PowerPoint 2013 for Windows – Powerful Professional Presentations

Presented by the Computer Training Center

Objectives

• Introduction

• Composing Guidelines

• Animation and Media

• Animation Effects … How to

• Transitions … How to

• Running the Slideshow

• Seven Deadly Sins

INTRODUCTION

Objective 1

Introduction

• PowerPoint slideshows are the new normal

• Slideshows are quick to produce, easy to update and effective at delivering visual impact

• However, slideshows can spell disaster even for experienced presenters

• This workshop covers tips, pitfalls and creative design suggestions for creating professional slideshows−Compose and create effective slides−Add visual impact with borders, transparency, animation and transitions−Guidelines for presenting your material

Key to Success

Make certain your slideshow IS a visual aid

NOT a visual distraction

COMPOSING GUIDELINES

Objective 2

Target Your Audience

• Your presentation is for the benefit of the audience

• Content should always precede design

• Ask yourself questions about your audience−What do they know and what do you need to tell them?−What do they expect? What will be interesting to them and keep them focused?

−What can you teach them?

• Aim for your slides to include only the essentials

Compose the Text

• Limit the text on the slides

Composing the Text (cont’d)

• Limit the number of slides−Good rule of thumb – one (1) slide per minute of presentation time

• Take Aways−Instead of a copy of your PowerPoint slides … −Prepare a written document which highlights your content

About Images

• Have more images on your slides than text

• But do not use images to decorate

• Use images to reinforce or complement your message

• Use images to visualize and explain

• Use high resolution, meaningful images

Remember, “a picture is worth a thousand words”

Think … KISS

• Keep It Straight and Simple

• Keywords only with no sentences

• Limit Punctuation

• Be wary of All CAPS THINKStraight

CAPS

wary

be

Keywords

Limit ,.? !

simple

K

SS

About Colors

• Carefully use color to highlight your message

• Don’t weaken the color effect by using too many colors

• Make a brilliant choice: match colors to the design and use high contrast to enhance your message

• Use appropriate colors: not too bright, be consistent

Be Consistent

• Carefully select font sizes for headers and text

• Use the Slide Master for consistency

• Leave room for highlights, such as images or take home messages

• Decorate scarcely but well

• Consistently use the same font face and sizes on all slides

• Place text boxes and images higher on the slides

Dos for Creating Slides

• Be brief −No more than 6 bullets/points per slide

• Use appropriate fonts

−Big (28 pt) or even Bigger (40 pt) but no less than 20 pts

−Clear … sans-serif fonts like Arial Rounded MT Bold

• If possible, test your slides −Run the slide show and see if you can read your slides from the last row of the room

• Create contrast by using font size and colors

ANIMATION AND MEDIA

Objective 3

Dos and Don’ts When Animating

• When using animations in PowerPoint, DO keep it simple

• DON’T over-use animation as it can distract your audience and make your presentations look unprofessional

• Don’t Be Silly−Use animations and media sparingly−Use animations to draw attention to your Take Home Message−Use animations to clarify a model or emphasize an effect

Dos and Don’ts When Animating (cont’d)

• If a slide has a large amount of content, DO use exit animations when appropriate to remove the clutter

• Do keep your audience’s eyes moving forward with you−Understand what the audience should be focusing on and DO use animations to encourage that focus

• DO stick to the same general animations throughout your presentation

• DO use motion paths to animate process work flows

• DO give yourself twice as much time as you think it will take to animate

Dos and Don’ts When Animating (cont’d)

• DO limit the animations to the following:−Appear: object simply pops on the screen −Fade: object fades in or out in a way that is more deliberate

−Wipe: looks like an invisible eraser wiped the object on or off of the slide

−Zoom: the object appears as if from far away, “zooming” forward into positionGood to use when applying emphasis

FadeAppearWipeZoom

ANIMATION EFFECTS … HOW TO

Objective 4

The Animation Ribbon

• The Ribbon includes • The Animation Gallery• The Effects Options

• Effect options can include choices like Wipe From Bottom, From Left, From Right and From Top

