microsoft powerpoint 2007: crash...

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Microsoft PowerPoint 2007: Crash Course INFORMATION TECHNOLOGY SERVICES

California State University, Los Angeles Version 1.0 Winter 2009

Contents Interface Overview .........................................................................................................................2

Working with the PowerPoint Interface ....................................................................................2 Using the Office Button .............................................................................................................3

Adding a New Slide ........................................................................................................................3 Working with Slide Layouts ......................................................................................................4

Selecting a Slide Layout ..................................................................................................... 4 Working with Themes ...................................................................................................................4

Selecting a Theme ......................................................................................................................4 Working with Theme Colors .....................................................................................................5

Adding/Removing Bulleted and Numbered Lists .......................................................................6 Inserting Clip Art ...........................................................................................................................7 Creating Basic Charts....................................................................................................................8

Creating a Chart .........................................................................................................................8 Changing Chart Type .......................................................................................................... 8

Creating an Organization Chart .................................................................................................9 Animating Objects, Text, and Slides ..........................................................................................11

Custom Animation ...................................................................................................................11 Printing Slides and Handouts .....................................................................................................12 Effective vs. Ineffective PowerPoint Slideshow .........................................................................13 Effective vs. Ineffective Presentation Sample Scripts ...............................................................13 Three Stages of Making an Effective Presentation ...................................................................16

Stage 1: Creation .....................................................................................................................16 Selecting a Topic ............................................................................................................... 16 Setting Clear Objectives and Specific Goals .................................................................... 16 Conducting Research ........................................................................................................ 16 Audience Analysis ............................................................................................................ 16 Creating an Outline ........................................................................................................... 16 Using Microsoft PowerPoint 2007.................................................................................... 17 Inserting Content ............................................................................................................... 17 Using Appropriate Media with Skill ................................................................................. 17 Prepare Additional Materials ............................................................................................ 17 Confirmation Process ........................................................................................................ 18

Stage 2: Preparation .................................................................................................................18 Rehearsals ......................................................................................................................... 18 Sleep .................................................................................................................................. 18 Dress for the occasion ....................................................................................................... 18 Arrive early ....................................................................................................................... 18

Stage 3: Delivering an Effective Presentation ........................................................................19 At the Beginning of the Presentation ................................................................................ 19 Presentation Tips ............................................................................................................... 19 Reminders ......................................................................................................................... 20

Technical Checklist for Creating a PowerPoint Presentation ..................................................21

Microsoft PowerPoint 2007: Crash Course - 2

Introduction Microsoft Office PowerPoint is one of the most popular presentation programs in use today. The purpose of this workshop is to assist learners to become familiar with the PowerPoint application, as well as develop effective presentational skills. The workshop starts from basic instructions in creating a PowerPoint presentation, and follows with practical methods to help presenters become effective PowerPoint users. Through a role-play, attendants get first-hand experience of the difference between an ineffective and effective presentation. This workshop concludes with the key stages and tips in creating a PowerPoint presentation.

Interface Overview The first part of this handout will provide basic instructions on how to create an effective PowerPoint presentation, as well as creating charts, inserting clip art, animating text, objects, and slides, adding speaker notes, and printing slides and handouts. Creating a New PowerPoint presentation is a tool used to help the audience follow along with the topics being discussed. Various forms of information may be inserted into a PowerPoint slideshow. To create a new presentation, follow the instructions below.

To create a new presentation: 1. Click the Office Button. 2. Select the New button. 3. Click the Blank Presentation button.

WORKING WITH THE POWERPOINT INTERFACE PowerPoint 2007 includes many enhancements to make working with the presentation easier, and to make it more professional looking. The redesigned user interface includes the components illustrated in Table 1. Refer to Table 1 for a brief description of each item.

