Presentation1

Prepared by: Carla Joyce C. Oliver

Effective Use of PowerPoint as a presentation tool

http://eglobiotraining.com/





Want to know the Secrets For Using PowerPoint Effectively?

1. Start by creating an outline

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.

2. Use Contrasting Colors


http://thinkoutsidetheslide.com/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.

3. Use a big enough font


http://thinkoutsidetheslide.com/selecting-the-correct-font-size/


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.

4. Stop the moving text



5. Turn the pointer offDURING 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.

6. Use visuals instead of text slides


http://thinkoutsidetheslide.com/free-resources/latest-annoying-powerpoint-survey-results/

http://thinkoutsidetheslide.com/visual-slide-revolution/

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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.

7. Have Slides at the End of Your Presentation



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.

8. Be able to Jump to Any Slide



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.

9. Blank the screen



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.

10. Draw on the screen during a presentation


12 TIPS FOR CREATING BETTER

POWERPOINT PRESENTATIONS



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.


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3. USE GRAPHICS TO EMPHASIZE KEY POINTS


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.


RESPECTFULLY SUBMITTED TO PROF. ERWIN M. GLOBIO, MSIT


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


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

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