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The Inside Story of PowerPoint –
Its Tips and Tricks
A Structured Overview of MS PowerPoint
2
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
3
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
Microsoft PowerPoint – An Introduction
4
Usage
 Microsoft PowerPoint is a ubiquitous presentation program developed for the
Microsoft Windows and Mac OS computer operating systems. Being widely used
by businesspeople, educators, and trainers, it is among the most prevalent forms
of persuasion technology – according to its vendor, Microsoft Corporation, some
30 million presentations are made with PowerPoint every day
Description
 In Microsoft Office PowerPoint, as in most other presentation software, text,
graphics, movies, and other objects are positioned on individual pages or “slides”.
The “slide” analogy is a reference to the slide projector, a device which has
become somewhat obsolete due to the use of PowerPoint and other presentation
software. Slides can be printed, or (more usually) displayed on-screen and
navigated through at the command of the presenter. Slides can also form the
basis of webcasts
Types of PPT
files
 The PowerPoint files can be saved in three extensions:

PPT – The files saved with the extension PPT can be edited and viewed in
normal mode

POT – Suppose we like a background design or format of a specific PPT , it can
be saved with the extension POT and used frequently. Many of the templates
which appear in the Auto Content Wizard are saved with the extension POT

PPS – PowerPoint Slideshow is the expansion of the word PPS. This file cannot
be edited. Its sole purpose is for viewing the presentation in Slideshow
5
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
6
PowerPoint Processes – A Classification
Template Design
Slide Creation
Editing/Formatting
Conversion
Alternate
Animation
Process
7
Template Design
8
Types of Template – Black & White
Graphs – Column butted chart
10 10 10 10
20 20 20 20
30 30 30 30
40 40 40 40
Label LabelLabel Label
Category A
Category B
Category D
Category C
Title of the chart goes here (Bold)
Unit of measure goes here (Unbold )
9
Types of Template – Client
10
Types of Template – Color
Shade card
Fill – Automatic
179
235
255
R
G
B
1st accent
91
200
255
R
G
B
2nd accent
146
146
146
R
G
B
3rd accent
0
127
172
R
G
B
Exhibit title : Where the title of the slide goes in?
• Font type: Arial Black (font color– Blue
52;22;92)
• Size: 21
• Not to go beyond 2 lines, if so please reduce
the font to 1- 2 points (20- 19 points)
Work area where the text, images and charts
can be included
11
Types of Template – Large Audience
12
Creating Slides
Hand written
Page
Slide after
creation
13
Editing/Formatting
12. 12.
Office Depot
Business Overview Recent News
COMPANY OVERVIEW
Office Depot
• Office Depot, Inc. (“Office Depot” or the “Company”) is a
leading global supplier of office products and services. The
Company sells to individual customers as well as businesses
through three business segments:
– North American Retail Division (51% of FY02 Sales;
42% of Segment Operating Profit) (1)
– Business Services Group (34% of FY02 Sales; 37% of
Segment Operating Profit): Office Depot has been active
in the contract office supply business following the
acquisition of contract stationers in the early 1990’s (1)
– International Division (14% of FY02 sales; 21% of
Segment Operating Profit) (1)
• The Company offers a broad selection of office products
under both the Office Depot and Viking Office Products
brands
• As of February 22, 2003, Office Depot operated 837 office
supply stores in 44 states and the District of Columbia, 34
office supply stores in five Canadian provinces and 173 office
supply stores in nine countries outside of the U.S. and
Canada. The Company also operated 24 Customer Service
Centers in 18 U.S. states and 20 outside the U.S. in 13
different countries
• Office Depot is based in Delray Beach, FL and has 43,000
employees worldwide
• June 3, 2003 – Office Depot announced the completion of
its acquisition of Guilbert
• May 28, 2003 – The Company warned that second-quarter
EPS would drop to as low as $0.14 per share due to price
discounting and reduced demand for costlier items such as
furniture
• April 17, 2003 – Office Depot reported a 1.8% increase in
net earnings to $103.9 million before the cumulative effect
of an accounting change and discontinued operations.
