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Page �

Table of ContentsIntroduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Presentation Software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3Formatting the Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Text Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Drawing Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Import Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Animation and Interactive Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8File Formats and Output . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9Organization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �0Presentation Arrangement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ��

Projected Media . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �2Overhead Viewgraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �2Overhead Projectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �435mm Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �535mm Slide Projectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �6Electronic Multimedia Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . �7Using Text Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Typefaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Text Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

General Guidelines for Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Using Color Effectively . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26General Guidelines for Using Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Four Principles of Design in Electronic Presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3�

Tables, Charts, and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Tabular Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Designing Effective Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Types of Charts and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Bar Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36Pie Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37Line Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Flow Charts and Organizational Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Video Teleconferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4�Operating Principles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4�Basic Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Accessory Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42System Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Teleconference Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Power Point TIPS & Tricks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

References . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Electronic Presentation

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IntroductionAny time you communicate with a group of people, you are giving a presentation . If the message is important, the presentation must be clear and precise . The larger the audience, the more difficult the message may be to grasp . Information can be better and more easily communicated with the assistance of a projected presentation, a series of slides that are created using presentation software .

This section will discuss the characteristics of presentation software and the various projected media products it is capable of producing . It will focus on how to design effective presentations . Basic tables, charts and graphs will be identified and discussed to include the different types, their purpose, their parts, and design considerations for producing effective charts . Finally, this chapter will cover basic terms and concepts of video teleconferencing .

Presentation SoftwarePresentation software is defined as software that allows the creation and output of a presentation in either printed or electronic form . It was originally developed to computerize the creation and delivery of presentations to audiences and conferences . The

presentations could either be distributed on paper, or shown on large screens . They could be projected using viewgraphs and an overhead projector or digitally produced 35mm color slides and a slide projector .

As direct connections from computer monitor outputs to projectors became commonplace, presentation software became useful for live computer-driven

presentations . Software publishers made presentation software multimedia capable to accommodate the needs of computer-based presenters . Current presentation applications add synchronized audio, self-running animations, video, and interactivity to the presentation .

Multimedia is defined as any combination of text, graphic art, sound, animation, and video . When you allow an end user to control what elements and when the elements are delivered, it is called interactive multimedia . When you provide a structure of linked elements through which the user can navigate, it is called hypermedia .

Because of the technological advancements to presentation software, a gray area is emerging between it and multimedia authoring software . Presentation software can be used to produce interactive multimedia but it does not offer the degree of control that is found in multimedia authoring software .

The industry standard presentation software program is Microsoft PowerPoint . The terminology used and features discussed in this text are derived from PowerPoint .

Page Setup PowerPoint has preset page setups for projected media output . The size and orientation are automatically configured for both printing and electronic projection. When first developing a presentation it is important to select the correct page setup for final presentation output .

There are three basic types of presentations; 35mm slides, overhead viewgraphs, and electronic presentations . PowerPoint refers to the electronic presentation as an on-screen show .

Page Setup options


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The page setups in PowerPoint are designed specifically for the aspect ratio of each type of presentation . The page setup size for a 35mm slide is �� .25 x 7 .5 inches, which is an aspect ratio of 3:2 . The page setup size for overheads and on-screen shows is �0 x 7 .5 inches, which is an aspect ratio of 4:3 . PowerPoint is designed to produce presentations however the page setup can be set to custom sizes for printing handouts and banners .

Formatting the Presentation Microsoft PowerPoint makes formatting a presentation easy . The software is designed to give slide presentations a consistent appearance . There are three ways to control the look of the slides: with masters, color schemes, and design templates . The Auto Layout feature also assists with formatting .

Masters - There are two masters that affect the presentation: the slide master and title master . The slide master controls the format and placement of titles and text typed on the slides . The title master controls the format of the title slide and any other slide designated as a title slide, such as a section opener . Accordingly, any change made to a master is automatically reflected on each slide that uses the master for formatting . Slides can be developed without using the masters but it makes the process more time consuming . Changes can be made to a slide that uses the master formatting without affecting the appearance of the master or affecting other slides in the presentation .

Aside from providing consistency to a presentation, masters are time saving features and assist in reducing the file size of the presentation. When artwork, such as a custom designed background image or logo, is placed on the slide master, the images are automatically displayed on the slides . In addition, the file size of the image is only added to the presentations file size one time. It is possible to configure individual slides so they do not display items placed on the master .

Color Schemes - Color schemes are sets of eight balanced colors designed for use as the main colors of a slide presentation . The color scheme includes separate colors for the background, text and lines, shadows, title text, fills, and accents . Each color in the scheme is used automatically for a different element on a slide . A color scheme can be picked for an individual slide or the entire presentation . A color scheme may be selected from a set of pre-designed color schemes made to go with the default template . Using these, it is easy to change the color scheme for one slide and be reassured the color scheme will harmonize with the rest of the slides in the presentation .

Color Scheme Options

Click to edit Master title styleClick to edit Master title style Second Level Third Level Fourth Level Fifth Level

· -·

-·

Title Area for Auto layouts

Object Area for AutoLayouts

Number Area

(#)

Footer Area

(Footer)Date Area

(Date/time)

Default Slide Master

Click to edit Master title styleClick to edit Master title style Second Level Third Level Fourth Level Fifth Level

· -·

-·

Title Area for Auto layouts

Object Area for AutoLayoutsFormatted Slide Master

Design Templates - Another feature that works hand-in-hand with the masters and color scheme is design templates . Design templates contain color schemes, a formatted slide master, and a title master . The masters have custom formatting and styled fonts designed for a particular look . When a design template is applied to a presentation, the slide master and color scheme of the new template replace the slide master and color scheme of the default template . Once a


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design template is applied to a presentation, each slide added to the presentation has the same custom look . Presentation software comes with a variety of professionally designed templates . In addition, you can add your own . If you create a special look for a presentation, it can be saved as a template . The template can then be applied to new presentations .

Auto Layout - The Auto Layout feature makes creating the slides easy . Each Auto Layout offers a different slide layout, depending on what type of slide you require . For example, there is an Auto Layout that has placeholders for a title, text, and a chart . Another Auto Layout has placeholders for a title and clip art . PowerPoint offers 24 different Auto Layouts to select from .

Placeholders are boxes with dotted outlines . They appear when a new slide is created . These boxes serve as placeholders for objects such as the title, text, charts, tables, organizational charts, and clip art . The title and text placeholders follow the text formatting of the slide master . The placeholders are editable so they can differ from the slide master if needed . The text placeholder size, position, and text characteristics can all be modified without affecting the settings of

the slide master. Modifications to the placeholders can be removed by reapplying the Auto Layout . It’s also possible to convert a slide from one Auto Layout to another without affecting other slides in the presentation .

Text Controls PowerPoint has tools for text formatting . The font, size, style (bold, italic, shadow, underline), color, and alignment can all be controlled . Additional text effects include outline, emboss, superscript, and subscript . Line spacing controls allow you to set the spacing between lines of text and paragraphs .

PowerPoint provides a ruler with tools for setting indents and tabs . The ruler can be turned on or off . When the ruler is turned on and text is selected, a tab feature appears . The tab feature includes tabs that justify columns of information to the left, center, right, or decimal point when dealing with numerical data . Indent slider controls also appear on the ruler when text is selected . The slider controls allow you to adjust the indenting of text as well as the spacing between a bullet and the text associated with it . Indent slider controls allow the alignment of main bullets and sub-bullets to be adjusted .

Word slides generated in PowerPoint use a bulleted list layout . The bullet icons are adjustable . A bullet style can be selected from any symbol type font that is installed on the computer . Each symbol font has

Indent sliders Tabs Tabs

Bullet formatting optionsAuto Layouts

Examples of Design Templates

Operations Iraqi Freedom

LTC Joe Brian

January 10, 2007


LTC Joe BrianJanuary 10, 2007


LTC Joe BrianJanuary 10, 2007


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a table of bullets associated with it from which you can select . The size and color of the bullets are adjustable . PowerPoint also has a feature called WordArt . With WordArt, you can create shadowed, skewed, rotated, and stretched text, as well as text that have been fitted to a predefined shape. WordArt is a special text effect. It is a drawing object . You can use the drawing features of the software program to change the effect and characteristic of the text . Because WordArt is not treated as text, you will not be able to see it in the outline view or check its spelling as you would ordinary text .

Drawing ToolsMicrosoft PowerPoint provides a palette of tools and features for drawing . The drawing tools are divided into three categories: general drawing controls, object drawing tools, and object formatting tools . Although PowerPoint offers a variety of drawing tools and controls, it does not offer the full range of control you find in true vector-based illustrating software.

General drawing tools are used to select and rotate objects and to determine their position and orientation . They include tools such as bring to front, send to back, rotate left/right, and flip horizontal/vertical. General drawing tools also include object alignment and distribution tools .

Object drawing tools are used to create objects . You can draw objects by selecting from preset Auto Shapes or create your own shapes using the rectangle, circle, and freeform drawing tool . There are also two tools for drawing lines either with or without arrowheads .

Object formatting tools are used to change the appearance of objects you create . There are tools to change fills, strokes, line widths, line styles, drop shadows, and 3-D effects . Fills can be set to solid colors, gradients, patterns, textures, and even pictures . The colors of lines can be changed as well as the style and weight . Arrowheads can also be added to the end of lines . 3-D effects allow you to control the rotation, angle, depth, perspective, material, and lighting of an object .

Import OptionsThe ability to import many graphics file formats is a very powerful feature of Microsoft PowerPoint . Importing is done directly or with the use of separate graphics filters that can be downloaded and installed on the computer . PowerPoint imports both raster and vector images. The following file formats can be imported without the use of separate graphic filters:

- Joint Photographic Experts Group (JPG) - Macintosh Picture (PCT)- Macintosh Paint (PNTG)- Portable Network Graphics (PNG)- Windows Bitmap (BMP) - Encapsulated PostScript (EPS)- Graphics Interchange Format (GIF)


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- Tagged Image File Format (TIF) - Windows Metafile (WMF) - Enhanced Windows Metafile (EMF)

Editing tools are available that allow modifications to be made to inserted images . Vector images can be modified using tools found on a picture formatting toolbar . A recolor tool allows you to change up to 64 colors in a vector image . The image can also be cropped using PointPoint’s crop tool . The crop tool does not actually crop an image . It merely hides portions of the image . The crop tool can be used to un-crop or reveal previously cropped portions of an image .

A vector image can also be converted to a Microsoft Office drawing and modified using the object formatting tools . The vector image is converted by double clicking on the image or selecting the ungroup feature . A warning is given prior to the actual conversion . Once the image is converted to a Microsoft Office drawing, it cannot be changed back to the original vector image format . It must be deleted and re-imported . The brightness, contrast,

and cropping of raster images are also controlled using tools found on the picture formatting toolbar . Raster images can have a border and drop shadows applied to them as well .

PowerPoint also imports digital movies and sounds . These features were developed with electronic projection in mind . All movies inserted into a presentation are linked . If the presentation is to be shown on a computer other than the one on which it was created, both the presentation and the digital must be saved on the disk or copied to the display computer . Digital movies in the following formats can be inserted:- QuickTime or MoviePlayer movies - QuickTime VR movies - MPEG movies- Video for Windows (Movie Clips or AVI files)PowerPoint comes complete with music and sounds

that play during the slide show. Built-in sound files can be used or sound files from other sources can be inserted . Both waveform (digitally recorded sound) and MIDI (Musical Instrument Digital Interface) files can be inserted. Sound files inserted from other sources are linked . If the presentation is to be shown on a computer other than the one created on, the sound file must be copied as well as the presentation. You can also record sounds directly in PowerPoint instead of using additional digital audio software .

Aside from being able to import images, videos, and audio files, PowerPoint allows you to import Microsoft Word outlines and tables, Microsoft Excel worksheets, and graphs from Microsoft Graph . When inserting these types of documents, the table, worksheet, or graph. When you have finished developing the document, close the program and the document automatically appears in the presentation . To edit the document, simply double-click on it . The source application will launch and allow you to update the graphic .

The recolor feature allows up to 64 colors to be changed. This feature only works with vector graphics.

