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Using PowerPoint Effectively
© 2013 Adobe Systems Incorporated. All Rights Reserved. Adobe Confidential.

presentation

presentation
noun
• the organization of visual details to create an
overall impression
• a verbal report presented with illustrative
material

Topics to be covered
Tailoring presentations for audience
Slide Design
• Types of Slides
• Data Slides
• Impact/Conclusion Slides
• Contrast
• Color
• Background
• Font Size
• Font Type
• Animations
• Reducing bullet points

with great presentation skills comes
great success

How can we make impressive slides?

lets follow some guidelines

Before that, let’s assess ourselves on how good
our PowerPoint skills are
Exercise:
Make a 3-slide deck on the following
• ‘An activity/game/sport you are
passionate about’
• You’ll be given 10 minutes for this
• Feel free to use your creativity to the hilt
• Keep in mind that simplicity is the key
• Even a layman must be able to
understand the content of your slides

Time Estimate for Developing an important Presentation – What experts
say
Time
(hrs)
Activity
6 Research and collect input from the web, colleagues,
and the industry.
1 Build an audience-needs map.
2 Generate ideas via sticky notes.
1 Organize the ideas.
1 Have colleagues critique or collaborate around the impact
the ideas will have on audience.
2 Sketch a structure and/or a storyboard.
20 Build the slides in a presentation application.
3 Rehearse
36 Total

Understand your audience

How to make the most of PowerPoint
 DESIGN:
 • Text
 o Maximum five lines of text per slide
 o No more than 20-25 words per slide
 o Mix upper and lower case letters
 o Slides should not contain complete sentences
 o Use short bullets that emphasize or reinforce what you are discussing
 o 10 Second Rule – If it takes longer than 10 seconds to read the slide there is too
 much content
 • Font
 o Use easier to read sans serif fonts such as: Arial, Tahoma, Verdana
 o Avoid serif fonts such as: Courier, Times New Roman, and Garamond
 o Use 44 font size for headings
 o Use 38 font size for bulleted points
 o Minimum of at least 28 size font
 o Remember person in back of audience must be able to read text
 • Color
 o Avoid using black and white for the color of all slides
 o Avoid background colors like red, yellow, and white
 o Use dark background colors like blues and greens
 o Always use bright colors for lettering such as white, yellow, and bright orange
 o When designing charts make sure to use a contrast of colors
 o Recommended that you use between 3-6 colors per slide
 o Use color to help separate concepts.
 o Highlight important information
 o Presentations may look different when using an LCD projector. You may want to
 test slides ahead of time

How to make the most of PowerPoint
 DESIGN:
 • Text
 o Maximum five lines of text per slide
 o No more than 20-25 words per slide
 o Mix upper and lower case letters
 o Slides should not contain complete sentences
 o Use short bullets that emphasize or reinforce what you are discussing
 o 10 Second Rule – If it takes longer than 10 seconds to read the slide there is too
 much content
 • Font
 o Use easier to read sans serif fonts such as: Arial, Tahoma, Verdana
 o Avoid serif fonts such as: Courier, Times New Roman, and Garamond
 o Use 44 font size for headings
 o Use 38 font size for bulleted points
 o Minimum of at least 28 size font
 o Remember person in back of audience must be able to read text
 • Color
 o Avoid using black and white for the color of all slides
 o Avoid background colors like red, yellow, and white
 o Use dark background colors like blues and greens
 o Always use bright colors for lettering such as white, yellow, and bright orange
 o When designing charts make sure to use a contrast of colors
 o Recommended that you use between 3-6 colors per slide
 o Use color to help separate concepts.
 o Highlight important information
 o Presentations may look different when using an LCD projector. You may want to
 test slides ahead of time
NO

Do not dump data in your slides.
You won’t be listened to.

Tell the
truth
Data
Slide
Get to
the
point
Pick the
right
tool for
the job
Highligh
t what’s
importa
nt
Keep it
simple

12%
10%
8%
6%
4%
2%
0%
Available Fresh Water
Available
Fresh
Water
Fresh water levels fell by 70%. Soon, we will run out of
water to drink
Comparison - Explanation Conclusion

Sales
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
10
8
6
4
2
0
1st
Qtr
2nd
Qtr
Sales
3rd
Qtr
4th
Qtr
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Pie Charts
For showing large
differences in
proportion. Simplifies.
Bar Graphs
For larger data sets.
More precise. Shows
small differences too.