Sales increased 1.1% to $3,055.9 million, although
comparable store sales dropped 7% for the quarter
• April 15, 2003 – Office Depot announced the expansion of
its ink and toner recycling program and a changeover to
recycled paper at all store Copy & Print Centers
• April 8, 2003 – The Company announced it has made a
firm offer to acquire the contract sales business of Guilbert
S.A. from Pinault-Printemps-Redoute Group for €815
million. Guilbert had sales of approximately €1.4 billion
in 2002. The purchase price is subject to an upward
adjustment of €40 million, payable only if Office Depot’s
stock achieves a specific performance level within 18
months following the close of the offering. The
transaction is expected to close in mid-2003
___________________________
1. Segment Operating Profit does not include general and administrative expenses along with other expenses.
Slide before
formatting
Slide after
editing/
formatting
14
Conversion
Slide after
conversion
Slide before
conversion
© Tata Consultancy Services ltd. 23 March 2007 5CONFIDENTIAL
We can offer services from nine different locations across the globe
• Investment in infrastructure to host 8400 FTEs in a single shift operation
• Delivery centers identified in China and Uruguay to host local operations of Global customers
• European local language support (6 languages) provided from Budapest
• Uruguay and Chile to act as near shore centers for USA/Canada operations
Cit y Country Capacity Processes # FTEs
Mumbai India 2500
Manufacturing – F&A, Payroll
Retail – Customer Care, F&A, Merchandizing
Travel and Hospitality
1200
Chennai India 1200
Banking – Loans and Mortgage processing
Securities processing
Telecom – Revenue assurance
Retail – Tech. Helpdesk
1000
Bangalore India 500
Banking – Securities back office
I nsurance – Claims processing 300
Budapest Hungary 500 Manufacturing - Tech Helpdesk 60
Santiago Chile 1500 Banking – Cheque processing 1250
Missoula USA 75 I nsurance - Claims Processing 10
Hangzhou China 350 Manufacturing – IT applications support 150
Peterborough UK 1500 I nsurance and associated services 1000
Montevideo Uruguay 300 Travel & Hospitality 50
15
Alternates
Slide after
altering
Before
conversion
16
Animation
Transition pathDomain intensiveness
Complexity of reports
News
letters
News
letters
Company
profiles
Company
profiles
Earnings
summary
Earnings
summary
Morning
calls
Morning
calls
Buy side
reports
Buy side
reports
Ad hoc
reports
Ad hoc
reports
Economic
research
Economic
research
Industry
analysis
Industry
analysis
Sector
reports
Sector
reports
Sell side
reports
Sell side
reports
Risk and credit
analysis
Risk and credit
analysis
Portfolio and
index
analysis
Portfolio and
index
analysis
The company proposes an indicative transition path as shown above
Start outsourcing low complex/low domain intensive research/analysis work
Gradually increase the coverage
17
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
Using the Easy Access/Quick Access Tool Bar
18
Using the Easy Access/Quick Access Tool Bar –
Space for Demo
19
20
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
Types of Views Available in PowerPoint
21
Normal View Outline View
Slide Sorter Slide Show
Notes Page
22
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
Usage of Shift and Control Keys – Individual usage
23
Shift key can be used to increase or decrease the size of the respective
shape (using the handles of the shape) in a calculated angle
Space for Demo
Control key is used for copying shapes and object without using the right
click mouse button. A small + (plus) sign appears on the bottom of the arrow
symbol when the ctrl button is pressed which selecting the shape to be
copied
Space for Demo
Usage of Shift and Control Keys – Combined usage
24
Implication on size
Combined usage of shift and ctrl keys on a shape is very effective when a shape has to be expanded
equally in all dimensions
&
Implication on alignment
Shapes can be duplicated on the slide without much worry on the disruption of the alignment
Space for Demo
Space for Demo
25
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
Evolution of Color Wheel – Its Dimensions
26
Primary Colors
The three primary colors are the ones that cannot be created by mixing any other colors
together. The primary colors are red, blue and yellow. All other colors are derived from
these three colors
Secondary Colors
The secondary color wheel chart comprising of yellow, orange, red, purple, blue, green
