Delivering Professional Presentations with PowerPoint

XP Delivering Professional Presentations with PowerPoint “Tell the audience what you are going to tell „em. Then tell „em what you told „em.” — Dale Carnegie Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 1 XP Chapter Introduction • PowerPoint  Practical and potent tool for creating and delivering • • • business presentations  Creates presentations that combine essential content with professional design  Can combine text, graphics, sound, and video To go to level 1, click here To go to level 2, click here To go to level 3, click here Succeeding in Business Applications with MS Office 2003 Section 1, Chapter 4 2 Level 1 Objectives: Planning a Presentation XP • • • • Use the AutoContent Wizard to create a presentation Modify the design and the slide master Add objects to slides to add interest and clarity Prepare and run the presentation Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 3 Determining Your Purpose and Audience XP • • • • • Balance your own needs with those of your audience Formal or familiar presentation Age range of the audience What do they already know about the topic? What do you want them to learn? Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 4 Structuring a Professional Presentation XP • Create a plan  Introduction • Foretells content and inspires audience to listen  Body (middle) • Flows logically; points united by reasonable transitions  End • Summarizes main points • May offer recommendations or include a call to action • Manage your time during the presentation Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 5 XP Audience Bill of Rights* • • • • • • • Respect your audience Adhere to a schedule Make content matter Make visuals clear Be flexible Deliver with style End emphatically * From Say It with Presentations by Gene Zelazny Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 6 XP Presentation Tips • • • • • • Make sure slides are legible Augment with graphics and sound without distracting from purpose and content Be conservative with sound, animation, and color Use text sparingly Use visuals and stories to convey your message Be prepared for technological failure Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 7 XP Delivering Your Presentation Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 8 XP Creating Content Using the Autocontent Wizard • • Choose a presentation template (design and suggestions for content) Replace suggested content in each slide with your own content Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 9 XP Using the Autocontent Wizard Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 10 Categories of Presentations in AutoContent Wizard XP Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 11 XP Results of Autocontent Wizard Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 12 XP Customizing a Design Template • • • • • Change color scheme Change background Use the slide master Add graphics Choose fonts that will display correctly in your presentation Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 13 XP Changing the Color Scheme Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 14 XP Changing the Background Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 15 XP Using the Slide Master • • Makes uniform changes to formatting of entire presentation Changes to one slide (the master) apply to all slides in the presentation  Customize bullets  Add clip art to background  Add logo to title slide Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 16 XP Adding a Graphic Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 17 XP Changing Colors and Fills Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 18 XP Completed Slide and Title Masters Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 19 Choosing Fonts to Enhance Your Presentation XP • • • • • Don’t sacrifice readability for style Use fonts that match tone and purpose of presentation Be consistent; limit number of fonts to two or three Use underline, italic, and bold features sparingly Do not use fonts smaller than 18 point Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 20 Choosing Fonts to Enhance XP Your Presentation (continued) • • • Choose font colors with enough contrast to stand out on the background Choose standard fonts installed on computers running Windows so they will display correctly Embed fonts to ensure they can be viewed and edited on other computers Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 21 XP Embedding Fonts Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 22 XP Modifying Text on a Slide • • • • Outline tab vs. slide view Add bullets by pressing Enter at end of a line Promote and demote bullets with Tab and Shift+Tab Move text with Cut, Copy, Paste, or drag Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 23 XP Working with Slide Layouts Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 24 XP Embedded and Linked Objects • Created in one program; inserted into another  Embedded object • Does not reflect changes to original source file (static)  Linked object • Reflects changes made to source file (maintains connection between original file and linked object) • Links between source file and PowerPoint presentations must be maintained Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 25 XP Embedded and Linked Objects Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 26 XP Updating Links Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 27 XP Creating Drawings and Diagrams in PowerPoint Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 28 XP Creating a Summary Slide • • Automatically created from slide titles of each presentation slide Select slides, then click Summary Slide button on Slide Sorter toolbar Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 29 XP Running the Slide Show • • Slide Show button Ways to advance  Spacebar  Click left mouse button  Enter key  Right Arrow key • Ways to navigate to a specific slide  Type slide number and press Enter  Right-click on current slide, point to Go to Slide on shortcut menu, click slide from list Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 30 XP Level 1 Summary • • • Basic skills for conveying ideas to your audience  Planning and designing a presentation Using ready-made PowerPoint templates to create simple presentations Customizing presentations using slide designs and varying colors and fonts Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 31 Level 2 Objectives: Adding Emphasis to a Presentation XP • • • • Apply an animation scheme to a presentation Add transitions to slides Add custom animation to objects on slides Add sound to the presentation Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 32 XP Using Animation Schemes • • Animation  Objects appear one at a time instead of all at once Animation scheme  Preset style of animation applied to title and bullet points  Apply to one slide, several slides, or all slides  Saves time and imparts consistency and symmetry • Custom animation  Animate objects on a slide one at a time  Apply different animations to different objects  Animate objects other than slide title and bulleted text Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 33 XP Using Animation Schemes Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 34 XP Changing Slide Transitions Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 35 Using Custom Animations to Emphasize Key Points XP Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 36 XP Including Multimedia Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 37 XP Level 2 Summary • Making more dynamic presentations by:  Adding multimedia (sound and video)  Linking files from other programs to be displayed in the slide show  Using animation and transitions Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 38 Level 3 Objectives: Delivering a Presentation XP • • • • Record narration for self-running presentation Set up presentation to run on its own at a trade show or via the Web Use the Package for CD feature Print handouts and speaker notes Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 39 XP Recording Narration for a Self-Running Presentation Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 40 XP Running in a Continuous Loop at a Trade Show Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 41 Delivering Presentations via the Web XP Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 42 XP Packaging a Presentation on a CD • Package for CD option takes the worry out of taking your presentation on the road  Links all necessary files  Embeds all fonts  Includes the PowerPoint Viewer (in case the computer on which you run your presentation does not have PowerPoint) Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 43 XP Using the Package for CD Option Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 44 XP Using the Package for CD Option Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 45 XP Printing Handouts and Notes • • Handouts  Audience can be more attentive with a copy of the presentation Notes  Excellent planning tool for the presenter Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 46 XP Printing Handouts Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 47 XP Creating and Using Speaker Notes Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 48 Changing the Pointer While Running a Presentation XP • • Right-click on screen while presentation is running Point to Pointer Options on shortcut menu Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 49 Changing the Pointer While Running a Presentation XP Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 50 XP Level 3 Summary • • How to prepare your presentation for different venues Creating stand-alone presentations that can be delivered without a speaker  Adding narration  Running the slide show in a continuous loop • • Using the Package for CD option Creating customized notes and handouts Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 51 XP Chapter Summary • How to plan, create, and customize a persuasive presentation for delivery in a variety of formats Section 1, Chapter 4 Succeeding in Business Applications with MS Office 2003 52