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Black Cats of PowerPoint Presentations

Sometimes, in the middle of reviewing a PowerPoint presentation, there comes the anxiety wherein people ask themselves if the slides are enough or overdone. Some even come to a point where they struggle critiquing their work because they spent too much time on it. After so much time and effort, you may wonder if you’ve been efficient or just wasteful.

If, at the end of the day, despite all efforts to make a great presentation, it still doesn’t feel right to say it’s a job well done, here are some signs to help you make that call.

Black Cats of PowerPoint Presentations: clown juggling

Unlucky 7

In rare cases, presentation taboos may be excused when necessary but international speaker and presentation skills expert, John Zimmer, says having too many bullets and texts make no sense when crafting a pitch.

According to him, PowerPoint presentations that follow the 1-7-7 rule, or slides that consist one heading, seven bullets, and seven words, promise boredom and apathy on the part of the audience. Same point goes for the 1-6-6 rule.

Avoid this by using fewer bullet points. When used sparingly, bullets can be effective to communicate ideas and points because they offer convenience to the audience. Bullets help save more time and space to allocate new information. Too many of them, however, does the opposite of that value.

Minimize your use of words. Use communicative graphics and pictures that can replace texts. It’s best to do this in slides that contain messages that you would like your audience to remember.

In this case, the 4-by-5 rule might just be right for your presentation. Unless you’re enumerating from a list, then four bullets and five words are ideal to keep your presentation informative and snappy.

Black Cats of PowerPoint Presentations: reaper

The Scripture

One way to know if something isn’t easy to understand is when you read it repeatedly. There are several reasons why this happens. Usually, it means you’re having an idle moment or your phrases or sentences need to be simplified.

When reading, experts say an average person renders 50 – 300 WPM (words per minute). However, when reading technical content, the statistics go down to 50 – 75 WPM.

Sometimes, slides look like pages of ancient text, which contain too much information and take more time to read compared to the normal ones. When comprehending a script, use simpler but appropriate words and sentences to lessen the reader’s strain and lag. If you can’t process your messages easily, then how can you expect your readers to do so? Only use words with deeper meaning when necessary.

Pause after a certain amount of words to give time for them to absorb everything.

Also, speaking from an active voice welcomes a continuous reading process. Use present or passive tenses instead of progressive tenses. They’re easier to read and make ideas seem more simple.

Lastly, though it’s advised to keep one thought in one slide, you can opt to break your sentences in the middle and proceed to the next. Maintain the dominance of the white background. It also pays to maintain a breathing room for your eyes.

Black Cats of PowerPoint Presentations: fortune teller

Magic Decks

When you present a deck with numerous slides in a considerably long time, do you wonder if your audience recall everything?

A research conducted in 2012 by cognitive neuroscientist, Dr. Carmen Simon, examined how many slides people can remember from a text-only, standalone PowerPoint presentation. After 48 hours, results showed that 1,500 participants remembered an average of four slides out of the presented 20.

The study revealed that visuals played a significant role in keeping the slides memorable. It was also found that similar-looking slides are easier to remember. The distinctiveness of every other fifth slide in Simon’s presentation were significant help as well.

Marks help remember. Use pictures or designs not only to illustrate, but also to keep slides more interesting and easier to recall. It’s best to use them strategically. Use markings on slides that need more emphasis.

Conclusion

Your deck doesn’t have to be all-telling. You can just make books if that’s the case. A good deck must contain all significant points and ideas for the presenter to collaboratively explain with. In a PowerPoint presentation full of information, points become harder to highlight. Use words sparingly so that your audience would actually pay attention to your content.

Be strategic when creating your slides to make them more engaging. When making presentations, discover ways to be more conscious on your creative and communicative processes. It pays to understand your audience’s interests with regards to these aspects.

Lastly, know that sometimes, complex solutions only solve basic problems. Before you start with another PowerPoint presentation, invest your time in getting to know more about creating effective presentations. This way, you end up creating your presentation in a lesser hassle pace and with more peace of mind.