MPEG movie

Quicktime movie


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Animation and Interactive Features Two of the most dynamic additions to presentation software over the past few years are animation effects and interactive hyperlinks . In addition to inserting digital audio and video, these two aspects are the primary reason presentation software has become more closely related to multimedia authoring software . Animation is used to focus attention on important points, control the flow of information, and add interest to a presentation . The animation features in PowerPoint are preset effects . They are divided into two categories: transitions and animation effects .

Transitions are special effects used to introduce a slide during an electronic presentation . Transitions occur between slides when changing from one slide to another . For example, you can fade in from black or dissolve from one slide to another . You can select from a list of transitions and vary the speed of the transition for each slide in the presentation . Transitions can be set to slow, medium, or fast . Some of the more common transitions include dissolves, wipes, and covers .

Animation effects are applied to text, graphics, sounds, movies, and other objects placed on a slide . The path and speed of the animation effect cannot be modified. There is a variety of animation effects to choose from and each can be set to occur automatically or by mouse click . Some of the more common animation effects include fly, crawl, spiral, swivel, and zoom . Sound effects can be applied to each animation effect . With text elements, each main bullet point can be set to appear independently of others, or objects can appear progressively, one after another . Bulleted text can be set to dim or change color when a new element is added to the slide . One of the newest animation features allows elements of a graph to be animated .

Animation Effects featureSlide Transition feature


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The hyperlink interactivity feature of PowerPoint changes a presentation from linear to non-linear . Linear means navigating through the presentation in a direct route through all the slides starting with the first and ending with the last . Non-linear means interactive; navigation through the presentation is determined by making selections . It does not proceed in a straight line from beginning to end .A hyperlink can be added to a presentation and then used to jump to a variety of locations . It can jump to a specific slide in a presentation, a different presentation altogether, a different software document such as Microsoft Word, an organization Intranet, or an address on the Internet .

Hyperlinks can be created from any text or object including a shape, table, or picture . It can be set to activate either on a mouse click or by holding the mouse over the object . Multiple actions can be applied to hyperlinks as well . For example, a sound effect plays when the mouse is over the object and the hyperlink jumps to another slide when the mouse is clicked . If there is text within a shape, separate hyperlinks can be set for the shape and the text . Text that represents a hyperlink appears underlined and in a color that coordinates with the color scheme . The color changes after you jump from a hyperlink so previously viewed hyperlinks can be identified.

Another feature that works with a hyperlink is the action button . An action button can be added to a presentation and then how it is to function in the show can be defined. For example, jump to another slide, start a movie, play a sound, or launch another software application . Preset action buttons can be selected from the AutoShapes feature . There is a variety of buttons to use . They include home, help, information, previous slide, next slide, first slide, last slide, last slide viewed, document, sound, and

movie buttons . Any AutoShape can be made into an action button or you can create your own using the object drawing tools . Action button settings allow the button to highlight or change color when pressed or by holding the mouse over the object .

File Formats and Output Microsoft PowerPoint is very versatile when saving a presentation as electronic media . Below is a list of different file formats for saving a presentation:

- Presentation- Outline (RTF Text - rich text format) - Presentation Template - Presentation Show- Macintosh Picture (PCT)- Joint Photographic Experts Group (JPG)- Portable Network Graphic (PNG)

In addition to these formats, PowerPoint provides an Internet Assistant that creates HTML (hypertext markup language) documents from the presentation . The Internet Assistant helps to customize the presentation . For example, animations can be included, frames can be used, navigation to other slides or documents can be controlled, and different button styles can be selected . The Internet Assistant maintains interactive settings in the presentation that jump to other slides or documents . Each slide is converted to either a GIF or JPEG file when the web pages are created . Various hardcopy products can be produced from PowerPoint as well . The original purpose of presentation software was to generate traditional

Action Buttons

Internet Assistant appears when “save as HTML” is selected


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overhead viewgraphs and 35mm slides . Overhead transparencies can be printed in both color and black & white . 35mm slides are created using a desktop film recorder. Hardcopies of the presentation outline, speaker notes, and audience handouts can be printed on paper . When printing handouts, one, two, three, or six slides can be printed on a page .

Organization Organization is the key to effective presentations . Regardless of how well a presentation is designed, if the information isn’t organized properly, the presentation will be ineffective . Developing a presentation can be broken down into a five step process: planning, design, production, testing, and delivery .

Planning - The first step in developing a presentation is planning . Planning requires sitting down with the customer and reviewing the workorder . Determine what type of projected media is required, what the content for the presentation will be, and if there are any special graphic requirements . Ascertain from the customer what the audience’s knowledge of the subject is, their experience, their needs, and their goals . This helps tailor the presentation to the audience . Discuss the content for the presentation with the customer and arrange it in a logical order . If there is any confusion over the content, clarify any misunderstandings with the customer prior to developing the presentation . Collect any specific images the customer wants included in the presentation . Discuss whether video and audio is to be incorporated and if so, who is going to provide it . Be sure the customer specifies a deadline date on the workorder stating when the presentation is required . The deadline determines the amount of time you have to create the presentation . Design - After completing the planning and review, the second step is to design the look of the presentation . Work out the general layout and look for the presentation on paper first. Develop thumbnails, roughs, and comprehensive drawings . These will serve as the blueprints for creating the presentation . Review the paper drafts with the customer prior to creating artwork on the computer .

Production - Once the presentation is designed on paper and approved by the customer, the third step, production, begins . Production begins by establishing a files management directory for the presentation. A well-organized folder structure can reduce time spent searching the computer for necessary files. It also makes archiving the presentation easier for future recall .

Create a root folder for the presentation . Create sub-folders in which to save the graphic elements that will be developed for the presentation . For example, create a photos folder, vector images folder, videos folder, audio folder, and a text folder . Gather all the source files for the presentation. This includes images, video, and audio files if necessary. Do any scanning or digitizing required and save all the source images into the appropriate folder . Scan or digitize at a high resolution and save the original scanned images in a source folder . This will give you a high quality image from which to work . When using the imagery, do not reduce the resolution of an original source image . Make a copy of the original image and modify the copy . If changes are necessary later, you still have the original high-resolution image and will not have to rescan the image . Save all the master artwork files you create, such as Photoshop images, with layers into a master folder .

Design steps: Thumbnails, Rough, Comprehensive


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Once the directory is established and source images digitized, it is time to create the presentation . Select the appropriate page setup for the presentation . Select a preformatted design template, or format the color scheme and masters manually . Once the slide master is formatted, create the slides . First place all the content and then add supporting images . Add presentation effects such as transitions, animation, and hyperlinks last . Testing - After the presentation is complete, the next step is testing . Testing requires performing a quality control check of the presentation . Proofread and spell check to ensure accuracy . Evaluate presentation for effective design and legibility .

If the final product is an electronic presentation, run a function test in slide show view . Evaluate the animation and test the interactive hyperlinks if there are any . Test the performance of the video, and audio . Coordinate with the customer and perform a dry-run of the presentation on the system that will be used for the final presentation.

Delivery - The final step is delivery. Once the quality control check is complete, print viewgraphs, shoot slides, or save the electronic presentation in its final output format. If the presentation is electronic, the final output can be a PowerPoint presentation, a PowerPoint show, or HTML documents that will be viewed on an Intranet or the Internet . A PowerPoint show is a good file format to use for the final output because it ensures the presentation cannot be edited or modified.

Presentation Arrangement As in all writing, the presentation requires an introduction, body, major points, summary, and closure . You are not the author of the material but a normal sanity check is required . Presentations can be structured in many ways depending on the purpose of the presentation . PowerPoint comes with pre-planned presentation templates called the AutoContent Wizard . There are a variety of presentation formats to choose from in the AutoContent Wizard . They include general, corporate, projects, operations, sales, and personal templates . When a presentation template is selected, all the slides in the presentation are generated with placeholders . The placeholders contain step-by-step instructions for what information to enter on each slide .

Most military presentations follow a general format . They start with an introduction or title slide . The title slide is used as an opening for the speaker to introduce himself and the topic of discussion . The second slide is the purpose or objective slide . This slide allows the speaker to identify why the presentation is necessary and state what the goals for the presentation are . Following the objective slide is an overview slide . The overview slide lists all the topics to be discussed in the order they are to be discussed . The body or topic slides come after the overview slide and cover all the topics listed on the

Electronic presentation in Slide Show view.

Production step - create file directory


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presentations . No matter the type, a presentation can be used to inform, teach, influence, sell, or simply to entertain . To achieve any of these goals effectively however, a presentation must be well-planned, well-organized, well-designed, and ultimately, well-presented .

Projected Media Projected media are the different output products for presentations . The purpose of any form of projected media is to convey a message to an audience using projection equipment . Types of projected media products include overhead viewgraphs, 35mm slides, and electronic multimedia presentations . Overhead viewgraphs and 35mm slides are considered hardcopy output because they are printed on transparency film or exposed onto 35mm slide film. Electronic multimedia presentations are created on the computer and projected onto a screen using a data/video projector . They can also be viewed directly on the computer monitor as a presentation show or on the Internet as a web page document .

Overhead ViewgraphsAn overhead viewgraph is a transparency with the slide image printed on it . It is projected onto a screen using an overhead projector . The standard size transparency film is 8.5 x 11 inches. The image on the transparency film uses the same ratio as a TV or computer monitor, 4:3 . When creating a viewgraph using Microsoft PowerPoint, the default size of the viewgraph image is �0 x 7 .5 inches . This size uses an aspect ratio of 4:3 where 2 .5 inches is the unit of measurement . 4 x 2 .5 = �0 and 3 x 2 .5 = 7 .5 .

Transparency film for copiers and printers is not very durable and is damaged easily . To prevent damage from occurring during the handling of the viewgraph, it is mounted onto a cardboard frame or placed inside of a document protector . This is done to protect the surface of the viewgraph and increase its durability and shelf life . The standard window size of the cardboard frame is 7 .5 x 9 .5 inches .

overview . Body slides can include review slides to reiterate major points . After the body slides comes the summary slide . The summary slide lists all the topics discussed and allows the speaker to do a final review of the material covered. The final slide in the presentation is the closure slide and allows the speaker to restate the objectives of the presentation and to answer any final questions. This slide can be followed by a black slide .

As you can see, presentation software has a lot of capabilities . It can be used to develop simple overhead viewgraphs or 35mm slides . With the advances in technology, it has also become powerful enough to develop advanced electronic multimedia

General presentation organization


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The layout for an overhead viewgraph is always landscape . A landscape layout is better suited to viewing by the audience . If a portrait layout is used, the image may wrap onto the ceiling or extend below the eye level of the audience when projected . This is especially true in rooms with low ceilings . The default layout for a viewgraph in PowerPoint is landscape .

Overhead viewgraphs are created on the computer using presentation software . The quality of the viewgraph will depend on two things when generated electronically on the computer; The resolution of the image and the resolution quality of the printer . Final resolution is based on what the final output will be, whether it’s printed, displayed on a monitor, or projected . The resolution of the image (number of pixels per inch) determines the smoothness of the printed or projected image . The resolution of a computer-generated image and a data projector is based on picture elements or pixels . Monitor resolution is 72 pixels-per-inch (ppi) . Dots-per-inch (dpi) determines the resolution of a printer and refers to the number of dots the printer is able to reproduce within an inch . The more pixels the image has, the smoother and more detailed the printed image will appear . The higher the DPI of the printer, the greater the concentration of dots printed, and the smoother the printed image will appear . Most laser printers typically print at 300 to 600dpi . When developing images for presentation use �50 to 200ppi resolution that will be printed to a transparency film for the overhead viewgraph .

Reflective projector

Viewgraph image size

Viewgraph mount image area (standard window size on cardboard frame).

Transparency film size

7.5

10

8.5

11

9.5 inches7.5 inches


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Another consideration for computer-generated artwork is the color mode of the image . The image mode for the finished images for overhead viewgraphs should be CMYK (cyan, magenta, yellow, and black) . The printing process is a subtractive process based on pigments and uses cyan, magenta, yellow, and black . These colors are mixed together to produce all colors of the spectrum . When all colors are combined in the subtractive pigment process, the resulting color is black. Converting the final images to CMYK prior to insertion into the presentation will greatly assist in reducing color shifts .

