Spring 2009CS 105Diane M. Coyle

Planning & Design Tips PowerPoint Overview Presentations from Scratch Slide Layouts Using PowerPoint Views Editing and Formatting Footnotes Animation

What makes a good presentation? Planning Research Know Your Audience Be Prepared Practice, Practice, Practice!

PowerPoint is just a tool!

Arrive early so you will have adequate time to load your presentation and test it

DO NOT read your slides Slides should be a reminder of your

presentation’s main points

Use the Notes view to develop notes for each slide

Slides should be simple and consistent It is better to have two simple slides

than one crowded one One topic per slide In general, plan for one slide per

minute

If slide backgrounds are going to be different, there should be a reason for it

Complex diagrams are too difficult to read

Proofread!!! Practice your presentation Become familiar with the equipment Have a backup plan!

Clean, functional, unobtrusive Organized in a consistent manner Uncluttered – orderly, not empty Pleasant to view and use

Text should be concise, easy to read Don’t fill your slide with words!

Use graphics where appropriate Use animation and/or sound with

restraint

Rule of 3 – Presentation has 3 parts Introduction Body/Discussion Conclusion

Rule of 6 6 words per bullet 6 points per slide

Rules of readability PowerPoint – 20 point minimum Slides – Readable at arm’s length Overhead transparencies – Readable when

placed on the floor Choose color combinations carefully Avoid ALL UPPERCASE Use serif for Titles Use sans serif for body text

Generally an audience retains... 10% of what they read 20% of what they hear 30% of what they see 50% of what they see and hear 70% of what they say 90% of what they do and say

Introduction, Cont’d

In Addition, you can use PowerPoint to:• Print handouts for the audience that include slide miniatures

and lines for note taking.• Create notes for yourself to aid in your presentation delivery.• Create an interactive presentation that runs automatically or

create a presentation containing slides timed to coincide with your talk.

• Jazz up your presentation using animation, graphics, and other multimedia components.

PowerPoint is a presentation graphics program

Create presentation aids Slideshows or Overheads Handouts for Audience Notes for Speaker Interactive Presentations

Slide View Placeholders

Outline Pane Slide Design Pane/Outline Pane Notes Pane View Buttons

Slide design pane

Placeholders

Slides/Outline

pane

View buttons

Notes pane

Ribbon

Slides – Basic unit of presentation Placeholders – Predefined areas for text,

graphics, tables, lists, etc. Slide Layouts – Preformatted layouts to

allow different types of slides Masters – Provide overall design for text,

bullets, alignment, background, etc. Templates – Various designs to apply to

slides

Text can be added within: Slide pane or Outline pane

Navigate between placeholders by: Using mouse or Pressing Ctrl+Enter

AutoFit automatically resizes text to fit within placeholder

Save a presentation by using: Office Button – Save (or Save As) Quick Access Toolbar – Click Save button Keyboard – Press Ctrl+S

New slides added after active slide Ribbon – Home Tab > Slides Group > New

Slide button Upper button – add same type of slide Lower button – select the desired slide layout

Keyboard – Press Ctrl+M or Ctrl+Enter

Preformatted to use different types of placeholders Text Content Text and Content Others

Possible to use different layouts within same presentation

Select layout when creating slide

Change layout for existing slide

Home Tab > Slides Group > Layout

Content placeholder has icons Add other objects

Table Chart SmartArt Graphic Picture from File Clip Art Media Clip

Slide text also appears in Outline pane Status bar

Number of slides Template used

Scroll bar Specific slide Next slide buttons

Normal View Slide pane Slide Design/Outline pane

Use Outline pane for quick lists Notes pane

Outline Pane Ctrl+End moves to last item in outline Ctrl+Enter creates new slide Type to add Title, Enter for new slide

Promote/Demote Text Shift+Tab – Promote body text to title Tab – Demote text to bullet, sub bullet Indent buttons can be used too Use in Outline pane or Slide pane

Notes Pane Use for speaker notes Not viewable during presentation Click within Notes pane OR Press F6 until pane is active

Slide Sorter View Tab > Presentation Views > Slide

Sorter or use Slide Sorter button Displays slideshow

as thumbnails Use to quickly

rearrange or delete slides

Slide Show View Tab > Presentation Views > Slide

Show or use the Slide Show button Displays slideshow from beginning

(Ribbon) or current slide (button)

Basic techniques same as other Office apps

Mouse pointer I-beam for text editing Arrow in blank areas (and Slide Design

pane) 4-headed arrow to select slides,

placeholders

Replace Fonts – Change all fonts within presentation Home Tab > Editing > Replace Font changes on slides only

Page Setup Design Tab > Page Setup Group > Page

Setup Paper size Orientation Slide numbering

Placeholders Size and move just like graphic objects Replace page margins Use ruler and grid to check placement

View Tab > Show/Hide > Gridlines Select by left-clicking with 4-headed arrow

or by Shift+Click

Add to one slide or all slides

Add to handouts

Insert Tab > Text Group > Header & Footer

Transitions Moving from one slide to the next Apply to one slide or all Adjust speed and type of transition Set to advance manually (by mouse click)

or after a preset interval Animations Tab > Transition to This Slide

Slide animation Set actions for text and objects on each

slide Custom animation – allows even more

effects Animations Tab > Animations

PowerPoint files can be LARGE! This feature was formerly known as the

Pack and Go Wizard on older versions Package for CD compresses

presentation and includes PowerPoint Viewer

View a Microsoft demohere (http://office.microsoft.com/en-us/powerpoint/HA102434221033.aspx?pid=CH100740871033)

Office Button > Publish > Package for CD

Choose Linked Files and Embed True Type Fonts to ensure presentation displays properly

PowerPoint Viewer Enables presentations to be shown on

computers that don’t have PowerPoint