powerpoint tips and tricks

PowerPoint Tips & Tricks

Tutorial [email protected]

April 2009

2

forewordforewordGoal is just to share PowerPoint ‘tips & tricks’ You can agree or disagree with some statements

It’s just a ‘toolbox’

PowerPoint is just a tool. If content is not good, it cannot help

Objective is just to help you to… Spend less time on layout & more on content

Make ‘better’ presentations

‘6S’ approach is just my own ‘proposal’…

Unrestricted

comments are welcome ! Jean-Luc

3

[email protected]

see PowerPoint 100 pictures &

PowerPoint 50 templates


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part 1

‘tips & tricks’

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notare

slides

funny!

next

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table of contenttable of content

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Before you start• Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed

Building blocks• Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts,

animations

‘Slide’ design• Components, slide limits, titles, slide, body, Simplicity, layout

Content• Scope, audience, Schedule, Structure, visualize presentation, Story, 6S

More tips• Advanced tips, templates

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animations




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switch to‘EDIT’ view

(esc)

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make this figure in < 30 secmake this figure in < 30 sec

Use shapes here-underto make the figure

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analsis of your resultsanalsis of your results

this can be done in < 2 seconds

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customize the ‘format’ toolbarcustomize the ‘format’ toolbar

No need for additional new commands in toolbar

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customize the ‘drawing’ toolbarcustomize the ‘drawing’ toolbar

No need for additional new commands in toolbar

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activate ‘snap objects to grid’ activate ‘snap objects to grid’

Always activate this feature !

Spacing can be 0,083 Inches 0,079 Inches …

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activate ‘ruler’ activate ‘ruler’

Always activate this feature !

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useful short-keysuseful short-keys

ctrl ctrl A A

ctrl ctrl C C

ctrl ctrl V V

ctrl ctrl Z Z

ctrl ctrl Y Y

ctrl ctrl S S

esc esc

fn fnprt sc prt sc

f2 f2 Select all

Copy

Paste

Undo

Re-do

Save

Select text

Escape

Print screen

shift shift enterenter ‘Line break’

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make this figure in < 2 minmake this figure in < 2 min

x 11

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select all figures & rotate ‘left’select all figures & rotate ‘left’

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center this figure horizontally in < 1 mincenter this figure horizontally in < 1 min

Use shapes here-underto center the figure

18Unrestricted

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speedspeed

ctrl ctrl A A

ctrl ctrl C C

ctrl ctrl V V

ctrl ctrl Z Z

ctrl ctrl Y Y

ctrl ctrl S S

esc esc

fn fnprt sc prt sc

f2 f2

shift shift enterenter

+ + = 90% time saved !

Take some time to learn how to use toolbar & short-keys !

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1st S

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switch to ‘SLIDE SHOW’

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what does ‘90% time saved’ mean ?what does ‘90% time saved’ mean ?

10h 1h

3h20

1h4010’

20’

Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!!

1 day

10 days

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animations




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focus = ‘internal’ presentationsbut easy to transpose…

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colorscolors

Use the ‘right’ colors Select basic colors (e.g.)

− ‘black’ & ‘white’− 1 ‘grey’− 3 to 4 ‘blue’− 1 ‘color’

Use same colors in entire presentation

EXAMPLE AVOID

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black & white (or colors when printed in ‘grey’)black & white (or colors when printed in ‘grey’)

type

grey level

No difference when printed

type

grey level

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what’s the difference between these figures ?what’s the difference between these figures ?

A A

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…bad surprise when printed…bad surprise when printed

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fontsfonts

Fonts type Use ‘Georgia’, Arial’, ‘Helvetica’, ‘Veranda’ or ‘Calibri’ Use ‘Arial’ if lot of numbers Use ‘black’ as default & ‘blue’ for ‘level 1 titles’ Font size (standard) : max 20 & min 12 Try to avoid bold, italic & underline

Bullets Avoid ‘black’ or ‘white’ bullets Different indentation levels = different bullets

Be coherent ! Always use same approach for font colors, font

size, bullets, etc. Always use same approach for Majuscules, i.e.