The most important benefit of using presentation software to create overhead viewgraphs is the ability to quickly make changes, correct mistakes, and generate new viewgraphs . Presentations may also be saved to a disk and given to customers in electronic format . This allows customers to make changes themselves . Another way to generate an overhead viewgraph is to use the traditional method . With this method, the artwork is created by hand and then copied onto transparency film. When you use the traditional method, ensure the artwork uses 4:3 aspect ratio. Also, make sure the artwork fits on the copy surface of a copier . The image does not have to conform to �0 x 7 .5 inches, however . A copy machine can reduce or enlarge the artwork if it’s not the right size for the transparency film.

Overhead Projectors Overhead viewgraphs are projected onto a screen using an overhead projector . Overhead projectors are versatile, cost-effective presentation tools that are easy to use and transport . There are two types of overhead projectors; transmissive and reflective. Transmissive projectors have the light source (bulb) in the base of the machine . The light is projected up through the glass stage of the projector, through a lens in the projector’s head and then onto a projection screen. The light source for reflective projectors is in the head of the projector . The light shines down onto a reflective stage, and then reflects back up through the lens and onto a screen . There are advantages to both types . Transmissive projectors are brighter and

the projected image is typically sharper . However, transmissive projectors tend to be large and heavy . If portability is a necessity, then a reflective projector is a good choice because it tends to be smaller and lighter in weight than the transmissive projector .

Overhead projector lenses come in three different variations. The lens configuration includes the singlet, doublet, and triplet . The image projected will get sharper as the lens quality increases . Singlet is the most basic lens configuration while triplet is the most advanced . The projector’s focal length is associated with the type of lens . Focal length determines how close to or far from the screen the projector will focus . The higher the quality of the lens, the further the lens can focus in farther distances .

A projector’s brightness is measured in lumens . Levels range from �,700 to ��,000 lumens . The type of image projected (black/white or color), and the brightness of the room will dictate the desired brightness . Lamps are critical components of all overhead projectors and vary in type, life, and wattage . A lamp changer allows the presenter to switch over to another lamp and is a very valuable feature . With a lamp changer, a meeting will continue if there is a lamp failure .

The stage on an overhead projector is the flat area upon which the viewgraph is placed . Stages range in size from �0 inches to �� /4 inches . It is important to ensure the stage size works well with the size of viewgraphs .

Transmissive projector Reflective projector


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35mm Slides 35mm slides appear like overhead transparencies when projected but are quite different in physical characteristics . 35mm slides are exposed onto 35mm color slide film using a camera. 35mm slides use a different aspect ratio than overhead viewgraphs . Color slide film uses 3:2 (ratio) rather than the 4:3 (ratio) of overhead viewgraphs .

almost equal amounts of the three primary additive colors: red, green, and blue . By adjusting the mixture of these colors, all other colors can be reproduced . Emulsions employed in modern color films contain three individual layers of color-sensitive dyes, each of which responds to one of the three primary colors . After the 35mm slide presentation is created on the computer, it is exported to a film recorder for hardcopy output rather than a printer. A film recorder is a device designed to record computer generated-graphic images onto film in a controlled, enclosed environment. The basic components of film recorders are a flat-faced CRT (cathode ray tube), a color glass filter wheel with red, green, blue, and neutral filters, a lens to focus the image, and a camera . The camera is specially modified to expose computer-generated images .

E6 film processor

2

3

The artwork for a 35mm slide can be any size so long as it conforms to a 3:2 aspect ratio

The slides are processed like photographs using an E-6 process . The E-6 processing steps include a developer, reversal bath, color developer, pre-bleach, bleach, fixer, final wash, stabilizer, and drying. After the slides are processed and dried, they are mounted into frames .

Two methods for creating 35mm slides are the electronic and traditional method . The electronic method requires using a computer, presentation software, and a 35mm film recorder. The traditional method relies on handmade artwork and a camera . PowerPoint allows you to set the size of the presentation to a preset 35mm slide format size . The default size of the slide page setup is �� .25 x 7 .5 inches . This size uses an aspect ratio of 3:2 and uses a landscape format . All forms of projected media should use a landscape format .

The 35mm slides are created on the computer the same way as overhead viewgraphs are with one exception . The images on the slides are created using the RGB color mode . Color photography is based upon the principle that white light is composed of


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The process of exposing the slides begins with the image being rasterized (converted into a series of dots) . Rasterizing the image means it undergoes a red, green, and blue scan when exported to the film recorder. Once scanned, the data is sent to the film recorder where it is converted into a signal that positions an electron beam on the face of the CRT . The beam creates a small spot of light on the CRT . The camera shutter opens to expose the film. The spot of light then moves quickly from left to right across the face of the CRT . Once across the CRT, the beam then moves down one “scanline” and again quickly moves across the CRT . This process is repeated rapidly . The light from the CRT passes through the red, green, blue, and neutral color filters. Once all the filters have been exposed, the shutter closes and the film advances automatically. The process is repeated until all the slides have been exposed. The film is then rewound and taken to a photo lab for processing and mounting .

The traditional method for creating 35mm slides requires original hardcopy artwork . The artwork can be created using any medium and can be any size; however, the artwork must conform to the 3:2 ratio . It doesn’t matter if the artwork is 9 x 6 inches or 30 x 20 feet . As long as the ratio is correct, the artwork can be photographed on 35mm film. Remember to

keep all important elements within the safety area to accommodate for edge loss . For smaller size artwork, a copy stand can be used . A copy stand has a base for placing the artwork on and a vertical track arm that holds the camera . The camera is focused down onto the artwork and the picture is taken .

One advantage 35mm slides have over overhead transparencies is their size . It is easier to transport a tray of 35mm slides than to carry a large case filled with overhead viewgraphs . The amount of time required to produce the finished slides and make corrections is the greatest disadvantage to using 35mm slides . A slide cannot be completed in less than one hour because the time it takes to process the film.

35mm Slide Projectors 35mm slides are projected using slide projectors . Two types of slide projectors are basic slide projectors and sound/slide projectors .

The basic slide projector projects an image onto a wall or screen . It is a small unit that allows the user to quickly change, update, or modify a briefing. There are two parts to this type of 35mm projector: the projector and the slide tray .

The projector is equipped with a 300-watt, quartz-halogen projection lamp and a coated elliptical reflector that provides increased illumination and excellent corner to corner uniformity . Thermal fuses at the lamp and motor prevent overheating . A dark screen shutter prevents projector light from reaching the screen when there isn’t a slide in the gate . There is a variety of lenses available for use with this projector . A zoom lens allows a variance

CRT film recorder

Basic Slide Projector

Sound/slide Projector


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in size of the projected image without having to move the projector. Curved-field lenses provide greatly improved image sharpness . The slides must be mounted in open-frame mounts with the emulsion side of the film facing the lens. If the slides are mounted in glass frames, a flat-field projection lens is recommended . The unit can be controlled either manually or using a remote control . The remote control controls the forward and reverse direction of the slide tray .

This type of 35mm projector accommodates three types of slide trays . The universal tray holds 80 slides that can be mounted in glass, cardboard, or plastic mounts up to �/8 inch thick . The carousel 80 slide tray holds 80 slides that can be mounted in glass or plastic mounts up to �/�0 inch thick . The carousel �40- slide tray holds �40 slides that can be mounted in cardboard or plastic mounts up to �/�6 inch thick .

The sound/slide projector is a self-contained multimedia unit that produces both sound and picture . It is roughly �4 inches high, �3 inches wide and �3 inches deep, it weighs about 20 pounds . The projector has a 9 by 9 inch built-in screen and a 3 by 5 inch oval speaker . It uses an 80-watt, quartz-halogen lamp . This type of projector can use all the slide trays mentioned earlier .

There are different modes of operation for this projector . A simple slide show can be shown or a sound/slide synchronized program . Both front and rear projection is available . A wall screen projection door is on the unit . There is a special feature called a Magna-frame selector that allows the image to be enlarged by 50% . It works with both the front and rear projection modes . This feature switches to a second lens that allows close-ups of the slides .

Electronic Multimedia PresentationsThe last type of projected media we will discuss is electronic multimedia presentations . Magicians use live props that often run across the stage or fly out of hats as well as other attention grabbing effects . Presentation software now uses the same delivery techniques to focus the viewer’s attention on the content so that it will be remembered . Presentation software can add synchronized audio, self-running animations, and video to the slide show .

The frames, referred to as slides, for an electronic multimedia presentation are created using presentation software just as overhead viewgraphs and 35mm slides are . The default page setup for an on-screen presentation is the same as the page setup for overhead viewgraphs, �0 x 7 .5 inches .

When developing the artwork for an on-screen presentation, use 72ppi resolution instead of the higher resolution required for printed material . The resolution of the computer monitor and projected image is 72ppi . A higher resolution only adds memory to the file size but no quality is added to the projected image . It is recommended, however, that the original source images be digitized at a high resolution . Also, use the RGB mode for the images since projection devices for electronic presentations all use a RGB additive process . Electronic multimedia presentations offer more dynamic presentation capability as compared to overhead viewgraphs and 35mm slides . Digital video, digital audio, animation, transitions, and interactive features can be incorporated into an electronic presentation to make it a true example of multimedia . Electronic multimedia presentations can follow the linear progression of viewgraphs or 35mm slide shows or, using interactive buttons, become non-linear . This is not possible with overhead viewgraphs or 35mm slides .

200 ppi

72 ppi


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The greatest advantage of using electronic presentations, aside from their dynamic multimedia presentation capabilities, is the ability to make on-the-spot corrections or changes . Corrections made to the presentation are instantaneously displayed on the screen . Another advantage is transporting the presentation . It can be saved to a disk, CD-ROM, or even transmitted electronically over the Internet . If there is no computer or projection system available to project your presentation, you may need to bring a laptop computer and portable LCD projector with you .

Data Projectors With perhaps 2 or 3 people, a normal computer screen may suffice to show an electronic presentation. However, with larger audiences, a means of showing a larger image is required - hence the data projector . The industry standard for data projectors is a self-contained unit with its own LCD (liquid crystal display) panels, light source, and lens in one compact unit . They work with PC and Macintosh computers and duplicate the image being shown on the monitor without any need for special software or complex set up procedures .

CRT (cathode ray tube) projectors are the oldest technology when it comes to electronic projection . They are known as 3-gun units and are usually installed in larger conference and lecture rooms . The signal to the projector is divided into blue, green, and red light rays . Each light ray is projected separately and all are focused on a central point of the screen . The colors are overlaid to create the full color image and with proper adjustment, no distinct color edge should be visible . CRT projectors can be used to project video/TV images as well as data from a computer . Because they can be tuned to handle a wider range of signals, they are particularly suited to video/TV . They are difficult to install and require trained technicians

to set them up . With the rapid development in LCD and DLP (digital light processing) data projectors, CRT units are being used less and less . They are unable to compete on cost, brightness, or portability . LCD projectors are the established technology . They use a single lens configuration to project the image. Electrical signals turn on individual pixels in a matrix of cells . There are three sets of panels, one for each of the three primary colors, red, green, and blue . LCD technology produces rich, saturated colors that are well-suited to business presentations .

Another type of projector is the LCD projector panel . This device is used in conjunction with an overhead projector . The panel is connected to the computer and placed on the stage of the overhead projector . The image on the computer monitor appears on the LCD panel and the light from the overhead projector illuminates the image on the screen . If you intend to use LCD projection panels with a computer, then a bright transmissive projector is necessary . Transmissive projectors with at least 4,000 lumens are recommended . There is a variety of other overhead projector options tailored for use with LCD panels . These include built-in AC outlets on the projector and a “flip-in” magnifier. Two AC outlets are recommended on the projector . One outlet is used for the LCD panel and the other for the computer . This makes setting up the equipment much easier . A flip-in magnifier is also a plus because it enlarges the projected image when using a LCD panel .

CRT projector

LCD projector

LCD panel projector


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The DLP projector is a fairly new technology developed by Texas Instruments . These projectors function using a single chip . On the surface of the chip is an array of tiny aluminum mirrors . Each mirror represents a single pixel on the screen . Each mirror is hinged and controlled by its own cell beneath it . The mirrors tilt to deflect the light from the lamp. The lamp reflects the light through the lens onto the screen as a single pixel . There can be over � million mirrors on a single chip the size of a thumbnail .