Table 1 – PowerPoint Interface Components Item Description Title Bar Contains the title of the presentation and application Office Button A grouping of commands to save, open, print, and perform other

commands common to all Office applications Quick Access Toolbar

A collection of buttons to quickly access regularly used features of the application

Ribbon Contains many features formerly found in the menu structure Tabs Individual collections (groups) of commands within the Ribbon Work Area The area on the interface where the active presentation

appears Scroll Bars Move around a slide, up or down, left or right View Options PowerPoint 2007 provides several different ways to view a

presentation Dialog Box Launcher

A control for accessing more features contained within a group on the Ribbon

Slide Indicator

Indicates which slide is the active slide and the number of slides in the presentation

Zoom Control Controls the magnification of the slide Slide Count A continuous display of the number of slides in the

presentation Quick Style Galleries

A display of several options directly in a tab on the Ribbon

Slide Theme Indicator

Indicates which theme has been applied to the active slide in the Work Area

In addition to the items described in Table 1, the user interface also contains a set of tabs called contextual tabs. Contextual tabs only appear above the tabs in the Ribbon when specific objects, such as tables and pictures, are selected. These tabs contain groups of commands that are relevant only to those specific objects. Contextual tabs are colored differently from the normal tabs on the Ribbon to alert the user that additional commands are available for the object selected.

USING THE OFFICE BUTTON The new look of Microsoft Office 2007 brings with it many changes. Most of these changes refer to the navigational aspects of the individual applications and the new and improved user interface.

The Office Button, a large round icon in the top left hand corner of Word, Excel, PowerPoint and Access, is the heart of the new Office 2007 applications. It includes most of the commands traditionally found in the file menu together with some new commands. In PowerPoint, these are New, Open, Save, Save As, Print, Prepare, Send, Publish and Close. To explore the Office Button:

1. Click the Office Button (see Figure 1). 2. Select the PowerPoint Options button.

Figure 1 – Office Button Menu

Adding a New Slide A new slide can be added to a presentation in multiple ways.

To add a new slide, do one of the following: • Click the New Slide button on the Home tab. • Right-click on the slide’s pane. A sub-menu will appear. Select New Slide.


WORKING WITH SLIDE LAYOUTS There are several different preset slide layouts, each with a different combination of text, blank space, graphs, charts, tables, clip arts, or objects.

Selecting a Slide Layout Selecting a layout is determined by the elements needed. If the layout needed is not among these, one can also create a custom slide by adding individual elements to a preexisting slide layout or to a blank slide. Title Layouts, Content Layouts, Section Header Layouts, Blank, and Vertical Layouts are among the selections available.

To select a slide layout: 1. From the slides pane, select the slide(s) to change.

a. To select multiple adjacent (consecutive) slides, click the first slide of the group, press and hold the [Shift] key, and click on the last slide of the group. Release the [Shift] key.

b. To select multiple nonadjacent slides, click one of the slides, press and hold the [Ctrl] key, click on the other slides in any order; release the [Ctrl] key once all of the slides are selected.

2. Select the Home tab in the Ribbon. 3. Select the drop-down arrow on the

Layout button to view the different layouts available to choose from.

NOTE: For a description of a particular layout, place the mouse cursor over that Slide Layout. A screen tip will appear providing a description of that slide. This description details the general purpose of each layout. 4. Select a layout from the gallery by

clicking the layout thumbnail. The selected slides will be changed.

Figure 2 - Slide Layout Options

Working with Themes A theme is a set of designs (i.e., background, color schemes, text, and object formatting) which gives each page of the presentation a consistent look.

SELECTING A THEME After a theme is applied from the PowerPoint template library, the same stylized formatting will appear on every slide and each time an additional slide is added.

To apply a theme: 1. Select the Design tab. 2. Click the More button on the quick style gallery under the Themes group. 3. Select the Theme of choice.


Figure 3 - Themes

To change the theme for selected slides only: 1. Select the slide(s) to change.

a. To select multiple adjacent slides, click the first slide of the group, press and hold the [Shift] key, click the last slide of the group, release the [Shift] key.

b. To select multiple nonadjacent slides, click one slide, press and hold the [Ctrl] key, click other nonadjacent slides, release the [Ctrl] key.

