PowerPoint™PowerPoint™

The Rules of DesignThe Rules of Design

© 2010

To accompany Communicating at Work, 10th edition

William Earnest

Introduction to PowerPointIntroduction to PowerPoint

Rules of DesignRules of Design good templates high-contrast colors sans serif fonts efficient text choose images wisely appropriate “build” effects visual balance of slide elements

Introduction to PowerPointIntroduction to PowerPoint

Rules of DesignRules of Design good templates high-contrast colors sans serif fonts efficient text choose images wisely appropriate “build” effects visual balance of slide elements

Table of ContentsTable of Contents

To create anew PowerPoint presentation …

launch the program, then …

Go to the Rules of Design Next slide

Introduction to Introduction to PowerPointPowerPoint

choose the “DesignTemplate” optionfrom this menu

and click “OK.”

A menu similar to this one will appear.

Click on a template’s name to preview it.Highlight the one you want, then click “OK.”

The rules of design will helpyou select a good template.

The “AutoLayout” menu appears automatically.

Use it to choose the kind of slide you need.

For new presentations, the defaultselection is a title slide.

For example

To create additional slides, use

Insert / New Slide … or the“New Slide”

button.

Choose the kind of slide you want from the “AutoLayout” menu, which includes:

Single bullet listDouble bullet list

Bullet list + graphOrganization chart

Bullet list + clip-art

A few more pointers

There are two basic ways to insert text:

Click in pre-set title or text boxes and start typing.

Use the “Insert / Text Box” command or button, thenposition cursor as desired.

“Slide Sorter View” lets you work with whole slides to

create transitionsbetween slides

make bulleted itemsbuild one at a time

delete, copy, ormove slides

Get to know the “Drawing” toolbar.

draw a line, arrow,

rectangle, or ellipse

insert text

* If the toolbar is not visible, go to “View/Toolbars / Drawing.”

insert Clip Art

object

color

linecolor

text color

Click here toreturn to the

Rules of Design

Click here toreturn to the

Rules of Design

The Seven Rules of The Seven Rules of DesignDesign good templates high-contrast colors sans serif fonts efficient text wisely chosen images appropriate “build” effects visual balance of slide elements

are a matter of using …

Click a bullet to view a specific rule. Otherwise, click to continue.Each slide is fully automated. Click to advance between slides.

Choose the right Choose the right template.template. Bright or medium blue fields

are problematic because they: are hard on the eye tend to strike an overly subdued mood

Some templates to avoid include:

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BlueDiagonal SoaringAzureHigh

Voltage

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Choose the right Choose the right template.template. PowerPoint’s newest templates

are more colorful and theme-specific.

Pick one that matches the mood you’re trying to convey. For example:

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Blueprint

This template would be appropriate for presentations concerning architecture, engineering, construction, planning, design, etc.

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Choose the right Choose the right template.template.

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These templates seem tailor-made for business and

the professions, yet are equally useful elsewhere.

Expedition

PostmodernRicepaper

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Global

Choose the right Choose the right template.template.

11Templates like these could be used when your subject is scientific or technical in focus.

TechnologyTechnology

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Straight EdgeStraight Edge

Choose the right Choose the right template.template.

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“Notebook” would be useful in workshops, training seminars, and other settings

concerned with instruction or education.

Notebook

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Choose the right Choose the right template.template.

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Gesture

JapaneseWavesPaper

Nature

These templates convey elegance, regardless of the subject.

Choose the right Choose the right template.template. Very dark or very light fields with

simple patterns are often good choices.

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BrushstrokesBlends

Capsules Artsy

including dark blues

Factory

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Choose the right Choose the right template.template. You can also make your own

template. begin with a

blank presentation

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Choose the right Choose the right template.template. You can also make your own

template. from the menu, choose:

View / Master / Slide Master

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Choose the right Choose the right template.template. You can also make your own

template. place images (e.g., corporate logos),

objects, etc.

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Choose the right Choose the right template.template. You can also make your own

template. change font characteristics (face, color,

etc.); resize, reposition, add or delete text boxes

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Whatever youdo to the master

will apply toevery slide.

Use high-contrast Use high-contrast colors.colors. Dark text on

a light field Light text on

a dark field

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The Four D’s:----------------

Drop itDelay it

Delegate itDo it

The Four D’s:----------------

Drop itDelay it

Delegate itDo it

The Four D’s:----------------

Drop itDelay it

Delegate itDo it

The Four D’s:----------------

Drop itDelay it

Delegate itDo it

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Use high-contrast Use high-contrast colors.colors. Colors of similar luminosity

blend together and make reading difficult.

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The Four D’s:----------------

Drop itDelay it

Delegate itDo it

The Four D’s:----------------

Drop itDelay it

Delegate itDo it

The Four D’s:----------------

Drop itDelay it

Delegate itDo it

The Four D’s:----------------

Drop itDelay it

Delegate itDo it

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Use high-contrast Use high-contrast colors.colors. Apply this rule to objects such

as: text boxes AutoShapes etc.

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Employeeof theMonth

On-time guaranteeOn-time

guarantee

and backgrounds:

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Use Use sanssans serif fonts. serif fonts.33 On screen, text

with plain lines and clean edges is easier on the eye: Tahoma Arial

Trebuchet Verdana

On the printed page, traditional “serif” fonts are easier to read: Times New Roman

Bookman Garamond Century

Schoolbookindexindex

Use Use sanssans serif fonts. serif fonts.

Sans serif:Arial, 24-pt

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Mission Statement

Focus, focus, focuson the customer.

Serif:Bookman, 24-pt

Mission Statement

Focus, focus, focuson the customer.

