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How to make efficient powerpoint slides

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How to make efficient powerpoint slides

  1. 1. Effective PowerPoint presentation Dr. T. Balasubramanian M.S. D.L.O.
  2. 2. Aims <ul><li>To help you to create effective presentation </li></ul><ul><li>Help in avoiding common pitfalls in PowerPoint presentation </li></ul><ul><li>To reveal some of the hidden but useful features in PowerPoint </li></ul>
  3. 3. Assumptions <ul><li>You are familiar with PowerPoint interface </li></ul><ul><li>You have already tried and generated PowerPoint slides </li></ul><ul><li>You use presentation software on a regular basis </li></ul>
  4. 4. Did you Know <ul><li>That you can add speaker notes to your slide? </li></ul><ul><li>That you can print out not only the slides but also your notes? </li></ul><ul><li>That you can add commentaries to your slide? </li></ul><ul><li>That you can make your slide interactive? </li></ul><ul><li>That you can undo the last 20 actions of PowerPoint. </li></ul>
  5. 5. What makes an effective ppt ? <ul><li>Appropriately designed formatting for the audience / medium </li></ul><ul><li>Tight focus on the subject </li></ul><ul><li>Use of appropriate themes and font colors </li></ul><ul><li>Right amount of text in each slide (No overcrowding) </li></ul><ul><li>Use of charts in place of raw numbers / data </li></ul><ul><li>Use of sound / video to create interest – should not be a distracter </li></ul><ul><li>Animations / transitions should not be over domineering </li></ul>
  6. 6. Audience factors <ul><li>Size of the audience </li></ul><ul><li>Age of audience </li></ul><ul><li>Basic knowledge level of the target audience </li></ul><ul><li>Make notes about the purpose of the presentation </li></ul>Always number your slides
  7. 7. Types of presentation methods <ul><li>Speaker led presentation </li></ul><ul><li>Self running presentation </li></ul><ul><li>User interactive presentation </li></ul>Create a good intro slide
  8. 8. Speaker led presentation <ul><li>Your slides need not tell the whole story </li></ul><ul><li>Slides are no more than support materials for the speaker </li></ul><ul><li>Primary message will have to come from the speaker </li></ul><ul><li>Slides should not contain lot of information. You should be the only Hero. </li></ul><ul><li>Let the audience listen to you </li></ul>
  9. 9. Speaker led presentation pitfalls <ul><li>Needs lot of planning </li></ul><ul><li>Handouts to audience </li></ul><ul><li>Handling PowerPoint controls </li></ul>Take care to create summary slide
  10. 10. Self running presentations <ul><li>Slides should carry the entire show </li></ul><ul><li>All information should be there in the slides </li></ul><ul><li>Voice commentary is a must </li></ul><ul><li>Ideal for individual / small group teaching </li></ul><ul><li>Timing should be precise – User should get to see the next slide as soon as he completes reading the previous one </li></ul>
  11. 11. User interactive presentation <ul><li>User input is needed for this presentation </li></ul><ul><li>You need to place arrows for easy user interaction </li></ul><ul><li>This presentation is ideal for mass distribution </li></ul><ul><li>HTML / Web format is best for this type of presentation </li></ul>
  12. 12. Delivery methods <ul><li>PowerPoint slide show – you need to have PowerPoint programme / viewer installed in the user’s system </li></ul><ul><li>Web browser show – No special software needed – used for self running / user interactive shows </li></ul><ul><li>Show on CD – Useful for self running / user active shows </li></ul>
  13. 13. Delivery methods (contd) <ul><li>Over head transparencies – used only for speaker led show – Beware of transparencies you buy. Transparencies designed for inkjet printers may melt when laser printer is used. </li></ul><ul><li>35 mm slides – Expensive – Resolution high, image quality better. </li></ul><ul><li>Paper handouts </li></ul>
  14. 14. Projection medium <ul><li>Overhead projector </li></ul><ul><li>35 mm slide projector </li></ul><ul><li>Computer driven presentations </li></ul>For case change select and press Shift and F3
  15. 15. Overhead projection <ul><li>Not the ideal way to present </li></ul><ul><li>Image is medium sized / poor quality </li></ul><ul><li>For headings choose Arial / Times Roman fonts (Always choose Bold) </li></ul><ul><li>Prefer black fonts in light background </li></ul><ul><li>Keep the content pretty simple </li></ul><ul><li>Avoid graphics </li></ul>
  16. 16. 35 mm slides <ul><li>Choose 35 mm slides in page setup </li></ul><ul><li>Prefer light text on dark background </li></ul><ul><li>Avoid patterned backgrounds </li></ul><ul><li>Bright yellow texts on navy blue background is preferred </li></ul><ul><li>Animations / transitions don’t work </li></ul><ul><li>Very expensive </li></ul>
