/ U.S.
CXO
Software
Startups
Cloud
Data Center
Mobile
Search TechRepublic
SOFTWARE
The 10 most important things to
teach your PowerPoint users
By Susan Harkins in 10 Things, December 21, 2011, 1:45 AM PST
7 Comments
Save
14
More
0
0
0
Effective presentations are within your
users' reach. They just need to embrace
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
some best practices and master a few
techniques.
Competent PowerPoint users have a variety of skills, whether
they're creating or delivering the presentation. But being effective
is more about fulfilling a concept than the technical steps required
to create individual slides. The following guidelines will help your
users be competent, whether they're creating, presenting, or both.
1: Know how to use the program
Your users must know how to run PowerPoint. More important,
Editor's Picks
they must know how to adapt if the technology fails. Don't turn
your users loose until they're prepared to face the giant blank
screen of death. This advice seems obvious, but many presenters
are lost if something technical goes wrong. Don't let that happen
to your users!
2: Know the material
#1 can be a showstopper, but it shouldn't be. In fact, if the
We-commerce: The
sharing economy's
uncertain path
'PayPal Mafia' redefined
success in Silicon
Valley
presenter is thoroughly familiar with the material, a technological
mishap won't even matter. Make sure your presenters can carry
on without the visual aids. The audience will appreciate the
message just the same, perhaps more.
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
3: Practice
Knowing how to deliver the material can mean the difference
between an ordinary presentation and a great presentation. Make
sure users know how to use PowerPoint's stopwatch feature to
How Aaron Levie and
his childhood friends
built Box
Conflict minerals funded
a war that killed millions
rehearse their presentations. PowerPoint records the time spent
on each slide, as shown in Figure A. This information will help
users stay on track during the actual presentation. The Rehearse
Timings feature is in the Set Up group on the Slide Show tab. In
PowerPoint 2003, it's on the Slide Show menu.
Figure A
Presenters will benefit from timing their rehearsal sessions.
4: Print a slide list
No matter how well presenters know their material, they can
benefit from a slide list. First, it's great for documenting the
presentation. Second, it'll help the presenter find specific data on
the fly. (To jump to a specific slide, they can enter the slide
number and press [Enter].)
To create a slide list based on slide titles, click the Outline pane's
Outline tab. For a shorter list of just slide titles, collapse the view
White Papers, Webcasts, and Downloads
WHITE PAPERS // FROM DELL SOFTWARE
A New Set of Network Security
Challenges
This new IDG
survey reveals
optimism about
the ability of nextgeneration
firewalls to help IT
balance
productivity and security. Download it today and
find out more.
LEARN MORE
WEBCASTS // FROM HP & INTEL® XEON® PROCESSOR
HP Software-Defined Data Center Webinar
VIEW THIS NOW
DOWNLOADS // FROM BROCADE
by right-clicking the pane and choosing Collapse and then
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
by right-clicking the pane and choosing Collapse and then
Collapse All, as shown in Figure B.
You're A Few Steps Away From FutureProofing Your Career
Figure B
DOWNLOAD NOW
WHITE PAPERS // FROM FORGEROCK
A Strategic Approach to Identity
Relationship Management
FIND OUT MORE
Related Ads
MS Powerpoint
True Type Fonts
Collapse the outline for a list of slides.
To print the list, click the File tab and choose Print. Click the
second item under Settings and choose Outline from the Print
Layout options. With Outline selected (Figure C), click Print to
print the outline view -- your slide list. In PowerPoint 2007, click
Recover Passwords
Free Microsoft Office
AVG Free Download
the Office button and click Print. (Choose Print from the File
menu in PowerPoint 2003.) Then, choose Outline View from the
Print What drop-down and click OK.
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Print What drop-down and click OK.
Figure C
Don't Miss Our Latest Updates
Editor's Daily Picks
Subscribe
Week in Review
Subscribe
Choose Outline to generate a list of slides.
5: Keep it simple
Where text is concerned, less is more. Your presenters don't
want the audience reading slides; they want the audience
listening to them. Your presenters are the text. Slides are just
visual clues that support the discussion. For example, the slide in
Figure D is bad -- for a number of reasons -- but perhaps the
worst offense is the amount of text. The introduction is not
necessary. That's what the presenter should be saying.
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
necessary. That's what the presenter should be saying.
Figure D
If the presenter says it, the slide doesn't need to repeat it -- delete
it!
