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Exporting PowerPoint to Paper: Tips for Enticing Printout Content

Every presenter has been requested the same thing at one point or another: being asked if they have—or if members of the audience can have—printouts of their PowerPoint presentations. This is not a bad thing, per se, especially if you have a great deck with a superb design and an enlightening message that people will want to go back and review everything they learned from your talk.

However, the issue is that slides were designed to be seen through a projector… unless you had the foresight to create your deck specifically for printing. Well then, good for you.

Going from digital to printout isn’t as easy as it looks. Specifically now, in the modern age, there are humongous monitors and projectors that display every pixel perfectly despite their sizes. Ah, the wonders of technology. But transitioning from the old to the new isn’t seamless, and paper sizes can’t compare to digital visual outlets.

To do that, you first need to do a bit of tinkering and adjusting to get your desired quality on paper. Here are a few pointers to consider first.

Exporting PowerPoint to Paper: Check Your Printer

Check Your Printer

As with any competition, you can expect that manufacturers follow different formats with their products. If there’s one constant as far as printers are concerned, it’s that they don’t typically reach the paper’s edge. Printouts will always have margins. However, this is not a printer limitation; it’s rather the software—the printer driver—that causes this.

To remedy this, you can manually adjust it, and this is where the tinkering comes in. You can set custom margins on your printouts and potentially include an additional slide or two. There are different customizations you can do from this screen and in the next, which is…

Exporting PowerPoint to Paper: Print Preview

Print Preview

Print Preview is your friend. Let it guide, help, and aid you. If you’re not sure about the whole format of your printout, you should check it out before you waste ink.

There, you can set and customize different options for your final product: how many slides per page, the spaces in between each slide, the margins (see previous subheading), etc. There are also other settings for whether you want to print on both sides of the paper, the printing sequence (Collated), and whether black and white or grayscale (see next subheading).

This window is basically your last chance to fix how you want your handouts to come out, so appropriating everything according to your preference will make your task easier.

Exporting PowerPoint to Paper: Check Your Design

Check Your Design

Less on the printer, more on your slides now.

The rules are basically the same when creating slides. You’ve got your design basics: colors, background, typography, etc. You’ve also got your image: powerful and meaningful. Lastly, your text as the meat of your talk. Then you’re out to print it.

The question is: “Do your slides look the same on screen and on paper?”

If you are printing your PowerPoint file out, you always have to consider how your slides will look on your handouts—plus the limitations on your printer, vis-à-vis ink levels—and prepare for it. If you’ve got too many images, either beef up your ink supply or delete some. Another option is to print in grayscale or black and white (which, as you would imagine, comes with another set of adjustments).

The bottom line here is that you should tailor your deck to be readable on both mediums. If you need to reduce elements, then do so.

Exporting PowerPoint to Paper: Convert powerpoint into .pdf file

Don’t Print Your Slides

Don’t worry. It’s not what it means; rather, it’s a small technicality that involves converting your PowerPoint file into a type that is considered more universal: PDF

One reason why PDF files are more commonly used is the general ease with printing using Acrobat or Adobe (or other software that can read this file type). There may be more or less the same options, but Acrobat is more in depth than PowerPoint, so it’ll usually take care of problems before your printouts even reach the printer. With such ease, you’re more likely choosing this same route yourself.

Another issue solved is transferring to another computer, for, say, printing purposes since you don’t have a printer. You don’t assume that your PowerPoint settings are the same as everyone’s (unless you’re not customizing your software). Therefore, you’re more likely to meet different formatting altogether when opening your file on a computer that doesn’t adhere to the same settings. This goes especially when you use many customized backgrounds, images, and fonts.

Converting to PDF makes your task—and life—easier by making the file more printable and readable on any computer.

There are multiple considerations to make when shifting from digital to print. With the almost complete independence of technology from traditional media, there’s still the wide gap between the two. Of course, with sufficient study and preparation, the divide is not as big as it seems.

Take the following options to heart. Soon, you’ll be asked to have printouts of your presentation. Take it easy and plan ahead. You’ll do yourself some good that way.