2. Place the mouse cursor over the preferred template thumbnail in the Themes Quick Style Gallery.

3. Right-click on the thumbnail and select Apply to selected slides. The new template will be applied to only those selected slides.

NOTE: Remember, consistency in design is vital to a presentation; the above steps are only an exercise.

WORKING WITH THEME COLORS Theme colors consist of the different colors used in the design of the slide – colors for background, text and lines, shadows, title text, fills, accents, and hyperlinks. A presentation's theme colors are determined by the theme that is applied. The theme is first applied with the default theme colors, but additional theme colors are available to select from – all designed for that theme. Theme colors can be applied to one slide, selected slides, and all slides, as well as to notes and handouts.

To change the theme colors: 1. Select the slides to apply the different theme colors to. 2. Go to the Design tab. 3. Click on the Colors button under the Themes group. 4. Preview the different theme colors by hovering over the different color sets (see Figure

4). 5. Right-click on the theme colors of choice. 6. Select Apply to Selected Slides. The selected slides will display the new theme colors.


Figure 4 - Theme Colors

Adding/Removing Bulleted and Numbered Lists Slides often contain text in bulleted and numbered lists. PowerPoint automatically creates the bullets and numbering as the user types the list. However, the user can add and remove bullets and numbering manually, if desired. The size and styles of the bullets and numbering are determined by the size and style of the corresponding text line. The Bullets and Numbering buttons in the Paragraph group on the Home tab allow the user to add bullets or remove bullets from text. In addition, the user can adjust the indentation of the text line to indicate the different levels of the list.

To add or remove bullets and numbered lists: 1. Open “data.ppt.” 2. Go to “Slide 2” by clicking on the slide in the slides pane. 3. Highlight all the text in the text box. 4. Go to the Home tab and select the down-point arrow on the Bullets button in the

Paragraph group. 5. Click on Bullets and Numbering… (see Figure 5). The Define new Bullet dialog box

opens (see Figure 6). 6. Click on the Picture… button. The Picture Bullet dialog box opens. 7. Type in a subject in the Search Text: text box, or browse to select the picture bullet

desired. 8. Once a bullet is selected, click the OK button.

NOTE: Picture bullets that have a small star icon are bullets that will be animated when running the slideshow presentation.


Figure 5 - Bullets Options

Figure 6 - Define New Bullet Dialog Box

9. Highlight the text phrases “Market Share Comparison” and “Long-term Debt Comparison.”

10. Click on the Increase List Level button on the Home tab in order to make the text a level lower than the rest of the text.

Inserting Clip Art Clip Art is a name used for the collection of various images that Microsoft Office comes with when it is installed. Inserting Clip Art into a slide can help illustrate the theme of the presentation. To insert Clip Art simply follow the steps below.


To insert Clip Art: 1. Go to “Slide 3”. 2. Click on the Insert Clip Art placeholder on the slide.

The Clip Art task pane will open (see Figure 7). 3. Type “company” in the Search for: text box Click the Go

button. 4. Select a picture from the results. 5. Click the OK button. 6. Resize the clip art by clicking on the black boxes around

the border and dragging away from the image to make it larger.

NOTE: Under the Clip Art task pane, one or more collections can be selected to search in the Search in: drop-down list.

Creating Basic Charts PowerPoint allows users to incorporate charts into their presentations without importing them from other applications. The full functionalities of Excel 2007 charts is accessible in PowerPoint because once a chart is inserted, the Excel application is launched to create the chart. When a chart in PowerPoint is created or edited, additional Chart Tools are available to give more options for the chart.

CREATING A CHART To include a chart on a slide, the users can select a slide layout containing a chart placeholder such as in the “Title & Chart”, “Chart & Text”, or “Chart” layouts. Once the chart has been created, Excel 2007 is launched, in which the users can enter the values. By default, Excel inserts sample data into the worksheet. Users can replace the sample data with the values they want to graph. To create a chart:

Figure 7 - Insert Clip Art Task

Pane

1. Go to “Slide 4”. 2. Click on the Chart button in the middle of the slide. 3. Select a Chart Type and Sub-type. 4. Click the OK button. 5. Once the chart has been created, Excel 2007 is launched where the values to be charted

are entered. 6. Replace the default data with different data. 7. Exit out of the Excel window.

