Powerpoint Tips and Tricks

PowerPoin
Tips & Tric

Tutorial
jean.luc.niezette@gmail.com
April 2009
foreword
Goal is just to share PowerPoint tips & tricks
You can agree or disagree with some statements
Its 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
comments are
welcome !
Unrestricted
Jean-Luc
see PowerPoint 100 pictures
&
PowerPoint 50 templates
comments are
welcome !
Jean-Luc
part 1
tips & tricks

4
next
are
funny
slides
not
!
table of content
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
1
2
3
4
5
Before you start

short-keys, Speed
Building blocks
tables, charts,
animations
Slide design
Content
6S
More tips
switch to
EDIT view
(esc)
make this figure in < 30 sec

Use shapes here-under
to make the figure
analsis of your results
his can be done in < 2 seconds
10
customize the format toolbar
No need for additional new commands in toolbar

11
customize the drawing toolbar
o need for additional new commands in toolbar
12
activate snap objects to grid

Always activate this feature !
Spacing can be
0,083 Inches
0,079 Inches
13
13
activate ruler
Always activate this feature !
14
14
useful short-keys
ctrl
Select all
f2
Select text
ctrl
Copy
esc
Escape
ctrl
Paste
fn
ctrl
Undo
ctrl
Re-do
ctrl
Save
shift
prt sc
enter
Print screen
Line break
15
15
make this figure in < 2 min

x 11
16
16
select all figures & rotate left
17
center this figure horizontally in < 1

min
Use shapes here-under
to center the figure
Unrestricted
18
18
speed
1st S
ctrl
ctrl
A
A
ctrl
ctrl
C
C
ctrl
ctrl
V
V
ctrl
ctrl
Z
Z
ctrl
ctrl
Y
Y
ctrl
ctrl
S
S
f2
f2
90% time
saved !
esc
esc
fn
fn
shift
shift
prt
prt sc
sc
enter
enter
Take some time to learn how to use toolbar & short-keys

!
19
19
switch to
SLIDE SHOW
20
what does 90% time saved mean ?

10
1h40
20
3h20
1h
10h
1 day
10 days
Do invest some time to learn how to use toolbar &

short-keys !!!
21
1
2
3
4
5
Before you start

short-keys, Speed
Building blocks
tables, charts,
animations
Slide design
Content
6S
More tips
22
22
focus = internal presentations

but easy to transpose
23
colors
EXAMPLE
Use the right colors

Select basic colors (e.g.)
AVOID
black & white

1 grey
3 to 4 blue
1 color
Use same colors in entire presentation
24
24
black & white (or colors when printed

in grey)
grey level
grey level
No difference
when printed
type
type
25
25
whats the difference between these

figures ?
26
26
bad surprise when printed
27
27
fonts
Fonts type
EXAMPLE
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,
level 1 (size 18 /
20)
level 2 (size 16 / 18)
level 3 (size 14
16)
AVOID
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)
28
28
lines
No line
pt
2 pt
pt Solid
2 pt Solid
No need for other types of lines

Use same line types in entire
presentation
pt Dash
2 pt Dash
29
29
useful shapes
text
text
text
text
text
text
text
text
text
text
30
30
how to resize a shape

text
1. Select shape
2. Resize shape with yellow

diamond
3. Find right shape

text
31
31
always align & distribute shapes in a

slide
Not OK
text
text
text
text
OK
text
text
text
text
32
32
pictures
Using pictures is complex

Its 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 dont need pictures for internal presentations but ju
Dont use pictures found on Internet (for professional use)
Only use PowerPoint Clip Arts (unless you can access specialized images database)
33
But pictures are

good for show !
34
If correctly chosen
35
Otherwise
36
So think twice
37
clip arts
And just avoid ugly Clip Arts !
38
tables
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)
39
insert 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
If possible, better to
Go to PowerPoint
Paste Table (CTRL+V)
create own table in
PowerPoint
40
insert Excel charts in PowerPoint
Paste Excel charts as pictures in PowerPoint

1.
2.
3.
4.
5.
6.
Check that font size in graph is > 10 pt

Select graph in Excel
Press SHIFT & select Copy Picture in Edit menu
Use standard parameters by default
Go to PowerPoint
Paste graph (CTRL+V)
41
need to insert > 1 Excel chart in

PowerPoint ?
Not enough space on the

slide, isnt it ?
42
so youve just re-sized the charts

Chart
10
8
6
4
2
0
Row 1
Row 2
Row 3
Row 4
Row 5
Row 6
Row 7
Row 8
Row 9
Row...
Are you sure its still possible to read them ?
43
prefer to adapt size in Excel (with font size

> 10 !)
44
Go to next slide
&
ress enter after a few second
45
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a a a
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e e e
r rq r
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d y
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p j
q k
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d m
w f
g x g
h c h
j v j
k b k
l n l
m ? m
w . w
x / .
c s /
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e e e
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t t t
y y y
u u u
i i i
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p p p
q q q
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f ? f
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h / h
j s j
k z k
l
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s
z
JUST AVOID ANIMATIONS !!!