− Either Majuscule at beginning of list− or no majuscule at beginning of list

level 1 (size 18 /20) level 2 (size 16 / 18)− level 3 (size 14 / 16)

• level 4 (14)

level 1 (size 18)• level 2 (size 16)

• level 3 (size 14)

● level 1 (size 18)● level 2 (size 16)

● level 3 (size 14)

AVOID

EXAMPLE

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lines lines

¾ pt 2 ¼ ptNo line

¾ pt Solid

2 ¼ pt Solid

¾ pt Dash

2 ¼ pt Dash

No need for other types of lines Use same line types in entire presentation

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useful shapesuseful shapes

texttext texttext text texttext text

text texttexttext text text

text texttexttext text text

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how to resize a shapehow to resize a shape

text text

text text

1. Select shape

2. Resize shape with ‘yellow diamond’

3. Find ‘right shape’

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always align & ‘distribute’ shapes in a slidealways align & ‘distribute’ shapes in a slide

texttext

texttext

texttext

texttext

Not OK

texttext

texttext

texttext

texttext

OK

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picturespictures

Using pictures is complex It’s difficult to find the ‘right’ picture Presentations with pictures take lot of time Pictures are only useful if you want to make a ‘show’

Most of the time, you just don’t need pictures for internal presentations but just in case… Don’t use pictures found on Internet (for professional use) Only use PowerPoint ‘Clip Arts’ (unless you can access specialized images database)

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But pictures are good for show !

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If correctly chosen

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Otherwise…

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So think twice…

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clip artsclip arts

And just avoid ugly ‘Clip Arts’ !

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tablestables

Table Row 1 Row 2 Row 3 Row 4

Line 1 xxx xxx xxx xxx





Tables are really a problem in PowerPoint Try not to use standard ‘table option’ if possible Prefer to create your own table (with ‘Rectangle’ shapes)

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insert Excel tables in PowerPointinsert Excel tables in PowerPoint

Prefer to paste Excel tables as pictures in PowerPoint • Select Table in Excel• Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu• Use standard parameters by default• Go to PowerPoint• Paste Table (CTRL+V)

1 2 3

If possible, better to create own table in PowerPoint

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Paste Excel charts as pictures in PowerPoint 1. Check that font size in graph is > 10 pt2. Select graph in Excel3. Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu4. Use standard parameters by default5. Go to PowerPoint6. Paste graph (CTRL+V)

insert Excel charts in PowerPointinsert Excel charts in PowerPoint

2 3 4

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need to insert > 1 Excel chart in PowerPoint ?need to insert > 1 Excel chart in PowerPoint ?

Chart

0

2

4

6

8

10

Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...Chart

0

2

4

6

8

10

Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...

Not enough space on the slide, isn’t it ?

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so you’ve just ‘re-sized’ the chartsso you’ve just ‘re-sized’ the charts

Are you sure it’s still possible to read them ?

Chart

0

2

4

6

8

10


Chart

0

2

4

6

8

10


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prefer to adapt size in Excel (with font size > 10 !)prefer to adapt size in Excel (with font size > 10 !)

Chart

0

2

4

6

8

10


Chart

0

2

4

6

8

10


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Go to next slide&

press ‘enter’ after a few seconds

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JUST AVOID ANIMATIONS !!!

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why not to use animations ?why not to use animations ?

1. Animations = lot of time unless good PowerPoint skills

2. Animations = problems with mouse during presentation (Murphy’s law I)

3. Animations = PC & mouse far from you during presentation (Murphy’s law II)

4. Animations = ‘show’, not ‘facts’

Avoid animations when possible !

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animations




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slide componentsslide components

Footer slide number

Try to align ‘Title’ & ‘Body’ texts

Always include ‘slide #’ & confidentiality level for internal ppt(exception : no slide # on ‘Title slides’)

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respect ‘slide limits’respect ‘slide limits’

NO

NO

NO

NOYES

YES

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avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation

avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation

5252

Only exception = titles + sub-titles(no majuscule for titles & Majuscule for sub-titles)

titles & sub-titles

Sub-title = summary of slide in 1 sentencetitles & sub-titles

Sub-title = summary of slide in 1 sentence

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always use same font size & type for titlesalways use same font size & type for titles

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slide title must reflect slide content !slide title must reflect slide content !

Always check that slide title really reflects slide content !

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make your ‘own’ bodymake your ‘own’ body

When you creare a new slide…• Create your own ‘boby’ = ‘rectangle’ with following attibutes

− ‘Colors & Lines‘• color = ‘NoFill’ • line = ‘No line’

− ‘Text Box’• ‘Text anchor Point’ = Top• ‘Internal margins’ (left, right, top, bottom) = 0,1’ or 0,05’’• ‘Word wrap text in Autoshape’ checked• No other option ‘checked’

• Adapt margins !

Never use standard ‘Title and Text’ template

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bodybody

Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘Increase Paragraph Spacing’ command to make the text more readable. Be sure to adapt the text indentation when you go to a new line. Text must always be aligned. Be as simple as possible.

Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘Increase Paragraph Spacing’ command to make the text more readable. Be sure to adapt the text indentation when you go to a new line. Text must always be aligned. Be as simple as possible

• Avoid very long text

• Use to make text more readable

• Text must always be aligned

• Be as simple as possible

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simplicitysimplicity

The goals of this project if to identify the possible areas of improvement for the

development of a new approach for the definition and the revision of the new

processes that will be launched in the future and to define the impacts of this

new approach on the current structure of our company.

Goals Identify improvements for definition & revision of new processes Define impacts on current company structure

Keep it simple !• Be as simple as possible : go directly to the point• Avoid articles (the, a, …) ; use ‘&’ instead of ‘and’• Never > 2 lines in one paragraph (except for executive summary)

2nd S

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always check if slide is readable when printedalways check if slide is readable when printed

remember this ?

People usually print (business)

presentations

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Find at least 7 ‘mistakes’ in this slideFind at least 7 ‘mistakes’ in this slide

Text

Text

Text

Text

Text

•any text any text any text any text any text any text any text any text any text any text any text any text any text

any text any text any text any text any text any text any text any text any text any text any text any text

•any text any text any text any text any text any text any text any text any text any text any text any text


•any text any text any text any text any text any text any text any text

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Find at least 7 ‘mistakes’ in this slideFind at least 7 ‘mistakes’ in this slide

Text

Text

Text

Text

Text

•any text any text any text any text any text any text any text any text any text any text any text any text any text

any text any text any text any text any text any text any text any text any text any text any text any text



•any text any text any text any text any text any text any text any text

2. Different spacing2. Different spacing

1. Font <> Standard font1. Font <> Standard font

3. Slide limitsnot respected

3. Slide limitsnot respected

5. ‘White’ bullet5. ‘White’ bullet

4. Text not aligned4. Text not aligned

6. Shape not resized6. Shape not resized

7. Text in bold, italic, not standard font, same color as in other shapes, > 2 lines, …

7. Text in bold, italic, not standard font, same color as in other shapes, > 2 lines, …

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you want a cool slide layout ? you want a cool slide layout ?

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layout

Cool layout but few colors available for text

layout

Cool layout but few colors available for text

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layoutlayout

Prefer ‘white’ backgrounds(easier, less ink & less money spent when printed)

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animations




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> 100

> 50

> 10

< 10

< 5

Projection

Both

Paper

> 30min

15 / 20 min

10 min

5 min

‘Story’

Standard

Details

Facts &figures

‘Show’

#attendees Media Audience Content Timing+ + + + =

‘Public’

Customer

Senior Mgt.

Middle Mgt.

Employees

…

‘Vision’

Strategy /Positioning

Productpresentation

Technical /Financials

Statusreport

…

Think about scope of presentation !

3rd S

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audienceaudience

Adapt

to audience !

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scheduleschedule 4th S

5 min 10 min 15 min 20 min 1h30 min

< 3 slides < 5 slides < 7 slides < 10 slides < 15 slides < 25 slides

Always respect timing !

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structurestructure

it’s easy…

1 slide = 1 idea(If you can’t summarize slide in one sentence, slide is too complex)

5th S

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visualize presentationvisualize presentation

1. Take a ‘A4’ sheet of paper

2. Draw 10 ‘rectangles’ (= if ’10’ slides)

3. Write ‘1. Introduction’ in 1st rectangle

4. Write ’10 Conclusions’ in last rectangle

5. Write just one idea on remaining slides

6. Make a ‘story’ with coherent story line

1

10

Introduction

Conclusions

Always visualize your presentation

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storystory

A presentation is a STORYYou have to make a ‘scenario’ with

1. STRONG start (attract attention)

2. Coherent story line (no flash-back)

3. ACTION !!! (keep public awake)

4. Suspense & surprises (retain interest)

5. Happy end ! (of course…)

Good presentation needs good ‘Story’

6th S

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6S PowerPoint Summary6S PowerPoint Summary

Speed customized toolbar & short-keys

Simplicity simplify everything

Scope think about context

Schedule always respect timing

Structure 1 slide = 1 idea

Story make your scenario

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animations


Content• Scope, audience, Timing,Structure, visualize presentation, Story, 6S


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how to ‘recover’ a color if you’re lucky ?how to ‘recover’ a color if you’re lucky ?

Solution #1 (= when you’re lucky) 1. Select a figure having the color you want 2. Check if color in ‘Fill Color’ palette 3. If color is in ‘Fill Color’ palette, just select the color

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Solution #2 (= when you’re not lucky) 1. Select a figure having the color you want 2. Check if color in ‘Fill Color’ palette 3. If color is not in ‘Fill Color’ palette, click on ‘More Fill Color’ 4. Double click on ‘New’. Now the color is in ‘Fill Color’ palette

how to ‘recover’ a color if you’re not lucky ?how to ‘recover’ a color if you’re not lucky ?

