wheel
Down
Return to Previous Slide
[P], [Backspace], [], [], or [PgUp],
Scroll Wheel up
Go to a particular Slide
[Number]+[Enter],
Blacken or Un-blacken the Screen
[B], or [.],
To
pause for discussions during Presentation
Whiten or Un-whiten the Screen
To
[W], or [,],
pause for discussions during Presentation
Show or hide the Arrow Pointer
[A], or [=],
Stop or restart automatic show
[S], or [+]

42. Keyboard Shortcuts for PowerPoint
[While in Slideshow Mode]
If you want to
Press
End, or exit slideshow
[Esc], [Ctrl] + [Break], or [-]
Erase drawing on screen
[E]
Go to hidden slide
[H]
Rehearse-use new time
[T]
Rehearse-use original time
[O]
Rehearse-advance on mouse-click
[M]
Change pointer to pen
[Ctrl] + [P]
Change pointer to arrow
[Ctrl] + [A]
Change pointer to eraser
[Ctrl] + [E]
Hide pointer and button
[Ctrl] + [H]

43. Keyboard Shortcuts for PowerPoint
[While in Edit Mode]
If you want to
Press
Open Presentation Dialog Box
[Ctrl] +[O]
Save Presentation
[Ctrl] +[S]
Insert New Slide
[Ctrl] + [M], [Ctrl] + [M](with Cursor in Text)
Select all
[Ctrl] +[A] (Works in Slide Sorter View also)
Start Slideshow
[F5]
Spell Check
[F7]
Insert Line in Bullet Point
[Shift] + [Enter]
Next Pane
[F6]
Help
What’s This?
[F1]
[Shift] + [F1]

44. Where to Get More Information

It is there in your PowerPoint Programme



Self exploring is the best learning


Use the Help
It is free, while you have to buy books like PowerPoint
for Dummies and similar publications,
Operate the keyboard and mouse yourself especially
while making Presentations.
Do what you feel comfortable with.

Don’t copy others’ style of presenting.

45. End with a Blank Slide or Thank
You Slide
Apart from being polite, this helps you to realise that the
Slideshow has ended and not subject the audience to a black end of
slideshow, click to exit screen.