 

Resources:

Temple, Cooper. “Adjusting Paper Margins in PowerPoint.” Chron. n.d. smallbusiness.chron.com/adjusting-paper-margins-powerpoint-29281.html

Terberg, Julie. “Gain Control over PowerPoint Handouts by Exploring the Print Options.” Training Magazine. November 1, 2002. ip-50-63-221-144.ip.secureserver.net/article/gain-control-over-powerpoint-handouts-exploring-print-options

Wood, James T. “Why Does PowerPoint Print Out the Wrong Margins?” Chron. n.d. smallbusiness.chron.com/powerpoint-print-out-wrong-margins-26575.html

Woods, Paul. “Create PowerPoint Slides Designed Specifically for A4 or Letter Printing.” The New Paperclip. May 26, 2010. www.thenewpaperclip.com/2010/05/26/create-powerpoint-slides-designed-specifically-for-a4-or-letter-printing/#

“How to Create PDF Handouts in PowerPoint 2010.” Cometdocs. November 7, 2011. blog.cometdocs.com/how-to-create-pdf-handouts-in-powerpoint-2010

“Printing PowerPoint: Slide Size v. Printer Page Size.” PPTools. June 7, 2011. www.pptfaq.com/FAQ00774_Printing_PowerPoint-_Slide_size_v-_Printer_Page_size.htm

“Saving Paper and Increasing Readability of PowerPoint Handouts.” Pittsburgh Technical College. n.d. www.ptcollege.edu/uploads/HS-teachers/Saving-Paper-and-Increasing-Readability-of-PowerPoint-Handouts.pdf

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PowerPoint as a Communication Tool When Rebranding a Business

Every company experiences a rut. Perhaps it’s because of the ever-changing world, technology (and the lack of capability or desire to adapt), and/or a new management. It may even be the work of external circumstances. A strong yet underhanded competitor, maybe? Whatever the case, when your company is losing steam, there’s a fix. But it will take a lot of time and effort.

You know what it is. Rebranding. Not all companies need one since it’s very risky. But what about those that do? There have been success stories and huge failures. It’s a long campaign, and taking shortcuts may very well compromise everything: years of history, customer trust, employee loyalty, etc.

Any self-respecting entrepreneur knows that those are just as important as every ounce of effort you put into your business. That fact alone makes it risky from the get-go, but any miscalculated step you take is a potential snowball waiting to roll down. In short, disregarding a lot of considerations during a rebranding will only make things worse.

When it’s time to say goodbye to the old and say hello to the new, every person involved must be on the same page. For each process, everybody should work towards the same short- and long-term goal. Since rebranding doesn’t happen overnight, the possibility of people getting ahead—and, of course, people lacking behind—grows more or more. So letting each level of the hierarchy know what, where, and why is essential.

This, then, is corporate communication. Because you’ve got a lot of pointers, conditions, and rules you need to cover, transparency and reachability are definite musts. And what’s a better communication and presentation tool to use than Microsoft PowerPoint? Nothing, according to an awesome presentation design agency. Check this infographic on how you could leverage communication with your people in the best way possible.

Resources:

DeMers, Jayson. “5 Examples of Rebranding Done Right.” Forbes. July 7, 2016. www.forbes.com/sites/jaysondemers/2016/07/07/5-examples-of-rebranding-done-right/#3c8c60492124

Shandrow, Kim Lachance. “The 8 Must-Follow Rules for Rebranding Your Company (Infographic).” Entrepreneur. September 10, 2014. www.entrepreneur.com/article/237296

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Presentation Tips to Counterpunch Your Nerves

For people who are not gifted with natural eloquence, public speaking can be a daunting experience. Darlene Price, president of the award-winning coaching company, Well Said Inc., summed it up well when she said, “Though statistics vary on the exact percentages, it’s safe to say most of us get nervous before a public speaking engagement. As a speaker facing an audience, we often fear failure, criticism, judgment, embarrassment, comparison, or rejection.”

And indeed, all this fear, all this negative reaction, is only natural. Even the most experienced speakers tremble before delivering their opening salvo. This is why you should go against the general notion of tackling  fear for the purpose of eradicating it. Instead, what you should do is conquer it by controlling it to your own advantage. Managing your fear is the only way to connect with your audience.

After all, spectators don’t really see how you feel. They only see how you carry yourself onstage. So, it’s okay to be afraid, as long as you don’t show it to anyone. When all’s said and done, a presentation is not really about what you say but how you say it.

Positive Visualization

The Dramatic Pull of Positive Visualization

To turn your jitters into positive energy, you should pump yourself up before a presentation. Boost your enthusiasm by imagining a positive outcome to the speaking engagement. Mentally walk yourself through your speech, and picture yourself acting with confidence, flair, and poise. You’re a presentation guru, and the audience enjoy watching and listening to you.

Positive visualization is healthy and effective. The more you envision something in a good way, the better it will play out in reality. Just take in mind the American industrialist Henry Ford’s famous quote, “Whether you think you can or think you can’t, you’re right.”