A DLP projector produces truer colors than LCD projectors, but the colors are not as vivid or saturated . It’s also smoother, less pixelated, and is suited to displaying video images . The images tend to have a higher contrast than LCD-produced images as well . This is a new technology and it is unclear as to whether or not it will replace LCD technology as the industry standard . When selecting a data projector, certain criteria must be considered:- Brightness- Contrast- Resolution- Controls- Portability

Brightness - All manufacturers are fighting to increase the brightness of the projected image . Brightness is measured in terms of ANSI (American National Standards Institute) lumens . Projectors in the 300-600 lumens range are best used away from direct daylight and with no office lighting. Units in the 600-�,000 lumens range can be used in most office conditions away from direct sunlight. Units above 1,200 lumens are ideal for larger offices and conference rooms . However, no projector can really compete against direct sunlight . The following guidelines can be used for determining how bright your projector will need to be:

- 800 lumens for lights-off, low ambient light, presentations- �000 lumens with some ambient light - becoming the standard- 2000 lumens with bright ambient light- 2500 lumens for audiences of less than a hundred with ambient light - 3000 lumens for audiences of �00-200 with ambient light- 5000 lumens for audiences of �00 or more under bright lights .

Contrast attracts less attention but is important . Contrast measures the difference in light intensity between the dark and light areas of the screen . A high contrast figure is best and typical data projectors work in the range of �50 to 400 . DLP technology units tend to produce a higher contrast image .

DLP projector

High contrast

Low contrast

Resolution - The sharpness and clarity of the image is determined by display resolution . The resolution of a display is given in terms of columns and rows of pixels making up the picture . The more pixels there are the higher the resolution of the projector . This same principle applies to computer monitors . Resolution is quoted in two numbers, such as 800 x 600. The first number refers to the number of pixels from side to side across the screen . The second number refers to the number of pixels vertically from top to bottom . Standard resolutions for data projectors are:- VGA - 640 x 480 pixels - SVGA - 800 x 600 pixels - XGA - �,024 x 768 pixels - SXGA - �,280 x �,024 pixels - UXGA - �,600 x �,200 pixels


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SVGA or ‘Super VGA’ (800 x 600) resolution is the most popular in schools and classroom environments . While it is not essential, it is a good idea to match the native resolution of the projector to that of the computer used to drive it .

XGA (�024 x 768) is becoming increasingly popular and the norm for newly introduced laptop computers . There has also been a significant reduction in the price of XGA projectors . These units give a sharper image and are valuable for projecting highly detailed images, and smaller text .

Higher resolution SXGA (�,280 x �,024) units are available but generally are reserved for specialist applications .

Controls - With most data projectors, there are controls on the projector itself . Most of these controls are duplicated on an infrared handheld remote . The controls allow adjustment of brightness, contrast, color tint, source (data or video), volume, and image orientation . Zoom and focus controls can be controlled in a similar fashion or they may be manually adjusted using rings on the front of the projector . In addition to controlling the projector, most handheld remotes are designed to control the computer by simulating the actions of the mouse . This is particularly useful when moving through a presentation one slide at a time . Using the remote mouse to navigate the more detailed menu operations can be cumbersome and it may be best to resort back to the keyboard .

Portability - Data projectors are generally split into two categories, fixed and portable. Fixed projectors tend to be mounted to ceilings in conference rooms, while portable projectors are used as tools for ‘road warrior’ presenters . Portable projectors vary from

3 to 20 pounds, are around 800-2000 lumens in brightness and can cost anywhere from $550 to more than $6000 . Low or lights-off presentations are generally considered less desirable, as they allow for less visual interaction with the audience . A projector with at least 800 lumens is desirable for use in rooms where there will be little ambient light . You should also consider the size of your typical audience when selecting the right brightness . Larger audiences require larger images, which also require higher lumen output .

Fixed Projectors are typically brighter than the portable ones and have around 2500-7000 lumens . They are also more expensive ($�000 to over $25,000) and range in weight from �3-30 pounds, which make them slightly less portable . These larger projectors are perfect for conference rooms, training rooms and classrooms .

As resolution increases, more pixels are displayed in the same area causing icons, text, and images to appear smaller.

Fixed Projectors

Portable Projector with cart


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When setting up your projector, each one has different accessories, so make certain all parts are in the bag/box . Here is a rundown of general parts: - AC cable - VGA cable (�5 pin male to male) - Remote control - Users Manual - Mac Adapter (if using a Mac) - Mouse Cables - RCA cables for video

To hook up a data projector to a computer, it is best to start with all devices turned off . Plug in the VGA cable supplied with the projector to the VGA port on the back of the computer, then plug in the other end into DATA IN (� or 2) on the Data projector . Turn on the data projector . On some data projectors there are two power switches . One switch located on the side or the back of the projector that is for the power supply and another on the top or front of the unit, which is for the bulb .

After the data projector is on, then you can power up the computer . If the computer is a laptop computer and the data projector isn’t projecting a picture, then it is possible that the laptop isn’t sending a signal to the projector . To activate the external VGA port you press the FN (function) Key combined with one of the “F” keys, usually F5 or F7, but it differs from laptop to laptop . The F key is usually labeled “CRT/LCD” or may have a symbol of a computer monitor on it .

To hook up video you simply run an RCA or S-Video cable from the device (VCR, Camera, DVD, etc .) to the projector (Video � or 2) . You can select the video input from the remote or the projector (usually labeled as “Video” or “Mode”) . The projector will display the video and adjustments to color and brightness can be made through the Menu . Most projectors also have an internal sound system with a small speaker built in that is designed for the audio from video or for your PC based audio .

When turning off the projector, don’t unplug or turn off the rear/ side power switch without letting the lamp cool off first. This is important since repeated power downs without lamp cooling will cause premature failure of the lamp . A replacement lamp is very expensive so we are always trying to maximize the life of the lamp . To set the projector to lamp cooling mode, press the power off button on the top of the data projector . On some projectors you have to press that button twice to power down, you will be prompted on the screen if you need to do so . When the projector is in cooling mode, the fan will be running but the lamp will be off . When the lamp is cool enough the projector will turn itself off . How long this takes varies from projector to projector and will also depend on how long the projector was on . After the projector is off it is safe to unplug it .

It is very important that you understand the characteristics of each type of projected media, whether it be overhead viewgraphs, 35mm slides, or electronic on-screen presentations . When developing the presentation, each type of output has its own factors to consider . You must know the image ratio for the type of projected media you are developing, what resolution to use for the imagery, whether the images should be RGB CMYK, and what the characteristics of the projection device are .No matter which type of projected media product you are producing, the final output will depend greatly on the quality of the projection device used . To evaluate the effectiveness of the presentation, always perform a dry-run of the presentation on the projection equipment that will be used to give the final presentation.

Projector Connections


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Presentation DesignTwo of the most important factors when preparing a presentation are simplicity and legibility . Slides should not be a verbatim copy of what is being stated by the presenter . They should be used like headlines or signposts to point the direction of the presentation . Slides may also be used to illustrate and explain ideas the audience may find complex, for instance, the important elements of a table of figures may be better demonstrated if plotted as a graph . Research shows that each slide will only be looked at for approximately seven seconds so remember, keep it simple .

Legibility is the “bottom line” and depends on a combination of factors . Font choice, text, amount of colors, color harmonies, graphics, and layout all have an affect on the legibility of a slide .

Using Text Effectively At any given point in time, the audience will have two senses with which to absorb a presentation: sight and sound . Don’t overemphasize the importance of the spoken word; give equal importance to the slides . A good criterion for measuring the quality of slides is to go through them in sequence and ask whether the major themes are readily apparent with no spoken words . Similarly, a good criterion for measuring the quality of spoken words is to talk without any slides . These are harsh tests because neither the spoken word nor slides are adequate alone . If the spoken words and slides are both strong individually, all that remains is to be sure they are properly arranged .

Type Type is the basic building block of a presentation . Often it is irresistibly compelling and sometimes absolutely imperative to design a presentation with more than one typeface on it .

In Type, there is usually more than one element on a slide such as a title, body text, labels, and image captions . Within these dynamics on the slide, a relationship is established that is concordant, conflicting, or contrasting.

Concordant - A concordant relationship occurs when only one type family is used . For example, when using Arial for body text and Arial Italic for title text . It is easy to keep the slide harmonious, and the arrangement tends to appear quiet and rather sedate or formal . Using concordant type in a presentation is a good technique to use . With most type fonts there are various styles that can be used such as regular, bold, italic, and bold italic . To add more interest in a concordant, use the regular style for one block of text and bold italic for another .

Concordant type

&Arial

Arial ItalicConflicting -A conflicting relationship occurs when separate typefaces that are similar in style, size, and weight are used . The similarities are disturbing because the visual attractions are not the same, but neither are they different enough so as not to conflict with each other. Most often, conflicting text gives the appearance of a mistake rather than an effective difference between two elements .

Conflicting type

&TimesGaramond


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Contrasting - A contrasting relationship occurs when separate typefaces that are clearly distinct from each other are used . The visually appealing and exciting designs that attract your attention typically have a lot of contrast built in, and the contrasts are emphasized . Using two contrasting typefaces in a presentation will help to add visual excitement . However, it is important that both of the contrasting typefaces are legible when projected onto the screen .

Typefaces There are literally thousands of different typefaces that are available today with many more being created every day . Most of these typefaces can be dropped into one of six categories however; there are hundreds of typefaces that don’t fit neatly into any category . The six basic categories of type are Oldstyle (serif), Modern, Slab serif, Sans serif, Script, and Decorative .

The choice of typeface used in a presentation has a major impact on the legibility . The legibility of projected text is far different from that of printed text . This is because the resolution of printed text is much higher than that of projected text . What looks good when printed does not necessarily look as good when projected .

Although opinions may vary, most experts recommend using a sans serif font for presentation text because the final product is projected rather than printed . Sans serif typefaces hold up very well when projected and are easy to read, even from the back of the room . Slab serif fonts are also a good choice for projected media if you desire a more decorative look . Unlike Sans serif fonts, slab serif fonts do have serifs on the letters but they are more consistent in their thickness than the other serif typefaces .

Oldstyle, Modern, and Script are less legible when projected . The thin strokes that compose the letters have a tendency to disappear when projected and give the letters a broken appearance . Decorative fonts are distracting but can be used sparingly .

Oldstyle (serif) - Oldstyle typefaces are based on the hand lettering of scribes . They are also referred to as Roman fonts . Oldstyle typefaces have serifs and the serifs of lowercase letters are always at an angle . All the curved strokes in the letterforms have a transition from thick to thin, technically called the “thick/ thin transition .” This contrast in the stroke is relatively moderate, meaning it goes from kind -of-thin to kind-of-thicker . If you draw a line through the thinnest parts of the curved strokes, the line is diagonal . This is called the stress . Oldstyle typefaces have a diagonal stress .

Because of the thin strokes associated with these typefaces, they do not hold up very well when projected unless used only for very large text . One of the most common Oldstyle typefaces is Times . This just happens to be the default type font used by Microsoft PowerPoint . Needless to say, when developing projected media, it is important to change the default font style used by the slide master .

Modern - Modern typefaces have serifs but the serifs are horizontal instead of slanted and are very thin . The structure of the letters is severe with a radical thick/thin transition and a vertical stress . Modern typefaces tend to have a cold, elegant look .

Because of their strong thick/thin transitions, most modern fonts are not good choices for projected media . They do not work well for extended amounts of body copy because the thin lines almost disappear . The thick lines are very prominent and the effect on the screen is poor . From a distance, all you see are vertical lines .

Old Style

Palatino font

Contrasting type

&ImpactHelvetica


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Slab serif - Slab serif fonts are much like modern fonts, however, the entire letterform is thickened . Slab serif fonts have little to no thick/thin transitions . They are very high on the readability and legibility scale .

Because they project an overall heavier weight than Oldstyle fonts, Slab serif fonts can be used for projected presentations . If you desire a contrast between type elements on a slide, try mixing a Slab serif font with a Sans serif font .

Sans serif - The word “sans” means “without” so Sans serif typefaces are those without serifs on the ends of the strokes of the letters . These typefaces are also referred to as Gothic fonts . Sans serif fonts are almost always monoweight, meaning there is virtually no visible thick/thin transition in the strokes . Each letterform has the same thickness all the way around .

There are a few Sans serif fonts that do have a slight think/ thin transition however . Optima and Chicago are examples of this . Be careful when working with these fonts because they have similarities (conflicting) to both serif and Sans serif fonts .