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Use Use sanssans serif fonts. serif fonts. As noted earlier, the slide

master can be used tochange template defaults.

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Times New Roman Tahoma

Use Use sanssans serif fonts. serif fonts. There are always exceptions. If desired, use serif fonts for

special emphasis orto add distinction or elegance to someaspect of the slide (e.g., the title).

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Be text-savvy.Be text-savvy.

keywords, not sentences

minimum words, maximum size

no “orphans”

capitalize correctly

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a

b

c

d

Click to jump directly to a topic, or click to continue to next slide

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Use keywords for Use keywords for bullets.bullets.

Slides are visual notecards. main ideas not complete thoughts full sentences only when quoting

For every bullet try to eliminate: articles (a, an, the) pronouns that could be implied (you, we) verbs that could be implied

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If your PowerPoint presentation is meant to function by itself (for example, as a tutorial like this one, or a display at a trade show) then it would be necessary to use full sentences to ensure audience comprehension.

a

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44 a

The Acme Grocery PledgeThe Acme Grocery Pledge

We offer the freshest produce. Your satisfaction is guaranteed. We will deliver anywhere,

anytime.

Use keywords for Use keywords for bullets.bullets.

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44 a

The Acme Grocery PledgeThe Acme Grocery Pledge

Freshest produce Guaranteed satisfaction Unlimited delivery

Audience getsthe main idea

You providethe details

Audience getsthe main idea

You providethe details

Use keywords for Use keywords for bullets.bullets.

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44 bMinimum words, maximum Minimum words, maximum

sizesize

Try to keep titles 44 pts. or larger.

Main bullets32 pts.or greater

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44 b

Keep text toa minimum,

25 words orless per slide.

PowerPoint is more visualthan written.

This is another advantage of using keywords

Minimum words, maximum Minimum words, maximum sizesize

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44 c No “orphans”No “orphans”

Orphan, n. [Gr. Orphanos, later orphos; L.orbus. Bereaved.] 1. In PowerPoint, when only the last word of a long bullet spills over to the next line.2. It looks goofy and wastes space.3. Fix it by editing the bullet to one line, or by carrying over at least two words.

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44 c No “orphans”No “orphans”

before

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44 c No “orphans”No “orphans”after

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For slide titles: capitalize the first

letter of the line

capitalize proper nouns, other words if desired(but be consistent)

don’t capitalize prepositions

44 d Capitalize correctly.Capitalize correctly.

To capitalize, or not to capitalize: that is the question.

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Annual Sales Summary A record-breaking June

44 d Capitalize correctly.Capitalize correctly. For main bullets:

capitalize the first letter of each line if you wish, or if a proper noun.

do not capitalize other words unless they’re proper nouns.

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Annual Sales Summary

• Sodas up 20%• Snacks held steady• Dairy down 3%

A record-breaking June

• Acme led industry• doubled May sales• expanded sales force

44 d Capitalize correctly.Capitalize correctly. For sub-bullets:

do not capitalize the first letter of the line, unless a proper noun

capitalize other words only if proper nouns

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Annual Sales Summary

• Sodas up 20%- industry at 12%- boost from Europe- U.S. sales flat

Use images wisely.Use images wisely.55

Declarationof Principles

1. Images should predominate over text.

2. Photos should predominate over clip-art.

3. If used, clip-art should be of graphic-artist quality and not look “computer-drawn.”indexindex

Use images wisely.Use images wisely. A picture is worth

a thousand words. Almost every slide

needs an image … but not every slide

needs text.

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Use images wisely.Use images wisely. Frame regular images by applying:

border of 1/4 drop shadow

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Use images wiselyUse images wisely Do not frame irregular images:

i.e., photos and art without straight edges they’re meant to blend into background

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Use images wisely.Use images wisely. Size images properly:

don’t stretch them to the point of graininess

don’t shrink them to be too small to discern

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Small images may look okay to you, but you know what they’re supposed to be. Will your audience know … from across the room?

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Use images wisely.Use images wisely. The “Clip-Art Hall of Shame”

Images similar to these and the ones on the next page should only be used if you want an amateur, cartoonish look.

In most cases, photographs are available to convey the same message, only much more professionally.

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The Clip-Art The Clip-Art Hall of Hall of ShameShame

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These effects tend to be distracting and can also

waste a lot of time

Keep build effects low-Keep build effects low-key.key. Try to avoid

“moving” or slow effects like:

Opt insteadfor “in-place” effects like:

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• spiralspiral

• swivelswivel

• crawlcrawl

• flyflywipewipe

random barsrandom barsblindsblinds

peekpeeksplitsplit

stretchstretch

dissolvedissolve

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Strive for visual balance.Strive for visual balance.

Avoid lopsidedness. Avoid dead space. Position items for

legibility & clarity.

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Strive for visual balance.Strive for visual balance.

Avoid lopsidedness.

Avoid dead space. Position items for

legibility & clarity.

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Strive for visual balanceStrive for visual balance

Avoid lopsidedness. Avoid dead space. Position items for

legibility & clarity.

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Strive for visual balance.Strive for visual balance.77 Avoid lopsidedness Avoid dead space Position items for

legibility & clarity

Add an imageor two or three

(perhaps one foreach bullet)

Spread bullets out: Increase font size Increase line spacing

between bullets

Drag box down

This slideThis slideclosed forclosed for

remodelingremodeling

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Strive for visual balanceStrive for visual balance

Avoid dead space.

Avoid lopsidedness.

Position items for legibility & clarity.

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Some final Some final observations:observations: Break any rule if you

have a good reason. Observe copyright laws

on photos and artwork. You control every

aspect of a slide’s design. Have a purpose for everything that happens.

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