Resources:

Zimmer, John. “PowerPoint Math: The 1-6-6 Rule. Manner of Speaking.” Manner of Speaking. www.mannerofspeaking.org/2010/03/04/powerpoint-math-the-1-6-6-rule

Simon, Carmen. “The Results Are In: How Much Do People Really Remember from PowerPoint Presentations?” Brainshark. February 12, 2013. www.brainshark.com/ideas-blog/2013/February/results-what-people-remember-powerpoint-presentations

Nelson, Brett. “Do You Read Fast Enough To Be Successful?” Forbes. June 4, 2012 www.forbes.com/sites/brettnelson/2012/06/04/do-you-read-fast-enough-to-be-successful/#5d9d3eca58f7

Thomas, Mark. “What Is the Average Reading Speed and the Best Rate of Reading?” Health Guidance. www.healthguidance.org/entry/13263/1/What-Is-the-Average-Reading-Speed-and-the-Best-Rate-of-Reading.html

5 Effective PowerPoint Delivery Methods for Presentations

Most presenters barely notice what particular presentation technique they’re using whenever they take the stage. This is because they’re not fully aware of how it could influence both their performance and their audience. When you prepare your pitch, decide whether you want to use a fast-paced approach or spend more time discussing your main points.

This provides a guide for organizing your ideas and translating them to your slides. While there are many presentation styles which work best for different speakers, there are also PowerPoint delivery methods that they can use to optimize their slides. Here, we’ll define some techniques introduced and practiced by popular presenters:

The Takahashi Method

Named after Masoyoshi Takahashi, this approach relies heavily on keywords with one main point placed per slide. Instead of using images, bullet points, or other visual elements, words are used as visuals.

This method requires many slides (depending on your content) since each one only has a few words displayed. Applying this method encourages your audience to pay more attention to you as the speaker, since you are the one explaining what’s projected on-screen.

The Kawasaki Method

Named after Guy Kawasaki, and also known as the “10-20-30” method (10 slides, 20 minutes, 30 font size). This approach is commonly used for investor presentations where a short yet impactful approach is needed to stand out among the competition.

This allows you to give brief but understandable messages within a limited time.

The Lessig Method

Used by Lawrence Lessig, this style has a limited use of images, relying more on words, similar to Takahashi’s style. Concise words or statements are used and slides are changed around, depending on the words the presenter delivers.

This focuses more on telling a story and injects a more synchronized approach, generating interest and allowing audiences to be more attentive.

The Godin Method

Seth Godin’s technique is a combination of texts and images, where the speaker uses striking photos to let the pictures speak for themselves. This lets him explain what he’s trying to point out and reiterate his main ideas through images.

This approach differs from Takahashi and Lessig’s, since they’re more focused on conveying their message primarily with text. The advantage? Using this appeals to the audience’s passions and establishes an emotional connection with them.

The Steve Jobs Method

Steve Jobs’ style concentrates on large images and texts, focusing on one statement per slide and combining it with visual elements. This gives the presenter the chance to offer demonstrations and allow a more interactive way of communicating his ideas.

This method enables your performance to be more interesting and powerful, allowing the audience to get the message easily for maximum impact.

In Conclusion

Let your objectives dictate your manner of presenting. Situations requiring brevity and conciseness might require the Kawasaki Method. The Takahashi and Lessig methods favor a confident presenting style to better focus attention on the speaker. The Godin and Jobs methods use strong images that create strong emotional connections.

The key is to understand and identify your objective as a presenter. Once you know this, you can then decide on what presentation style to use. Choose which one of the delivery methods suits you the most. Let SlideGenius experts help you out!

 

References

5 Examples of Great Presentation Design.Advise America. Accessed June 11, 2015.
Finkelstein, Ellen. “Presentation Styles – What Style Should You Use?Support.Office. n.d. Accessed June 11, 2015.

PowerPoint Storyboard: A Powerful Way to Share Your Ideas

 
Producing a corporate video – be it for sales, training, or any other business purposes – involves careful planning. To plan out your video effectively, one of the first things you need to do is to create a storyboard.

What’s a storyboard?

A storyboard is a shot-by-shot representation of how a video will unfold. It is typically composed of a series of frames with illustrations or images that represent each shot. Each frame also comes with short notes to explain what’s happening in the scene as well as script details (such as dialogues and directions).

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Advantages of creating a storyboard

Sharing your vision for your video is much easier using a storyboard. There are times when, no matter brilliant our idea is and how hard we try to explain it, people just couldn’t understand it.  With a storyboard, you can show your team how the video is going to unravel.  It will also make it easier for everyone to get behind your idea.

Storyboarding can also make production is relatively hassle-free. As you create a video storyboard, what you’re basically doing is setting up a production plan. You are laying out the shots needed as well as their sequence. And since you already have a guide, it also makes editing easier. In other words, the entire creation process can go smoothly.