Another thing that varies with Sans serif fonts is the overall weight of the typeface . Some typefaces work well for large text but not for large areas of text where legibility is crucial . A heavy typeface tends to run together the smaller it gets and decreases both the readability and legibility .

It is generally agreed that Sans serif fonts are the best to use for projected media . They hold up the best when projected and in most cases are the easiest to read from greater distances . Typical examples of Sans serif fonts include Helvetica and Arial fonts .

Script - The script category includes all typefaces that appear to have been hand lettered with a calligraphy pen . This category could be easily broken down into scripts that connect, scripts that don’t connect, scripts that look like hand printing, scripts that emulate traditional calligraphic styles, Old English styles (commonly referred to as “text” typefaces), and so on . For simplicity, however, we will keep them all in one category .

Script fonts are like cheesecake . They should be eaten, or in this case, used sparingly . They should never be used for extended blocks of text and never as all caps . Using all capital letters with script text makes the words virtually impossible to read . For projected media, there is really no place for script type . However, under certain circumstances, it may work to foster a specific emotion or draw attention to a text element such as a title on the title slide . If used, go very large with the text to ensure good legibility .

Decorative - Decorative fonts are easy to identify, and are also difficult to read in long text passages. If you want a real challenge, try reading an entire novel in a decorative font . Decorative fonts are very distinctive and there is a font for virtually any whim you wish to express . However, because of their distinctiveness, their powerful use is very limited .

It is highly recommended that you avoid using decorative fonts for projected media . Their use only serves to distract attention and eventually hinders the presentations effectiveness rather than adding to it . If you choose to use a decorative font, limit it to just the title slide .

Slab Serif

Century Schoolbook

Sans Serif

Impact font

ScriptStaccato222 BT font


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Text Size Aside from choosing the appropriate font, size also plays an important role in the legibility of text . Again, opinions vary on the perfect size for text on slides, but the consensus is to use text no smaller than 24 point for electronic presentations and 35mm slides . For overhead viewgraphs, the consensus is �8 point . What matters most is the text must be easily read when projected on the screen . There are several test methods to try prior to projecting the image to determine if the text is large enough . One method is to display the slide full screen on the computer monitor, stand about 9 feet away, and read the text . If it is easily read, the text is a good size . With a printed viewgraph, place the transparency on the floor at your feet. If you can read the text without bending over, more than likely the text size is good .

Using the default settings is a good starting point for text size when using presentation software . Microsoft PowerPoint uses default settings of 44 point for titles and 32 point for body text . The text tools will allow adjustments in size to be made as needed from slide to slide .

General Guidelines for Text For consistency and simplicity, limit the amount of fonts used in a presentation to no more than two . In most cases, using a variation of the same font works very well, for example, Arial bold italic for the title and Arial bold for the body text . A second font can be introduced to highlight key points and phrases .

Never mix topics on a single slide . Focus on one point with each slide . Break up complex topics into smaller, more digestible segments . If there is too much information to fit on one slide, spread the information across multiple slides . This will better give the audience time to absorb the information . Use bullet statements with each bullet representing a new thought about the main topic . Use key phrases where possible and eliminate words such as verbs (action words) and articles (a, an, the) that are not essential to the message .

A good rule of thumb to follow for placing text on a slide is the 6 x 6 rule . To state it plainly, no more than six lines per slide, not including the title, and no more than six words per line . This does not mean there can’t be more than six lines of text on a slide because it is not always possible to condense the information that much . However, by keeping this rule in mind, it serves as a reminder to focus on the important words and eliminate any unnecessary words .

Use “Initial Capitals” when typing text rather than all capital letters . “Initial Capitals” is also referred to as “Sentence Case” or “Upper Lower .” Writing with ALL CAPITAL LETTERS makes the text hard to read and is the written equivalent of shouting . When learning to read, we learn by reading “Upper Lower .” Most books, magazines, and newspapers are printed this way . Studies demonstrate we also read using shape recognition . Each letter has a distinct shape that is based on the construction of the letter . Likewise, so do words . We become very adept at quickly recognizing words without actually “reading” every letter .


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Avoid rotated and curved text for electronic shows . While this is often a nice touch with overhead viewgraphs and 35mm slides, computer monitors and data projectors are low-resolution devices when compared to a film recorder and printer. The text may break up and be unreadable when used in an electronic presentation .

Keep all information within a “safe area” when designing slides . The safe area compensates for the overlap from a 35mm slide mount or overhead frame . There may also be edge loss when projecting slides electronically through a data projector . As a rule of thumb, all text and graphics should be kept about �/2 inch from the edge of the slide .

Using Color EffectivelyThe primary purpose of color in a presentation is to create an attractive environment for the message . Studies show that a color presentation is more memorable and effective . The use of color can contribute to a presentation in several ways . Color choices can influence the mood and receptiveness of your audience . In a darkened room, audience attention can wander . Color provides the visual variety necessary to maintain audience interest . It can focus audience attention on a particular point in an individual slide .

Finally, color can be used to enhance meaning and clarify information .

Format, Highlight, and Text ColorsA presentation color palette establishes a consistent environment for your information . The color choices in color palette for a presentation can be broken down into three main areas: format, highlight, and text .

Format colors - Colors used in the basic design of a presentation . These include the background colors and any colors used for recurring items, such as graphics and logos . When creating 35mm slides and electronic presentations, the format colors will usually be the darkest colors on a palette; on overhead transparencies, they will be a combination of dark and light colors, depending on the format design .

Highlight colors - colors added to a palette for illustrations, chart and graph elements, text bullets, and other graphic objects that have meaning and content . These colors should fall in the midrange of brightness; bright enough to stand out from the background, but dark enough to support white or lightly colored text . Similar highlight colors are used for overhead transparencies, 35mm slides, and electronic presentations .

Brightness Contrast

Saturation Contrast

Hue Contrast

Saturation Contrast


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Text colors - Colors include the basic text color, title and subtitle colors, and special colors for highlighting body text . In 35mm slides and electronic presentations, these colors should be the lightest in the palette so they will stand out against the format and highlight colors . On overhead transparencies with medium-light or light backgrounds, these will be the darkest colors .

Color ContrastColor contrast is the relative difference between two adjacent colors . The difference may be in hue, as in red and green; it may be in saturation, as in light pink and primary red; or it may be in brightness, as in brick red and primary red . The difference may also be a combination of both, as in yellow and dark blue .

Contrast is defined in terms of foreground and background objects . In presentation design, text and graphics are the foreground objects that rest on the slide background color . High contrast is essential to readability and clarity in slide design, so it’s important to select highlight colors for text and graphics that contrast strongly with the background . The best way to provide contrast is through a combination of brightness and hue . For example, on identical blue backgrounds, a yellow letter will be easier to read than a red letter or even a light blue letter . The light blue letter may be brighter than the background, but its similarity in hue diminishes its contrast . The red letter may be extremely different in hue, but its lack of brightness makes it difficult to read. The yellow letter contrasts in both hue and brightness, increasing the contrast and improving readability .

Haloing Effects When two objects with high color contrast (such as red and cyan) touch each other on a slide, a thin white line may be seen where they touch . This effect is called haloing and is common when dealing with 35mm slides .

The electron beam used to expose the film in a film recorder is slightly fuzzy. Each line of the film recorder slightly overlaps the next to create a smooth color field. However, when two complementary colors touch each other, the slight overlap of the beam causes the colors to mix, creating a white edge . This effect varies greatly depending on the quality of the film recorder, which means that haloing is more likely to occur with inexpensive desktop film recorders .

Most haloing can be eliminated in slides by including a thin black border around complementary-colored objects, or giving the text a black drop shadow . The black line will interrupt the overlap in the film recorder, lessening the halo effect .

Warm, Cool, and Neutral Colors Color can be divided into three main categories: warm, cool, and neutral . Warm colors are the colors of fire: reds, oranges, and yellows. Cool colors are those of water and air: greens, blues, and violets . The only truly neutral colors are white, black, and grays . However, subdued versions of warm and cool colors such as browns, tans, and slate blues, also serve as neutral colors since they usually have a lot of gray in them . Warm colors, such as reds, oranges, and yellows, draw attention in a presentation . Slides with a preponderance of warm colors stimulate the audience and cause feelings of heat and energy . However, warm, bright backgrounds are much too flashy for slides. The intensity of the colors will tire the audience . Dark reds and oranges can be used in backgrounds, but carefully, since it is difficult to find cool, contrasting colors that work well with them for foreground objects .

High contrast is essential to readability.

Halo effect Black border eliminates halo.


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Cool colors, such as blue and green, have a more relaxing effect on an audience than warm colors . In general, slides with mostly cool colors make an audience more receptive and passive . Dark, cool colors are ideal for backgrounds because they contrast well with warm color highlights, forcing the audience to pay attention to the content rather than the background . Brighter cool colors can also be used, which would be overwhelmed by a warm background, as highlights .

True neutral colors act as a blank slate for the highlight colors used with them . Without an addition of some color (either with a logo or format graphics), neutral backgrounds can be very boring . Warm neutral colors, such as brown and tan, or cool neutral colors, such as blue gray, can be used to avoid the bland gray look . Neutral tones are the perfect background for a full range of highlight colors, both warm and cool . In a presentation, various combinations of warm, cool, and neutral colors can be used to influence the audience .

The background, because of its large area, will have a more profound effect on the general mood of an audience than the highlight colors used with it . Warm backgrounds are generally suitable for presentations that are intended to excite and stimulate the audience, such as sales and marketing meetings . Cool backgrounds are best suited to presentations that require the audience to be relaxed and receptive to information, such as business and scientific presentations . Neutral backgrounds (especially gray) serve as a backdrop for the other colors, so the highlight colors will have more effect on the audience .

Enhancing the Message with Color In a presentation, anything that helps the audience concentrate on the speaker and the slides is a plus . Color is one of the strongest tools for guiding an audience . The following are some techniques for using color to enhance the message .

Use color to increase legibility . When creating a presentation, you are viewing it on the computer screen from 2 feet away . The audience may be up to �00 feet from the screen and need to see the information clearly . Strong contrast will increase the readability of the slides . Unless deliberately trying to create a watermark effect, use enough contrast to create a visible edge where any object touches the background . Without proper color contrast, objects will appear weak and out of focus .

Use color to maintain audience attention - A darkened room, a big lunch, and a monotonous speaker can all add up to a comatose audience . To keep the audience awake, use occasional splashes of color throughout a presentation . Color can provide the visual stimulation the audience needs to remain alert and interested . Color can be used to add variety to presentations . If there are several slides that consist of a single line of text, place that text in a colored box . Use color charts and graphs wherever possible . Add a color graphic or photograph to illustrate a point .

Warm

Cool

True Neutral

Cool

Warm

Warm Neutrals

Cool Neutrals


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Use color to emphasize or de-emphasize points -You may want to call attention to a line of text or part of a graph . When color is used as a pointer, the audience will have no trouble distinguishing the special elements from the rest of the text or graph . Color can also be used to draw attention away from certain information . Large, low-contrast elements will seem less important than smaller, brighter ones .

Instead of underlining important words within a text block, put them in a bright, contrasting color . Put the most important element of a slide in a bright color to direct the audience’s attention to it . Use darker colors for data that is not as important to diminish its impact .

Use color to link related presentation elements - Color can link elements that are used repeatedly throughout a presentation. For example, if a briefing contains references to different departments in an organization select a “signature” color for each department and use it throughout the presentation whenever that department name appears . The audience members will identify the color with the department, and it will be easier for them to read and understand the slides .

Unique highlight or format colors can also be assigned to different sections of a long presentation to distinguish them without sacrificing a consistent appearance . For example, if there are several topics, use the same slide layout for the entire presentation, but give each topic a unique color palette .

Use gradient fills for depth and realism - Drama can be added to a presentation by using a gradient fill for the background. A background with a gradient fill is shaded from a color to a darker shade of the color or black . The shading gives a feeling of depth to the slide frame . It will also enhance contrast between the background and foreground elements since much of the background will be in dark shades . Choose

a background gradient and stick with it throughout a presentation . Changing the gradient of a slide can be even more jarring than changing the background color . The change in gradient appears as motion in the background, which can be very distracting .


