1 Making Presentations with PowerPoint 2 Outline Learning Objectives: First Run (~30mins) Top Tips (~30min) Break (~10min) Activity: Reuse the Learning

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Making Presentations with Making Presentations with PowerPointPowerPoint

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OutlineOutline

Learning Objectives: First Run (~30mins)Learning Objectives: First Run (~30mins)

Top Tips (~30min)Top Tips (~30min)

Break (~10min)Break (~10min)

Activity: Reuse the Learning Objectives to Activity: Reuse the Learning Objectives to create a draft presentation (~30min)create a draft presentation (~30min)

Learning Objectives: Second Run (~10min)Learning Objectives: Second Run (~10min)

Questions/ misunderstandings (~10min)Questions/ misunderstandings (~10min)

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Announcement:Announcement:

Your presentation is due:Your presentation is due:

–January 13January 13thth, 2010, 2010

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Learning Objectives: First RunLearning Objectives: First RunOpen new presentation Basic

Add text to slide Basic

Inserting slides Basic

Editing text Basic

Slide navigation Basic

Bold Basic

Changing views Basic

Rearranging slides Basic

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Learning Objectives: First RunLearning Objectives: First RunMoving objects Basic

Group objects Basic

Insert note Basic

Hide slide Basic

Insert chart Basic

Deleting slides Basic

Save as Basic

Run slide show Basic

Print outline view Basic

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Learning Objectives: First RunLearning Objectives: First Run

Demoting points Intermediate

Inserting pictures Intermediate

Inserting organization charts Intermediate

Adding a subordinate Intermediate

Drawing objects Intermediate

Changing border color Intermediate

Inserting page numbers Intermediate

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Learning Objectives: First RunLearning Objectives: First RunApplying a new presentation design Advanced

Slide master Advanced

Adding transitions Advanced

Adding animations Advanced

Set automatic slide timings Advanced

Animate chart Advanced

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Tip #1: OutlineTip #1: Outline

Make your 1Make your 1stst or 2 or 2ndnd slide an outline of your slide an outline of your presentationpresentation– Ex: previous slideEx: previous slide

Follow the order of your outline for the rest Follow the order of your outline for the rest of the presentationof the presentation

Only place main points on the outline slideOnly place main points on the outline slide– Ex: Use the titles of each slide as main pointsEx: Use the titles of each slide as main points

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Tip #2: Slide Structure – GoodTip #2: Slide Structure – Good

Use 1-2 slides per minute of your Use 1-2 slides per minute of your presentationpresentation

Write in point form, not complete Write in point form, not complete sentencessentences

Include 4-5 points per slideInclude 4-5 points per slide

Avoid wordiness: use key words and Avoid wordiness: use key words and phrases onlyphrases only

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Tip #2: Slide Structure - BadTip #2: Slide Structure - Bad

This page contains too many words for a This page contains too many words for a presentation slide. It is not written in point presentation slide. It is not written in point form, making it difficult both for your form, making it difficult both for your audience to read and for you to present audience to read and for you to present each point. Although there are exactly the each point. Although there are exactly the same number of points on this slide as the same number of points on this slide as the previous slide, it looks much more previous slide, it looks much more complicated. In short, your audience will complicated. In short, your audience will spend too much time trying to read this spend too much time trying to read this paragraph instead of listening to you.paragraph instead of listening to you.

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Tip #3: Slide Structure – GoodTip #3: Slide Structure – Good

Show one point at a time:Show one point at a time:– Will help audience concentrate on what you Will help audience concentrate on what you

are sayingare saying– Will prevent audience from reading aheadWill prevent audience from reading ahead– Will help you keep your presentation focusedWill help you keep your presentation focused

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Tip #3: Slide Structure - BadTip #3: Slide Structure - Bad

Do not use distracting animationDo not use distracting animation

Do not go overboard with the animationDo not go overboard with the animation

Be consistent with the animation that you Be consistent with the animation that you useuse

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Tip #4: Fonts - GoodTip #4: Fonts - Good