Using PowerPoint to create your storyboard

PowerPoint has many features that can bring an ordinary storyboard to life. You can turn any idea into something graphic using shapes, text, animation, and all the other tools that PowerPoint provides.

You can use the Storyboard template in PowerPoint after installing Microsoft Visual Studio 2011. With Visual Studio, making storyboards is as easy as creating and working on new slides. To create a PowerPoint Storyboard, the first things that you should is write down everything that you want to show for every frame. You can use the program’s tools to illustrate your descriptions. Once you are done with a basic storyboard, you may want to add sound and transition effects to make it more interesting.

You can also use storyboards not just in creating videos but also in preparing presentation slides.

Storyboarding your presentation

To create a storyboard for your presentation, determine first the number of slides you will need. This would be dictated by the length of your entire presentation. Ideally, though, don’t use over five or six slides every 10 minutes. After that, simply follow the outline of your presentation script. Think about how to fit it into the sequential frames. Moreover, make sure that the slides show the key ideas clearly and logically.

By storyboarding your presentation, you will be able to express your ideas beyond the usual bullet points. Instead, the series of frames will help you translate information into something visual.
 
 

5 Tips to Help You Finish Your PowerPoint Deck on Time

Your presentations aren’t the only tasks you have to accomplish at work.

As much as you want to prepare a well-planned deck, your busy schedule might not permit you to do so.

You need to balance content and design to deliver a winning pitch.

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To avoid a presentation snafu, work on your PowerPoint while maximizing your time.

Here are five tips to finish your PowerPoint deck before the deadline:

Review your schedule and move things around

Preparing for a presentation is a long process.

It’s better to finish tasks gradually than try to do everything in one go. That way, you have the leeway to aim for quality and focus on one thing as you go along.

Check your schedule and see if there are things you can move around to make space for your tasks. Work around your free time and split up what you have to do.

Even if you’re days away from the big presentation, organize a to-do list to maximize the time you have left.

Prioritize tasks accordingly

If you’re finishing your deck on a tight deadline, you need to learn how to prioritize. Accomplish your PowerPoint deck following a particular order.

Start with a structure for your presentation before drafting the content and finally working on your slide design. This hierarchy will determine which direction you should take your PowerPoint deck, so make sure you have a solid foundation before you move on to the next task.

Look around the web for inspiration 

Coming up with your own design concept isn’t that hard. For one, there’s plenty of inspiration to be found by browsing around the Internet.

You can check out these links to see what type of aesthetic you’d like to go for in your presentation:

Re-purpose old presentations 

Save yourself time by working with something you already have. In his article for Content Marketing Institute, Vertical Measures CEO Arnie Kuenn suggests repurposing previous content for marketing strategies to save time and money.

Similarly, this principle can apply to your overall presentation as well. Review your old files and find some PowerPoint files that you can easily edit and turn into a different presentation. Change up the color scheme or replace images you used with new ones you found online. Be as resourceful as you can.

Perfection is the last step

While you need to make sure that each task is accomplished properly, don’t try to chase perfection just yet.

Due to your limited time frame, you can’t spend too much time ironing out details.

The most important thing is to finish your PowerPoint deck. Once you’ve done that, review your presentation one last time and tweak the areas that may need improvement.

If you run out of time , it’s better to present a complete PowerPoint deck than something that looks hurried and incomplete.

Preparing an effective PowerPoint deck will take some effort. Make sure you maximize the time you have by taking note of these easy tips.

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References:

Kuenn, Arnie. “Repurposing Benefits.” Content Marketing Institute. October 28, 2013. Accessed March 12, 2015.
The Pyramid Principle: Tips for Presentation Structure.” SlideGenius, Inc. December 21, 2014. Accessed March 12, 2015.

 

Featured Image: Life of Pix

A Guide to Making a PowerPoint Style Guide

Corporations and organizations often use a style guide to ensure that all their visual materials maintain a consistent and cohesive look.

Because it’s impossible to keep track of every PowerPoint deck created in such an environment, a style guide guarantees that every presentation will correspond to your organization’s brand identity.

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Before starting on your style guide, familiarize yourself with PowerPoint’s Slide Master function to create and customize templates first. This makes it easier to accomplish once you begin distributing it throughout the organization.

Here are areas you need to focus on:

Leverage branding

Every design rule or suggestion that you put down should contribute to your branding efforts. As we’ve discussed in the past, an easy way to integrate branding into PowerPoint design is through the clever use of colors.