Above all else, smile. Smiling can help calm your nerves and lower your anxiety. It increases your body’s supply of endorphins, the chemicals responsible for lowering stress levels. When you smile, you exude confidence, which your audience will interpret as a sign of enthusiasm towards your speech.

Familiarity Breeds Confidence

How Familiarity Breeds Confidence

Don’t take chances with your presentation by delivering it once and for all. You have to practice it multiple times before the actual event. Rehearse your lines in various positions until you grow comfortable with them. If necessary, record your presentation and watch it afterwards. This will help you see which bad habits to grow out of.

Know your presentation by heart, but don’t memorize it word by word—unless, of course, you’ll be delivering your presentation at TED. Just the opening and closing lines of your talk are enough. Learn your first and last statements so they’ll come to you naturally.

Practicing will help you gain a certain amount of control over the situation. The more certain you are about your talk, the less nervous you’ll be about it. By rehearsing your presentation beforehand, you can focus your nervous energy on something more productive.

Surroundings as a Teacher

What Your Surroundings Will Teach You

Give yourself ample time to be familiar with the venue. Arrive at least a day early so you can thoroughly assess the setup. Check if there are any elements in the surroundings that may distract you from your presentation. Test the equipment you’re going to use to minimize the possibility of technical difficulties arising later on. Practice delivering your talk in the venue, too, to familiarize yourself even more with the entire affair.

If your speech is part of a series, you should listen to other talks. Do it as a courtesy to your fellow speakers, and also to learn more about the spectators. By attending the other presentations, you’ll be able to gauge the general mood of the audience. You can assess whether they’ll appreciate humor or straight facts. This will help you tailor your presentation to their needs and preferences.

On the day of your speech, make sure to attend the meet-and-greet ceremony. Speaking with representatives from the audience will help you understand them more genuinely. As public speaking coach Ian Cunliffe advised, “Arrive early and talk to a few individual audience members about their needs. That way, you’ll have insider information and friendly faces that you can focus on when you take the stage.” Darlene Price held the same opinion. She said, “Conversation helps relax your nerves, creates a bond with your audience, and sets the stage for personable speaking versus public speaking.”

Power Stance

Power Stance and Other Endorphin Boosters

Warm yourself up before taking the floor. To calm your nerves, practice deep breathing, a method that will flood your brain with oxygen. Your muscles will relax and you’ll regain composure. Moving around and assuming a power stance will also help you create a lasting sense of confidence.

Before stepping into the platform, make sure you are properly hydrated. Dry mouth can sometimes be a cause of anxiety. Drink plenty of water before going onstage, and keep a bottle of liquid within arm’s reach in case your mouth dries up in the middle of your talk. Finally, make sure to take a bathroom break before your performance.

Presentation Mantra

The Mantra You Should Adopt

Repeat some words of encouragement before heading to the spotlight. Your mantra should be: “I’m the expert in the room. The audience trust and believe in me, and they want me to succeed. I will go out there and deliver with confidence and conviction.”

As body language expert Mark Bowden said, presentations are not really about the facts and the data. “When we go live in front of an audience, it’s about the event, the personality, the relationship, and trust.” Kill it with your confidence. Bring home the gold with your poise and enthusiasm.

 

Resources:

Genard, Gary. “How to Use Positive Thinking to Speak More Successfully.” Genard Method. June 26, 2016. www.genardmethod.com/blog/bid/176604/How-to-Use-Positive-Thinking-to-Speak-More-Successfully

Heaps, Mark. “Stop that Stutter: 6 Steps to Overcome Presentation Performance Anxiety.” Duarte. December 19, 2012. www.duarte.com/blog/stop-that-stutter-6-steps-to-overcome-presentation-performance-anxiety

Kim, Larry. “15 Ways to Calm Your Nerves Before a Big Presentation.” Inc. October 20, 2014. www.inc.com/larry-kim/15-power-up-tips-to-make-you-a-better-presenter.html

Kleiman, Karen. “Try Some Smile Therapy.” Psychology Today. August 1, 2012. www.psychologytoday.com/blog/isnt-what-i-expected/201207/try-some-smile-therapy

Smith, Jacquelyn. “11 Tips for Calming Your Nerves Before a Big Presentation.” Business Insider. June 23, 2014. www.businessinsider.com/tips-for-calming-nerves-before-a-speech-2014-6

“Feeling Anxiety is Normal.” Boundless. n.d. www.boundless.com/communications/textbooks/boundless-communications-textbook/building-confidence-to-speak-4/understanding-anxiety-27/feeling-anxiety-is-normal-127-10639

“Managing Presentation Nerves: Coping with the Fear Within.” Mind Tools. n.d. www.mindtools.com/pages/article/PresentationNerves.htm

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The Importance of Eye Contact During Presentations

When you look people in the eye, you establish rapport. You make an impact. You send a compelling message. A sustained and purposeful eye contact is crucial in public speaking because it gives you a chance to create a good impression. It can mean all the difference when you’re trying to get the audience on your side. 