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are considered more conservative, they are ideal for backgrounds . Dark blues and blacks are safe background colors because they do not detract from text or data in the foreground . -On a dark background, yellow and white make text, bullets, and numbers easy to read . On a light background, black, dark blue, and dark red are effective - Select colors that have distinct differences, rather than colors that have subtle differences . Keep color contrast high . This helps with the legibility of the slides .

-Establish a background and a set of colors, and use them consistently . This will serve to unify a presentation and give it a professional look . -Avoid red and green combinations: 4% of males are red-green color blind and cannot distinguish between the two colors . It may also cause a visual effect that makes it difficult to define the edge of the objects.

There is a variety of gradient fill types. When choosing a gradient fill, make sure it fits the style and mood of the presentation . The most traditional is a top-bottom gradient with the brightest part at the bottom of the slide . Other types, such as left-right or diagonal, are a little more stylish . Element-weighted, title-weighted, and radial fills are the flashiest, and should be used with care .

Other programs such as Adobe Photoshop can be used to design custom background images . These programs are loaded with filters and effects. Caution should be used when designing a background so it is not too complicated . A background is just that, in the background, and should not distract from the information placed on it .

General Guidelines for Using Color Color is a powerful tool for presenting your message clearly and forcefully . Here are some guidelines for using color: - Limit the variety of colors you use . Five colors are the maximum for graphs and charts . For word charts, limit to two main colors with a third for highlighting . -Use color to show relationships between the elements on the visuals . -Keep colors consistent throughout the presentation .-Warm colors advance to the foreground . Use bright, warm colors like orange and yellow to emphasize information . Use caution when using these colors for backgrounds . Cool colors recede to the background . Use colors like blue and green for less important elements (subdues) or large areas . Since these colors

Avoid red-green color combinations.


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Four Principles of Design in Electronic PresentationThe following is a brief overview of four principles of design . More detailed information on these principles can be found in “The Non-designer’s Design Book” by Robin Williams . Each workstation in the classroom has a copy of this book assigned to it . The four principles of design are proximity, alignment, repetition, and contrast . These principles are interconnected and rarely will only one be applied to a layout .

Proximity -When looking at poorly designed layouts, the text and graphics are strung out all over the place . Every corner is filled with something and all the room in the layout is taken up so there isn’t any empty space . When elements of a layout are scattered all over, the page appears unorganized and the information being displayed may not be instantly recognizable . By applying the principle of proximity, the audience receives and instant visual

clue as to the organization and content of the layout . The principle of proximity states that items related to each other in a layout should be grouped closer together and unrelated items placed farther apart . When several items are in close proximity

to each other, they become one visual unit rather than several separate units . This helps organize the information and reduces clutter in a layout . Alignment -Although elements are separated to indicate their relationships with other elements (proximity), alignment shows all elements in the layout belong to the same piece . Lack of alignment is probably the biggest cause of unpleasant looking layouts .

The principle of alignment states that nothing should be placed in the layout arbitrarily . Every element in the layout should have a visual connection with another element whether they are in close proximity or not . This creates a clean, sophisticated, fresh look . In any well-designed layout, invisible lines can be drawn connecting all the elements together . The basic purpose of alignment is to unify the layout .

Repetition - Repetition helps develop organization and strengthens the unity of the entire presentation . This can also be known as consistency and uniformity . The principle of repetition states that visual elements of the design are repeated throughout the presentation . Color, shape, texture, spatial relationships, line thickness, font styles, text sizes, and text placement can all be repeated .

Contrast - Contrast is often the most important visual attraction . The idea behind contrast is to avoid elements in the layout that are merely similar . With presentations, contrast is vital in order for the slides to be legible . The

contrast is based on color . The background of the slide is either a dark color with contrasting light text or a light color with contrasting dark text .

Contrast is not limited to just color however . Contrast can be created with size (big & little), value (light & dark), temperature (warm & cold), spacing (narrow & wide), lines (thick & thin), direction (vertical & horizontal), style (regular & italic), and so on . The important thing is to be strong . When applying contrast, do it with strength . In order to be effective, contrasting elements need to be really different .

The principle of contrast states that if two items are not the same, then make them different, really different .

Original Slide

Applying proximity

Applying alignment

Applying repetition

Applying contrast


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As you can see, a lot of thought goes into developing effective projected media . Not only must you know the basic characteristics and formats for each type of projected media but also how to use text and color to communicate the message effectively . But remember, it is more than just design . The key to an effective presentation is organization .

Aside from knowing the characteristics for preparing projected media, you must also become familiar with the various types of projectors . The end result is the image being projected onto a screen and the quality of that projected image is a fine balance between the design of the slides and the quality of the projector used .

Tables, Charts, and Graphs Commanders at all levels have to deal with a great variety of cold, hard facts . The commanders need data (statistics) readily available and presented so they don’t have to spend time reading lengthy, abstract, dry, statistical reports . Most military presentations are based on statistical data . As a graphics illustrator, you must be able to give this information in well-prepared graphics that communicate visually and can stand alone or be supplemented with written or spoken words .

Since people usually learn faster when facts are illustrated, a picture or series of sketches, a set of good tables, charts, or graphs make any analysis clearer . Normally, statistical data may be presented as a narrative, tabular, or graphic presentation . A presentation may be limited to one of these methods or it may be a combination of them . The decision of which to use is normally determined by the type of data and the intended use of the data .

This section will focus primarily on tabular and graphic presentations . Narrative presentations are conducted without the use of an illustrator . Both tabular presentations and graphic presentations require an illustrator to produce the visual aids . As a military illustrator, you must be proficient in the basic techniques for producing tables, charts, and graphs .

Tabular PresentationsThere are two basic types of tables: the general purpose table and the special purpose table . Although their construction is the same, there are basic differences . General purpose tables present a broad range of data on a specific subject while special purpose tables highlight a particular part of a study . The general purpose table is quite long and cumbersome while the special purpose table is usually brief and to the point . Regardless of the type, the same construction techniques apply to both .

A table is a combination of several components: title, body, captions, footnotes, and source and preparation data .

Title - The title is the first element to consider when developing a table . It tells the viewer what is being compared as well as the where and when the data applies . Under no circumstances should the clarity of a title be sacrificed for brevity. It’s better to use a long title that is complete and clear rather than a short one that leads to uncertainty and confusion . Don’t break the title’s phrase or phrases at the end of a line . Each line should represent a single thought . Body - Organizing the body of a table is just as important as the table’s arrangement . A table must present data simply and clearly so it must be arranged in a systematic form that emphasizes important items . Each element of the body has a name . Columns are vertical listings and rows are horizontal listings . Column headings are called boxheads and row headings are called stubs .

Captions - Generally speaking, captions are related to the title of the table . Because of this relationship, a detailed title can have brief captions while a general title should be accompanied by detailed captions that eliminate the possibility of misunderstanding .


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Captions must also give the unit of measurement if it is not contained in the title of a table . The unit of measurement is a number but in some tables, the units of measurement, such as dollars, percent, miles, gallons, and hours, must be shown in the caption . This is critical if the various columns show different types of information . For example, one column may show gallons of gas, the next shows miles per gallon, and another shows cost in dollars . The captions must give the unit of measurement for the table to be understandable .

Boxheads contain the caption of the vertical columns . Stubs are usually the extreme left-hand column and contain the caption for each horizontal row . Stubs are usually listed in some logical order . The order can be numerical, alphabetical, or geographical . Stubs should be clear and complete enough to prevent any misunderstanding .

Footnotes - Footnotes clarify items that are not completely self-explanatory or contain information not usually considered as pertaining to the item . If you can’t adequately fit a caption in the space available, you can clarify it in a footnote . Attention is usually drawn to a footnote by an asterisk or some other graphic symbol . Never use one symbol to identify two different footnotes . Footnotes are located to the left, directly below the body of the table .

Source and Preparation Data -To be complete and effective, a table must indicate the source of its material . This should be part of the draft information provided you for developing the table . It is standard practice to display the source in the lower left hand corner of the table below the footnotes if any . The preparation data displays the preparing agency and the date of preparation . This information is generally listed in the lower right hand corner of the table and aligned vertically with the source data .

Basic Graphics Course - Class 050-00 - Block One GradesDefense Information School, Ft . Meade, Maryland

January 20XX

Title

Boxhead

Snubs

*Project 5 is a pass/fail projectFootnote

Source Data Source: Defense Information SchoolBasic Graphics Course

Preparation Data

Prepared By: Basic Graphics CourseBlock One Instructors

28 January 20XX

Captions


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Designing Effective TablesTables do not have the standard graphic elements you find with charts and graphs. Because of this, an effective table relies on good text and line width hierarchy .

Text hierarchy means that separate groups of text have different characteristics . For example, the title should be the largest and most bold text on the table . Perhaps the captions for the boxheads and stubs are the same size as the text in the columns and rows but are bold and italic . Using text hierarchy draws attention to important elements and assists in visually organizing the information .

Line width hierarchy means using different line widths or styles to separate the components of the table . For example, separate the boxheads and stubs from the main body by using double lines or a heavy single line . Separate columns and rows with single lines or thin lines . If lines are not being used, the information can be separated using good spacing .

It is possible to present almost any statistical analysis graphically . The possible variations in design are almost endless and depend to a great degree on your imagination . The type of chart or graph used to illustrate the important parts of a study may make the difference between success or failure of the analysis .

The value of a good chart or graph lies in the fact that we get 75% of our knowledge through the sense of sight . Figures can be sited orally for hours and in all probability, the listeners will forget most of them . Show a simple picture of the information and the viewers will be more apt to retain it for some time . A well-prepared chart presents a clear picture, but the scope of the data presented should be limited .

Overcrowding data obscures the main point of a chart and reduces its overall effectiveness and defeats the purpose of the graph, to display information quickly and simply .

It is imperative that the data portrayed on charts be accurate, timely, and clear . Charts are of great value in helping a viewer reach conclusions . Charts and graphs are composed of basic are . The components of a graph include the title, scale (range of values), items being charted, legend, source data, and preparation data .

Major Aircraft AccidentsThis title does not provide enough information.It only identifies the “What”.

Major Aircraft Accidents During Final Approach

Eglin AFB, Florida FY07This title is more accurate and complete.It identifies the “What, where, and when”.

If the tables are being designed to be placed in a form of projected media, colors can be added to separate the components of the table . It is good practice with projected tables to try and incorporate all three: text hierarchy, line width hierarchy, and color . Graphical Presentations Even though good tables present well-arranged data, the viewer must still make comparisons between one piece of information and another . They should be able to grasp the main facts without searching through a mass of detailed information . To provide this support, most tabular presentations can be converted to graphical presentations . Well-constructed charts and graphs are two of the best methods of effective statistical data presentation .

Choose a scale interval or range of values that makes the information clear and easy to interpret.

Poor interval Good interval0

5

10

15

20

25

0246810121416182022242628303234363840


Page 35

Title - The title of a chart or graph follows the same rules as that for a table. It tells in brief and specific terms the what, where, and when . The title is the first item to be considered when creating a chart or graph and will give insight into which type of graph is required .

Scale - The scale or range of values is usually listed on the left side of the chart or graph and shows the unit of measurement and numbers . The scale caption is derived from the title and must also be shown . The scale caption is usually centered above or to the left of the scale .

Proper scale selection is imperative in constructing graphs and charts . Without the proper scale, the most elaborate chart can be ineffective because its construction is out of proportion, it loses eye appeal, and more important, it gives viewers the wrong impression of its data .

To begin with, most scales start at zero and extend up to the highest needed value . If a scale does not start at zero, a false impression can be given and will mislead the viewer . For example, two items are being compared; one has a quantity of 400 and the other 200 . If the scale starts at zero, the smaller of the two appears visually to be �/2 the height of larger when displayed in a bar graph . This is a correct visual impression of the data . Now, if the scale were to start at �50, the smaller would appear to be �/5 the size of the larger . The information is still accurate but the visual impression is misleading .

Aside from starting the scale at zero, the interval of the range of values is important as well . A scale interval should be selected that makes the information being charted appear clear and uncluttered . Usually it is the smallest value to plot that is the determining factor for the interval . If you have no values smaller than �00 units, there is not much point in selecting a scale interval based on units of 5 . On the other hand, if number values are below 25 units, you’ll have trouble plotting them if you use a scale interval of 50 units .

Items being charted - The items being charted are usually listed along the bottom of the chart . The name of each item is centered immediately below the line or space where its value is plotted .

