powerpointtips-and-tricks-090412180418-phpapp02.pdf

Jean-Luc Niezette
jean.luc.niezette@gmail.com
April 2009
Powerpoint
Tutorial

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Foreword
Goal is just to share some ‘tips & tricks’ about PowerPoint
 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
At the end, the objective is just to help you to…
 Spend less time on lay-out & more on content
 Make better presentations
Focus = internal presentations but it can easily be transposed to external ppt
You need basic PowerPoint knowledge to use this tutorial

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Switch to
‘EDIT’ view
(esc)

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Table of Content
1
2
3
4
5
Before you start
• Customize your toolbar, Activate ‘snap object to grid’, Useful ‘short-keys’…
The basics
• Colors, fonts, lines, shapes, tables, Excel charts, pictures, clip arts, animations, …
Structure of a slide
• Components, slide limits, titles, body, …
Content
• Context, ‘10 slides’ ppt, presentation Senior Management, executive summary, …
Templates
• Action plans, planning, …

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1
2
3
4
5
Before you start
The basics
Content
• Context, ‘10 slides’ ppt, presentation to Senior Management, executive summary, …
Templates

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Customize your toolbar
‘Drag & drop’
commands
Categories
• Drawing
• Format

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Activate ‘snap objects to grid’
Always activate this feature !
Spacing can be
 0,083 Inches
 0,079 Inches
 …

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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’

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Make this figure in < 30 sec
Use shapes here-under
to make the figure
(Note that it can be done in < 2 sec)

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Why to customize toolbar & use short-keys ?
ctrl A
ctrl C
ctrl V
ctrl Z
ctrl Y
ctrl S
esc
fn
prt sc
f2
shift enter
+ + = 90% time saved !
Take some times to learn how to use toolbar & short-keys !

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1
2
3
4
5
Before you start
The basics
Content
Templates

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Colors
Use the ‘right’ colors
 Select basic colors
− ‘black’ & ‘white’
− 1 ‘grey’
− 3 to 4 ‘blue’
− 1 ‘color’
 Use same color scheme in entire presentation
EXAMPLE AVOID

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Colors (when printed)
type
grey level
No difference
when printed
type
grey level

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Make this figure in < 2 min
A 2,36’’
2,36’’
Font size = 48
Font = ‘Georgia’
A
to make the figure

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Difference between these figures ?
A A

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Insert text inside
shape if possible
…Bad surprise when printed

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Colors effects
Thanks to
http://www.slideshare.net/mjamesno/how-to-visual-effects-in-powerpoint-2003?src=related_normal&rel=1278682
Colors effects are very cool but are very complex to make !

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How to ‘recover’ a color if you’re lucky ?
Easy solution (= 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

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Complex solution (= 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 ?

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Fonts
Fonts type
 Use ‘Georgia’, Arial’, ‘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
 Never use ‘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 16/18)
 level 2 (size 16)
− level 3 (size 14)
• level 4 (14)
level 1 (size 18)
• level 2 (size 16)
• level 3 (size 14)
● level 1 (size 18)
AVOID
EXAMPLE

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Lines
¾ pt 2 ¼ pt
No line
¾ pt Solid
2 ¼ pt Solid
¾ pt Dash
2 ¼ pt Dash
 Don’t use other types of lines
 Use same line types in entire presentation

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Useful shapes
text text text
text
text
text text
text
text text





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How to resize a shape
text
text
1. Select shape
2. Resize shape with ‘yellow diamond’
3. Find ‘right shape’

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Shadows styles
No
Shadow
Shadow
Style 14
Shadow
Style 17
 Don’t use other ‘Shadows Styles’
 Use same ‘Shadow Style’ in entire presentation

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Always align & ‘distribute’ shapes in a slide
text
text
text
text
Not OK
text
text
text
text
OK

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Center this figure horizontally in < 1 min
to center the figure

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Switch to
‘SLIDE SHOW’

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Ensure smooth slides transitions
Use same alignement for Body
vs. Titles in all slides
Not OK !

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Tables
Table Row 1 Row 2 Row 3 Row 4
Line 1 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)

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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 picture found on Internet (for professional use)
 Only use PowerPoint ‘Clip Arts’ (unless you can access specialized images database)

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But pictures are good for show !!!

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If correctly chosen

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So think twice…

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Clip Arts
And just avoid ‘Clip Arts’ !

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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

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Prefer to paste Excel charts as pictures in PowerPoint
2. Check that font size in graph is > 10 pt
3. Select graph in Excel
4. Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu
5. Use standard parameters by default
6. Go to PowerPoint
7. Paste graph (CTRL+V)
Insert Excel charts in PowerPoint
2 3 4

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Go to next slide
&
press ‘enter’ after a few seconds

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JU
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S ! ! !

