Slide Master View in PowerPoint

One of the few parts of PowerPoint that isn’t quite intuitive is the Slide Master view. Getting to it is easy–go to the View tab–>Master Views group, and click Slide Master.

Then it gets a little more complicated.
To some people it looks as if they never left the Normal view–all that stuff over on the left side looks kinda like their slide show, but it isn’t. So what is it?

Those are the slide layouts you see in the Home tab–>Slides group–>Layout dropdown. In other words, those are the basic layouts you can use to create or give structure to any slides in your show. They’re built-in and always available.

Okay, first question answered. Then what?
Can we change them, or add to them? Sure. Usually the best thing to do is right-click and duplicate one whose setup is close to what you want, and modify the duplicate. Saves time and work. The same right-click gives you the ability to rename or delete one, so there’s your freedom of fiddling.
Wait a sec, though…what about the bigger slide at the top, the one all the others are connected to by the dotted line? Well, that’s the actual SLIDE MASTER, the Big Kahuna, le Grand Fromage (sorry, it slipped in).

And what does he do? His job is to control the appearance of the others. More specifically, the background elements (graphics, company logos, etc.) and the text appearance (fonts, sizes, colors, and so on). NOT the layout of the stuff you put on the slides.
So if you want all your slides to have a consistent appearance (highly desirable in almost all shows, business or other), do the basic visual stuff in the big boy at the top, then create or modify the smaller ones for the way you want the layout of the elements in the slides. And best to do it before inserting content, if you can. Less work on the back end. (Build the foundation before you build the house.)
What about other slide masters and layouts? Can we have more than one set in a slide show? We can. Whether it’s a good idea is another matter–usually one doesn’t want to mix too many slide masters/color schemes/etc. in one show unless they’re variations on one master theme, because it shouldn’t look like a circus came to town, but the program will allow it. So be conservative about such things. But don’t let it stop you from experimenting.

PowerPoint Tips and Tricks

…or, Some Ideas for Good Business Presentations

There are people who believe the joke that says, “We have met the enemy, and he is PowerPoint.” I don’t think so. But it is true that some people, through no fault of their own, don’t know where to start when it comes to creating a good PP presentation. And there are some things anyone can do to create a decent one.

GENERAL IDEAS

According to some sources I’ve seen, an officer in the USMC can brief a dozen subjects in under an hour. While not everyone is quite so succinct, it is a step in the right direction. Keeping the presentation simple and to the point is good. Less is more.

Not everyone in the audience may know the subject matter. Check on this if possible, and plan accordingly.

Format for readability, and for emphasis as needed. (If a company has product branding standards, they should be strongly evident.)

Keep to three or four bullet points per slide, max. More than that is like taking larger bites of food—one can choke. (Mentally, it’s similar to the Gary Larson cartoon wherein the student says, “Mr. Osborne, may I be excused? My brain is full.”) More slides with less content per is better than the opposite—a little at a time.

Make the text big enough to read easily. One of my former colleagues was a Naval aviator and had 20-20 perfect fighter pilot eyes. Not everyone does.

Use sans-serif fonts, like Arial, Helvetica, or Optima if possible—the less complicated letter shapes are easier to read on a monitor or projector screen. And stick to one or two fonts at most. Much less cluttered-looking.

Stick with as few colors as possible, too. Again, less busy-looking—and it won’t look as if the circus came to town. (That product branding thing can be helpful here.)

GRAPHICS, AUDIO, CHARTS

Graphics and audio can take up a lot of room on disk, and time to download, so use them sparingly, like seasoning on a meal.

(Audio can be a megabyte per minute if it’s good quality. DVD-level video can be four megs per second.)

Charts are useful, but they too need to be simple—if there’s a lot of information, create more charts. And make sure you label everything—simply.

This is a pretty good chart.

This isn’t. 😉

Pick the right kind of chart for the data. Pie charts for percentages, column or bar charts for sales figures, line charts for trends, etc. Trying a few different kinds is okay if you want to, but knowing what works for what most of the time gives you a foundation to work from.

Other elements in a chart can help, too. The company logo should be in any company presentation.

Photographs of people involved are also a good idea. (If you need a picture of someone outside the company, find out if you need a release form. Better to find out the easy way.)

TRANSITIONS AND ANIMATIONS

Be careful not to overdo these, either. If you go overboard here, the presentation can end up having the feeling of a Looney Toons cartoon. And that’s usually not desirable, even if the audience has a sense of humor, because it’s a distraction. One or two transitions, alternating, or a few variations on just one, and similar animations  throughout, will be more consistent, yet not boring.

And transitions should be “medium” or “fairly fast” speed—one to three seconds, so the audience can see the change but not be held in suspense (again, not really professional). This also give the presenter time to verbally segue from one to another.

There are a few more points that figure into good presentations, but these are pretty sturdy, and after hearing this sort of stuff bounced around in class for twenty-plus years, I think my students have the fundamentals solidly by now.

What’s New in Microsoft Office 2010 – Part 1 of 6

With every new release of Microsoft Office (or really any software product for that matter) users of a previous version ask themselves the question “should I upgrade?” And, as always, the answer is…it depends. I’ve collected a few of the new features of Office 2010 to hopefully help you make your decision. However, if you’re one of the many folks who didn’t move to Office 2007 because of the new Ribbon interface – you may want to seriously consider Office 2010. It corrects some of the confusion introduced by the Ribbon interface and adds quite a few useful new features as well. In this post, we’ll explore some of the new features that are common to most, if not all, of the Office 2010 applications. (more…)