Presentation1

http://eglobiotraining.com/

Prepared by: Carla Joyce C. Oliver


The most important part of any presentation is the content, not the graphical
appeal. That is why you should develop your presentation with the content
first, before deciding on the look (colors, graphics, etc.) Create a good
structure for your presentation by reflecting on the goal of the presentation,
what your audience is thinking right now, and what points you need to make in
order to move the audience from where they are to where you want them to
be. Write an outline on paper or use sticky notes so you can move ideas
around. By creating an outline first, you ensure that the content of your
presentation is solid before you concern yourself with the visual elements.

IF YOU WANT YOUR AUDIENCE TO BE ABLE TO SEE WHAT YOU HAVE ON THE SLIDE,
THERE NEEDS TO BE A LOT OF CONTRAST BETWEEN THE TEXT COLOR AND THE
BACKGROUND COLOR. I SUGGEST A DARK BACKGROUND WITH LIGHT TEXT – I USUALLY
USE A MEDIUM TO DARK BLUE BACKGROUND AND WHITE OR YELLOW LETTERS. SOME
PREFER A LIGHT BACKGROUND AND DARK LETTERS, WHICH WILL ALSO WORK WELL –
WHICH YOU CHOOSE WILL DEPEND ON PERSONAL PREFERENCE. DON’T THINK THAT JUST
BECAUSE THE TEXT LOOKS FINE ON YOUR COMPUTER SCREEN THAT IT WILL LOOK FINE
WHEN PROJECTED. MOST PROJECTORS MAKE COLORS DULLER THAN THEY APPEAR ON A
SCREEN, AND YOU SHOULD CHECK HOW YOUR COLORS LOOK WHEN PROJECTED TO
MAKE SURE THERE IS STILL ENOUGH CONTRAST. TO CHECK THAT YOUR COLORS HAVE
ENOUGH CONTRAST, USE THE COLOR CONTRAST CALCULATOR.


WHEN DECIDING WHAT FONT SIZE TO USE IN YOUR PRESENTATION, MAKE SURE IT IS BIG
ENOUGH SO THAT THE AUDIENCE CAN READ IT. I USUALLY FIND THAT ANY FONT SIZE LESS
THAN 24 POINT IS TOO SMALL TO BE REASONABLY READ IN MOST PRESENTATION
SITUATIONS. I WOULD PREFER TO SEE MOST TEXT AT A 28 OR 32 POINT SIZE, WITH TITLES
BEING 36 TO 44 POINT SIZE. THE ONLY REASON I WOULD USE A FONT LESS THAN 24
POINT IS WHEN ADDING EXPLANATORY TEXT TO A GRAPH OR DIAGRAM, WHERE YOU
COULD USE A 20 POINT FONT SIZE. IF YOU ARE GIVEN A SMALL SCREEN IN A BIG ROOM,
YOUR FONT WILL LOOK SMALLER BECAUSE THE IMAGE WILL NOT BE AS BIG AS IT SHOULD
BE. IN THIS CASE, SEE IF YOU CAN GET A LARGER SCREEN, USE A WALL INSTEAD OF A
SCREEN TO PROJECT ON, MOVE THE CHAIRS CLOSER TO THE SCREEN OR REMOVE THE LAST
FEW ROWS OF CHAIRS. I’VE PUT TOGETHER A CHART THAT LISTS HOW FAR AWAY THE LAST
ROW OF YOUR AUDIENCE SHOULD BE BASED ON THE SIZE OF SCREEN, FONT SIZE AND
VISUAL ACUITY TESTING -USE THE FONT SIZE CHART HERE.


WHEN TEXT COMES ON THE SCREEN, WE WANT THE AUDIENCE TO READ THE
TEXT, THEN FOCUS BACK ON THE PRESENTER TO HEAR THE MESSAGE. IF THE
TEXT MOVES ONTO THE SCREEN IN ANY WAY – SUCH AS FLYING IN, SPIRAL
OR ZOOMING – IT MAKES IT HARDER FOR THE AUDIENCE MEMBERS TO READ
SINCE THEY HAVE TO WAIT UNTIL THE TEXT HAS STOPPED BEFORE THEY CAN
READ IT. THIS MAKES THE PRESENTER WAIT LONGER BETWEEN EACH POINT
AND MAKES THE AUDIENCE MEMBERS FOCUS MORE ON THE MOVEMENT
THAN ON WHAT IS BEING SAID. I SUGGEST THE USE OF THE ―APPEAR‖ EFFECT,
WHICH JUST MAKES THE TEXT APPEAR AND IS THE EASIEST FOR THE AUDIENCE
TO READ.