contains colors formed by mixing together the three primary colors
Tertiary Colors
The tertiary color wheel chart is made up of colors created by mixing a primary color and
secondary color together. Tertiary Colors are most commonly given a two word name such
as yellow-orange, red-purple, red-orange, blue-green, blue-purple and yellow-green
Neutral Color
Grey is the neutral color which can be used to strike a balance between the primary colors
Color Wheel – Analogous and Complimentary Colors
27
Analogous colors are any three colors which are side by side on a 12 part color wheel, such as yellow-
green, yellow, and yellow-orange. Usually one of the three colors predominates
Analogous or Family Colors
Complementary colors are any two colors which are directly opposite each other, such as red and green
and red-purple and yellow-green. In the illustration above, there are several variations of yellow-green in
the leaves and several variations of red-purple in the orchid. These opposing colors create maximum
contrast and maximum stability
Complimentary or Disjoint Colors
28
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
29
Types of graphs
Bubble Scatter Pie
Stock Area
Column Bar
WaterfallLine
Simple Line
Line with Column
Line with Column (two axes)
30
Agenda
PowerPoint Processes – A Classification
Evolution of Color Wheel – Its Dimensions
Types of Graphs
Peek into the world of PowerPoint
Usage of Shift and Control Keys
Setting up of Easy Access Tool Bars
Types of Views available in PowerPoint
Basic Do’s & Don'ts while working on a PPT
31
Do’s and don’ts
 Run spell check before delivering the
document
 Check grayscale before printing
 Double check proof corrections
 Double check values in the graphs after
keying them
 Check for the contents in the notes
page while transferring slides from
template to template
 Double check data after running a
macro
 Don’t use the “click to add title” text box the
default slide
 Don’t ungroup/resize the following
 Graph
 Word table
 Excel objects
 Objects from other applications
 Avoid embedding objects from other
applications as it would increase the file size
 Avoid using weird fonts in the presentations
unless specified by the clients
 
32
Thank you !

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The inside story of power point tips and tricks

  • 1. The Inside Story of PowerPoint – Its Tips and Tricks A Structured Overview of MS PowerPoint
  • 2. 2 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 3. 3 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 4. Microsoft PowerPoint – An Introduction 4 Usage  Microsoft PowerPoint is a ubiquitous presentation program developed for the Microsoft Windows and Mac OS computer operating systems. Being widely used by businesspeople, educators, and trainers, it is among the most prevalent forms of persuasion technology – according to its vendor, Microsoft Corporation, some 30 million presentations are made with PowerPoint every day Description  In Microsoft Office PowerPoint, as in most other presentation software, text, graphics, movies, and other objects are positioned on individual pages or “slides”. The “slide” analogy is a reference to the slide projector, a device which has become somewhat obsolete due to the use of PowerPoint and other presentation software. Slides can be printed, or (more usually) displayed on-screen and navigated through at the command of the presenter. Slides can also form the basis of webcasts Types of PPT files  The PowerPoint files can be saved in three extensions:  PPT – The files saved with the extension PPT can be edited and viewed in normal mode  POT – Suppose we like a background design or format of a specific PPT , it can be saved with the extension POT and used frequently. Many of the templates which appear in the Auto Content Wizard are saved with the extension POT  PPS – PowerPoint Slideshow is the expansion of the word PPS. This file cannot be edited. Its sole purpose is for viewing the presentation in Slideshow
  • 5. 5 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 6. 6 PowerPoint Processes – A Classification Template Design Slide Creation Editing/Formatting Conversion Alternate Animation Process
  • 8. 8 Types of Template – Black & White Graphs – Column butted chart 10 10 10 10 20 20 20 20 30 30 30 30 40 40 40 40 Label LabelLabel Label Category A Category B Category D Category C Title of the chart goes here (Bold) Unit of measure goes here (Unbold )
  • 9. 9 Types of Template – Client