Changing Chart Type Users can change the chart type of an existing chart. PowerPoint offers several different chart types with multiple variations of each. Changing the chart type allows users to select the best available chart type to suit the presentation.


To change the chart type: 1. Go to “Slide 5”. 2. Click on the chart to select it. The Chart Tools contextual tabs will appear. 3. Click on the Design tab. 4. Click on the Change Chart Type button. The Change Chart Type dialog box will come

up (see Figure 8). 5. Choose a Chart Type button found on the left-hand column (see Figure 9). Select a

chart Sub-type on the right. 6. Select the OK button.

Figure 8 - Change Chart Type Dialog Box

Figure 9 - Chart Type List

CREATING AN ORGANIZATION CHART An organization chart displays a hierarchical relationship within an organization. An organization chart consists of shapes and connecting lines. Each shape contains the name and position of one person. The lines (connectors) between shapes represent relationships between people in the organization. Generally, the shapes closer to the top of the chart represent a higher position in the organization. For example, the company president or CEO normally appears at the top of an organization chart, and any vice-presidents or departmental managers appear in shapes at lower levels.

In PowerPoint 2007, an organization chart can be created by clicking the Insert SmartArt button in the Illustrations group of the Insert tab.


Figure 10 - Choose a (Hierarchy) SmartArt Graphic Dialog Box

To create an organization chart: 1. Go to “Slide 6.” 2. Select the SmartArt button on the Insert tab in the Ribbon. 3. Select the Hierarchy button on the left hand column (see Figure 10). 4. Select a Hierarchy type of graphic (see Figure 12). 5. Once created, select the top shape to add text. 6. Type “Douglas Brown.” 7. To move to the next line, press the [Enter] Key. 8. Type the title “CEO” in the same shape. 9. To add more shapes to an organization chart, select the manager (top) shape. 10. Select the down-pointing arrow on the Add Shape button on the Smart Tools Design

contextual tab (see Figure 11).

Figure 11 - Add a Shape Button

11. Select Assistant. NOTE: PowerPoint provides three types of additional roles.


Figure 12 - SmartArt Hierarchy Graphic

Animating Objects, Text, and Slides Animation effects can help introduce individual lines of text into a slide during a presentation. Users can apply animation to text boxes, graphics, tables, or charts inserted as objects, by selecting the object in the Normal or Slide Sorter view and using the Animations tab or the Custom Animation task pane.

CUSTOM ANIMATION PowerPoint allows slide objects (text, clip arts, graphics, charts, etc.) to be animated.

To use custom animation: 1. Select the Hierarchy graphic. 2. Select the Animations tab. 3. Select the Custom Animation

button (see Figure 13) and the task pane should appear on the right.

4. Select the Add Effect button (see Figure 14).

Figure 13 - Custom Animation Button

Figure 14 - Custom Animation Pane


Printing Slides and Handouts PowerPoint provides a variety of methods for printing slides, speaker notes, handouts, or presentation outlines, depending on the features available to the printer. They can be printed in color, black and white, or shades of gray. Printed copies are particularly useful during the initial design phase to judge the design and content or to use the copies as layout sheets. This section demonstrates how to print slides and handouts.

To print all slides: 1. Select the Office Button. 2. Select the Print… command. The Print dialog box opens. 3. Select “Slides” in the Print what: drop-down list. 4. Click the OK button.

To print selected slides: 1. In the Print dialog box, select the Slides option button in the Print range section. 2. Enter the page number(s) of the slides to print in the text box. 3. Click the OK button.

Select what to print: slides, notes, handouts, or outlines

Specify color or grayscale

Specify selected slides

Specify number of copies

Figure 15 - Print Dialog Box To print presentation handouts:

1. Select the Office Button. Select the Print… command. 2. Under the Print what: drop-down list, select “Handouts”. 3. In the Slides per page box, select “6”.