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Why You Should Meet the Audience’s Gaze

The audience is an important element in public speaking. A presentation will lose its purpose if there are no spectators to validate it. This is why you need to make your speech worthy of your listeners’ time. You can do this by establishing a connection with them through eye contact.

When you meet your audience’s gaze, you’re essentially showing them interest and respect. You’re acknowledging their presence. You’re making yourself relatable and accessible to them. Eye contact can make you vulnerable—and that, in turn, can make you seem more human to those whom you’re trying to reach.

There are other reasons why eye contact is crucial. 

Meeting the Audience's Gaze

1. To establish connection

One sincere look in the eye and you can communicate to the audience just how much you care about their thoughts. A sustained eye contact is an invitation to turn your talk into a conversation. It creates a bond between speaker and listener—a connection that is reassuring to both parties.

2. To improve concentration

A large room full of people can ruin your concentration. By limiting your focus to just one person at a time, you can calm your nerves and clear your mind. Don’t let your eyes wander around the room lest your ideas get all muddled up. Keep your eye contact steady so you can concentrate on your message.

3. To project authority

Have you ever spoken with someone who averts his gaze every time he talks? It’s not surprising if that person gained little, if any, of your respect. No one can blame you if your thoughts stray while that person talks to the floor.

With eye contact comes authority. So if you can’t look people in the eye, you can’t expect them to believe your words or agree with your views. The eyes can communicate confidence and conviction—two things that you won’t be able to project unless you look people squarely in the face. 

4. To facilitate engagement

People will feel welcome to participate when they see you scanning the crowd. They’ll be at a liberty to nod, frown, smile, and raise their brows. If you look at them long enough to create a bond, you’ll find a spark of recognition in their eyes. In that precise moment, you can transform them from being passive receivers to active participants.

What You Can Learn from Professional Speakers

Presentation gurus should know what makes or breaks a presentation, and all of them agree that eye contact is a big determiner of a successful speech.

Learning from Professional Speakers

1. See your audience as individual listeners

Before you speak, take a moment to pause and scan the room for friendly faces. Connect with distinct listeners whom you feel are willing to engage with you. Forget yourself and focus on one audience member at a time. You’ll be more conversational and confident if you do so.

2. Involve everyone in the conversation

Don’t play favorites. Instead, connect with as many people as possible. If you’re dealing with a large crowd and it’s impractical to make eye contact with everyone, divide the audience into sections and just choose one member from each group to connect with. The people in his or her area will feel included even if you don’t look at them directly. Just remember to randomly shift your gaze from person to person. Don’t follow a pattern; otherwise, you’ll come off as unnatural and predictable.

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3. Sustain eye contact long enough to make a connection

 How long does it take to make a genuine eye connection? According to Toastmasters, a global organization dedicated to developing public speaking and leadership skills, it takes no more than five seconds to establish proper contact. Five seconds is usually the time it takes to finish a thought, so there’s minimal risk of losing your focus if you follow this tip. Also, five seconds of sustained eye contact can slow down your speaking rate.

4. Avert your eyes when a person grows uncomfortable

Not everyone appreciates being looked at directly in the eye. While it’s true that eye contact is a universal communication signal, there are certain exceptions that you should consider. Some cultures and norms find eye contact offensive under certain circumstances.

For instance, in Middle Eastern cultures, it’s considered inappropriate for people of the opposite sex to look each other in the eye, as that can denote a romantic interest between them. In Asian cultures, however, eye contact is seen more as a sign of disrespect, especially when the contact is made by a subordinate to his or her superior. This is because most Asian countries are largely authoritarian. For African and Latin American cultures, eye contact is interpreted as a sign of aggression and confrontation, since these societies uphold a strong hierarchy.

Julia Minson’s words are fitting for this situation. She reminds speakers “to keep in mind that trying to maintain eye contact may backfire if you’re trying to convince someone who has a different set of beliefs than you.” Minson is an assistant professor at the Harvard Kennedy School of Government.

