MS Powerpoint 2007

Rajnish Kumar Professor IT, NAIR

OUTLINE
How to make a good Presentation Opening a new PPT Inserting chart, table etc. Embedding a chart from other files Smart Art Setting up a show Hide/Unhide slides Simple animation of text Change theme Insert date/time/slide number Hyperlinks How to Print slides Convert Word file to PPT Convert PPT file to Word

Making PowerPoint Slides

Avoiding the Pitfalls of Bad Slides

Outline
Make your 1st or 2nd slide an outline of your presentation
Ex: previous slide

Follow the order of your outline for the rest of the presentation Only place main points on the outline slide
Ex: Use the titles of each slide as main points

Slide Structure Good

Use 1-2 slides per minute of your presentation Write in point form, not complete sentences Include 4-5 points per slide Avoid wordiness: use key words and phrases only

Slide Structure - Bad

This page contains too many words for a presentation slide. It is not written in point form, making it difficult both for your audience to read and for you to present each point. Although there are exactly the same number of points on this slide as the previous slide, it looks much more complicated. In short, your audience will spend too much time trying to read this paragraph instead of listening to you.

Slide Structure Good

Show one point at a time:
Will help audience concentrate on what you are saying Will prevent audience from reading ahead Will help you keep your presentation focused

Slide Structure - Bad

Do not use distracting animation Do not go overboard with the animation Be consistent with the animation that you use

Fonts - Good
Use at least an 18-point font Use different size fonts for main points and secondary points
this font is 24-point, the main point font is 28point, and the title font is 36-point

Use a standard font like Times New Roman or Arial

Fonts - Bad
If you use a small font, your audience wont be able to read what you have written

CAPITALIZE ONLY WHEN NECESSARY. IT IS DIFFICULT TO READ

Dont use a complicated font

Colour - Good
Use a colour of font that contrasts sharply with the background
Ex: blue font on white background

Use colour to reinforce the logic of your structure

Ex: light blue title and dark blue text

Use colour to emphasize a point

But only use this occasionally

Colour - Bad
Using a font colour that does not contrast with the background colour is hard to read Using colour for decoration is distracting and annoying. Using a different colour for each point is unnecessary
Using a different colour for secondary points is also unnecessary

Trying to be creative can also be bad

Background - Good
Use backgrounds such as this one that are attractive but simple Use backgrounds which are light Use the same background consistently throughout your presentation

Background Bad
Avoid backgrounds that are distracting or difficult to read from Always be consistent with the background that you use

Graphs - Good
Use graphs rather than just charts and words
Data in graphs is easier to comprehend & retain than is raw data Trends are easier to visualize in graph form

Always title your graphs

Graphs - Bad

January February Blue Balls 20.4 27.4 Red Balls 30.6 38.6

March 90 34.6

April 20.4 31.6

Graphs - Good
Items Sold in First Quarter of 2002
100 90 80 70 60 50 40 30 20 10 0 January February March April
Blue Balls Red Balls

Graphs - Bad
100 90 90

80

70

60 Blue Balls Red Balls 38.6 34.6 30.6 30 20.4 20 27.4 20.4 31.6

50

40

10

0 January February March April

Graphs - Bad
Minor gridlines are unnecessary Font is too small Colours are illogical Title is missing Shading is distracting

Spelling and Grammar

Proof your slides for:
speling mistakes the use of of repeated words grammatical errors you might have make

If English is not your first language, please have someone else check your presentation!

Conclusion
Use an effective and strong closing
Your audience is likely to remember your last words

Use a conclusion slide to:

Summarize the main points of your presentation Suggest future avenues of research

Examples of Good Slides

Questions??
End your presentation with a simple question slide to:
Invite your audience to ask questions Provide a visual aid during question period Avoid ending a presentation abruptly

Opening a new PPT

MS Office Button >> New -- New Presentation window opens up The MS Office Button is located in the top left corner of the Word 2007 Window To start a new file from scratch: Choose Blank Document and press Create.

Inserting chart, table etc.

If you open a new slide, all options are also available on the blank portion.

Embedding a chart from other files

6 4 2 0 Series 1 Series 2 Series 3

See the options choose option 2, Excel Chart (entire workbook) for embedding the file on your PPT. This will ensure that you can edit the chart when needed.

Smart Art

Setting up a show
Define slides to be used. No animation Advance slides manually etc.

Hide/Unhide slides
Right click a slide Click on hide option To unhide click again

Simple animation of text

Sample 1 Sample 2 Sample 3 Sample 4

Animation Tab

Change theme

Insert date/time/slide number

Use insert Tab Click on date Slide number etc.

Hyperlinks
To a slide in the same presentation To a slide in a different presentation To an e-mail address To a page or file on the Web To a new file From online Microsoft help

Right click on selected text

How to Print slides

Go to Home Tab Print Preview Several Options

Convert Word file to PPT

OPEN New Word File. For each slide, the line to be the slide title use the Heading 1 style, and the remaining lines of text for each slide the Heading 2 style. (PowerPoint 2007 can only convert text formatted with a heading style, but you can use any of Word's built-in heading styles.) To convert this text into PowerPoint slides, follow these steps:
Open PowerPoint 2007. On the Home Ribbon, in the Slides group, click the arrow below New Slide. Click Slides From Outline, then navigate to the Word document containing your slides. Click Insert. Click the Design tab. Click the theme of your choice. Add a title to your title slide and save the file.

Convert Word file to PPT

Convert PPT file to Word

Go to Publish Create handouts in Word

Slide Sorter

Click here for sorting sliding, moving them, hiding etc., check this link

THANK YOU