To print multiple number of copies: 1. Click the Arrow button to adjust the number or simply type the number in the box. 2. Check the Collate box.

NOTE: If the Collate box is checked, PowerPoint will print all pages of each copy before starting the next copy. Otherwise, PowerPoint prints all copies of the first page of the printout, then all copies of the second page, etc.

Effective vs. Ineffective PowerPoint Slideshow Two examples are provided below to differentiate a good PowerPoint presentation from a bad one. Look carefully to examine the differences and their effect.

Look for: • The overall color selection. A lighter color is more comfortable for the audience; dark

colors are relatively hard to see. • Title and content placements are consistent throughout the good slideshow. • Fonts and styles are consistent throughout the good slideshow. • Numbering is used when there is a priority or order. • Bullets are used when just listing main points. • Hierarchical chart is color coded by level in the good example. • Each piece of the pie chart is clearly labeled. • The bad example, in slides 1 and 3, contains unnecessary graphics. • Unnecessary animation in the bad example (recall from workshop).

Figure 16 - Example of an Ineffective PowerPoint Presentation

Effective vs. Ineffective Presentation Sample Scripts Two sample scripts are provided below, one good and one bad. The content is an overview of the scenario discussed in the previous workshop and is a supplement to the slideshow.



1. Introduction:

Effective:

o Good morning, everyone. My name is XXXX. I am an MBA student conducting a

marketing project. Today, I will present a Marketing Plan for Campbell, which is one

of the most important companies in the soup industry. (Introduction and theme of

your presentation)

o The purpose of this presentation is to review Campbell’s performance in the last three

years and provide future recommendations. (Purpose and topics that will be discussed

during the presentation)

o By implementing those recommendations, Campbell will be able to increase its

market share by 2% and its revenue by 15% by December of 2005. (Significant facts

to reinforce the importance of the presentation)

o If you have any questions, please save them for the end of the presentation. I’ll be

glad to discuss your questions with you afterwards. (Rules of your presentation)

Ineffective:

o Hi guys! Today I will present a Marketing Plan for Campbell Soup. (Informal

English, no introduction)

o The topics you will see today (our agenda) are: introduction, environment,

financial performance, strategic recommendations, summary, and sources. (Too

long, only read word by word from the slide, used “you” instead of ‘we”, and

should have focused on the main purpose of the presentation)

o Now, if you don’t have any questions, I’ll get started talking about the

introduction of the Marketing Plan. (No significant or statistical facts, no rules of

presentation)

2. Body - Transition:

Effective:

o From the introduction and overview I’ve just given to you, you may already have a

general idea about Campbell’s background, its goal and target consumers, and its

major marketing strategies. To understand the company’s advantages and

disadvantages, let’s take a look at the financial data of Campbell soup. (Intermediate

summaries)

Ineffective:


o OK, since we’re done with the introduction and overview, I’ll move on. (No

intermediate summaries and lack of transition)

3. Conclusion:

Effective:

o Today, I’ve given you an overall Marketing Plan for Campbell’s Soup. We’ve

identified Campbell’s internal and external situation, including the company’s

background, its major strategies, its financial analysis, competitors’ performance, and

the market trend of the industry. By studying Campbell’s strengths and

opportunities, we proposed a couple of strategic recommendations. (Wrap up) o We believe that through implementing these recommendations, Campbell will be able

to increase its market share by 2% and its revenue by 15% by December of 2005.

