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Don’t give it all away in PPT

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in Office Technology,PowerPoint Tricks

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Are your PowerPoint presentations essentially a script, chock full of every single detail you intend to present? Or, at the other end of the spectrum, is your "deck” just a set of discussion prompts meant to guide the session, not inform it?

Before creating a PowerPoint presentation you need to make two decisions:

1. What is the goal of your presentation?

2. What should your attendees have in front of them at the session or take away for reference?

Separating the two decisions will help you deliver a higher-quality presentation and more effectively engage attendees. Chances are the handout that best serves the attendees is not the same presentation you will deliver in front of the room.

Chances are, PowerPoint does so much more than you ever imagined ... In fact, there are all kinds of great features you can use to cause your audience to zero in, not zone out. And in today's competitive environment, this is a huge advantage. Make quick, compelling PPTs!

Here are four items that can be eliminated from the attendee copy:

  1. Animations and transitions
  2. Videos and sound
  3. Landing or section pages that do not provide additional information
  4. Dense graphic backgrounds.

There's nothing wrong with creating both a presentation version and a handout version. When you present, keep the handout version in front of you with the same page numbers as the attendee handout, so you can refer to it if necessary. Keep both pieces connected by subtly placing page numbers on the slides to match the handout.

Here are four items to include in the handout version that may not necessarily be in the presentation copy.

  1. Detailed charts and graphs that won't display well on the screen
  2. Note-taking area
  3. Headers, page numbers and copy dates
  4. Additional slides that replace any single slides that use layering of objects and animation.
If long, frustrating hours of trial and error are still your fallback plan when you need to deliver an above-average presentation that includes multimedia elements, this Executive Summary is for you.

PowerPoint Screen Cap

Notes Master is an excellent source when you don't want to use either the Handout Master or the slides themselves. You can include a blank table inside the notes area of the handout copy. Be sure to delete any speaker notes that may have transferred over from the presentation copy. In Notes Master view, it should look like the diagram here.

Test print handouts to make sure that shades are not too light, fonts are not too small and special effects like shadows, glows and beveling do not make the type look fuzzy. Consider printing in grayscale or black and white. You may need to tweak some ob­­jects on the print version to make sure they serve both your content and facilitate understanding by the audience.

Microsoft Certified Trainer Melissa P. Esquibel utilizes her 25-plus years of experience in information technology with a background in training, technical writing and business risk analysis to help you understand the amazing potential of Microsoft PowerPoint. She has edited the transcript of her webinar and included screen caps and graphics – together with 73 screen shots – to guide you in getting the most out of what PowerPoint has to offer.

Just take a look at the Table of Contents to see all you'll learn:

Table of Contents

From Word Outline to PowerPoint Presentation
Fast-Track Content
Clean up an Ugly Presentation

Working with Slide Masters
Why work with Masters?
Editing the Slide Master
Adding a Custom Layout

Creating Custom Themes
book coverFonts
Object Effects
Save a Custom Theme

Incorporating Tables & Charts

Effective Use of Animation
Entrance and Exit Animation
Other Animation Tools: Emphasis & Motion Path

Creating SmartArt
Working with Basic SmartArt
Growing SmartArt
Converting Bullets to SmartArt
Modifying SmartArt


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