powerpoint tips and tricks
DESCRIPTION
Powerpoint Tips and TricksTRANSCRIPT
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
see PowerPoint 100 pictures &
PowerPoint 50 templates
comments are welcome ! Jean-Luc
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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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1
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3
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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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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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1
2
3
4
5
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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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
Line 2 xxx xxx xxx xxx
Line 3 xxx xxx xxx xxx
Line 4 xxx xxx xxx xxx
Line 5 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
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...
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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
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...
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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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1
2
3
4
5
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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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
54
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 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 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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1
2
3
4
5
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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> 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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1
2
3
4
5
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, Timing,Structure, visualize presentation, Story, 6S
More tips• Advanced tips, templates
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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
74
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 ?
75
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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make this figure in < 5 minmake this figure in < 5 min
5’’
5’’
Tip : Use Excel
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make this figure in < 5 minmake this figure in < 5 min
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
Chapter 2 title• Description of chapter 2
Chapter 3 title• Description of chapter 3
Chapter 4 title• Description of chapter 4
Chapter 5 title• Description of chapter 5
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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
Action 1 Action 2 Action 3 Action 4
Action 1 Action 2 Action 3 Action 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
Domain Description issue JL Niezette Action plan description DD/MM/YY
Domain Description issue JL Niezette Action plan description DD/MM/YY
Domain Description issue JL Niezette Action plan description DD/MM/YY
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
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
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8888Unrestricted
Domain 2
Domain 3
Domain 1
template : planningtemplate : planning
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
DD/MM : action description
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DD/MM : action description
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DD/MM : action description
DD/MM : action description
J F M A M J J A S O N D
8989Unrestricted
template : planningtemplate : planning
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’
92
You have to make a presentation
93
but you’re… running out of time
94
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
136
visualizevisualizepresentationpresentation
137
YROTSa !m eka
138
6SSpeedSimplicityScopeScheduleStructureStory
139
+ tipscontent
‘slide’ designbuilding blocks
before you start
140
advancedtips
141
…and templates
142
143
what do you think ?
144
ready to go ?
146
see PowerPoint 100 pictures &
PowerPoint 50 templates
comments are welcome ! Jean-Luc