Final Advice: Practice Makes Perfect

If you’re not used to it, making eye contact can be challenging. You’ll feel exposed and vulnerable while staring into someone’s eyes. But nothing can be fixed with constant practice and application. Try to look people in the eye every time you communicate, and sooner or later, you’ll get accustomed to the peculiar sense of connection that comes with it.

6 Things to Watch Out for During Presentation Q&As

“By doubting we are led to question, by questioning we arrive at the truth,” said Peter Abelard. The French philosopher and theologian certainly knew what he was talking about.

At the end of any presentation comes the ever-present Q&A session. It’s never not present. You don’t just present and walk away. There will always be members of the audience who will ask for clarifications and/or just want to understand more.

And it’s your job to answer them. You’re already there onstage, presumably with a great visual aid you or an awesome PowerPoint design agency created, and you’re the one they’re addressing their questions to. Not to mention that your presentation made them think of these queries. If you don’t respond, apart from not getting the answers the audience wanted, it also makes you look unprofessional. Let’s set the difference though: purposefully not answering is not the same as not knowing the answer.

So what mistakes should you avoid during Q&As? Or at least keep in check? Here are some of them:

Presentation Matters: Question and answer

Silence

This can come from both sides: presenter and audience. It’s either they have no or no more questions or the presenter takes a long time to answer. Either way, silence can make the whole mood awkward.

If you’re having a mental block after the question is given, take a moment and pause. If you still don’t have an answer after a few seconds, you can always say, “Excuse me, but let me gather my thoughts for a few more seconds.” This honest move shows that you took the time to really think about your answer—which, in all fairness, you really did.

Tone of Voice

Be conscious of how you talk—not just how you pronounce your words but also how you say, in general, your speech. It’s not just about your intonation or where you place stresses and pauses (you know, for dramatic effect). It’s also how you make your message heard and felt.

The same goes for answering questions. If you come off too strong, the gesture may be seen as defensive; come off too weak and risk being thought of as a weak answerer. A friendly tone is the best tone to use and is also the most welcoming.

Presentation Matters: Long Answer

Long Answers

When faced with a long question, it doesn’t mean you need to respond with an answer of the same length; besides, long questions don’t warrant that. Instead, give your answer as straight and concise as you can.

You risk losing the attention of your audience the more you dwell on an answer—worse, you may even repeat points over and over again, putting into question your expertise on the subject. You’ve already got limited time as it is.

Fillers

Speaking of diminishing subject-matter expertise, “Um,” “Well,” “You know,” and “Uh” will not help establish that. Repeating these filler words over and over will only serve to annoy your audience and damage your credibility, not to mention that they will also eat time.

Granted, no one can speak fluently without practice, especially with impromptu answers, but the best you could do is lessen these fillers. It’s always a good idea to take a pause and gather your thoughts, then speak.

Presentation Matters: Composure

Composure

Keeping your cool is already a given, especially if you’re onstage. If you’re thrown off by awkward questions, dissenting opinions, or even hecklers, that’s going to reflect on your general demeanor. Don’t let these situations—and many more—faze you.

Keep calm, and stay polite throughout the entire session. Once you lose your composure and try to pick a fight with a member of your audience, especially with hecklers, your night will just be ruined… and that’s the best you end up with. Don’t bring more harm to your credibility.

Arguments

Closely linked to the last point, arguments, especially heated ones, will only end up wasting everybody’s time. It will also show that you’re defensive, combative, and hostile, three things (among others) you don’t want your audience thinking of you.

Instead, lead questions to the right track. If someone offers an opposing opinion, acknowledge the difference (because there’s really not much you can do after), and, if possible, offer a middle ground. Or just end with the acknowledgment and move on to the next question.

It’s not easy having a question and answer portion to end your presentation. Being a moderator comes with its own duties, responsibilities, and rules completely different from being a speaker. But once you get the hang of it, you’ll be acing both in no time.

Of course, preparation is a must. You’ve already prepared for the presentation; what’s stopping you from doing the same for the Q&A? You’re already the subject-matter expert, so it makes sense that you’re the one they’ll be asking questions from. Allay their fears and satisfy their curiosity. Answer them in the best way possible: your own.

