Back in the prehistoric ages, Neanderthals resorted to cave drawings to tell bedtime stories or to announce marriages. Microsoft PowerPoint is the modern-day equivalent of cave art; the objective remains unchanged, but its efficiency can be questionable. That’s because there are so many bells and whistles that can easily distract the audience from the speaker. We’ve compiled some tips to help you fully utilize Microsoft PowerPoint for your next presentation and those to come.
The audience doesn’t want to see the speaker’s cluttered desktop or unread emails as the PowerPoint presentation is being set up. Simply name the file with a .PPS or .PPSX file extension and voilà! Bypass the editing mode and start the show with a double click and end it with the Esc key.
Audience members have the tendency to lose focus or drift away when presentations are longer than usual. If you suspect audience members are starting to lose focus, hit the B key for a complete blackout or the W key for a total whiteout. Then hit any key or click the mouse to return to the slides – this technique helps get the eyes back on you, where they belong.
Both Steve Jobs and Tim Cook agree that bulleted lists aren’t the ticket. A better way to create lists is to drop each item in one at a time, if possible, next to a big image that is the main focus of your presentation. Don’t forget to talk about each individual list item, but not with bullets.
Jazz up presentations by including images or memes that’ll make the audience laugh instead of doze off. Head to the Insert tab and select Online Pictures; you’ll see Office.com Clip Art, Bing Image Search, Flickr, OneNote and even Facebook. The vast pool of online imagery is now at your disposal.
The challenge doesn’t lie in inserting the chart into the presentation, but in making it interesting. Enter chart animation. After inserting the chart, click the Animations tab and activate the Animations pane. From there, click Add Animation. Pick an animated effect. Then, in the Animation Pane where you see the entry for the chart’s animation, right click and select Effect Options.
This lets you customize sound and animation timing. But on the final tab—Chart Animation—be sure to change Group Chart from “As One Object” to “By Category.” This makes charts display on screen one element at a time as you click, with bars or pieces of pie arriving one after the other, as if each was its own slide.
Kiosk mode simply plays your presentation on a loop without allowing any human intervention or desktop access. This is ideal for trade shows and kiosks that you’d find in malls. Simply click the Slideshow tab > setup Slideshow > and in the dialog box, click next to Browsed at kiosk. Duration, audio, animation and transitions are fully customizable.
Why confine your favorite tunes to just one slide? Expand it over the duration of your presentation by clicking on the speaker icon that indicates the embedded audio. Look for the Audio Tools above the tabs on top. Now select the new Playback tab, and in the Start section make sure to check the box for “Play Across Slides.” And presto, the audio is played across the next few slides or until the music runs out.
If you are constantly reusing the same element throughout your presentation, the good old Ctrl-C+Ctrl-V is fine, but Duplication is better. Hold Ctrl while you click and drag on the object to create an exact dupe, keep selecting and making dupes and they’ll all space themselves out evenly. You can even dupe entire sets of slides; simply select one or more slides on the left navigation pane, select Insert, click New Slide menu and select Duplicate Selected Slides.
Any element of a PPT slide is animatable. Choose the element, go to the Animations tab, and at the right end of the Animations Gallery, click the down arrow to get “More.” You can choose from many options about how an element appears, gets emphasis, or disappears—but for animated motion, go to the fourth section. If you pick Custom Path, you can get the object to do just about any wild motions you want on the screen before it settles down. Keep in mind that you don’t want an audience with motion sickness.
PowerPoint presentations are complicated — that’s a fact. So is how effective it becomes once utilized properly. If you have any further questions regarding our tips or how to execute them, please feel free to give us a call or send us an email. We’re more than happy to answer all of your questions.