You want to show how Adobe NOIDA has a lot more employees
than Adobe Bangalore.
Which one would you choose to emphasize the vast difference?
Employee Strength
1400
1200
1000
800
600
NOIDA
Bangalore 0
400
200
Employee Strength
NOIDA
Bangalore

You want your boss to choose the most recommended consultant.
Which one of the following would you choose to represent the
data?
Consultants
Step Consulting
Middle Earth
Consultants
Planman
Consulting
Navgati
Associates
27.5
27
26.5
26
25.5
25
24.5
24
23.5
23
22.5
Consultants
Step
Consulting
Middle Earth
Consultants
Planman
Consulting
Navgati
Associates

Which one would you choose if you wanted the audience to
compare Q1 and Q2?
10
8
6
4
2
0
1st
Qtr
2nd
Qtr
Sales
3rd
Qtr
4th
Qtr
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
10
8
6
4
2
0
1st
Qtr
2nd
Qtr
3rd
Qtr
4th
Qtr
Sales
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr

Effective
Slides
Arrangement
Visual
elements
Movement

Contrast

Good contrast between the
background and the text color makes
for comfortable reading

In a presentation on the importance of non-conventional
energy, which one would you choose if you want to illustrate
the production of thermal and solar power over a period?
And why?
1000
800
600
400
200
0
5/1/2002
8/1/2002
11/1/2002
2/1/2003
5/1/2003
8/1/2003
Thermal
power
Solar
Power
1000
800
600
400
200
0
5/1/2002
8/1/2002
11/1/2002
2/1/2003
5/1/2003
8/1/2003
Thermal
power
Solar
Power

Some illustrations of how contrast can be used to emphasize
on your point
size shade
India
UK
Peru
Chile
3 Idiots
color
Khiladi
786
Ek Tha
Tiger
Dabangg
Gujarat Kerala Nagaland Virginia

Your choice of colors must be appropriate to the sensibilities
of your audience, the subject of your presentation and the
industry you belong to.
Unfortunately, we
couldn’t help the
Earthquake victims and
they died
Unfortunately, we
couldn’t help the
Earthquake victims and
they died
Asian Paints is the best
solution for your new
house. We have
thousands of colors for
you to choose
Asian Paints is the best
solution for your new
house. We have
thousands of colors for
you to choose
x
x

Color Wheel explained

What could be the reason of the color of the logos?

background

The
background
must complement
the theme of your
presentation
Do not include a
background if you think it
might not be necessary

adobe adobe
serif sans
serif
• Used in documents
• For extensive reading
• Eg: Times New Roman, Garamond,
Bodoni
• Used for headings
• For short sentences
• Eg: Adobe Clean, Arial, Verdana,
Calibri
In PowerPoint, prefer Sans Serif fonts

Take Care of Font
Size

Of course you don’t want to tell
your audience, “Yeah you might not
be able to read it, but…”
Ensure that the font size is large
enough that far-seated audience
can read
X

Growth
Progressive
Positive
Reversal
Regressive
Negative
Falling on the ground
Natural
To emphasize conformity
Against gravity
Unnatural
To emphasize rebellion,
flight, moving away
Animation - Objects

Reducing Bullet Points - Improvization
Step 1 Step 2 Step 3
• In 1990, 7% of the
Earth’s water was
fresh.
• It’s just 4% now in
2013.
• In 10 more years, we’ll
run out of water to drink
Fresh Water Content
• 1990 - 7%
• 2013 - 4%
• 10 more years – 0~1%
Reduce or remove the need for bullet
points as much as possible

Use these keys to blank out the
screens white and black

Because when you’re talking, their
eyes must be on you, not the slides!

USE PICTURES

Sometimes you are compelled to use background images that
don’t allow text to be clearly visible, like the one in this slide. In
such cases, you can use semi transparent text boxes.
Instructions:
1. Create a text box.
2. Enter text.
3. Right-click the text box, and go to ‘Format
Shape’
4. Go to the ‘fill’ tab and select ‘Solid Fill’
5. Select the color of your choice, preferably a
dark color
6. Increase the transparency to anywhere
between 20-50%
7. Change the font color to ‘White.’

Sometimes, you can use a PENCIL and
BOARD when you have to illustrate a
trend, just to pass off as possessing
mastery over the subject.
Your audience will be impressed!

Templates

Try to avoid using PowerPoint
provided templates

Let’s again assess ourselves on how good our
PowerPoint skills are, after this session
Exercise:
Again make a 3-slide deck on the following
• ‘An activity/game/sport you are
passionate about’
• You’ll be given 10 minutes for this
• Feel free to use your creativity to the hilt
• Keep in mind that simplicity is the key
• Even a layman must be able to
understand the content of your slides

Hope we helped you

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