• Effects like Split have options to Split Horizontal In, Horizontal Out, Vertical In and Vertical Out

• Add Animation to animate an object with more than one animation• A button to display the Animation Pane• Tools to adjust the animation timing and order

The Animation Gallery

• The pre-defined Animation Gallery includes animation types for • Entrance• Emphasis• Exit• Motion Paths

• Click the drop-down arrow for the Animation Gallery and click to select the desired animation

How to Build Animation

• Select the object to be animated

• Click the Animation Tab to display the Animation Ribbon

• Click to select the desired Animation

Effect Options

Based on the selected animation, there may be directional effect options

• Click Effect Options and select from the various directional options

Timing Options

• Click in the Start field and select when the animation should begin −Options include On Click, With Previous, or After Previous

• Click in the Duration field and set the length of time the animation will take

• Click in the Delay field and set the length of time between this animation and the previous one

• Reorder the sequence of the animated objects by clicking Move Earlier or Move Later

The Animation Pane

• Displays all the animation on a given slide

• Right-click on an animation to adjust the: −Start Options−Effect Options−Timing−Show/Hide Advance Timeline−Remove animation

• Use the Up and Down arrows to arrange the order of the animation

TRANSITIONS … HOW TO

Objective 5

Transitions Dos

• Do consider your audience when selecting Transitions

• Do use the same transition throughout

• Do add a different transition only to slides needing special emphasis

• Do add transitions as the final touch

The Transitions Ribbon

• The ribbon contains−Preview−Transition Gallery−Effect Options−Timing Options

Transitions … How To

• Switch to the Slide Sorter View

• Single click on the first slide and then press Control + A to select all

• Click the Transitions Tab and click to select the desired transition

Adjust Effect Options and Timing

• Click the Effect Options drop-down arrow and select from the available options

• Use the Timing Options to set the duration of the transition

• Adjust how the slides advance, either on click or after a defined length of time

RUNNING THE SHOW

Objective 6

Practice

• Know your slides inside out

• Speak freely

• Speak with confidence – loud and clear

• Don’t speak too fast

• Maintain eye contact with the audience

Tips for Presenters

• Plan carefully

• Do your research

• Know your audience

• Time your presentation

• Speak comfortably and clearly

• Check the spelling and grammar

Tips for Presenters (cont’d)

• Do not read the presentation

• Give a brief overview at the start … then present the information … finally review important points

• Use a wireless mouse so you can move around as you speak

• If sound effects or videos are used, wait until the media has finished to speak

• Do not turn your back on the audience … position the monitor so you can speak from it

Shortcut Tools for Presenters

• Move to the next slide = Page Down

• Move to the previous slide = Page Up

• Move to a specific slide = Number + Enter

• Display a White screen = Shift + W

• Display a Black screen = Shift + B

• Display screen of slides to move to specific slide = Shift + G

• Right click on presentation to display Presenters tools menu

SEVEN DEADLY SINS

Objective 6

Seven Deadly Sins

1. Animation, slide transitions and sound effects−Focus on your message, not the technology

2. Standard clipart−Make certain you need the graphical images to enhance your message−If you do, use your own scanned photographs or better-quality graphics

3. Presentation templates−Create your own distinctive look or use an organizational −Always be sure to comply with the NASA Style guide http://cssc.hq.nasa.gov/docs/NASA%20Branding%20Guide.pdf http://cssc.hq.nasa.gov/docs/47798-Style%20Guide%20Addendum-Final.pdf

−Comply with 508 regulations

Seven Deadly Sins (cont’d)

4. Text-heavy slides−Don’t draft your slides as your speaker’s notes or to simply project an outline

5. The “Me” Paradigm−Remember the audience and move the circle from “ME” to “WE”

6. Reading−Focus on interactive speaking and listening−Do not just read the slide - the audience can do that without you−Add animation sparingly to create suspense while introducing a topic

7. Faith in Technology−Be prepared with a back-up of your presentation on a CD or a compact-flash memory stick in case of equipment failure

−Be ready to engage the audience regardless of the technology that is available