The document provides guidance on creating a professional PowerPoint presentation in 14 steps: 1) Prepare by organizing relevant files and documents, 2) Create an outline, 3) Find relevant images to represent outline points, 4) Download relevant video/audio, 5) Customize the ribbon toolbar, 6) Design slide masters for consistency across slides, 7) Populate slides with titles from the outline, images, diagrams, and linked files from the organized folder, 8) Animate text and images, 9) Add transitions between slides, 10) Preview the presentation for consistency in formatting, fonts, colors, animations, and transitions before presenting.
2. Preparation
Make a folder to
gather all
information
Save/move
documents, Excel
files, regulations,
reports, .pdf files,
etc. that are relevant
here
3. Outline
Organize your
thoughts in logical
order
Write main ideas as
abstract/concrete
words
These words will be
used for your image
search
Save the outline in
the folder you created
4. Outline (cont.)
Beside each main
point, write words
that represent it
– EX: if poor returns
were due to new
government
regulations, then
write “govt regs”
5. Relevant Images
Use Bing Images to
find relevant photos
Search for the key
words you identified
in your outline
Right <click> the
image and choose
<Open Link in New
Tab>
In the new tab, <click>
the image
6. Relevant Images (cont.)
When the image
opens, right <click>
and choose <Save
Picture As>
Choose the folder
you created
Name the photo the
same as your key
word search.
7. Download Video/Audio
Capture your
audience’s attention
Appeal to the emotion
Perk up the
presentation
Choose video/audio
that enhance your
ideas/outline
Download and save in
the folder you created
8. Download Video/Audio (cont.)
Resources
– Video
– Podcasts
– Music
Video/Audio
Converter
– Zamzar
– Internet is unreliable
or unavailable
– Download directly to
your computer
9. Prepare the Ribbon Toolbar
Now open PowerPoint
Click on the arrow on
the ribbon
Choose the
commands you use
most often
Choose <More
Commands> for
additional shortcuts
10. Design the Slides
On the upper tabs,
select <View>
Select <Slide
Master>
On each slide
master, select the
font size and color,
bullets, titles, etc.
for each style.
11. Design the Slides (cont.)
Consistency is key
All fonts should be at
least 30 pt.
No more than two levels
for bullets
Titles should be 40-60 pt
Use cool colors
(blues/greens/grays)
Do NOT add
pictures/words to the
master slides
12. Design the Slides (cont.)
Format the
background
(Personal Options)
– Right <click> on the
slide
– Choose <Format
Background>
– Select the desired
options
– Click <Apply to All>
13. Design the Slides (cont.)
Format the
background
(Templates)
– Click the <Design> tab
at the top of the page
– Choose the template
you would like to use
– OR go here: MS Office
PowerPoint
Templates
14. Design the Slides (cont.)
Exit <Master Slide>
by selecting <slide
sorter> view in
bottom right corner
15. Making the Presentation
All of the
information you
need is in the folder
you created
We are ready to
begin creating the
PowerPoint
Clean and Simple is
our motto
16. Key Words
Titles come from the
outline
If you MUST use
bullets:
– Fewer than 6 per
page
– Fewer than 6
words/line
17. Key Words
Should be big, bold
– No smaller than 3236 pt
– Need to be seen
across the room
Should appeal to
emotion
18. Pictures Tell the Story
Let the IMAGE do
the work that
bulleted lists cannot
Be a minimalist in
text
Should also appeal
to emotion
Should be relevant
to the title
19. Diagrams/Graphs
Should be easy to
read
Should be unique
Should use bold,
bright colors
Innovative manner
to convey important
information
20. Diagrams/Graphs
Enter your data in Excel and
name the X/Y axes. It will
automatically be inserted
into your PowerPoint.
Click this bar
graph so you can
create a graph
with your data
To insert a graph, click
the graph icon
On the menu, choose
the graph you would like
to create with your data
When the Excel sheet
opens, enter your data
and name the x/y axes
A graph will appear in
your PowerPoint with
your data
21. Inserting Links
Go to the <Insert>
tab
Choose <Hyperlink>
Choose the item you
wish to include from
the folder you
created
Name the link in the
line <Text to
Display>
Name
the link
here
Choose the
document here
Choose
the
document
location
here
Type the web
address here
22. Inserting Links (cont.)
Names of links
should be one or
two words
Linked files should
be downloaded on
your computer
All files should be in
one folder with your
presentation
23. Transitions
Anywhere in the
presentation click
<Animations> tab
Choose the transition
you would like for the
slides to transition
from one to the next
Choose the speed you
would like for the
transition
Select <Apply to All>
24. 3. Select
<Add Effect>
Animations
1. Highlight
the text you
will animate
4. Select how
you would
like it to
appear
2. Select
<Custom
Animation>
Animate text and
pictures
<Animations> Tab
Select the text or picture
you want to appear
Select <Custom
Animation>
Select <Add Effect>
Select the effect you
want and the speed/how
it will appear (mouse
click, timer, etc)
25. Consistency
In font size
In use of bullets
In use of photos/size
In transitions/
animations
In color scheme
Preview your
PowerPoint multiple
times alone and with a
colleague to test it out
before presenting