  17. 17. Computer driven presentations <ul><li>Need computer / computer based projection systems (LCD) </li></ul><ul><li>Any font can be used. Caution – The chosen font should be available in the computer used for projection </li></ul><ul><li>Background color should be tailored to the room’s illumination </li></ul><ul><li>Animations /transitions / videos/audios can be used </li></ul>
  18. 18. Content creation A canvas should have a painting This is a classic example of bad slide design
  19. 19. Content creation A canvas should have a painting Shadow effect can be used to emphasize a point
  20. 20. Content creation (contd) <ul><li>Reassure the audience that you are a professional who knows what you are doing </li></ul><ul><li>Assure the audience you had them in mind while creating the presentation </li></ul><ul><li>Create content to suit your target audience </li></ul>
  21. 21. Text / Font size / Style <ul><li>Ideal font size – 28 – 34 (Bold) </li></ul><ul><li>Titles / subtitles should be different font sizes </li></ul><ul><li>Limit the amount of text. Use abbreviations </li></ul><ul><li>Remember rule of 7 </li></ul><ul><li>Emphasize key terms by playing with fonts </li></ul>
  22. 22. Use of pictures <ul><li>Pics enhance quality of presentation </li></ul><ul><li>Don’t clutter a slide with too many pics </li></ul><ul><li>Don’t use pics to enhance the design quality of presentation </li></ul><ul><li>Preferable to use JPEG format </li></ul>
  23. 23. Animation <ul><li>Use subtle animations </li></ul><ul><li>Animations should not distract the audience </li></ul><ul><li>Lively animations can be used for informal presentation </li></ul><ul><li>Use animation to highlight hyperlinks </li></ul>Use annotation facility to stress a point
  24. 24. Videos <ul><li>Videos enrich yr presentation </li></ul><ul><li>Media should be ideally placed alongside to the text </li></ul><ul><li>Always prefer to embed videos to the slide (Caution) </li></ul><ul><li>AVI format is preferred </li></ul>
  25. 25. Naming convention <ul><li>Use short file names </li></ul><ul><li>Following characters cannot be used in naming a ppt file: @, #, &, =, ?, $, /, ;. </li></ul><ul><li>8 letter word is preferred </li></ul><ul><li>Following characters can be used in the naming convention: alphabets, number (0-9), _ , etc. </li></ul>
  26. 26. Saving format options in 2003 <ul><li>PPT </li></ul><ul><li>PPS </li></ul><ul><li>GIFF </li></ul><ul><li>JPEG </li></ul><ul><li>RTF </li></ul><ul><li>Windows metafile </li></ul><ul><li>Design template </li></ul>
  27. 27. Saving format options in 2007 <ul><li>.pptx – default format </li></ul><ul><li>.potx – template </li></ul><ul><li>.potm – Macro enabled template </li></ul><ul><li>.ppsx – slide show </li></ul><ul><li>.ppsm – Macro enabled show </li></ul><ul><li>.pptm – To save VB enabled macros </li></ul><ul><li>.thmx – theme </li></ul><ul><li>.ppt – will open with older versions </li></ul>
  28. 28. Protecting your slide <ul><li>Pass word protection </li></ul><ul><li>IRM rights </li></ul><ul><li>Saving slides as image and recreating the presentation </li></ul>
  29. 30. Setting file properties
  30. 31. Optimizing presentation <ul><li>Avoid using excessive embedded sounds </li></ul><ul><li>Avoid using TIFF images </li></ul><ul><li>Choose insert image option over dragging and pasting </li></ul><ul><li>Recycle images by adding them to slide master rather than individual slides </li></ul><ul><li>Compress images to optimize presentation further </li></ul>
  31. 32. Printing slides <ul><li>Color printing – will show background color well </li></ul><ul><li>Gray scale printing – Inexpensive way of printing PowerPoint slides. Graphic portions of the slides will also get printed </li></ul><ul><li>Black & white – Printing is fast. Suitable for slides that don’t contain excessive images. Non text images appear pitch black </li></ul>
  32. 33. Converting PPT to flash <ul><li>Flash runs in all computers </li></ul><ul><li>Useful for web based presentation </li></ul><ul><li>Free converters are available : iSpring PowerPoint to flash converter </li></ul><ul><li>Flash files cannot be plagiarized </li></ul>
  33. 34. PowerPoint to flash converter
  34. 35. Name the capital city of India Chennai Calcutta New Delhi
  35. 36. For those who don’t want scripts <ul><li>Name the capital of India </li></ul><ul><li>Chennai </li></ul><ul><li>Calcutta </li></ul><ul><li>New Delhi </li></ul>
  36. 37. Congratulations that is the correct answer
  37. 38. Sorry that was wrong. Try again.
  38. 39. Thankyou

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