2. 2
forewordforeword
Goal is just to share PowerPoint ‘tips & tricks’
You can agree or disagree with some statements
It’s just a ‘toolbox’
PowerPoint is just a tool. If content is not good, it cannot help
Objective is just to help you to…
Spend less time on layout & more on content
Make ‘better’ presentations
‘6S’ approach is just my own ‘proposal’…
Unrestricted
comments are welcome !
Jean-Luc
18. 18
center this figure horizontally in < 1 mincenter this figure horizontally in < 1 min
Use shapes here-under
to center the figure
18Unrestricted
19. 19
speedspeed
ctrlctrl AA
ctrlctrl CC
ctrlctrl VV
ctrlctrl ZZ
ctrlctrl YY
ctrlctrl SS
escesc
fnfn
prt scprt sc
f2f2
shiftshift enterenter
+ + = 90% time saved !
Take some time to learn how to use toolbar & short-keys !
19
1st
S
21. 21
what does ‘90% time saved’ mean ?what does ‘90% time saved’ mean ?
10h1h
3h20
1h4010’
20’
Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!!
1 day
10 days
24. 24
colorscolors
Use the ‘right’ colors
Select basic colors (e.g.)
− ‘black’ & ‘white’
− 1 ‘grey’
− 3 to 4 ‘blue’
− 1 ‘color’
Use same colors in entire presentation
EXAMPLE AVOID
24
25. 25
black & white (or colors when printed in ‘grey’)black & white (or colors when printed in ‘grey’)
type
grey level
No difference
when printed
type
grey level
25
26. 26
what’s the difference between these figures ?what’s the difference between these figures ?
A A
26
28. 28
fontsfonts
Fonts type
Use ‘Georgia’, Arial’, ‘Helvetica’, ‘Veranda’ or ‘Calibri’
Use ‘Arial’ if lot of numbers
Use ‘black’ as default & ‘blue’ for ‘level 1 titles’
Font size (standard) : max 20 & min 12
Try to avoid bold, italic & underline
Bullets
Avoid ‘black’ or ‘white’ bullets
Different indentation levels = different bullets
Be coherent !
Always use same approach for font colors, font
size, bullets, etc.
Always use same approach for Majuscules, i.e.
− Either Majuscule at beginning of list
− or no majuscule at beginning of list
level 1 (size 18 /20)
level 2 (size 16 / 18)
− level 3 (size 14 / 16)
• level 4 (14)
level 1 (size 18)
• level 2 (size 16)
• level 3 (size 14)
● level 1 (size 18)
● level 2 (size 16)
● level 3 (size 14)
AVOID
EXAMPLE
28
29. 29
lineslines
¾ pt 2 ¼ ptNo line
¾ pt Solid
2 ¼ pt Solid
¾ pt Dash
2 ¼ pt Dash
No need for other types of lines
Use same line types in entire presentation
29
31. 31
how to resize a shapehow to resize a shape
texttext
texttext
1. Select shape
2. Resize shape with ‘yellow diamond’
3. Find ‘right shape’
31
32. 32
always align & ‘distribute’ shapes in a slidealways align & ‘distribute’ shapes in a slide
texttext
texttext
texttext
texttext
Not OK
texttext
texttext
texttext
texttext
OK
32
33. 33
picturespictures
Using pictures is complex
It’s difficult to find the ‘right’ picture
Presentations with pictures take lot of time
Pictures are only useful if you want to make a ‘show’
Most of the time, you just don’t need pictures for internal presentations but just in case…
Don’t use pictures found on Internet (for professional use)
Only use PowerPoint ‘Clip Arts’ (unless you can access specialized images database)
39. 39
tablestables
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
Try not to use standard ‘table option’ if possible
Prefer to create your own table (with ‘Rectangle’ shapes)
40. 40
insert Excel tables in PowerPointinsert Excel tables in PowerPoint
Prefer to paste Excel tables as pictures in PowerPoint
• Select Table in Excel
• Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ 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 ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu
4. Use standard parameters by default
5. Go to PowerPoint
6. Paste graph (CTRL+V)
insert Excel charts in PowerPointinsert Excel charts in PowerPoint
2 3 4
42. 42
need to insert > 1 Excel chart in PowerPoint ?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, isn’t it ?
43. 43
so you’ve just ‘re-sized’ the chartsso you’ve just ‘re-sized’ the charts
Are you sure it’s 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 ?why not to use animations ?
1. Animations = lot of time unless good PowerPoint skills
2. Animations = problems with mouse during presentation (Murphy’s law I)
3. Animations = PC & mouse far from you during presentation (Murphy’s law II)
4. Animations = ‘show’, not ‘facts’
Avoid animations when possible !