  • 10. 10 Types of Template – Color Shade card Fill – Automatic 179 235 255 R G B 1st accent 91 200 255 R G B 2nd accent 146 146 146 R G B 3rd accent 0 127 172 R G B Exhibit title : Where the title of the slide goes in? • Font type: Arial Black (font color– Blue 52;22;92) • Size: 21 • Not to go beyond 2 lines, if so please reduce the font to 1- 2 points (20- 19 points) Work area where the text, images and charts can be included
  • 11. 11 Types of Template – Large Audience
  • 13. 13 Editing/Formatting 12. 12. Office Depot Business Overview Recent News COMPANY OVERVIEW Office Depot • Office Depot, Inc. (“Office Depot” or the “Company”) is a leading global supplier of office products and services. The Company sells to individual customers as well as businesses through three business segments: – North American Retail Division (51% of FY02 Sales; 42% of Segment Operating Profit) (1) – Business Services Group (34% of FY02 Sales; 37% of Segment Operating Profit): Office Depot has been active in the contract office supply business following the acquisition of contract stationers in the early 1990’s (1) – International Division (14% of FY02 sales; 21% of Segment Operating Profit) (1) • The Company offers a broad selection of office products under both the Office Depot and Viking Office Products brands • As of February 22, 2003, Office Depot operated 837 office supply stores in 44 states and the District of Columbia, 34 office supply stores in five Canadian provinces and 173 office supply stores in nine countries outside of the U.S. and Canada. The Company also operated 24 Customer Service Centers in 18 U.S. states and 20 outside the U.S. in 13 different countries • Office Depot is based in Delray Beach, FL and has 43,000 employees worldwide • June 3, 2003 – Office Depot announced the completion of its acquisition of Guilbert • May 28, 2003 – The Company warned that second-quarter EPS would drop to as low as $0.14 per share due to price discounting and reduced demand for costlier items such as furniture • April 17, 2003 – Office Depot reported a 1.8% increase in net earnings to $103.9 million before the cumulative effect of an accounting change and discontinued operations. Sales increased 1.1% to $3,055.9 million, although comparable store sales dropped 7% for the quarter • April 15, 2003 – Office Depot announced the expansion of its ink and toner recycling program and a changeover to recycled paper at all store Copy & Print Centers • April 8, 2003 – The Company announced it has made a firm offer to acquire the contract sales business of Guilbert S.A. from Pinault-Printemps-Redoute Group for €815 million. Guilbert had sales of approximately €1.4 billion in 2002. The purchase price is subject to an upward adjustment of €40 million, payable only if Office Depot’s stock achieves a specific performance level within 18 months following the close of the offering. The transaction is expected to close in mid-2003 ___________________________ 1. Segment Operating Profit does not include general and administrative expenses along with other expenses. Slide before formatting Slide after editing/ formatting
  • 14. 14 Conversion Slide after conversion Slide before conversion © Tata Consultancy Services ltd. 23 March 2007 5CONFIDENTIAL We can offer services from nine different locations across the globe • Investment in infrastructure to host 8400 FTEs in a single shift operation • Delivery centers identified in China and Uruguay to host local operations of Global customers • European local language support (6 languages) provided from Budapest • Uruguay and Chile to act as near shore centers for USA/Canada operations Cit y Country Capacity Processes # FTEs Mumbai India 2500 Manufacturing – F&A, Payroll Retail – Customer Care, F&A, Merchandizing Travel and Hospitality 1200 Chennai India 1200 Banking – Loans and Mortgage processing Securities processing Telecom – Revenue assurance Retail – Tech. Helpdesk 1000 Bangalore India 500 Banking – Securities back office I nsurance – Claims processing 300 Budapest Hungary 500 Manufacturing - Tech Helpdesk 60 Santiago Chile 1500 Banking – Cheque processing 1250 Missoula USA 75 I nsurance - Claims Processing 10 Hangzhou China 350 Manufacturing – IT applications support 150 Peterborough UK 1500 I nsurance and associated services 1000 Montevideo Uruguay 300 Travel & Hospitality 50