Use at least an 18-point fontUse at least an 18-point font

Use different size fonts for main points and Use different size fonts for main points and secondary pointssecondary points– this font is 24-point, the main point font is 28-this font is 24-point, the main point font is 28-

point, and the title font is 36-pointpoint, and the title font is 36-point

Use a standard font like Times New Use a standard font like Times New Roman or ArialRoman or Arial

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Tip #4: Fonts - BadTip #4: Fonts - Bad

If you use a small font, your audience won’t be able to read what you have writtenIf you use a small font, your audience won’t be able to read what you have written

CAPITALIZE ONLY WHEN NECESSARY. CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ IT IS DIFFICULT TO READ

Don’t use a complicated fontDon’t use a complicated font

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Tip #5: Color - GoodTip #5: Color - Good

Use a color of font that contrasts sharply Use a color of font that contrasts sharply with the backgroundwith the background– Ex: blue font on white backgroundEx: blue font on white background

Use color to reinforce the logic of your Use color to reinforce the logic of your structurestructure– Ex: light blue title and dark blue textEx: light blue title and dark blue text

Use color to emphasize a pointUse color to emphasize a point– But only use this But only use this occasionallyoccasionally

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Tip #5: Color - BadTip #5: Color - Bad

Using a font color that does not contrast Using a font color that does not contrast with the background color is hard to read with the background color is hard to read Using color for decoration is Using color for decoration is distracting distracting and and annoyingannoying..Using a different color for each point is Using a different color for each point is unnecessaryunnecessary– Using a different color for secondary points is Using a different color for secondary points is

also unnecessaryalso unnecessary

TTrryyiinngg t too bbe e ccrreeaattiivvee ccaan n aallssoo bbee b baadd

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Tip #6: Background - GoodTip #6: Background - Good

Use backgrounds such as this one that are Use backgrounds such as this one that are attractive but simpleattractive but simple

Use backgrounds which are lightUse backgrounds which are light

Use the same background consistently Use the same background consistently throughout your presentationthroughout your presentation

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Tip #6: Background – BadTip #6: Background – Bad

Avoid backgrounds that are distracting or Avoid backgrounds that are distracting or difficult to read fromdifficult to read from

Always be consistent with the background Always be consistent with the background that you usethat you use

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Tip #6: BackgroundTip #6: Background

Dark letters against a light background work.

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Tip #6: BackgroundTip #6: Background

Light letters against a dark background also work.

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Tip #6: Background Tip #6: Background

Avoid red-green combinations because a large fraction of the human population is red-green

colorblind.

Lots of people can’t read this –and even if they could, it makes your eyes hurt.

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Tip #6: Background Tip #6: Background

Other color combinations can be equally bad:

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Tip #7: Graphs - GoodTip #7: Graphs - Good

Use graphs rather than just charts and Use graphs rather than just charts and wordswords– Data in graphs is easier to comprehend & Data in graphs is easier to comprehend &

retain than is raw dataretain than is raw data– Trends are easier to visualize in graph formTrends are easier to visualize in graph form

Always title your graphsAlways title your graphs

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Tip #7:Graphs - GoodTip #7:Graphs - Good

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Tip #7:Graphs - BadTip #7:Graphs - Bad

20.4

27.4

90

20.4

30.6

38.6

34.631.6

0

10

20

30

40

50

60

70

80

90

100

January February March April

Blue Balls

Red Balls

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Tip #7: Graphs - BadTip #7: Graphs - Bad

Minor gridlines are unnecessaryMinor gridlines are unnecessary

Font is too smallFont is too small

Colors are illogicalColors are illogical

Title is missingTitle is missing

Shading is distractingShading is distracting

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Tip #8: Spelling and GrammarTip #8: Spelling and Grammar

Proof your slides for:Proof your slides for:– spelling mistakesspelling mistakes– the use of of repeated wordsthe use of of repeated words– grammatical errors you might have make grammatical errors you might have make

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The structure of a good talk: start broad, get The structure of a good talk: start broad, get specific, and end broadspecific, and end broad

Start with the biggest questions and get progressively more specific

Tip #9: StructureTip #9: Structure

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Now we’ll build an introduction and a home slide that puts the previous data into context.