(Reinforce the importance of the presentation) o Here are some sources, where we retrieved the information to accomplish the

presentation. If you’re interested in more details on Campbell’s soup, you’re very

welcome to research these Web sites. Also, the handout I gave to you contains this

slide, so you don’t need to write down the Web sites yourself. (List the sources of

your research) o Thank you very much for your attention today. Now, if you’ve got any questions,

please feel free to ask. I’ll be very glad to help you. (Never forget to ask whether

your audience has any questions)

Ineffective:

o We’re pretty much done with today’s presentation. Here’s a brief summary of the

things you have seen. You can also refer to it in the future on the handout I gave to

you. (No wrap up)

o All right, thank you very much for your attention today. If you don’t have any

questions, you can feel free to leave now. (No source, no encouragement for the

audience to ask questions)


Appendix A

Three Stages of Making an Effective Presentation Being able to give a presentation that can impress an audience is a skill that is essential in becoming successful both in the academic and real world. Though public speaking may seem frightening, it is a skill that can be refined through time. This text focuses on the process of creating, preparing, and delivering an effective presentation.

STAGE 1: CREATION The steps involved in the preparation process tend to be overlooked by many people. However, these steps are considered crucial for a successful presentation.

Selecting a Topic Whether a particular topic for a presentation is given or selected, in either case, the topic must be clearly and precisely stated to avoid preparing irrelevant information. For example, the topic of “Cancer” is very broad, which would make it difficult to collect relevant information. However, the topic “Breast Cancer among American Women” is more specific and easier to research.

Setting Clear Objectives and Specific Goals In simple terms, objectives are the purposes and goals of a presentation. It is very important that the objectives be clearly defined because they determine the structure and the flow of a presentation. One should define the objectives of a presentation by asking “What is the main message of this presentation?”, “What must be achieved?”, and “What do I want the audience to walk away with?” For example:

Purpose: The purpose of this presentation is to review the sales data of the 1st quarter and discuss the sales forecast for the 2nd quarter. Goal: To motivate the sales crew to increase sales in the 2nd quarter.

Conducting Research One must conduct thorough and up-to-date research of the topic. Since information is often updated in all topic areas, the risk of having outdated, misleading, and flawed presentations is always present. The more research is done, the more knowledgeable and confident a speaker will become. As research is being conducted, keep in mind the purpose and scope of the presentation so that irrelevant information will not be included.

Audience Analysis Audience analysis allows the presenter to know the needs and experience level of the audience, so that a presentation can be made relevant to them. Find out who the audience members are, what they want to know, and how and why the presentation will be useful to them. Build the presentation based on information that will appeal to the audience. For example, a speaker might not use the same approach (e.g., style, description, graphic) when presenting to a CEO vs. colleagues. If an audience analysis cannot be done in advance, find out what the group knows by asking questions or asking for a show of hands during the presentation.

Creating an Outline After the objective has been defined and research is conducted, organize the information by creating an outline. Make sure to include the introduction, body, and conclusion. Also, prepare graphs, charts, and tables, if necessary. Don’t forget to give credits to all the sources used.

• Introduction: “Tell the audience what you are going to tell them”


List the agenda, purpose, and goal(s) of the presentation. Use this time to grab the attention of the audience by telling them some significant facts to reinforce the topic.

• Body: “Tell the audience” Pick important points of discussion and stick to those major points. Audience retention level varies, therefore use explicit transitions and make intermediate summaries. Provide examples, comparisons, rhetorical questions, and humor (only if necessary).

• Conclusion: “Tell them what you have told them” In this phase, wrap up the presentation by reviewing important points. Give the audience a repetition of the introduction with a sense of closure. Thank the audience for their time. Ask for any questions and possible follow up.

Using Microsoft PowerPoint 2007 Microsoft PowerPoint 2007 organizes ideas, represents data in charts, adds graphics and multimedia effects, creates handouts, allows for timed rehearsals, takes meeting notes, and conducts presentation conferences across a network.

Depending on the presenter’s PowerPoint skills, a blank presentation, Templates, or Themes can be used to get started. Blank presentations give total control over the content and formatting of each slide. Create your presentation quickly and easily by using Templates (template: A file or set of files that contains information about the theme, layout, and other elements of a finished presentation). Office PowerPoint 2007 templates include different themes and layouts, including most of those that existed in the AutoContent Wizard. Templates give you a starting point and make it easier to complete your presentation quickly. Finally, the Themes consist of predefined presentation templates upon which presentations can be built.