Number of students

Scale lines or Grid lines

Scale

X axis

Y axis 60

50

40

30

20

10

0

Misrepresented Actual representation

Start the scale at “0” or facts can be visually misrepresented.

500

0

400

300

200

100

400

150

350

300

250

200

Placement of the legend, source, and preparation data

Source data(located lower left of chart)

Preparation data(located lower right of chart)

ArmyNavyAir ForceMarines

Legend

Source: DINFOS Prepared by: SPC John BartBMIC, 28 February 20XX

•••• • •

••

•• •

•• •

• ••

• ••


Page 36

Legend - The legend identifies the data plotted on a chart or graph . The more types or trends of data, the more essential the legend is . In the legend block, each type or trend of data is associated with a distinguishing mark . For example, a line chart may show four types of data relating to cost: a total cost line, payroll cost line, cost of supplies line, and a miscellaneous cost line . These lines can be differentiated by line style or color . A small sample of the line is placed next to the item caption in the legend . Generally, the legend is placed in the lower right corner of the chart . If possible, try to position the legend within the body of the chart itself .

Source data -The source is placed in the lower left corner of the chart as in a table . The source is essential without it, the chart loses validity .

Preparation information -The preparation data shows the data and the agency that requested the chart . List the preparation date and the prepared by element in the lower right hand corner of the chart .

Types of Charts and Graphs Charts and graphs, as stated earlier, can be designed in a multitude of ways, however, there are some basic charts that all charts are derived from . Those basic charts and graphs include the bar graph, pie graph, line graph, flow chart, and organizational chart. You may find you are given the information in a tabular form and the chart selection is left entirely to you . It is important you understand the purpose for each chart and graph and that you make every effort to choose the type that will show the information clearly and simply .

Bar Graphs The bar chart is probably the best known and the best adapted to show comparisons by size . Bar charts show numerical data for different items at the same time . As the name implies, the data is represented by bars or columns . The arrangement of the bars can be adjusted to fit the impression the analyst wants to make . The conventional arrangement is to have the bars extend upward . This arrangement is called a column graph or vertical bar graph . When the bars extend horizontally it is called a bar graph or horizontal bar graph . This arrangement is more indicative in graphs that are used to illustrate distances .

A graph’s appearance is very important . An interestingly prepared graph attracts and holds attention, but a poorly prepared one generates indifference . By following certain basic principles and rules, you can always prepare interesting and effective graphs .

First, the title needs to relay the what, where, and when, and must be the largest text on the graph . The scale, scale caption, and items being compared use the same font, and are the same size, and the same color . The range of values and scale interval are selected in a manner that best represents the value of the data . It is a good practice to set the highest value on the scale to one increment higher than the largest value being plotted . The bars are all of the same width and color . The space between the bars is the same, usually no more than one bar width and no less

Total Number of BMIC studentsBy Service Branch - 1 Oct 05 thru 30 Sep 06

Standard Horizontal Bar Graph arranged by order of magnitude

Navy

Marines

Air Force

Army

0 10 20 30 40 50


Standard Vertical Bar Graph arranged by order of magnitude

Army Air Force Marines Navy

10

20

30

4045

35

25

15

50


Page 37

than �/2 the bar width . The items being compared are centered below their respective bar . The X and Y axis lines should be bold and the scale lines or gridlines thin . If gridlines are being displayed in-between the values on the scale, the gridlines aligned with the scale values can be bold to assist with the reading of the actual bar values .

Arranging the actual bars takes careful consideration . They can be arranged in an ascending or descending magnitude, geographically, alphabetically, or chronologically . They can also be arranged by emphasis or by some customary classification. Emphasis arrangement means that a specific item is placed first, regardless of magnitude, followed by the subsequent items in descending order of magnitude .

When arranging a bar graph by emphasis, using a separate color for the emphasized bar adds additional importance and draws more attention . In a bar graph, comparison and contrast are more important in most cases than are other considerations, with balance and appearance a close second . Some arrangement by magnitude is usually preferable .

In most cases, a bar graph does not require a legend but it depends on the form of bar graph being used . Sometimes you can use a split bar graph when comparing two parts of the item in a graph comparing several items . This is called a split bar graph or multiple bar graphs . Another possible arrangement is to subdivide each bar into segments that represent a fractional value of the entire bar . In both of these instances, the graph requires a legend to identify the items being compared . Just remember, quite often, the more you put on a graph, the less effective it is .

Pie Graphs Pie graphs show the divisions of a whole quantity into several parts . Its primary purpose is to make a comparison of the parts to the whole quantity . It is a popular method and in its field is as fully effective as a bar chart . It is equally effective in comparing the parts to one another and to the whole .

You must be on guard against making graphs that are hard to interpret at a glance . Two and three dimensional comparisons are hard for the human eye to comprehend, so a comparison of size by means of circles (pie charts) is undesirable . Comparisons of size are best displayed by bar graphs . Pie graphs are most effective when they stand alone and represent �00% of the item under consideration .

MarinesArmy Air ForceNavy

10

20

30

4045

35

25

15

50

Arranged by order of military precedence.



Arranged by emphasis.

Marines Army Air Force Navy

10

20

30

40

45

35

25

15

5

0

EastWestNorth

1st Qtr 2nd Qtr 3rd Qtr 4th Qtr

100

2030405060708090

Bar chart is best used when showing comparison by size.


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Pie graphs should be arranged so that the largest segment starts to the right of the �2 o’clock position and the remaining segments are added clockwise in descending order . The smallest segment will appear to the left of �2 o’clock . The construction of the graph can be either two or three dimensional . Often, using a three dimensional graphic adds a touch of excitement to the graph . Each segment can be colored a different color but try to avoid using pattern fills. If the graph is being developed for projected media, limit the pie to no more than seven segments . Any more than that and the chart become too complicated to be effective . If there are more than seven segments, use a table to display the information . Pie charts can use a legend to identify the segments but it is customary to label each segment and give its value on the graph itself . Pie graphs can also be arranged by emphasis by pulling out a single segment of the pie .

Line Graphs Line graphs are used generally to compare numerical data for one or several items involving a time element . The line chart is a simple, effective means to present events that have occurred over a period of time .

A line graph can be either cumulative or non-cumulative . Cumulative plots points that are running totals and end in a cumulative total . They are very effective in illustrating the growth or decline of any activity . Non-cumulative, or point data, means the values plotted for each month represent only the total for that individual month or point in time . A line graph can also show more than one variable and can show an average or desired rate line .

A line graph is sometimes referred to as a historical curve because it describes data over a period of time . A bar chart has a definite break between bars but a line chart runs continuously from point to point with no breaks . Since the eye can follow a line naturally, the line creates an impression of data moving through time and the magnitude of the data .

Breakdown of 270 total student slotsDefense Information School - BMIC

Pie chart

4535%

3528%

2217%

2520%

LegendArmyAir ForceMarinesNavy

Line Chart

ArmyNavyAir ForceMarines

Legend

Class Numbers010-XX

•••

• • •• •

••

•

•

•• • •

••

• •

# of Students

15

0

3

6

9

12

020-XX 030-XX 040-XX 050-XX

Basic Graphic Course Student TotalBy Service Branch FY 20XX

When designing an effective line graph, it is important that the data plotted is on the same day of the month for each month, for example, �5 June through �5 January . If different dates are used for the various months, the fluctuations revealed by the line aren’t true .

The design rules for a bar graph apply to a line graph as well . The difference is in line weights . The “plotted data” lines on a line graph need to be the thickest lines on the graph . Each line can also have markers that identify the exact position of data in conjunction with specific time interval. Because we are dealing with events that occur over time, a line graph requires a legend .


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Flow Charts and Organizational Charts The flow chart is used primarily for showing the progressive steps of an operation . It is used in manufacturing, for example, to point out operational steps in a production line . It is a clear way of explaining the procedural steps of a function, process, or procedure to the uninitiated. The flow chart is used to great advantage by the military .

-Use a rectangle to represent a unit or a person on the chart . Use straight vertical and horizontal lines to show the command or authority line . -Make the rectangle representing the person or unit around which the chart centers the largest one on the chart . The rectangle above and the ones below the key figure should be smaller. The rectangles on each lower level become one size smaller .- Show the rectangle on the same level of equal size and on the same horizontal line .- Normally, the authority or command lines enter each rectangle at the center of the top and leave at the center of the bottom or from the left of the rectangle . Command lines do not run through a rectangle .- Normally, staff units or personnel are placed under the person or unit they serve and above the line units . If there is only one staff unit, it is usually placed on the right .

In addition to an organizational chart showing only the offices in a chain of command, there are two other types of organizational charts . In a functional organizational chart, each major area of work is shown under the office name. Since these statements of function require more space, the blocks and the whole chart may have to be larger . Sometimes an office or unit needs a chart showing the place of each worker and supervisor . Such a chart is usually called a personnel or placement chart . Though these charts may require many more blocks than a plain organizational chart, the same basic rules should be followed .

Charts and graphs are used extensively in the military to relay important statistical data, track quality improvement processes, and show the structure of military organizations and units . The actual presentation of a chart, table, or graph requires a certain amount of imagination as well as manual deftness . Since the people who require these products usually aren’t artists, they have to turn to someone to help them with the conception and preparation of an effective chart, table, or graph . In effect, your customers will turn to you, the military multimedia specialist, to produce these types of graphic products .

Flow chart

Basic Lifesaving StepsImmediate steps when a person is injured

Immobilize neck injuries

Prevent further disability

Ensure breathing

Minimize further exposure to adverse

weather

Place dressing over open wounds

Stop bleeding to support circulation

Establish an open airway

Splint obvious limb deformities

Every industrial, commercial, educational, and military organization must show each person how his or her authorized duties and responsibilities relate to others . The organizational chart is the most common one for this purpose . An organizational chart consists of blocks that represent the various offices arranged so their placement shows the relative position of each office.

It is not easy to establish standard ways of constructing organizational charts. Many offices and commands insist on very exacting formats, but these basic rules are followed in most units: -On any individual chart, show one level above and two levels below the primary organization or person being charted .


Page 40

The Basic Multimedia Illustrator CourseThe Defense Information School

Ft . George G . Meade, Maryland

As a military multimedia specialist, you will be expected to translate the figures or data into simple and understandable graphics . To do it, you must understand the possibilities and limitations of the various types of tables, charts, and graphs, and learn to select the right type for a particular presentation . In this respect, you not only have an obligation,

but also an excellent opportunity to demonstrate your effectiveness and professionalism in your job . Remember, you share an important part in helping the requester make an effective presentation . What you produce has a direct effect on the mission of your customer .

Department HeadCPT Blue

Academic DirectorMs . Red (GS-��)

Dept . NCOICMSG Yellow

FA3Team LeaderChief Violet

FA2Team LeaderSFC Orange

FA�Team LeaderSSG Green

Student

FA3Team Leader

FA2Team Leader

FA�Team Leader

Department Head

Academic Director

Dept . NCOIC

Instructor InstructorInstructorInstructorInstructorInstructor

Instructor InstructorInstructorInstructorInstructorInstructor

Class Leader

Student Student Student Student Student

Student Student Student Student Student StudentStudent Student Student Student Student Student

Organizational Chart

Class LeaderClass Leader

Personnel organizational chart


Page 4�

Video Teleconferencing As a military multimedia specialist, you may be asked to participate in operating a video teleconferencing system . Video teleconferencing is a growing technology that enables commanders and other personnel to hold conferences with other military installations without leaving their own . Through a system of audio and video links between specially equipped studios, it allows verbal and visual conferences over long distances . Each video teleconferencing studio has microphones, an incoming color monitor that displays the images coming from the other installations, and an outgoing monitor that displays what is being transmitted from its own studio . The following section will discuss the basic concepts and equipment of video teleconferencing .

Operating Principles Video teleconferencing enables communication by video, voice, and graphics among separate locations . These systems provide live audio coverage and full color video for conference participants . Two sites can interact with each other at the same time . All other participating locations can observe the live video and listen to the audio from the broadcasting sites . The selection of which two sites are interacting and broadcasting is controlled by the conference coordinator or hosting installation . The detail of what is transmitted from any location is controlled by an operator at that location . The location selected to broadcast has control and all other locations will receive the video and audio from that site . Video and graphic signals are carried by terrestrial land lines while the audio is generally carried by four-way audio circuits .