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46
why not to use animations ?

1. Animations = lot of time unless good PowerPoint skills
2. Animations = problems with mouse during presentation (Murphys
law I)
3. Animations = PC & mouse far from you during presentation
(Murphys law II)
4. Animations = show, not facts
Avoid animations when possible !
47
1
2
3
4
5
Before you start

short-keys, Speed
Building blocks
tables, charts,
animations
Slide design
Content
6S
More tips
48
48
slide components
Try to align Title & Body

texts
Always include slide # & confidentiality level for internal pp

(exception : no slide # on Title slides)
Footer
slide number
49
respect slide limits

NO
NO
YES
NO
YES
NO
50
avoid titles having more than 1 line because its

difficult to read them & because it will break the
uniformity of your presentation
51
titles & sub-titles
Sub-title = summary of slide in 1

sentence
Only exception = titles + sub-titles

(no majuscule for titles & Majuscule for sub-titles)
52
52
always use same font

titles
size
& type for
53
slide title must reflect slide content !
Always check that slide title really reflects slide content !
54
make 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

55
body
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
56
simplicity
2nd S
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
Keep it simple !
Define impacts on current company structure
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)
57
always check if slide is readable when

printed
remember
this ?
People usually
print (business)
presentations
58
Find at least 7 mistakes in this slide

Text
any
any
any
any
text any text any text any text

text
Text
any text any text any text any text

Text

Text

Text

59
Find at least 7 mistakes in this slide

1. Font <>
Standard
Textfont
2. Different
spacing
any
any
any
any

text
Text

any text
any
4. Text
nottext any text any text
any textaligned
any text any text any text
Text

7. Text
in bold,
standard
any text any
text
anyitalic,
textnot
any
text
5. White
same
color
as in
other
any text anyfont,
text
any
text
any
text
bullet
3. Slide limits
Text
not
respected
6. Shape not
resized
Text
shapes, > 2 lines,

60
you want a cool slide

layout ?
61
layout
Cool layout but few colors available

for text
62
layout
Prefer white backgrounds
(easier, less ink & less money spent when printed)
63
1
2
3
4
5
Before you start

short-keys, Speed
Building blocks
tables, charts,
animations
Slide design
Content
6S
More tips
64
64
#
attendees
Media
Audience
Content
Timing
3rd S
> 100
Projection
Public
Vision
> 30min
Show
> 50
Both
Customer
Strategy /
Positioning
15 / 20 min
Story
> 10
Paper
Senior Mgt.
Product
presentation
10 min
Standard
< 10
Middle Mgt.
Technical /
Financials
5 min
Facts &
figures
<5
Employees
Status
report
Details
Think about scope of presentation !

65
audience
Adapt
to
audience !
66
schedule
5 min
10 min
4th S
15 min
20 min
30 min
1h
< 3 slides < 5 slides < 7 slides< 10 slides

< 15 slides
< 25 slides
Always respect timing !
67
structure
5th S
its easy
1 slide = 1 idea
(If you cant summarize slide in one sentence, slide is too complex)
68
visualize presentation
1
Introduction
Always visualize your

presentation
1. Take a A4 sheet of paper
2. Draw 10 rectangles (= if 10
slides)
3. Write 1. Introduction in 1st
rectangle
10
Conclusions
4. Write 10 Conclusions in last

rectangle
5. Write just one idea on
69
story
6th S
A presentation is a
STORY
You 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
endgood
!
(of course)
Good presentation
needs
Story
70
6S
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
71
1
2
3
4
5
Before you start

short-keys, Speed
Building blocks
tables, charts,
animations
Slide design
Content
Scope, audience, Timing,Structure, visualize presentation, Story, 6S
More tips
72
72
how to recover a color if youre lucky

?
Solution #1 (= when youre 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
73
how to recover a color if youre not

lucky ?
Solution #2 (= when youre 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
74
whats the difference between these

figures ?
75
color & transparency
Color =
Transparency = 70%
Color =
Transparency = 0%
76
transparency
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
77
colors effects
Colors effects are cool but usually

Colors effects take lots of time
Bad surprise when presentation is printed
78
shadows styles
No
Shadow
Shadow
Style 14
Dont use other Shadows Styles

Use same Shadow Style in entire
presentation
Shadow
Style 17
79
smooth slides transitions
Use same alignment for

body vs. title in all slides
Not OK !
80

Tip :
Use
Excel
5
81
any spacing
Tip :
Use
Paint
82
template : table of content

1
2
3
4
5
Chapter 1 title
Description of chapter 1
Chapter 2 title
Chapter 3 title
Chapter 4 title
Chapter 5 title
83
template : table of content
Chapter 1 title
Chapter 2 title
Chapter 3 title
Chapter 4 title
Chapter 5 title
84
template : action plan