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what’s the difference between these figures ?what’s the difference between these figures ?

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…color & transparency…color & transparency

Color = Transparency = 70%

Color = Transparency = 0%

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transparencytransparency

Transparency allows… Nice effects when correctly used

But most of the time Transparency = bad surprise when presentation is printed You can make the same effect with standard colors

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colors effectscolors effects

Colors effects are cool but usually… Colors effects take lots of time Bad surprise when presentation is printed

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shadows stylesshadows styles

NoShadow

ShadowStyle 14ShadowStyle 14

ShadowStyle 17ShadowStyle 17

Don’t use other ‘Shadows Styles’ Use same ‘Shadow Style’ in entire presentation

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smooth slides transitionssmooth slides transitions

Use same alignment for ‘body’ vs. ‘title’ in all slides

Not OK !

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5’’

5’’

Tip : Use Excel

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Tip : Use Paint

any spacing

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template : table of contenttemplate : table of content

1

2

3

4

5

Chapter 1 title• Description of chapter 1





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template : table of contenttemplate : table of content

Chapter 1 title

Chapter 2 title

Chapter 3 title

Chapter 4 title

Chapter 5 title

8585Unrestricted

template : action plantemplate : action plan

Domain 1Domain 1

Domain 2Domain 2

Domain 3Domain 3

Domain 4Domain 4

Action 1 Action 2 Action 3 Action 4




8686Unrestricted

template : action plantemplate : action plan

Owner Action plan TimingIssueDomain

Domain Description issue JL Niezette Action plan description DD/MM/YY





8787Unrestricted

template : planningtemplate : planning

JJ FF MM AA MM JJ JJ AA SS OO DDNN

Domain 1Domain 1

Domain 2Domain 2

Domain 3Domain 3

DD/MM : action description
























8888Unrestricted

Domain 2

Domain 3

Domain 1


























J F M A M J J A S O N D

8989Unrestricted


Q4Q3Q2Q1

Action 1

Action 2

Action 3

Action 4

Action 5

Action 6

Action 7

Action 8

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template : 10 slides for Senior Managementtemplate : 10 slides for Senior Management

Structure- Title- Executive summary- Agenda Scope Status Issue(s) Solution(s) Requirements / Developments needed Risks & opportunities Financials / Figures What if NO GO / -30% investments / GO Planning & next steps Decisions needed- Backup

Items on Title slide Date (presentation to xxx) Unrestricted / Internal Use Only / Confidential (Name) / Department / (Company) For information / For decision / For discussion

Mandatory items on all slides Slide number Unrestricted / Internal Use Only / Confidential / …

20 min presentationwith executive summary

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part 2

‘show’

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You have to make a presentation

93

but you’re… running out of time

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samestoryonceagain?

95

you have to find a way out ?

96

better to be somewhere else?

97

no stress !

98

you just need a toolbox…

99

to win lot of time !

100

this is the goal of this presentation

101

aim is just to help

to save time

you

102

and to spend more time onreal priorities

103

contentcontent

of thisof this

tutorialtutorial

104

before you startbuilding blocks

‘slide’ designcontent

+ tips

105

before you start

106

take 5’to customizeyour toolbar

107

1’ to lo

ck gr

id ruler

108

5’’ to ‘activate’ ruler

109

usefew short-keys

110

to win time

111

building blocksbefore you start

112

colors

113

black white

114

fonts

115

lines

116

shapes

117

alignments

118

pictures

119

clip-arts

120

tables

121

charts

122

animations

123

‘slide’ designbuilding blocks

before you start

124

components

125

slide limits

126

title

127

body

128

simplicity

129

layout

130

content‘slide’ design

building blocksbefore you start

131

scope

132

scope

133

audience

134

schedule

135

structure

1 slide 1 idea

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visualizevisualizepresentationpresentation

137

YROTSa !m eka

138

6SSpeedSimplicityScopeScheduleStructureStory

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+ tipscontent

‘slide’ designbuilding blocks

before you start

140

advancedtips

141

…and templates

143

what do you think ?

144

ready to go ?

145

Hope it helps

[email protected]

146

[email protected]

see PowerPoint 100 pictures &

PowerPoint 50 templates


powerpoint tips and tricks

Documents

toolbar shortkeys

smore tips advanced

slide limits

powerpoint tips tricks

pictures powerpoint

time saved mean

grid ruler

secuse shapes