Video Teleconferencing Centers, or VTCs, can operate in either point-to-point or multi-point configuration. Point-to-point allows only two locations to communicate with one another . In most instances, both locations can send as well as receive .

A multi-point configuration allows transmission from one location to several locations . In most instances, the receiving locations can transmit back to the point of origin but not to the other receiving sites .

In a multi-point setup, one of the studios controls the meeting, determining which locations are shown on the incoming monitor . All studios can hear each other at the same time . The studio seen on the incoming monitor is the studio in the broadcast mode . The location coordinating a multi-point conference controls which studios are seen on the incoming monitor . The other locations signal electronically when they want to broadcast .

Most systems also have an audio add-on phone that enables people at other locations to participate in the conference by voice only . Outside callers can hear and be heard by all conference rooms .

Transmission of the signals may be by terrestrial networks or by satellite networks . A terrestrial network is one that carries the signals through land lines . A satellite network transmits the signals through communications transceivers that orbit around the earth . In general, terrestrial networks are preferred because they offer shorter signal transmission delays .

Multi-point configuration

Point-to-point configuration

Audio add-on phone

A typical conference room


Page 42

Gallery Microphones - These microphones are used by the observers in the gallery . Momentary push-to-talk switches light up when on . The table microphones have priority in the selection of the view from room cameras .

Presenter Microphone - The presenter microphone is a lapel microphone used by the presenter at the lectern . Loudspeakers - Loudspeakers are located near the monitors and in the gallery .

Light Panel - The light panel is a translucent panel with lamps beneath and a graphics camera centered above it . Opaque materials can be viewed with the lamps off, and transparent materials are viewed with the lamps on . The graphics camera sends the image to the selected monitor .

The following equipment is controlled by the RCP but is located in an equipment room instead of the main conference room:

Slide Chain - The slide chain projects 35mm slides onto the graphics monitor .

VCRs - VCRs are used for recording conferences or for showing previously taped material during the conference . They can also be used for editing tapes . Hardcopy Printer -A printer produces photographic quality 8 x �0 inch prints of an image on the graphics monitor .

Basic EquipmentThe type of equipment used in a VTC should be designed to meet the mission needs and requirements of you and your customers . The types available vary from single-camera and TV monitor portable systems, to multi-camera, dual TV monitors systems . There are also many more elaborate multi-camera, three TV monitor studio systems that are permanently installed in a studio conference room . Simultaneously, the permanently installed studio provides full color freeze-frame coverage of images and data selected from a graphics camera, a graphics computer, a slide chain, or auxiliary equipment .

Because the spoken word is the most critical element in video teleconferencing, the audio system should incorporate high quality microphones with echo-canceling and voice band equalization .

Accessory EquipmentThis portion will acquaint you with the accessory equipment used in a video teleconferencing center . Some of this equipment will be in the conference room and some may be placed in an adjacent equipment room .

Room Control Panel (RCP) - The room control panel is a small console that is placed on the conference table . It provides the moderator at each location control of cameras, graphics, auxiliary inputs, and audio .

Lectern - The lectern is used by the presenter . It contains a presenter control panel that is similar to the RCP, preview monitors, and a graphics computer and keyboard .

Table Microphones - There are normally three microphones Audio add-on phone that automatically pick up the speech of the participants at the conference table .

Loudspeakers

VTC Lectern

Table Microphone


Page 43

System Management As a possible VTC system manager, you should be able to inform your customers about the system and promote its use at Portable VTC system all times . Listed below are a few things that can be done with video teleconferencing:

-Communicate directly with colleagues without losing the visual and oral cues available in face-to-face conversation . -Display graphics, literature, maps, videotapes, and slides .- Make chalkboard and flip chart presentations. -Monitor performance as the presentation is in progress .

The outgoing monitor displays what the other locations are seeing .

Teleconference Preparation There are several things that you should do to help project officers prepare for a video teleconference. You should encourage the project officer to set objectives, confirm participants’ roles, and write an agenda .

It is your responsibility to ensure the visual information products meet broadcast requirements . You must also ensure the participants understand how to use the equipment and that the teleconference begins and ends on time .

Video teleconferences require more planning than other meetings . Because of the planning involved, more things are done in a shorter period of time . Teleconferencing not only decreases the lead time for meetings, it also tends to make the meeting more effective .

Video teleconferencing is a relatively new addition to military presentation capabilities . As such, few are familiar with the day-to-day workings of a video teleconferencing center . As a military multimedia specialist however, the chances that you may find yourself working in a VTC grows every year . It is important that you understand the basic operating principles and equipment associated with the video teleconferencing center .

Portable VTC system


Page 44

Power Point TIPS & TricksThings that are a MUST:• Use the Slide Master• Contrast, Contrast, Contrast• Select your color scheme wisely• Crop all images in Photoshop to cut down on file size• Remember the purpose of the brief is to convey the information

Don’t(s)• Don’t create every page individually• Don’t spend a lot of time creating your background image• Don’t create a background image that takes away from your presentation• Don’t use serif fonts, they are difficult to read on projected media

Good Stuff• Remember to crop from the corner in Photoshop to create a register point, when you bring your graphics into PowerPoint .• .TIF files should be placed into ppt, not PSDs• Ensure you use the transitions/animations where they are required• Test your project before you turn it in• Remember to type the briefer info on the title page in ppt• Titles (internal slides) should be left justified• Each slide must contain an image, chart or movie• Do something to your images (stroke, drop shadow, etc .) don’t just put them on a slide . Images can be overlapping each other for graphical effect• Use the 6x6 rule and if subjects need to be broken down into more than � slide make them equal in information .


Page 45

Glossary35mm slides - Exposed onto 35mm color slide film using a camera. 35mm slides use a different aspect “ratio than overhead view graphs. Color slide film uses a 3:2 ratio rather than the 4;3 ratio of overhead viewgraphs .

Alignment - Although elements are separated to indicate their relationships with other elements (proximity), alignment shows all elements in the layout belong to the same piece .

Bar Chart - show numerical data for different items at the same time .Basic Slide Projector - Projects an image onto a wall or screen . It is a small unit that allows the user to quickly change, update, or modify a briefing.

Body - Organizing the body of a table is just as important as the table’s arrangement . A table must present data simply and clearly so it must be arranged in a systematic form that emphasizes important items . Each element of the body has a name . Columns are vertical listings and rows are horizontal listings . Column headings are called boxheads and row headings are called stubs .

Boxheads - Contain the caption of the vertical columns . Stubs are usually the extreme left-hand column and contain the caption for each horizontal row . Stubs are usually listed in some logical order . The order can be numerical, alphabetical, or geographical . Stubs should be clear and complete enough to prevent any misunderstanding .

Captions - Generally speaking, captions are related to the title of the table .

Concordant - A concordant relationship occurs when only one type family is used . For example, using Arial for body text and Arial Italic for title text . .

Conference Room Projectors - Ideal for use within the office and occasional movement by car.They typically weigh between �� and �8 pounds .

Conflicting - A conflicting relationship occurs when separate typefaces that are similar in style, size, and weight are used .

Contrast - Contrast is often the most important visual attraction . The idea behind contrast is to avoid elements in the layout that are merely similar . The principle of contrast states that if two items are not the same, then make them different, really different .

Contrasting - A contrasting relationship occurs when separate typefaces that are clearly distinct from each other are used .

CRT (cathode ray tube) - color glass filter wheel with red, green, blue, and neutral filters, a lens to focus the image, and a camera. The camera is specially modified to expose computer generated images.

Data Projectors - Self-contained unit with its own LCD (liquid crystal display) panels, light source, and lens in one compact unit . They work with PC and Macintosh computers and duplicate the image being shown on the monitor without any need for special software or complex setting up .


Page 46

Electronic Multimedia Presentations - Offer more dynamic presentation capability as compared to overhead viewgraphs and 35mm slides .

File Formats - Joint Photographic Experts Group (JPG) - Macintosh Picture (PCT) - Macintosh Paint (PNTG) - Portable Network Graphics (PNG) - Windows Bitmap (BMP) - Encapsulated PostScript (EPS) - Graphics Interchange Format (GIF) - Tagged Image File Format (TIF) - Windows Metafile (WMF) - Enhanced Windows

Metafile (EMF) Film Recorder - Device designed to record computer generated-graphic images onto film in a controlled, enclosed environment .

Fixed Projectors - These units are fixed installations within a conference room.

Footnotes - Footnotes clarify items that are not completely self-explanatory or contain information not usually considered as pertaining to the item .

General Purpose Table - Present a broad range of data on a specific subject while special purpose tables highlight a particular part of a study .

Hyperlink - Added to a presentation and then used to jump to a variety of locations . It can jump to a specific slide in a presentation, a different presentation altogether, a different software document such as Microsoft Word, an organization Intranet, or an address on the .Internet .

Interactive Multimedia - End user to controls elements and when the elements are delivered .

Legend - The legend identifies the data plotted on a chart or graph. The more types or trends of data, the more essential the legend is .

Linear - Navigating through the presentation in a direct route through all the slides starting with the first and ending with the last .

Line Graphs - generally compare numerical data for one or several items over period of time .

Multimedia - Any combination of text, graphic art, sound, animation and video .

Nonlinear - Interactive navigation through the presentation is determined by making selections . It does not proceed in a straight line from beginning to end Overhead Viewgraph - Transparency with the slide image printed on it. It is projected onto a screen using an overhead projector. The standard size transparency film is 8 .5 x �� inches .

Personal Projectors - Small, mobile; a common personal projector will weigh less than 9 pounds and can be carried as hand luggage on a plane .

Pie Graphs - show the divisions of a whole quantity into several parts .

Preparation Information - The preparation data shows the data and the agency that requested the chart . List the preparation date and the prepared by element in the lower right hand comer of the chart .


Page 47

Presentation software - Software that allows the creation and output of a presentation in either printed or electronic form .

Projected media - Different output products for presentations . The purpose of any form of projected media is to convey a message to an audience using projection equipment .

Proximity - The principle of proximity states that items related to each other in a layout should be grouped closer together and urn-elated items placed farther apart . When several items are in close proximity to each other, they become one visual unit rather than several separate units . This helps organize the information and reduces clutter in a layout .

Resolution - The sharpness and clarity of the image is determined by display resolution . The resolution of a display is given in terms of columns and rows of pixels making up the picture .- VGA . 640 x 480 pixels . - SVGA - 800 x 600 pixels or ‘Super VGA’ (800 x 600) resolution is the most popular .- XGA - �,024 x 768 pixels . - SXGA - �,280 x �,024 pixels (�024 x 768) is becoming increasingly popular and the norm for newly introduced laptop computers .- UXGA - �,600 x �,200 pixels Safe Area - Rule of thumb; text, graphics should be kept within �/2 inch from the slide edge .

Slide Master - Controls the format and placement of titles and text typed on the slides .

Sound/slide Projector - Self-contained multimedia unit that produces both sound and picture .

Source Data - The source is placed in the lower left comer of the chart as in a table . The source is essential and without it, the chart loses validity .

Special Purpose Table - Usually brief and to the point .

Table - Combination of several components: title, body, captions, footnotes, and source and preparation data .

Title - First element to consider when developing a table . It tells the viewer what is being compared as well as the where and when the data applies .

Title master - Controls the format of the title slide and any other slide designated as a title slide, such as a section opener .

Transitions - Special effects used to introduce a slide during an electronic presentation .

Type - The basic building block of a presentation .

Video Teleconferencing - Enables communication by video, voice, and graphics among separate locations .

References

Page 48

References

Bear, J . H . (2007) . The Colors of Unity . Neutral Colors . About .com . Desktop Publishing . Available at http://destoppub .about .com/cs/color/a/symbolism_5 .htm

Overhead Projector . (n .d .) . Product Selection Guide Available at http://www .kintronics .com/3m/product_fuide_overhead .html

Worthington, T . (2000) . Tips and Traps With Electronic Presentation Tools . Available at http://www .tomw .net .au/2000/pt .html#shrink

Williams, R . (�994) . The Non-Designer’s Design Book, ISBN �-56609-�59-4 . Peachpit Press, Inc .

http://www.dinfos.osd.mil/dinfosweb/

disclaimer -- the following training materials were compilednavybmr.com/study material/dinfos refs...

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