Set down some rules on the color scheme that everyone should use for presentations. Keep your brand’s logo and overall aesthetic in mind, making sure your rules for the color scheme goes well with both. Let your colors stand out so that the audience can see that your slides are part of a larger, unified whole.

Another way to leverage branding is by using visual metaphors that correspond to your brand identity. Include suggestions for images and illustrations people should use in their PowerPoint designs.

Establish rules following best PowerPoint practices

Aside from branding, a PowerPoint style guide also helps you maintain the quality of all the slide decks presented in your organization’s name.

As such, it’s important that you establish key rules that follow the best PowerPoint practices. Be strict about the use of bullet points and the amount of text included in a single slide. Establish pointers on how data should be presented. There are different ways to do it, but all in all, you should make sure that charts and graphs don’t get too overwhelming by inputting only the content that matters to your pitch.

Something else you can consider is making suggestions that can help manage the length of your company’s presentations.

In this PowerPoint style guide from the American Marketing Association, there’s a suggestion that a PowerPoint deck should match its length in number of slides. For example, 10-minute presentations should have no more than 10 slides.

Add reminders for presentation delivery

It might seem unnecessary, but you can also include a few reminders on how presentations should be delivered.

While a PowerPoint style guide may be focused on design, its overall objective should touch on improving presentations delivered throughout your organization. Also remind others to be more careful with the way they present their slides. After all, the point of creating PowerPoint slides is to enhance the message people are delivering with their presentations.

At the end of the day, what matters is what audiences are left with. If the delivery is improved, you can expect outcomes to improve as well.

A PowerPoint style guide is a way you can make sure presentations are organized and consistent with the company’s overall message. Have a clear vision on how you want these presentations to look like, and what kind of impact you want them to leave on audiences.

These are the things you need to have defined and clarified in your PowerPoint style guide:

  • Use of logo
  • Color scheme
  • Font type and size
  • Use of bullet points
  • Use of images, icons, and illustrations
  • Presenting data in charts and graphs
  • Editing and cutting back on slides
  • Pointers on presenting slides to make the most of the visual aids

Keep these in mind and start establishing some rules and pointers to maximize your use of effective visuals.

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References:

Chapman, Cameron. “Why Your Brand Needs a Style Guide, and How to Create One.” Webdesigner Depot. Accessed March 6, 2015.
Design Ideas: How to Improve PowerPoint Templates.” SlideGenius, Inc. December 9, 2014. Accessed February 4, 2015.
Improve Your Presentations with the Power of the Metaphor.” SlideGenius, Inc. November 17, 2014. Accessed January 12, 2015.
PowerPoint Style Guidelines.” American Marketing Association. Accessed March 6, 2015.
The Top 10 Best PowerPoint Design Practices.” SlideGenius, Inc. November 18, 2014. Accessed March 6, 2015.

 

Featured Image: Death to the Stock Photo

Sound Slides: A PowerPoint Tutorial on Music and Sound Effects

Your presentation audience makes use of their visual and auditory senses the most during your pitch.

Because we often emphasize the importance of visuals in PowerPoint design, it’s time we consider audio, especially if you’re planning to share your presentation online.

Sometimes, it’s not enough to enhance your PowerPoint deck with eye-catching pictures and illustrations. There are moments when you need to add another dimension to your presentation design. A careful mix of visuals and audio can really add life to your slides and take your presentation further.

Add life and sound to your slides in three easy steps:

Step 1: Insert audio file

For the purpose of this tutorial, we’ll be using PowerPoint 2010.

Get started by looking for the Media group under the Insert tab.

From there, choose the Audio icon and select what type of audio file you’d like to insert into your PowerPoint presentation. You can choose an audio file that’s saved in your computer, record your own, or use a file from the Clip Art gallery.

powerpoint tutorial audio 01

If you’re going to use something that you already have saved or that you downloaded from the Internet, make sure the file is compatible with PowerPoint. They have to be in any of the following formats:

  • Windows Media Audio (.wma)
  • Windows Audio (.wav)
  • MP3 (.mp3)

Step 2: Preview selected audio file

After successfully inserting your chosen audio file, you will see a sound icon appear on the slide you’re currently working on. When you select it, a toolbar will appear. This is where you can press Play to preview your audio.

powerpoint tutorial audio 02

Always check to see if the music or sound effects you’ve chosen are working properly. If the audio skips or lags, you might want to use a file with a smaller size.