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Why not to use animations ?
• Animations = lot of time unless good PowerPoint experience
• 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 !

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1
2
3
4
5
Before you start
The basics
Content
Templates

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Slide components
Always include
slide number
Any generic info +
Unrestricted / Internal Use Only / Confidential
Try to align ‘Title’ & ‘Body’ texts

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Respect ‘slide limits’
Not OK
Not OK
Not OK
Not OK
OK
OK

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Avoid titles having more than 1 line because it’s
more complex to read them & because it will break
the uniformity of your presentation
+ Font size
• Always use same font size for Titles

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Slide title must reflect slide content !
Always check that slide title really reflect slide content !

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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 ‘Increase Paragraph Spacing’ to make text more readable
• Text must always be aligned
• Be as simple as possible

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Simplify this sentence in < 2 min
 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.
MODIFIED TEXT =

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Simplify this sentence in < 2 min
 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
Paragraphs
• 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)

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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

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Find at least 7 mistakes in this slide
Text
Text
Text
Text
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, …

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1
2
3
4
5
Before you start
The basics
Content
Templates

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Before you start, think about…
Audience
 Customer
 Senior management
 Middle management
 Employees
 …
Number of persons
 < 5
 > 5
 > 15
 > 50
 > 100
 …
Audience ‘PowerPoint experience’
 Basic
 Limited
 Advanced
 …
Media
 Printed
 Projected
 Both
Scope
 External
 Internal
Content
 Status report
 Product presentation
 Strategic positioning
 ‘Show’
 …
Context
 Status report = no ‘show’
 Lots of persons = ‘show’
 Audience wants to see ‘facts’ = no ‘show’
 …
Think about context
&
adapt you presentation

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Timing
Standard timing
 5 min (3 slides)
 1 h (25 slides)
 …
Always respect timing !

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How to make a ’10 slides’ presentation ?
A PowerPoint presentation is a STORY
1. Take a ‘A4’ sheet of paper (to visualize your ‘story’)
2. Draw 4 ‘rectangles’ (= your ’10’ slides)
3. Write ‘1. Introduction’ in 1st
rectangle
4. Write ’10 Conclusions’ in last rectangle
5. Write just one idea on remaining slides + slide number
6. Try to make a real ‘story’ with coherent story-line
7. Imagine how you will present your ‘story’
1
10
Introduction
Conclusion
Good presentation needs good ‘story’

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Standard presentation 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
- Backups
Items on Title slide
 Date
 (presentation to xxx staff)
 Unrestricted / Internal Use Only / Confidential
 (Name) / Department
 For information / For decision / For discussion
Mandatory items on all slides
 Slide number
 Unrestricted / Internal Use Only / Confidential
20 min presentation
with executive summary

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Standard ‘executive summary’
Summary
 xxx
 xxx
 …
Risk & opportunities
 Risk / opportunity 1 : description
 Risk / opportunity 2 : description
Key actions
 Action 1 : description ; timing ; owner
 Action 2 : description ; timing ; owner
 …
Next step & planning
 Next step 1 ; timing ; owner
 Next step 2 ; timing ; owner
 …
Decision needed
 Decision 1 : xxx
 Decision 2 : xxx
 …
Content
 Go directly to the point
 Use standard approach
− Status
− Issues
− Risks & opportunities
− Action plan
− Owner
− Timing
 Clearly indicate decisions needed
(= why are you making this presentation ?)

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1
2
3
4
5
Before you start
The basics
Content
Templates

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Example : Table of Content
1
2
3
4
5
Chapter 1 title
• Description of chapter 1
Chapter 2 title
Chapter 3 title
Chapter 4 title
Chapter 5 title

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Example : Table of Content
Chapter 1 title
Chapter 2 title
Chapter 3 title
Chapter 4 title
Chapter 5 title






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Example : 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

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Example : action plan
Owner Action plan Timing
Issue
Domain
Domain Description issue JL Niezette Action plan description DD/MM/YY

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Example : planning
J F M A M J J A S O D
N
Domain 1
Domain 2
Domain 3
DD/MM : action description

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Domain 2
Domain 3
Domain 1
Example : planning
J F M A M J J A S O N D

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Example : planning
Q4
Q3
Q2
Q1
Action 1
Action 2
Action 3
Action 4
Action 5
Action 6
Action 7
Action 8

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Test your skills

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Switch to
‘EDIT’ view
(esc)

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x 11

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5’’
5’’
Tip :
Use Excel

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Tip :
Use Paint
any spacing

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Hope it helps
Jean.luc.niezette@gmail.com

powerpointtips-and-tricks-090412180418-phpapp02.pdf

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