 

Resources:

Decker, Ben. “Avoid These Don’ts During Presentation Q&A Sessions.” PresentationXpert. n.d. www.presentationxpert.com/avoid-these-donts-during-qa-sessions

Greene, Charles III. “Presentation Skills: 5 Tips to Improve Your Q&A.” CharlesGreene.com. August 27, 2012. www.charlesgreene.com/2012/08/5-tips-to-improve-your-qa-sessions

Holtzclaw, Eric. “9 Tips for Handling a Q&A Session.” Inc. February 5, 2013. www.inc.com/eric-v-holtzclaw/9-tips-for-handling-a-qa-session.html

Posey, Cheryl. “The Importance of Using the Correct Tone of Voice.” SpeakingYouBestOnline.com. April 18, 2012. www.speakingyourbestonline.com/blog/the-importance-of-using-the-correct-tone-of-voice

Watts, Rich. “The Complete Guide to Handling Q&A Sessions.” LinkedIn Pulse. June 13, 2014. www.linkedin.com/pulse/20140613151624-131038283-the-complete-guide-to-handling-q-a-sessions

Windingland, Diane. “13 Tips for Handling a Question and Answer Session.” VirtualSpeechCoach.com. May 2, 2012. www.virtualspeechcoach.com/2012/05/02/12-tips-for-handling-a-question-and-answer-session

“Top Tips on Handling a Question and Answer Session.” University of Bedfordshire. December 2009. www.beds.ac.uk/knowledgehub/events/toptips/questionandanswer

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Finding the Perfect Topic for Your Business Presentation

To deliver a great business presentation, you need to go full blast from the get-go. Even when you’re still trying to come up with ideas for your talk, you should dedicate ample time and effort in your work. The perfect topic won’t come knocking on your door—you have to find it and work hard for it.

But isn’t that the question, exactly? How hard do you need to work to come up with the right topic for a presentation? How do ideas come to be in the first place? Where do they come from and how do you get hold of them?

The Birth of an Idea

Steven Johnson on his TED talk, “Where Good Ideas Come From,” described an idea to be “a network on the most elemental level,” and a new idea as “a new network of neurons firing in sync with each other inside your brain.” When you have a lightbulb moment, your brain is essentially forming new patterns that it has never formed before. This is what gives you a sense of enlightenment—an epiphany, so to speak.

With great ideas in your arsenal, you can deliver a business presentation that will keep your audience at the edge of their seats. But a list of ideas is not enough. You need to narrow it down to one topic that will give you and your audience utter satisfaction. Here’s an infographic to help you do just that.

Now, you have the recipe for the perfect topic. What’s left is to create a compelling business presentation that stays true to your subject matter. Remember, your job is far from over. Choosing a topic for your talk is just the beginning. Now that you have the foundation for your speech, it’s time to start building new ideas over it.

Resource:

Johnson, Steven. “Where Good Ideas Come From.” TED. September 2010. www.ted.com/talks/steven_johnson_where_good_ideas_come_from/transcript?language=en

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How to Group, Ungroup, and Regroup Objects in PowerPoint 2013

Slide elements and text boxes can get buried under a heavy pile of objects without proper management. Now, you no longer have to sift through overlapping images, text boxes, and charts once you learn how to group slide objects.

The group function is very useful to learn so you can keep your slide workspace organized and save yourself from headaches. With this function, you no longer have to drag each slide object one by one. As the name implies, you can group all them at once and drag them around with ease.

Grouping shapes and images in PowerPoint lets you manage different objects at the same time. This is helpful for moving and rearranging different groups as a single object.

How to Group Objects in PowerPoint 2013

1. Open your PowerPoint file and decide which objects you want to combine or reorganize.

How to Group, Ungroup, and Regroup Objects in PowerPoint 2013

2. Click on the slide you choose to adjust. Press and hold Shift then left-click each object that you want to group.

Group, Ungroup, and Regroup Objects in PowerPoint 2013: Group

3. Selecting the images automatically brings up Picture Tools above the Format tab.

Group, Ungroup, and Regroup Objects in PowerPoint 2013: Picture tools > Format” width=”800″ height=”400″></p>
<p>4. Once you’re done selecting your images, look for the <strong>Drawing</strong> group. Click the <strong>Arrange</strong> icon then click <strong>Group</strong>.</p>
<p><img class=An easier way to do this is to hold the Shift key on each chosen object. Right click any of the images and select Group inside the context menu. Then, select Group in the dropdown menu.

  • You can also press Ctrl+G to group your selected slide objects.

How to Ungroup?

To disable the Group function, reselect the grouped object by holding the Shift key. Right click the selected object and choose Group and then Ungroup from the resulting dropdown option in the context menu.

Group, Ungroup, and Regroup in PowerPoint 2013: Ungroup

How to Regroup?