Step 3: Select playback option

Lastly, choose a play back option for your audio file. After selecting the sound icon, go to the Playback tab under Audio Tools. Among the following options, choose the one that’s most applicable to how you envision your PowerPoint deck.

powerpoint tutorial audio 03

  • Automatically – The audio file will start to play as soon as you reach the current slide
  • On Click – Play the audio on demand by clicking the icon
  • Play Across Slides – The audio file will play throughout the entire PowerPoint deck
  • Loop Until Stopped – The file will play loop unless you move on to a new slide

You can also opt to hide the sound icon if you don’t want it cluttering the look of your slide. After you’ve selected the playback option that suits your presentation, tick the box for Hide During Show that’s under Audio Options.

It’s easy to take a simple PowerPoint presentation and turn it into an experience that the audience won’t soon forget. This PowerPoint tutorial is perfect for anyone looking to make sure their presentations are a little bit better than before.

Sprinkle a few sound effects to add impact to your presentation. For online presentations, use these steps to integrate a voice over to your slides. Contact our PowerPoint experts to learn how else you can improve your PowerPoint designs and presentation outcomes.

 

References

Add and Play Sounds in a Presentation.” Office Support. Accessed March 5, 2015.
Visual Simplicity Is Captivating in Presentations.” SlideGenius, Inc. September 30, 2014.Accessed March 5, 2015.

 

Featured Image: picjumbo

Are Your Online Presentations Working For You?

There are many advantages to reaching out and connecting with your audience online. Consider integrating online content marketing as part of your strategy for optimal audience engagement.

What better way to pique your target audience’s interests than providing them with content that’s both useful and relevant to their interests?

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That said, online presentations can significantly improve your brand’s visibility online.

As you know, a presentation is both a visual and informative medium. Take note of the ways you can cut back lengthy PowerPoint presentations and turn them to more SEO-friendly slides. In the process, don’t forget to check if the end product lines up with your objectives.

Ask yourself these questions to make sure your online presentations are working for you:

How relevant are your online presentations? 

According to NN Group co-founder Jakob Nielsen, majority of online users spend only about 10 to 20 seconds browsing through a web page to find what they’re looking for. If the page doesn’t have that information, they’ll skip over to the next link.

Don’t let the same thing happen to your online presentations. If the audience skips past the thumbnail of your online presentation, they might never scroll back to have a second look.

Make sure you’re relevant to what they might be searching for.

Create a presentation offering to give them tips or advice, but don’t make it too generic.

Business consultant, Mark Evans, stresses the importance of fitting the needs and interests of your target audience by learning as much as you can about them.

From that knowledge, create a headline and title slide that will surely catch people’s attention.

Can your content sustain interest? 

Now that you’ve caught your audience’s attention, the next step is figuring out how to engage and keep them interested.

Keep them on your page by highlighting your core message and key takeaways.

Don’t present your online pitch in a roundabout way. Define your presentation’s premise from the get go and put your main points forward.

This lets your target audience tell that your ideas are in line with what they’re looking for.

They’ll keep clicking to see what’s on the next slide.

Do you have a clear Call-to-Action?

After making a compelling argument, leave your audience with one last powerful statement. Before they move on to find something else to read, don’t forget to make your pitch.

That’s what a Call-to-Action is for. Should they contact you for inquiries? Should they follow you on social media?

End with a clear-cut statement that lets the audience know what you want them to do next.

We can’t emphasize enough how much online presentations can help your brand in the long run. Engage your target audience and gain the leads you need by keeping these 3 things in mind. If you want help with designing an online presentation audiences will never forget, contact us to schedule a conversation with our PowerPoint experts.

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References:

5 Steps To An Integrated Approach To SEO-Friendly Content Marketing.” Marketing Land. March 11, 2014. Accessed February 27, 2015.
Evans, Mark. “The Importance of Really Knowing Your Target Audiences.” Forbes. March 20, 2013. Accessed February 27, 2015.
How Long Do Users Stay on Web Pages?Nielsen Norman Group. Accessed February 27, 2015.
Perfecting Your Presentation Title Slide.” SlideGenius, Inc. October 16, 2014. Accessed February 27, 2015.
Why Your Presentations Need Better Slide Headlines.” SlideGenius, Inc. November 3, 2014. Accessed February 27, 2015.