When a text-heavy slide is necessary, the presenter should hold
the slide back until it's relevant and then pause so the audience
can read it. When creating a self-running presentation, users can
relax this rule quite a bit.
6: Don't rely too heavily on bullet points
Most experts recommend that you not use bullet points (which
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
run amuck with PowerPoint's layout defaults). Here's the general
rule: Each bullet point should be a slide of its own. If this is too
overwhelming at first, show users how to organize the information
using bullet points and then move each bulleted item to a blank
slide. From there, they can develop that single thought using
graphics and (some) subtle animation. Naturally, the presentation
will have a lot more slides, but the overall presentation will be
more effective and memorable. Removing bullets doesn't tie your
users' hands; it frees them up so they can move beyond mere
bullet points.
Following the advice in #5, you'll get rid of the introductory text in
Figure D, leaving some ugly bulleted text to revamp. If you move
each bullet to its own slide, you generate six slides, but they'll be
more memorable. The introductory slide shown in Figure E
doesn't need a bit of text -- leave that for the presenter -- but the
message is clear and the audience will remember it.
Figure E
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
This slide makes its point without a single word of text.
To avoid the wrath that the above pronouncement is sure to
unleash, I add this simple disclaimer: Bullet points aren't bad or
wrong. But use them sparingly because slide after slide of them
is ineffective and boring.
7: Use Slide Master
Creating the presentation can be a laborious process, so
efficiency matters. Show users how to configure the Slide Master
first thing. It saves time up front and later. Users can quickly
create a consistent look that's easy to maintain. If they decide to
change an attribute at some point, they need to change only the
Slide Master, not every slide in the presentation.
Slide Master, shown in Figure F, is on the View tab in the
Master Views group (Presentation Views in PowerPoint 2007). In
PowerPoint 2003, choose Master from the View menu and then
select Slide Master.
Figure F
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Users will save time and effort with the Slide Master.
8: Use common fonts
PowerPoint doesn't embed fonts by default. That presents a
problem if the system that runs the presentation doesn't have the
presentation's fonts installed. Windows will substitute a font,
which might work; and then again, it might not. Users can avoid
this potential problem by using common Windows fonts, such as
Arial, Times New Roman, Tahoma, and so on. In fact, you might
make a convention for using common fonts. Another workaround
is to embed the fonts in the presentation. Doing so eliminates
substitutions, but also increases the size of the presentation.
This is one area where #7 can help: You can quickly avert
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
disaster by updating the font via the Slide Master.
To embed fonts, click the File tab, choose Options (under Help),
select Save in the left pane, and then check the Embed Fonts In
The File option, shown in Figure G. In PowerPoint 2007, click the
Office button and then click PowerPoint Options. In PowerPoint
2003, choose Options from the Tools menu.
Figure G
Embedding fonts prevents problems when the specified font isn't
available.
9: Use legible fonts
Users, especially those new to PowerPoint, will often go
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
overboard with specialty fonts, attributes, and splashy colors, just
because they're available. Help users avoid this pitfall by applying
these basic guidelines to improve legibility:
Make sure the font size is large enough to see in a
conference or meeting room (start at 26 points and don't be
afraid to go larger).
Use a sans serif font.
Keep attributes, such as bold, underline, italics, and
shadows, to a minimum. While these attributes may be
effective in print, they can appear out of focus on a slide.
When using color, contrast is good.
Use dark text on a light background or light text on a dark
background, as shown in Figure H. Anything in between is a
wash.
Figure H
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
The light versus dark concept at work.
10: Avoid clip art
Clip art has a tendency to be overdone. It's just too complex for
presentation purposes. Your users will ask, "If I limit the text and
don't use clip art, what's left?" Let them create their own simple
graphics using basic shapes and symbols. It takes practice and
patience, and don't expect them to reinvent themselves as
graphic design artists. Just introduce PowerPoint's graphic tools
and see what happens.
Of course, you don't have to ban clip art entirely. Show users how
to make small adjustments to simplify and improve clip art. For
example, Figure I shows a before-and-after view of the clip art
flower used in Figure E. Removing the outline around the petals
helped tone down the cartoon effect.
Figure I
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Removing the outline from the petals renders the flower a bit
(albeit not much) less cartoonish.
Custom graphics will better represent your core concepts
because your users will be creating graphics that fulfill their
purpose instead of forcing someone else's generic designs to fit. If
users simply can't get the knack of graphics, consider hiring a
consultant who specializes in presentation graphics. Sometimes,
that's what you need.