1. If you want to adjust an individual object without affecting others in the group, click on that object.

Group, Ungroup, and Regroup Objects in PowerPoint 2013: Regroup

2. Once you’re done, right click any of the objects that were formerly in a group then select Group and then Regroup in the context menu.

Group, Ungroup, and Regroup Objects in PowerPoint 2013: Regroup objects

You‘ll notice that PowerPoint remembers what you had previously grouped and ungrouped.

What if it doesn’t allow you to group?

If the Group button doesn’t work, the object or the picture itself might be in a placeholder. Try to combine an image with a placeholder or textbox, and you’ll notice that it won’t be grouped together.

To solve this, remove that object outside the placeholder and move it to another position in the slide.

Add This to Your PowerPoint Arsenal

The group function doesn’t just lessen your workload; it also reduces slide clutter. Having too many things on your slide can look and feel overwhelming to tackle.

Use the Group functions by moving, resizing, and rotating objects on each slide and manage your workspace more efficiently. You can also use Ungroup to isolate a slide object in case you want to remove it. Finally, you have the option to add another object into an existing group using Regroup.

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Resource:

“Group or Ungroup Shapes, Pictures, or Other Objects.” Office. n.d. support.office.com/en-US/article/Group-or-ungroup-shapes-pictures-or-other-objects-D8BDBF7A-FB9E-4F24-8596-6679A9C6ED15

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Presentation Lessons You Can Learn from Your Thanksgiving Dinner

With fall ending (fine, let’s cave: Winter is coming), it’s high time again for turkey season. Thanksgiving. In one Thursday night, families dine together for a feast. For a holiday that had its roots on the popular belief that the first-year survivors who came to the New World aboard the Mayflower dined with the Wampanoag tribe after a great harvest, it has since become more than just that and more about the appreciation and giving thanks for basically every good aspect in our lives.

While not forgetting the memorable parades, awesome sales, great sportscasts, and the coming holiday season, people look forward to Thanksgiving dinners the most.

The soggy yet scrumptious croutons floating on the soup. Two bowls of glorious mashed potatoes—one smooth and one with chunks—side by side a gravy boat filled to the brim. Fruits of a myriad colors on one corner and freshly baked loaves of bread on the other. The smell that wafts across the room from that first slice of turkey.

Looking at a traditional Thanksgiving Dinner table, you can draw the similarities between the feast in front of you and a great PowerPoint presentation in front of your audience.

You don’t? Well, awesome presentation design agencies certainly do. Here’s an infographic showing you the anatomy of an excellent visual aid with food that only comes on the last Thursday of November.

Presentation Inspired by Thanksgiving Dinners_Gifographic

Now’s the time to be appreciative of the many stuff you can be grateful for: a great family, an awesome career, a solid support group, and even the material things. There’s no greater sense of being alive than being thankful to be alive. (But, come on, it doesn’t mean it just has to be during this time of the year. Show it all year round!)

With the Yuletide season looming, it won’t be long after new year comes—new beginnings, resolutions, targets, goals, etc. Another year of successes and failures. Another year of expectations and efforts.

Before those come, take a breath. You wouldn’t want to be exhausted when the year ends a month from now, don’t you?

Resources:

Faught, Steven. “Anatomy of a Good Presentation.” wePresent. September 23, 2014. blog.wepresentwifi.com/anatomy-good-presentation

“HISTORY OF THANKSGIVING.” History.com. n.d. www.history.com/topics/thanksgiving/history-of-thanksgiving

5 Audience PowerPoint Pet Peeves You Need to Avoid

Do you feel like your audience is zoning out on you in the middle of your PowerPoint slides?

Your deck might not be sitting well with your listeners. Most people identify as visual learners, and are therefore more inclined to watch out for engaging visuals, rather than walls of text and droning explanations. Unfortunately, this is what most presenters are guilty of when they bore people to death.

If you fall into this habit often, it’s time to re-evaluate your presentation choices. Find out what audience’s top five PowerPoint pet peeves are and how to avoid them:

1. Talking to Your Slides

Today’s audiences crave authenticity and personal connections with their speakers. The first thing that tunes them out of a presentation is a presenter who mumbles or reads from the slides.

Eye contact is essential in establishing rapport with others. It makes you appear more trustworthy and credible, and less nervous and uncertain of your points. While you may want to get all the points right by reading them straight from the screen, the audience might write off your presence as irrelevant if you’re just going to reiterate your entire deck.

Step away from your slides and project confidence with your voice. Deliver clearly and loudly as you directly address the audience.

