2. 2
foreword
Goal is just to share PowerPoint âtips & tricksâ
ď You can agree or disagree with some statements
ď Itâs just a âtoolboxâ
ď PowerPoint is just a tool. If content is not good, it cannot help
Objective is just to help you toâŚ
ď Spend less time on layout & more on content
ď Make âbetterâ presentations
â6Sâ approach is just my own âproposalââŚ
Unrestricted
comments are welcome !
Jean-Luc
15. 15
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 âLine breakâ
15
18. 18
center this figure horizontally in < 1 min
Use shapes here-under
to center the figure
18Unrestricted
19. 19
speed
ctrl A
ctrl C
ctrl V
ctrl Z
ctrl Y
ctrl S
esc
fn
prt sc
f2
shift enter
+ + = 90% time saved !
Take some time to learn how to use toolbar & short-keys !
19
1st S
21. 21
what does â90% time savedâ mean ?
10h1h
3h20
1h4010â
20â
Do invest some time to learn how to use âtoolbarâ & âshort-keysâ !!!
1 day
10 days
28. 28
fonts
Fonts type
ď Use âGeorgiaâ, Arialâ, âHelveticaâ, âVerandaâ or âCalibriâ
ď Use âArialâ if lot of numbers
ď Use âblackâ as default & âblueâ for âlevel 1 titlesâ
ď Font size (standard) : max 20 & min 12
ď Try to avoid bold, italic & underline
Bullets
ď Avoid âblackâ or âwhiteâ bullets
ď Different indentation levels = different bullets
Be coherent !
ď Always use same approach for font colors, font
size, bullets, etc.
ď Always use same approach for Majuscules, i.e.
â Either Majuscule at beginning of list
â or no majuscule at beginning of list
level 1 (size 18 /20)
ď level 2 (size 16 / 18)
â level 3 (size 14 / 16)
⢠level 4 (14)
level 1 (size 18)
⢠level 2 (size 16)
⢠level 3 (size 14)
â level 1 (size 18)
â level 2 (size 16)
â level 3 (size 14)
AVOID
EXAMPLE
28
29. 29
lines
ž pt 2 Ÿ ptNo line
ž pt Solid
2 Âź pt Solid
ž pt Dash
2 Âź pt Dash
ď No need for other types of lines
ď Use same line types in entire presentation
29
31. 31
how to resize a shape
text
text
1. Select shape
2. Resize shape with âyellow diamondâ
3. Find âright shapeâ
31
32. 32
always align & âdistributeâ shapes in a slide
text
text
text
text
Not OK
text
text
text
text
OK
32
33. 33
pictures
Using pictures is complex
ď Itâs difficult to find the ârightâ picture
ď Presentations with pictures take lot of time
ď Pictures are only useful if you want to make a âshowâ
Most of the time, you just donât need pictures for internal presentations but just in caseâŚ
ď Donât use pictures found on Internet (for professional use)
ď Only use PowerPoint âClip Artsâ (unless you can access specialized images database)
39. 39
tables
Table Row 1 Row 2 Row 3 Row 4
Line 1 xxx xxx xxx xxx
Line 2 xxx xxx xxx xxx
Line 3 xxx xxx xxx xxx
Line 4 xxx xxx xxx xxx
Line 5 xxx xxx xxx xxx
Tables are really a problem in PowerPoint
ď Try not to use standard âtable optionâ if possible
ď Prefer to create your own table (with âRectangleâ shapes)
40. 40
insert Excel tables in PowerPoint
Prefer to paste Excel tables as pictures in PowerPoint
⢠Select Table in Excel
⢠Press âSHIFTâ & select âCopy PictureâŚâ in âEditâ menu
⢠Use standard parameters by default
⢠Go to PowerPoint
⢠Paste Table (CTRL+V)
1 2 3
If possible, better to create
own table in PowerPoint
41. 41
Paste Excel charts as pictures in PowerPoint
1. Check that font size in graph is > 10 pt
2. Select graph in Excel
3. Press âSHIFTâ & select âCopy PictureâŚâ in âEditâ menu
4. Use standard parameters by default
5. Go to PowerPoint
6. Paste graph (CTRL+V)
insert Excel charts in PowerPoint
2 3 4
42. 42
need to insert > 1 Excel chart in PowerPoint ?
Chart
0
2
4
6
8
10
Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...
Chart
0
2
4
6
8
10
Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...
Not enough space on the
slide, isnât it ?
43. 43
so youâve just âre-sizedâ the charts
Are you sure itâs still possible to read them ?
Chart
0
2
4
6
8
10
Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...
Chart
0
2
4
6
8
10
Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...
47. 47
why not to use animations ?
1. Animations = lot of time unless good PowerPoint skills
2. Animations = problems with mouse during presentation (Murphyâs law I)
3. Animations = PC & mouse far from you during presentation (Murphyâs law II)
4. Animations = âshowâ, not âfactsâ
Avoid animations when possible !
51. 51
avoid titles having more than 1 line because itâs
difficult to read them & because it will break the
âuniformityâ of your presentation
52. 5252
Only exception = titles + sub-titles
(no majuscule for titles & Majuscule for sub-titles)
titles & sub-titles
Sub-title = summary of slide in 1 sentence
54. 54
slide title must reflect slide content !