Additional help for PowerPoint users
Preflight checklist for your PowerPoint presentations
10+ keyboard shortcuts to help you deliver a smooth
PowerPoint presentation
Three tips for working with bullets in PowerPoint
10 things I can never find in PowerPoint 2007/2010
Reuse PowerPoint slides
Five tips for creating animations in PowerPoint 2010
Create a dynamic summary slide in PowerPoint
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
About Susan Harkins
Susan Sales Harkins is an IT consultant,
specializing in desktop solutions. Previously, she
was editor in chief for The Cobb Group, the world's
largest publisher of technical journals.
Full Bio // Contact // See all of Susan's content //
Recommended
WhyPRO
you version
keep failing
at abig
data (hint...
it's
your
vendors'
fault)
Are you
developer?
Try out the
HTML
to PDF
API
open in browser
pdfcrowd.com
Why you keep failing at big data (hint... it's your vendors' fault)
New Site Exposes Anyone's Past Online! Sponsored
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Photos: The tech behind electric vehicles
7 comments
3 people following
Log In
+ Follow Conversation
Also post to
Share
Post comment as...
Newest | Oldest | Top Comments
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Silverlokk
Jan 19, 2012
I find this the least known of presentation software. You
can project your slides on the screen, and have
something else entirely different on your laptop's screen.
Most useful would be the Notes.
Like
kmcpanama
Reply
Dec 26, 2011
Excellent suggestions. I did notice, however, that in
suggestion 8 fonts such as "... Times New Roman" were
suggested. In suggestion 9, it was suggested to only use
sans serif fonts. Was this a slip? Also, what is the
problem perceived with a serif font such as Times New
Roman?
Like
ssharkins
Reply
Dec 27, 2011
The general rule is that sans serif is simply
more readable in a presentation. Times New
Roman is Okay. Every rule has a few
exceptions. :) But, I probably should've
mentioned that.
Like
jignacio999
Reply
Dec 25, 2011
In presentations, like in photography, don??t forget the
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
golden rule: ??less is more!
Like
Wyrmlord
Reply
Dec 21, 2011
I once had a misfortune of attending a presentation
dressed to kill, as it were. Backgrounds were dark
purple, text was bright orange and/or fluorescent yellow.
While contrast was there all right, this had the effect of
making your eyes water after 10 seconds, bleed after 20,
and trickle down your cheeks after 30. NEVER AGAIN.
(not to mention that handouts were pretty damn illegible).
Urgh.
1
rellis1949
Like
Reply
Dec 21, 2011
As an addendum to Point 9, I would like to suggest that
users consider the the issue of color coordination and
the color blind attendee. Many males are color blind and
can literally lose text on a slide because extreme
contrasts between text and background are not
considered. I have seen slides built with blue/green
combinations, red/maroon combinations, and
orange/brown combinations. Each of these combinations
(if color shades are close) can result in lost or difficult to
read text to the color blind.
2
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
Like
Reply
pdfcrowd.com
nhchoy
Dec 22, 2011
Color blind is one thing but we shall always
consider degraded projectors in client's facility,
unfortunately 50/50 from my experience. Use
high contrast color when possible.
Like
Add your Comment
Reply
Conversation powered by LiveFyre
Related Ads
1 MS Powerpoint
5 Free Fonts
2 Font Color
6 Malware Removal
3 Mobile Security
7 Free Web Hosting
4 Recover Passwords
8 Free Spyware Removal
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Latest on Tech Pro Research
BYOD Policy
BYOD (Bring Your Own Device) Policy
BYOD spotlight: Mitigating risk and implementing
policies and solutions
Cybersecurity spotlight: The critical labor shortage
Explore
Services
Blogs
About Us
Downloads
Membership
Q&A
Newsletters
Discussions
RSS Feeds
Meet the Team
Site Map
Tech Pro Research
Site Help & Feedback
Resource Library
FAQ
Photos
Advertise
Videos
Reprint Policy
© 2014 CBS Interactive. All rights reserved. Privacy Policy | Cookies | Ad Choice | Terms of Use | Mobile User Agreement
A ZDNet site | Visit other CBS Interactive sites: Select Site
open in browser PRO version
Are you a developer? Try out the HTML to PDF API
pdfcrowd.com
Purchase answer to see full
attachment