51. 51
avoid titles having more than 1 line because it’s
difficult to read them & because it will break the
‘uniformity’ of your presentation
avoid titles having more than 1 line because it’s
difficult to read them & because it will break the
‘uniformity’ 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
titles & sub-titles
Sub-title = summary of slide in 1 sentence
53. 53
always use same font size & type for titlesalways use same font size & type for titles
54. 54
slide title must reflect slide content !slide title must reflect slide content !
Always check that slide title really reflects slide content !
55. 55
make your ‘own’ bodymake your ‘own’ body
When you creare a new slide…
• Create your own ‘boby’ = ‘rectangle’ with following attibutes
− ‘Colors & Lines‘
• color = ‘NoFill’
• line = ‘No line’
− ‘Text Box’
• ‘Text anchor Point’ = Top
• ‘Internal margins’ (left, right, top, bottom) = 0,1’ or 0,05’’
• ‘Word wrap text in Autoshape’ checked
• No other option ‘checked’
• Adapt margins !
Never use standard ‘Title and Text’ template
56. 56
bodybody
Avoid very long text in the body of your presentation especially if it will be projected to a
large audience. Use ‘Increase Paragraph Spacing’ 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 ‘Increase Paragraph Spacing’ 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
simplicitysimplicity
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
Identify improvements for definition & revision of new processes
Define impacts on current company structure
Keep it simple !
• Be as simple as possible : go directly to the point
• Avoid articles (the, a, …) ; use ‘&’ instead of ‘and’
• Never > 2 lines in one paragraph (except for executive summary)
2nd
S
58. 58
always check if slide is readable when printedalways check if slide is readable when printed
remember this ?
People usually print
(business)
presentations
59. 59
Find at least 7 ‘mistakes’ in this slideFind at least 7 ‘mistakes’ 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 ‘mistakes’ in this slideFind at least 7 ‘mistakes’ 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 spacing2. Different spacing
1. Font <> Standard font1. Font <> Standard font
3. Slide limits
not respected
3. Slide limits
not respected
5. ‘White’ bullet5. ‘White’ bullet
4. Text not aligned4. Text not aligned
6. Shape not resized6. Shape not resized
7. Text in bold, italic, not standard font, same
color as in other shapes, > 2 lines, …
7. Text in bold, italic, not standard font, same
color as in other shapes, > 2 lines, …
61. 61
you want a cool slide layout ?you want a cool slide layout ?
62. 62
layout
Cool layout but few colors available for text
layout
Cool layout but few colors available for text
69. 69
visualize presentationvisualize presentation
1. Take a ‘A4’ sheet of paper
2. Draw 10 ‘rectangles’ (= if ’10’ slides)
3. Write ‘1. Introduction’ in 1st
rectangle
4. Write ’10 Conclusions’ in last rectangle
5. Write just one idea on remaining slides
6. Make a ‘story’ with coherent story line
1
10
Introduction
Conclusions
Always visualize your presentation
70. 70
storystory
A presentation is a STORY
You have to make a ‘scenario’ 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 course…)
Good presentation needs good ‘Story’
6th
S
71. 71
6S PowerPoint Summary6S 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 ‘recover’ a color if you’re lucky ?how to ‘recover’ a color if you’re lucky ?
Solution #1 (= when you’re lucky)
1. Select a figure having the color you want
2. Check if color in ‘Fill Color’ palette
3. If color is in ‘Fill Color’ palette, just select the color
74. 74
Solution #2 (= when you’re not lucky)
1. Select a figure having the color you want
2. Check if color in ‘Fill Color’ palette
3. If color is not in ‘Fill Color’ palette, click on ‘More Fill Color’
4. Double click on ‘New’. Now the color is in ‘Fill Color’ palette
how to ‘recover’ a color if you’re not lucky ?how to ‘recover’ a color if you’re not lucky ?
81. 81
make this figure in < 5 minmake this figure in < 5 min
5’’
5’’
Tip :
Use Excel
82. 82
make this figure in < 5 minmake this figure in < 5 min
Tip :
Use Paint
any spacing
83. 83
template : table of contenttemplate : 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 contenttemplate : table of content
Chapter 1 title
Chapter 2 title
Chapter 3 title
Chapter 4 title
Chapter 5 title
90. 90
template : 10 slides for Senior Managementtemplate : 10 slides for Senior Management
Structure
- Title
- Executive summary
- Agenda
Scope
Status
Issue(s)
Solution(s)
Requirements / Developments needed
Risks & opportunities
Financials / Figures
What if NO GO / -30% investments / GO
Planning & next steps
Decisions needed
- Backup
Items on Title slide
Date
(presentation to xxx)
Unrestricted / Internal Use Only / Confidential
(Name) / Department / (Company)
For information / For decision / For discussion
Mandatory items on all slides
Slide number
Unrestricted / Internal Use Only / Confidential / …
20 min presentation
with executive summary