Make use of vocal warm-ups to ease your tension and improve your breathing. This will help alleviate your anxiety and sound more sincere in your pitch.

2. Too Much Information

People’s brains aren’t wired to take in information in bulk, as suggested by InfoEngineering’s article. Give them a landslide of data, images, and text, and they’ll be less likely to retain anything you mentioned. Since people’s short term memories constantly make way for new information coming in, all the backlog gets deleted once their minds are full.

Applying this on a presentational level, leaving too many slides can also overwhelm your audience. Only include keywords on your deck, not full blocks of text. This improves people’s recall and compresses your points into neat, palatable takeaways.

Leave enough room for you to explain things verbally, to further support your connection with your listeners.

Raw data can be difficult to process, and often too heavy to understand on its own. Instead of giving the numbers as is, try putting a creative spin to them. Craft a narrative around your material to lighten up the weight of stark statistics.

3. It’s Unreadable

This third point has plenty to do with your deck’s design and layout.

Tom Osborne of Viget suggests that poor contrast is one of the culprits of difficult readability, particularly in text. Contrast is essential in highlighting a specific object you want to stand out on your slide. Elements that aren’t well-contrasted tend to be too light, and might not be seen clearly for some viewers.

Maximize the element of contrast in your PowerPoint. For example, dark hues tend to stand out more in lighter backgrounds. Use light colored text against a dark background, and vice versa.

At the same time, good contrast might still lead to unreadable decks, due to eccentric font size and style choices. Ensure that the words on your slides are visible all the way to the back by selecting an apt combination – this often means a standard sans serif (like Arial or Helvetica) for the heading, and a standard serif (like Times New Roman or Garamond) for the body.

In terms of font size, business guru Guy Kawasaki suggests fonts no smaller than 30-points. This definitely ensures their visibility for all types of audience members.

4. Blocking the View

It’s important for your audience to see what’s on the slides. After all, your PowerPoint is a supplement to your presentation. It’s an aid, which means it should reflect all the salient points you want to deliver. That said, blocking the view would be counterintuitive to having this presentation prop to leverage your speech.

However, some presenters do tend to walk in front of their projectors or screens, obstructing people’s view. The audience members shouldn’t be straining their necks to get a view of your presentation.

To prevent yourself from obstructing your audience’s view, stand beside the projected screen, and be mindful of your blocking on stage. You’ve got a visually engaging deck that’s worth looking at, so let people rest their gaze on your slides.

5. Random Design Choices

Aesthetics matter in catching the audience’s eye, but there should be a balance between your form and your content. In fact, WritingCommons recommends using your design choices to enhance your core message, even in the subtlest of ways.

Don’t put in images that you can’t directly link to your current pitch. Leave out distracting animations and transitions if they won’t contribute to your main points. A balance between digestible simplicity and strategically placed design can make a powerful impression on your viewers from start to finish.

To know what’s worth putting in and leaving out in your deck, keep an outlined list of your key points.

Since your PowerPoint is supposed to supplement these points, only choose designs that correspond directly to them.

Conclusion

Appealing to your presentation audience means more than just giving them your message directly. Make sure that they’re paying attention to every word by crafting a deck that complements your pitch.

Leave your slides on the screen, and talk sincerely to your listeners. Establishing a strong emotional and physical connection with them will make you appear like a more credible speaker worth listening to.

Practice using your voice to project confidence and sincerity that will convince your audience. Check your deck’s readability by choosing colors that contrast and highlight each other. Aside from this, select the right font sizes and types that ensure maximum readability for all audiences, and in all venues.

Mind where you stand so you don’t block people’s view of your visual aid. Avoid unnecessary deck designs by putting in only the most important keywords you need to expound on, and choose the appropriate slide element to support it.

If you need help with your presentation design choices, contact our SlideGenius experts today for a free quote!

 

References

“Color Contrast for Better Readability.” Viget Blogs. Accessed December 16, 2015. https://viget.com/inspire/color-contrast
“The 10/20/30 Rule of PowerPoint.” Guy Kawasaki. 2005. Accessed December 16, 2015. http://guykawasaki.com/the_102030_rule
“Your PowerPoint Presentation: Developing an Effective Design.” Your PowerPoint Presentation: Developing an Effective Design. Accessed December 16, 2015. http://writingcommons.org/index.php/open-text/genres/public-speaking/delivering-the-speech/1031-your-powerpoint-presentation-developing-an-effective-design

 

Featured Image: “40+216 Face” by bark on flickr.com

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