A powerful tool in a talk is a “home slide”A powerful tool in a talk is a “home slide”

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The middle is the meat of the talk…

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The middle is also the time at which the audience tends to zone

out


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Audience attention curve

……but talks are delivered to but talks are delivered to audiencesaudiences

with limited attention spanswith limited attention spans


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Nontechnical

Generaltechnical

Specialist

After going into depth, come back to your home slide to make

transitions


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End with the most specific conclusions then build back out to

the “big picture”

The structure of a good talk: start broad, get The structure of a good talk: start broad, get specific, and end broadspecific, and end broad

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Audience attention curve

Audience attention increases as Audience attention increases as you signal the end of the talk – you signal the end of the talk –

so avoid false endings!so avoid false endings!


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Organizing a great talkOrganizing a great talk

• Be smart about Powerpoint

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• Your introduction should start broad then get specific

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• Think of your talk as consisting of episodes

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• Use a home slide to make transitions effectively

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• Use a home slide to make transitions effectively

• Your conclusion should start specific but end broadly

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Tip #9: ConclusionsTip #9: Conclusions

Use an effective and strong closingUse an effective and strong closing– Your audience is likely to remember your last Your audience is likely to remember your last

wordswords

Use a conclusion slide to:Use a conclusion slide to:– Summarize the main points of your Summarize the main points of your

presentationpresentation– Suggest future avenues of research/ workSuggest future avenues of research/ work

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Tip #10: PowerPoint is Tip #10: PowerPoint is JUSTJUST a tool a tool

People People came came

to hear to hear YOUYOU!!

PPT PPT doesn’t doesn’t lead, lead, YOUYOU do.do.

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Tip #11: A Good talk Tip #11: A Good talk ≠≠ Good Slides Good Slides

Do face the audience and make eye contactDo face the audience and make eye contact Do be enthusiastic and vary the tone of your Do be enthusiastic and vary the tone of your

voice, voice,

Don’t pace up and down but also don’t stand Don’t pace up and down but also don’t stand rigid!rigid!

Don’t wave your pointer all over the slideDon’t wave your pointer all over the slide Don’t take lots of drinks- it is distracting Don’t take lots of drinks- it is distracting

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Do practice beforehand, preferably using a Do practice beforehand, preferably using a video camera and timervideo camera and timer

Do ask your friends (and family) for feedbackDo ask your friends (and family) for feedback

Don’t use too many gimmicks Don’t use too many gimmicks

Tip #11: A Good talk Tip #11: A Good talk ≠≠ Good Slides Good Slides

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Tip #12: Questions??Tip #12: Questions??

End your presentation with a simple End your presentation with a simple question slide to:question slide to:– Invite your audience to ask questionsInvite your audience to ask questions– Provide a visual aid during question periodProvide a visual aid during question period– Avoid ending a presentation abruptlyAvoid ending a presentation abruptly

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Break TimeBreak Time

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ActivityActivity

Use the Learning Objectives to create a draft of your presentation

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Learning Objectives: Second RunLearning Objectives: Second RunOpen new presentation Basic

Add text to slide Basic

Inserting slides Basic

Editing text Basic

Slide navigation Basic

Bold Basic

Changing views Basic

Rearranging slides Basic

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Learning Objectives: Second RunLearning Objectives: Second Run

Demoting points Intermediate

Inserting pictures Intermediate

Inserting organization charts Intermediate

Adding a subordinate Intermediate

Drawing objects Intermediate

Changing border color Intermediate

Inserting page numbers Intermediate

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Learning Objectives: Second RunLearning Objectives: Second Run

Applying a new presentation design Advanced

Slide master Advanced

Adding transitions Advanced

Adding animations Advanced

Set automatic slide timings Advanced

Animate chart Advanced

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Questions?Questions?

Documents

1 Making Presentations with PowerPoint 2 Outline Learning Objectives: First Run (~30mins) Top Tips (~30min) Break (~10min) Activity: Reuse the Learning