  • 16. 16 Animation Transition pathDomain intensiveness Complexity of reports News letters News letters Company profiles Company profiles Earnings summary Earnings summary Morning calls Morning calls Buy side reports Buy side reports Ad hoc reports Ad hoc reports Economic research Economic research Industry analysis Industry analysis Sector reports Sector reports Sell side reports Sell side reports Risk and credit analysis Risk and credit analysis Portfolio and index analysis Portfolio and index analysis The company proposes an indicative transition path as shown above Start outsourcing low complex/low domain intensive research/analysis work Gradually increase the coverage
  • 17. 17 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 18. Using the Easy Access/Quick Access Tool Bar 18
  • 19. Using the Easy Access/Quick Access Tool Bar – Space for Demo 19
  • 20. 20 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 21. Types of Views Available in PowerPoint 21 Normal View Outline View Slide Sorter Slide Show Notes Page
  • 22. 22 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 23. Usage of Shift and Control Keys – Individual usage 23 Shift key can be used to increase or decrease the size of the respective shape (using the handles of the shape) in a calculated angle Space for Demo Control key is used for copying shapes and object without using the right click mouse button. A small + (plus) sign appears on the bottom of the arrow symbol when the ctrl button is pressed which selecting the shape to be copied Space for Demo
  • 24. Usage of Shift and Control Keys – Combined usage 24 Implication on size Combined usage of shift and ctrl keys on a shape is very effective when a shape has to be expanded equally in all dimensions & Implication on alignment Shapes can be duplicated on the slide without much worry on the disruption of the alignment Space for Demo Space for Demo
  • 25. 25 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 26. Evolution of Color Wheel – Its Dimensions 26 Primary Colors The three primary colors are the ones that cannot be created by mixing any other colors together. The primary colors are red, blue and yellow. All other colors are derived from these three colors Secondary Colors The secondary color wheel chart comprising of yellow, orange, red, purple, blue, green contains colors formed by mixing together the three primary colors Tertiary Colors The tertiary color wheel chart is made up of colors created by mixing a primary color and secondary color together. Tertiary Colors are most commonly given a two word name such as yellow-orange, red-purple, red-orange, blue-green, blue-purple and yellow-green Neutral Color Grey is the neutral color which can be used to strike a balance between the primary colors
  • 27. Color Wheel – Analogous and Complimentary Colors 27 Analogous colors are any three colors which are side by side on a 12 part color wheel, such as yellow- green, yellow, and yellow-orange. Usually one of the three colors predominates Analogous or Family Colors Complementary colors are any two colors which are directly opposite each other, such as red and green and red-purple and yellow-green. In the illustration above, there are several variations of yellow-green in the leaves and several variations of red-purple in the orchid. These opposing colors create maximum contrast and maximum stability Complimentary or Disjoint Colors
  • 28. 28 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 29. 29 Types of graphs Bubble Scatter Pie Stock Area Column Bar WaterfallLine Simple Line Line with Column Line with Column (two axes)
  • 30. 30 Agenda PowerPoint Processes – A Classification Evolution of Color Wheel – Its Dimensions Types of Graphs Peek into the world of PowerPoint Usage of Shift and Control Keys Setting up of Easy Access Tool Bars Types of Views available in PowerPoint Basic Do’s & Don'ts while working on a PPT
  • 31. 31 Do’s and don’ts  Run spell check before delivering the document  Check grayscale before printing  Double check proof corrections  Double check values in the graphs after keying them  Check for the contents in the notes page while transferring slides from template to template  Double check data after running a macro  Don’t use the “click to add title” text box the default slide  Don’t ungroup/resize the following  Graph  Word table  Excel objects  Objects from other applications  Avoid embedding objects from other applications as it would increase the file size  Avoid using weird fonts in the presentations unless specified by the clients  