3 Ways to Cut Back Your Text-Heavy PowerPoint Slides

The most effective PowerPoint slides are often simple and concise. As branding experts TRAY Creative put it: cluttered slides will only put your audience to sleep.

Effective decks help the presenter discuss a topic with memorable and arresting visuals. In other words, a PowerPoint presentation isn’t there to act as your script or teleprompter.

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If your presentations are always burdened by text-heavy PowerPoint slides, it’s time to dial back and strip your deck bare.

Try the following suggestions to make sure you don’t have walls of text blocking the audience’s interest in your discussion:

Strip your content down to its essentials 

Cutting back on text-heavy PowerPoint slides rely on your ability to edit your own content.

Before you start making your PowerPoint deck, review the draft you’ve prepared and see how you can simplify your points even more. Your goal is to strip down your content to the bare minimum.

You don’t have to waste space on your slides to elaborate particulars. Your slides are there to highlight the main points and takeaways.

Everything else that needs to be discussed or described is for the presenter to do on his own.

Use multiple slides to split up bullet points

Bullet points are often maligned in PowerPoint design because of constant misuse. A lot of presenters insist on presenting text through a bullet point list, even if the text requires a lengthy paragraph description.

Bullet points are meant to simplify content and list down key information. If you’re going to use it to cram several paragraphs on a single slide, you’re not utilizing bullet points properly.

Split up your content across multiple PowerPoint slides. Even if you end up with 10 more slides than you originally planned, your deck won’t look poorly designed.

Spreading out your PowerPoint to tackle one point at time will help you make sure your slides aren’t dragged down by too much text.

Represent content visually

I’m sure you’re familiar with the saying, “a picture is worth a thousand words.” Remember to keep it in mind when making PowerPoint slides, because it’s extremely crucial to presentation design.

Sometimes, it can be hard to cut back on content because there are things that require several sentences to describe.

Luckily, PowerPoint is a visual tool. Instead of using up slide space on lengthy descriptions, you can represent certain parts of your content through pictures or graphics instead.

Turn a discussion on a particular process into a flowchart. Find pictures that represent your brand values. Think visually and use images to relay what might need several sentences to say.

In general, try to keep your PowerPoint slides visual. Use text to enhance the meaning of particular images or graphs, and do it by using the simplest sentences or phrases. Remember, a PowerPoint deck is a visual aid. It shouldn’t overwhelm your audience with too much information. As the presenter, it’s your job to take the stage and discuss your presentation accordingly.

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References:

Visual Storytelling: How Stories Are Told in Pictures.” SlideGenius, Inc. October 27, 2014. Accessed February 24, 2015.
PowerPoint Insight: Reconsidering the No Bullet Points Rule.” SlideGenius, Inc. August 21, 2014. Accessed February 24, 2015.
7 PowerPoint Mistakes That Put Audiences to Sleep.” TRAY Creative Seattle Marketing Branding Web Design. Accessed February 24, 2015.

 

Featured Image: Hernán Piñera via Flickr

4 Easy Tips to Manage Your PowerPoint File Size

Following all the best PowerPoint practices, you were able to incorporate interesting visuals and make use of minimal but creative animation.

You’re confident that it looks great, and you’re sure that your slides will definitely enhance the message you want to deliver. After some final adjustments, you’re ready to share your PowerPoint file online, transfer it to another device, or run a test drive.

And then your laptop starts to lag. The program starts to crash.

If you’re sharing the presentation online, you’re met with an upload that’s expected to run for hours. The culprit? A PowerPoint file that is too large.

For a seamless presentation experience, shrink your PowerPoint file to a manageable size.

Lucky for you, there are 4 simple ways to fix PowerPoint 2010 file size issues. Take note of the following tips and find the most applicable solution to your dilemma:

Convert PowerPoint file to PDF

You can convert your PowerPoint file to a PDF if you’re planning to share your slides via SlideShare or email when the actual presentation is over.

This will strip your presentation of any animation and transition effects, so make necessary tweaks to your PowerPoint first.

After that, all you have to do is head to the File tab and click Save As. From there, choose PDF under Save as type.

 

powerpoint file pdf

Skip ‘Compatibility Mode’

If you’re planning to simply hook up your laptop to the projector in the venue, you don’t need to save your PowerPoint file in compatibility mode.