Always check that slide title really reflects slide content !
55. 55
make your âownâ body
When you creare a new slideâŚ
⢠Create your own âbobyâ = ârectangleâ with following attibutes
â âColors & Linesâ
⢠color = âNoFillâ
⢠line = âNo lineâ
â âText Boxâ
⢠âText anchor Pointâ = Top
⢠âInternal marginsâ (left, right, top, bottom) = 0,1â or 0,05ââ
⢠âWord wrap text in Autoshapeâ checked
⢠No other option âcheckedâ
⢠Adapt margins !
Never use standard âTitle and Textâ template
56. 56
body
Avoid very long text in the body of your presentation especially if it will be projected to a
large audience. Use âIncrease Paragraph Spacingâ 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 âIncrease Paragraph Spacingâ 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 to make text more readable
⢠Text must always be aligned
⢠Be as simple as possible
57. 57
simplicity
ď 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
ď Identify improvements for definition & revision of new processes
ď Define impacts on current company structure
Keep it simple !
⢠Be as simple as possible : go directly to the point
⢠Avoid articles (the, a, âŚ) ; use â&â instead of âandâ
⢠Never > 2 lines in one paragraph (except for executive summary)
2nd S
58. 58
always check if slide is readable when printed
remember this ?
People usually print
(business)
presentations
59. 59
Find at least 7 âmistakesâ 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 any text any text any text
any text
any text any text any text any text
any text any text any text any text
any text any text any text any text
⢠any text any text any text any text
any text any text any text any text
any text any text any text any text
⢠any text any text any text any text
any text any text any text any text
any text any text any text any text
⢠any text any text any text any text
any text any text any text any text
60. 60
Find at least 7 âmistakesâ 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 any text any text any text
any text
any text any text any text any text
any text any text any text any text
any text any text any text any text
⢠any text any text any text any text
any text any text any text any text
any text any text any text any text
⢠any text any text any text any text
any text any text any text any text
any text any text any text any text
⢠any text any text any text any text
any text any text any text any text
2. Different spacing
1. Font <> Standard font
3. Slide limits
not respected
5. âWhiteâ 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, âŚ
69. 69
visualize presentation
1. Take a âA4â sheet of paper
2. Draw 10 ârectanglesâ (= if â10â slides)
3. Write â1. Introductionâ in 1st rectangle
4. Write â10 Conclusionsâ in last rectangle
5. Write just one idea on remaining slides
6. Make a âstoryâ with coherent story line
1
10
Introduction
Conclusions
Always visualize your presentation
70. 70
story
A presentation is a STORY
You have to make a âscenarioâ with
1. STRONG start (attract attention)
2. Coherent story line (no flash-back)
3. ACTION !!! (keep public awake)
4. Suspense & surprises (retain interest)
5. Happy end ! (of courseâŚ)
Good presentation needs good âStoryâ
6th S
71. 71
6S PowerPoint Summary
Speed customized toolbar & short-keys
Simplicity simplify everything
Scope think about context
Schedule always respect timing
Structure 1 slide = 1 idea
Story make your scenario
73. 73
how to ârecoverâ a color if youâre lucky ?
Solution #1 (= when youâre lucky)
1. Select a figure having the color you want
2. Check if color in âFill Colorâ palette
3. If color is in âFill Colorâ palette, just select the color
74. 74
Solution #2 (= when youâre not lucky)
1. Select a figure having the color you want
2. Check if color in âFill Colorâ palette
3. If color is not in âFill Colorâ palette, click on âMore Fill Colorâ
4. Double click on âNewâ. Now the color is in âFill Colorâ palette
how to ârecoverâ a color if youâre not lucky ?
77. 77
transparency
Transparency allowsâŚ
ď Nice effects when correctly used
But most of the time
ď Transparency = bad surprise when presentation is printed
ď You can make the same effect with standard colors
78. 78
colors effects
Colors effects are cool but usuallyâŚ
ď Colors effects take lots of time
ď Bad surprise when presentation is printed
83. 83
template : table of content
1
2
3
4
5
Chapter 1 title
⢠Description of chapter 1
Chapter 2 title
⢠Description of chapter 2
Chapter 3 title
⢠Description of chapter 3
Chapter 4 title
⢠Description of chapter 4
Chapter 5 title
⢠Description of chapter 5
84. 84
template : table of content
Chapter 1 title
Chapter 2 title
Chapter 3 title
Chapter 4 title
Chapter 5 title
ď˝
ďž
ďŻ
ďŻ
ďŻ
90. 90
template : 10 slides for Senior Management
Structure
- Title
- Executive summary
- Agenda
ď Scope
ď Status
ď Issue(s)
ď Solution(s)
ď Requirements / Developments needed
ď Risks & opportunities
ď Financials / Figures
ď What if NO GO / -30% investments / GO
ď Planning & next steps
ď Decisions needed
- Backup
Items on Title slide
ď Date
ď (presentation to xxx)
ď Unrestricted / Internal Use Only / Confidential
ď (Name) / Department / (Company)
ď For information / For decision / For discussion
Mandatory items on all slides
ď Slide number
ď Unrestricted / Internal Use Only / Confidential / âŚ
20 min presentation
with executive summary