Whichever option is used, make sure to utilize the appropriate formatting to reinforce the message. Font style, font size, slide background, color scheme, and other major elements need to be consistent throughout the presentation.

Inserting Content After choosing the appropriate template and formatting for the presentation, the content (including text, graphics, charts, tables and/or appendices) should be inserted. Make the content short and precise. Using bullets and/or numbered lists helps keep the slide from being overcrowded. Graphics and charts should be used only when appropriate. Experience is needed to deliver the message smoothly and effectively through graphics, charts, tables, and animation effects.

Using Appropriate Media with Skill Besides the PowerPoint presentation, other multimedia such as videos and demonstrations can make a presentation lively.

Prepare Additional Materials For future reference, provide the audience with additional materials, such as handouts, supporting documents, product samples, etc.


Confirmation Process As Murphy's Law states, “Anything that can go wrong, will go wrong.” Therefore, the confirmation process will ensure that the presentation is complete and accurate. The steps included in the final process of the Creation Stage are:

a. Check the content and the formatting of the presentation: • Make sure the purposes and goals of the presentation are clearly stated. • Ensure all the necessary content is covered in the presentation. • Make sure the formatting is consistent and correct. • Make sure the animations and other special effects are not excessively applied. • Use spelling and grammar check to ensure the presentation is free of errors.

PowerPoint provides a style checker, which scans a presentation and corrects errors in punctuation, capitalization, and spelling.

b. Check the computer to be used: Make sure the computer that will be used on the day of the presentation has the same features/capabilities as the computer used to create the PowerPoint presentation. Some computers may not display certain types of fonts, graphics, animation effects, etc.

c. Back up data: Back up data on a floppy or zip disk. It is always wise to have a backup in case something unexpected happens to the original data. Remember to take the backup disk to the presentation.

STAGE 2: PREPARATION Once the presentation is created, the next step is to get ready to deliver the presentation.

Rehearsals It is very important that presenters review their presentation several hours or days before the presentation by reading each slide aloud to assess the flow of ideas. It is recommended that the presentation be given to someone that can offer constructive feedback. When practicing, time a rehearsal using the Rehearsal Timing feature in PowerPoint. If more than three minutes is taken to present a slide, consider dividing it into two slides. In addition, prepare flash cards as a contingent plan in case of an unexpected event.

Sleep Prior to the presentation day, get enough sleep.

Dress for the occasion Depending on the kind of presentation and the type of audience, dress accordingly. More often than not, a professional look leaves a good first impression on the audience.

Arrive early • Arrive early to check the equipment (computer, speakers, microphones, etc). • Make sure that the lighting is appropriate. • Do a final “on-site” practice run. • If planning to distribute handouts and other materials, arrange them in a way that they can

be easily accessed.


STAGE 3: DELIVERING AN EFFECTIVE PRESENTATION In order to make sure all the hard work that you have done well accomplished, below are the guidelines that you can follow in order to deliver an effective presentation.

At the Beginning of the Presentation • Introduce self, title, and background if necessary. • Explain ground rules (e.g., “Questions should be saved until the end of the presentation.”) • Clearly specify the agenda and purpose of the presentation. • Use the PowerPoint slide as a guide. Don’t read slides word for word. • Involve the audience by asking questions.

o Ask open-ended questions that elicit ideas, (e.g., “What do you think about the new product?” or “Can you give us an example?”).

o Ask if anyone else has a point of view to share with the rest of the participants. o Ask about participants’ expectations.

Presentation Tips • Start the presentation on time. • Distribute materials like handouts and supplementary materials at the beginning of the

presentation. Paper shuffling distracts the audience. • Have confidence in the message. The presentation style also counts. • Eye Contact – Look at:

o The entire group – use sight to include the audience. o The key decision maker – an affirming look shows confidence.