DURING A PRESENTATION, IT IS VERY ANNOYING TO HAVE THE POINTER (THE
LITTLE ARROW) COME ON THE SCREEN WHILE THE PRESENTER IS SPEAKING.
IT CAUSES MOVEMENT ON THE SCREEN AND DRAWS THE AUDIENCE
ATTENTION FROM THE PRESENTER TO THE SCREEN. THE POINTER COMES ON
WHEN THE MOUSE IS MOVED DURING THE PRESENTATION. TO PREVENT THIS
FROM HAPPENING, AFTER THE SLIDE SHOW VIEW HAS STARTED, PRESS THE
CTRL-H KEY COMBINATION. THIS PREVENTS MOUSE MOVEMENT FROM
SHOWING THE POINTER. IF YOU NEED TO BRING THE POINTER ON SCREEN
AFTER THIS, PRESS THE A KEY.


EVERY TWO YEARS I ASK AUDIENCES WHAT ANNOYS THEM ABOUT BAD
POWERPOINT PRESENTATIONS. THE LATEST SURVEY CONFIRMS THAT AUDIENCES
ARE MORE FED UP THAN EVER WITH THE OVERLOAD OF TEXT ON SLIDES (SEE THE
LATEST SURVEY RESULTS HERE). INSTEAD OF USING SLIDES THAT ONLY CONTAIN
TEXT, USE VISUALS SUCH AS GRAPHS, DIAGRAMS, PHOTOS AND MEDIA CLIPS TO
ENGAGE THE AUDIENCE. I’VE DEVELOPED A FIVE-STEP METHOD FOR CREATING
PERSUASIVE VISUALS IN MY BOOK THE VISUAL SLIDE REVOLUTION. READ THE FREE
CHAPTER TO SEE A SUMMARY OF THE PROCESS YOU CAN USE TO CREATE YOUR
OWN PERSUASIVE VISUALS. LOOKING FOR PROFESSIONAL PHOTOS THAT DON’T
COST A LOT? CHECK OUT ISTOCKPHOTO.COM, WHERE I GO FOR GREAT LOOKING
PHOTOS AT REASONABLE PRICES.


The last slide you speak to should not be the last slide in your presentation
file. You should have three identical copies of your last speaking slide so that
if you accidentally advance one too many times at the end of your
presentation, your audience never knows because you don’t drop into the
program, the slide looks like it has not changed. After these slides, you should
include some slides that answer questions that you expect to be asked. These
slides will be useful during Q&A sessions after the presentation. The final
slide should be a blank slide so that if you go through all the other slides, you
have a final backup from dropping into the program.


PowerPoint has a feature that allows you to be able to move quickly and
seamlessly to any slide in your presentation. To do so, you need to know the
slide numbers. The easiest way to print a list of the slide numbers and
associated slide titles is to go to the Outline View and collapse the details for
each slide (there is a button on the left side of the screen in this view that will
do this). Then print the view. To jump to any slide, just enter the slide number on
the keyboard and press the Enter key. This will move you directly to that slide.
This technique is very useful for moving to a prepared Q&A slide or for
skipping parts of your presentation if time becomes an issue.


Sometimes we want the image on the screen to disappear so that the
audience is focused solely on the presenter. There are two ways to do
this. The first is if you want to blank the screen with a black image,
similar to shutting the projector off (we used to do this all the time with
overhead projectors by just shutting the projector off). Just press the
period key (.) on the keyboard and the image is replaced with a black
image. Press the period key again and the image is restored.


Sometimes it can be valuable to be able to draw on the screen during your
presentation to illustrate a particular point or item. This can be done in the
following way. Press the Ctrl-P key combination to display a pen on the screen.
Then, using the left mouse button, draw on the slide as you wish. To erase what
you have drawn, press the E key. To hide the pen, press the A key or the Ctrl-H
key combination.


1. SELECT OR CREATE YOUR
OWN THEME.

Themes are the evolution of design templates in
PowerPoint, but they're also much more than that.
Themes were introduced in Microsoft Office 2007 to
help you easily create the right look for your
presentations and to coordinate all of your
Microsoft Office documents almost instantly.A theme
is a coordinated set of fonts, colors, and graphic
effects that you can apply to your entire document
with just a click. The same themes are available for
your


2. USE VIDEO AND AUDIO TO CONVEY YOUR
MESSAGE MORE EFFECTIVELY.

Dynamic content, such as a brief video that illustrates an important point, is a great way to
engage your audience. Using audio that helps convey your message, like recorded narration (you
can add this to slides when sending your presentation to others to view), can also help keep your
slides clean and approachable.
In PowerPoint 2010, video you insert from your files is now embedded by default, so you don't
have to include multiple files when sharing your presentation electronically. You can also customize
your embedded videos with easy-to-use tools, such as video trim, fades, and effects. And with
PowerPoint 2010, you can insert a video that you've uploaded to a website to play directly in
your presentation.