Keep your file saved in the latest version of PowerPoint by making sure the file extension is .pptx. Head to the folder where your PowerPoint file is stored, right click, then choose Properties.

powerpoint file pptx

Compress high-resolution pictures 

Using pictures with incredibly high resolutions will definitely have an effect on the size of your PowerPoint file. You may want to use clear and crisp images, but you don’t have to opt for anything that’s too large.

Renowned presentation trainer, Ellen Finklestein, writes about reducing image sizes on her blog. Finklestein explains the necessity to do this because images can sometimes make your files bulkier.

Edit and re-size the pictures that have resolutions that might be way too large.

If you don’t want to sacrifice your PowerPoint design, compress all the images in your deck. Simply select any image in your PowerPoint file and head to the Pictures Tools Format tab.

Click on Compress Pictures under the Adjust group. When the dialogue box appears, choose from the different target output options.

powerpoint file compress pics

Avoid embedding fonts if you can

As we’ve discussed before, customized and unique fonts can help enhance your PowerPoint designs. However, they can also be a contributing factor to why your PowerPoint file size is too large. Try to minimize your use of unique fonts as much as you can.

To avoid embedding too much data into your PowerPoint file, you can limit your use of unique fonts for headers or section breaks. Head to the File tab and click on Options. Go to Save and check to see the options enabled under Preserve fidelity when sharing this presentation. When you embed fonts to your PowerPoint file, make sure you always choose the first option.

powerpoint file embed fonts
You don’t have to sacrifice great presentation design to make sure your PowerPoint file is kept at a manageable size. Ease the presentation process and use these methods to make sure your PowerPoint file isn’t unnecessarily too large. For more PowerPoint design insights, click here and browse through our blog!

References

Finkelstein, Ellen. “Reduce the Size of Your Presentation Files.PowerPoint Tips Blog. November 22, 2000. Accessed February 20, 2015.
PowerPoint Quick Tips: Designing for SlideShare.SlideGenius, Inc. January 20, 2015. Accessed February 20, 2015.
The Top 10 Best PowerPoint Design Practices.SlideGenius, Inc. November 18, 2014. Accessed February 20, 2015.
Where to Find Unique Images for Your Presentation Design.SlideGenius Inc. December 18, 2014. Accessed February 20, 2015.

 

Featured Image: Andrew Malone via Flickr

PowerPoint Advice for Confused Mac Users

The experience of Mac and PC users with PowerPoint don’t largely differ. PowerPoint 2011 remains robust and flexible regardless of which operating system you favor.

The most loyal to Mac might need some time to transition from Keynote, but it’s not an impossible task. In fact, the only PowerPoint advice you really need to keep in mind is to remain patient as you learn to use a new tool for creating presentations.

Still, if you find your new environment a little confusing, all you really need is someone to push you on the right direction. For today’s blog, that’s exactly what we’ll try to do.

The best PowerPoint advice is learning to use the ribbon

powerpoint advice-ribbon closer look

The ribbon is where you’ll find all the commands you need to complete certain tasks on PowerPoint.

It’s at the very top of your screen, divided by several tabs. Each of these tabs categorizes hundreds of commands to make your presentation building a lot easier. Whether you want to edit pictures, add a text box, or incorporate animation, the ribbon is key to navigating around PowerPoint.

powerpoint advice-using the ribbon
(Image from Microsoft.com)

Once you learn how to use the ribbon, you can try out some of these useful tricks that we’ve written about in the past:

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Following the tips detailed in these links, you’ll be able to create PowerPoint designs that are both creative and memorable for your audience. It really won’t matter whether you’re using PowerPoint on a Mac or a PC. There are, however, times when using PowerPoint for Mac can prove to be more advantageous.

If you need presentations on-the-go, you can easily sync your finished PowerPoint file to other Apple devices. All you have to do is click on File, choose Send To from the different options, and click on iPhoto.

Here’s a video from Microsoft Office detailing the steps:

Learning to navigate around PowerPoint doesn’t have to be hard. If you’re a Mac user who’s feeling a bit confused, just take time to familiarize yourself with the new environment. Scour the Internet to find useful tips that can be helpful to your transition. OfficeforMacHelp.com offers tips to help you learn the basics.

If your presentation needs to be finished quickly and you don’t have the luxury of time, don’t hesitate to contact us to consult with our presentation experts.

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References

Familiarize Yourself with the Ribbon.” Office Support. Accessed February 18, 2015.
Share PowerPoint slides with iPhoto. Office for Mac. Accessed February 18, 2015.

&nbs

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