• Body Movements – Gestures: o Move naturally as you would in a conversation – speech is nothing more than talking

to a bunch of people. o To reinforce an idea – repeat, repeat, repeat, but do not overdo it. o To change mood or pace – have some variation touches in the presentation to delight

and keep awake the audience. o To draw attention to and from the visual aid – physical movement helps keep the

audience focused. • Voice – Effective pitch:

o Volume o Rate of Speed o Filler Words – e.g. avoid saying “humm”, “like”, “you know” between sentences

• Poise – Standing/sitting: o In a relaxed and professional manner o Comfortably upright

• Handling Questions: o Listen to questions carefully. o Look directly at the person while the question is being asked. o Repeat/rephrase questions to the audience. o Clarify vague questions. o Keep answers in line with presentation objectives. o Do not answer a question when the answer is not known. Inform the audience that

the question will be investigated and that you will get back to them at a later date.


Reminders Key elements that presenters should be aware of when giving a presentation and when critiquing others include:

• Providing an appropriate amount of information in the time allocated • Demonstrating knowledge about the subject • Responding to the questions clearly • Maintaining good eye contact • Using proper tone of voice • Ability to involve the audience and retain their attention


Appendix B

TECHNICAL CHECKLIST FOR CREATING A POWERPOINT PRESENTATION The following checklist highlights key elements to look for when identifying and correcting errors in PowerPoint slides. Use this checklist to see if any of the listed common error areas have mistakes.

1. Slide Layout: Slide layout determines how the content is arranged. There are various elements to arrange, such as the Section Header, Comparison, Picture with Caption, and Vertical Title and Text layout.

2. Theme: A theme consists of various predefined presentations. It employs consistent background color, graphics, font size, font color, etc. A carefully chosen design template will give a presentation a professional and consistent look.

3. Color Schemes: Make sure the color and the color scheme is relevant to the content. Extreme color may not be pleasant to the audience. Choose color combinations that make text easy to read.

4. Formatting Consistency: Fancy is not always better. Stick with simple fonts. The content of a presentation should follow consistent formatting features. Verify if the following major elements are consistent throughout the PowerPoint slides: • Font (e.g., Times New Roman, Arial) • Font size (e.g., 12 point font size) • Font style and effect (bold, italic, underline, shadoww, superscript, and subscript) shado• Font color • Text alignment (left, centered, right, and justified) • Bullets and numbering style • Size of tables, graphs, pictures, etc.

5. Amount of information per slide (text and graphics): Each PowerPoint slide should only include key points, not scripts. Remember that the presentation is for the audience to “see”, not to read from. • Avoid overwhelming information, fancy pictures, and unnecessary graphics • Keep words large enough (at least size 24) • Limit the number of words on a page • Avoid paragraphs • Use bullet points, but limit to six or less per slide • Each bullet should have eight words or less • Limit graphics to 1-3 per page. Too many graphics can be distracting.

Slides are designed to supplement the presentation. Keep it simple, and don't read the presentation word for word from the slides.

6. Charts: A chart is a pictorial representation of data. The chart used depends on the type of data and the goal that is to be achieved. When constructing a chart, consider the following key elements: • Chart type (e.g., column, bar, and pie)


• Legend (the small box identifying the data series used in a chart) • Formatting (e.g., bars, pie slices, axes, and gridlines) • Size • Title • Source (be aware of the copyright of a chart if retrieving from the Internet)

7. Organization Chart: An organization chart is used to display a hierarchical structure. When constructing an organizational chart, consider the following key elements: • Include only names and titles of individuals • All the contents must be visible within the box • The chart must fit within one slide • The proper selection of boxes to represent the correct hierarchy (i.e., managers and

employees should not be placed on the same level, unless otherwise specified) • The proper formatting is applied

8. Animation effect: Special effects will give the presentation a dynamic and interactive effect. Make sure they have a purpose. Otherwise, it will tend to be distracting. Keep in mind that inconsistent animation effects and inappropriate background sound are also distracting. • Consistent animation • One transition for all slides

9. Spell check and grammar: The audience will always appreciate an error-free presentation. • Check for spelling errors • Check for grammar errors

10. Handout: Most people do not retain information at the same level. Therefore, provide the audience with handouts and/or notes for future reference.

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