Sales

3. USE GRAPHICS TO EMPHASIZE KEY
POINTS
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr

A well-chosen chart or diagram can often convey much more to your audience than can
boring bulleted text. Fortunately, creating charts and graphics has never been easier. In
Office 2010 and Office 2007, Office graphics coordinate automatically with the active
theme in your presentation. If Excel is installed on your computer, you automatically get
the power of Excel charts when you create a chart in PowerPoint. Just click the Chart icon
on any content placeholder in the PowerPoint presentation to create a chart.


4. USE ANIMATIONS AND
TRANSITIONS WISELY.

Having text and graphics appear on screen just when you need them can be a nice
touch. However, overdoing animation can detract from your presentation's content.
To emphasize your points without overwhelming your audience, limit animation to
key points and use consistent animation choices throughout the presentation.
Customize, preview, and apply animations directly from the Animations tab in
PowerPoint 2010. In PowerPoint 2007, go to the Animations tab and find the
Custom Animation pane.


5. START BY OUTLINING YOUR
PRESENTATION.

Take the time to outline your presentation before you create your slides.
Doing so can save time and help you give a more clear and effective
presentation. You can create your outline by typing a slide title and bullet
points for your main topics on each slide. But you can also use the Outline
pane to type your entire presentation outline in one window and add
slides to your presentation as you go.


6. USE MASTERS AND LAYOUTS TO SAVE TIME AND
HELP GET BETTER RESULTS.

The slide master is one of the most important
PowerPoint tools for creating easy-to-use, great-
looking presentations. The master gives you a
central place to add content and formatting that
you want to appear on all (or most) of your slides.
Formatting and layout changes on the slide master
automatically update throughout the slide layouts
in your presentation, saving you a tremendous
amount of time and effort and helping to keep
your slides consistent. For example, place your
logo on the slide master, and it will appear on all
slides in the presentation.


7. CONSIDER DIFFERENCES BETWEEN PRINT
AND ON-SCREEN PRESENTATIONS.

Presentations designed to be viewed on screen don't always work
well when you print them. Dark backgrounds that look good on
slides, for example, rarely print well. Similarly, footer content that
you need in print is likely to be distracting on screen. Fortunately,
PowerPoint makes it easy to switch between print and screen
presentation options.


8. USE NOTES PAGES AND HANDOUTS TO HELP
DELIVER THE STORY.

Use the Notes pane that appears below
the slide in Normal view to write notes
to yourself for your presentation or to
create notes that you can print for your
viewers instead of crowding your slides
with text. You can also format and print
handouts that contain up to nine slides
per page.


9. KEEP FILE SIZE MANAGEABLE.

A common cause of stress when you work in PowerPoint is that the file
becomes too large to edit or for the presentation to run smoothly.
Fortunately, this problem is easy to avoid by compressing the media in
your files and using native PowerPoint features whenever possible (such
as tables, charts, SmartArt graphics, and shapes) instead of importing
and embedding objects from other programs.


10. USE THE TOOLS AVAILABLE TO GET IT
RIGHT THE FIRST TIME.

You've already seen in this article that you can use features like slide
layouts to quickly create consistent slides or use tools such as SmartArt
graphics to create a professional-quality graphic in no time. But when
you need to do your own thing—and that thing doesn't belong on a
slide layout or fit an available graphic style—PowerPoint still
provides tools to save you time and improve your results.


11. TURN OFF (OR MANAGE)
AUTOCORRECT LAYOUT OPTIONS.

PowerPoint provides several automatic formatting options to help your slides
conform to the provided layouts. They can be big time-savers, but they can
also be frustrating if you're not using them intentionally and if they cause
formatting (such as the font size in slide titles) to become inconsistent from
one slide to the next. If you don't want your text to shrink automatically to fit
content, you can easily disable those features in the AutoCorrect
Options dialog box.


12. KNOW EXACTLY WHAT YOUR
VIEWERS WILL SEE.

When you want to be sure that what you send is what viewers will see, you can
save the presentation in the PowerPoint slide show format so that the show starts
for the recipients as soon as they open the file. But some variables, such as
whether media will play correctly on the recipient's computer, may still affect
what viewers see.



http://www.slideshare.net/carlajoyceoliver/presentation1-16437853

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