Domain 1
Action
Action
Action
Action
1
2
3
4
Domain 2
Action
Action
Action
Action
1
2
3
4
Domain 3
Action
Action
Action
Action
1
2
3
4
Domain 4
Action
Action
Action
Action
1
2
3
4
Unrestricted
85
85
template : action plan

Domain
Issue
Owner
Action plan
Timing
Domain
Description issue
JL Niezette Action plan description
DD/MM/YY
Domain
Description issue
DD/MM/YY
Domain
Description issue
DD/MM/YY
Domain
Description issue
DD/MM/YY
Domain
Description issue
DD/MM/YY
Unrestricted
86
86
template : planning
J
DD/MM : action description

Domain 1


Domain 2


Domain 3

Unrestricted
87
87
template : planning
J

Domain 1


Domain 2


Domain 3

Unrestricted
88
88
template : planning
Q1
Q2
Q3
Q4
Action 1
Action 2
Action 3
Action 4
Action 5
Action 6
Action 7
Action 8
Unrestricted
89
89
template : 10 slides for Senior

Management
Structure
Items on Title slide
- Title
Date
(presentation to xxx)
Unrestricted / Internal Use Only /
Confidential
(Name) / Department / (Company)
For information / For decision / For
discussion
Executive summary
Agenda
Scope
Status
Issue(s)
Solution(s)
Requirements / Developments needed Mandatory items on all slides
Risks & opportunities
Slide number
Financials / Figures
Unrestricted / Internal Use Only /
What if NO GO / -30% investments / GO Confidential /
Planning & next steps
Decisions needed
Backup
20 min presentation
with executive summary
90
part 2
show
91
u have to make a presentat

92
but youre
running out of time
93
same
story
once
again
?
94
you have to find a

way out ?
95
etter to be somewhere else

96
no stress !
97
you just need a toolbox

98
to win
lot of time !
99
is the goal of this presenta
100
aim is just to help
yo
u
to save time
101
and to spend more time on

real priorities
102
t
n
e
t
n
o
c
s
i
h
t
of
l
a
i
r
tuto
103
before you start

building blocks
slide design
content
+ tips
104
before you start
105
take 5
to customize
your toolbar
106
to
k
c
lo
d
i
r
r
e
l
u
107
5 to activate ruler
108
use
few short-keys
109
to win time
110
building blocks
before you start
111
colors
112
black white
113
fonts
114
lines
115
shapes
116
alignments
117
pictures
118
clip-arts
119
tables
120
charts
121
animations
122
slide design
building blocks
before you start
123
components
124
slide limits
125
title
126
body
127
simplicity
128
layout
129
content
slide design
building blocks
before you start
130
scope
131
scope
132
audience
133
schedule
134
structure
1 slide
1 idea
135
visualize
presentati
on
136
ak
ORY
a ST
137
6S
Speed
Simplicity
Scope
Schedule
Structure
Story
138
+ tips
content
slide design
building blocks
before you start
139
advanced
tips
140
and templates
141
142
what do you think ?
143
ready to go ?
144
Hope it helps
145
see PowerPoint 100 pictures
&
PowerPoint 50 templates
comments are
welcome !
Jean-Luc
146

Powerpoint Tips and Tricks

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Powerpoint Tips and Tricks

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PowerPoin

Tips & Tric

Objective is just to help you to

6S approach is just my own proposal

tips & tricks

Before you start

Before you start

make this figure in < 30 sec

analsis of your results

his can be done in < 2 seconds

customize the format toolbar

No need for additional new commands in toolbar

customize the drawing toolbar

o need for additional new commands in toolbar

activate snap objects to grid

make this figure in < 2 min

select all figures & rotate left

center this figure horizontally in < 1

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

what does 90% time saved mean ?

Do invest some time to learn how to use toolbar &

Before you start

focus = internal presentations

Use the right colors

black & white

Use same colors in entire presentation

black & white (or colors when printed

whats the difference between these

bad surprise when printed

Use Georgia, Arial, Helvetica, Veranda or

level 1 (size 18)

level 1 (size 18)

level 2 (size 16)

level 3 (size 14)

No need for other types of lines

how to resize a shape

2. Resize shape with yellow

3. Find right shape

always align & distribute shapes in a

Using pictures is complex

But pictures are

And just avoid ugly Clip Arts !

Tables are really a problem in PowerPoint

insert Excel tables in PowerPoint

Prefer to paste Excel tables as pictures in PowerPoint

Select Table in Excel

insert Excel charts in PowerPoint

Paste Excel charts as pictures in PowerPoint

Check that font size in graph is > 10 pt

need to insert > 1 Excel chart in

Not enough space on the

so youve just re-sized the charts

Are you sure its still possible to read them ?

prefer to adapt size in Excel (with font size

JUST AVOID ANIMATIONS !!!

why not to use animations ?

Avoid animations when possible !

Before you start

Try to align Title & Body

Always include slide # & confidentiality level for internal pp

respect slide limits

avoid titles having more than 1 line because its

titles & sub-titles