PowerPoint Presentation Guidelines

1. PowerPoint Presentation Guidelines • The following 37 slides present guidelines and suggestions for the use of fonts, colors, and graphics when preparing PowerPoint presentations for • Sessions and Seminars. • This media (PPT) is designed to ENHANCE your presentation, not BE the presentation. • Remember, only you can prevent • “Death by PowerPoint”

2. PowerPoint Slide • Highlight key points or reinforce what the facilitator is saying • Should be short and to the point, include only key words and phases for visual, reinforcement • In order for your presentation to fit on most screens, text and images should be placed within 95% of the PowerPoint slide. This “action safe” area is seen in the next slide.

4. PowerPoint Layout • Layout continuity from frame to frame conveys a sense of completeness • Headings, subheadings, and logos should show up in the same spot on each frame • Margins, fonts, font size, and colors should be consistent with graphics located in the same general position on each frame • Lines, boxes, borders, and open space also should be consistent throughout

5. Do ! Fonts • Font Style Should be Readable • Recommended fonts: Arial, Tahoma, Veranda • Standardize the Font Throughout • This presentation is in Tahoma

6. Font Size • The larger, the better. Remember, your slides must be readable, even at the back of the room. • This is a good title size Verdana 40 point • A good subtitle or bullet point size Verdana 32 point • Content text should be no smaller thanVerdana 24 point • This font size is not recommended for content. Verdana 12 point.

7. Don’t ! Font Size • Combining small font sizes with bold or italics is not recommended: • What does this say? Garamond Font, Italic, Bold 12pt. • This is very difficult to read. Times Font, Bold, 12pt. • This point could be lost. Century Gothic Font, Bold, Italic, 14pt. • No one will be able to read this. Gill Sans Font, Condensed Bold, 12pt • Small fonts are okay for a footer, such as: TIPS Presentation: 3/8/2004 Dawn Thomas, CRM

8. Don’t ! Fonts • Don’t Sacrifice Readability for Style • Don’t Sacrifice Readability for Style • Don’t Sacrifice Readability for Style • Don’t Sacrifice Readability for Style

9. Caps and Italics • DO NOT USE ALL CAPITAL LETTERS • Makes text hard to read • Conceals acronyms • Denies their use for EMPHASIS • Italics • Used for “quotes” • Used to highlight thoughts or ideas • Used for book, journal, or magazine titles

10. Use a Template • Use a set font and color scheme. • Differentstylesaredisconcertingto theaudience. • You want the audience to focus on what you present, not the way you present.

11. Do !! Use the Same Backgroundon Each Slide

12. Don’t! • Don’t use multiple backgrounds in your presentation • Changing the style is distracting

13. Colors • Reds and oranges are high-energy but can be difficult to stay focused on. • Greens, blues, and browns are mellower, but not as attention grabbing. • Reds and Greens can be difficult to see for those who are color blind.

14. Don’t ! Avoid These Combinations • Examples: • Green on Blue • Dark Yellow on Green • Purple on Blue • Orange on Green • Red on Green

15. Colors • White on dark background should not be used if audience is more than 20 ft away. • This set of slides is a good example. • You can read the slides up close. • The further away you get, the harder it is to read. • This is a good color combination if viewed on a computer. • A dark background on a computer screen reduces glare.

16. Don’t Colors • Large Hall Events • AvoidWhite Backgrounds • The white screen can be blinding in a dark room • Dark Slides with LightColored Text Work Best

17. Do ! The Color Wheel • Colors separated by another color are contrasting colors (complementary) • Adjacent colors harmonize with one another (Green and Yellow) • Colors directly opposite one another are said to CLASH • Clashing colors provide readability • Orange on Blue

18. BackgroundColors Remember: Readability! Readability! Readability! This is a good mix of colors. Readable! This is a bad mix of colors. Low contrast. Unreadable! This is a good mix of colors. Readable! This is a bad mix of colors. Avoid bright colors on white. Unreadable!

19. Graphs and Charts Make sure the audience can read them!

20. Graphics and Charts Don’t ! Avoid using graphics that are difficult to read. In this example, the bright colors on a white background and the small font make the graph hard to read. It would be very difficult to see, especially in the back of a room. 8

21. Don’t ! This graph contains too much information in an unreadable format. 10

22. Do ! Good Graph These are examples of good graphs, with nice line widths and good colors.

23. Don’t Charts and Graphs

24. Sample Persuasive Speech Topic:  Please Help Keep the World SafeSP: I want to actuate you to support banning guns Thesis: We should oppose gun ownership because guns are a weapon of violence and they increase the number of children who die each year which in turn makes people blind to the fact they are killing their own children.Introduction: Question: How many of you think guns are necessary to protect yourself? Would you feel the same way if you knew how often guns kill children? I don't think so! Magazines usually tell people how beautiful and powerful guns are, and never mention how many children get hurt by guns everyday. But I am here to ask all of you to oppose gun ownership because the fact is that guns are a weapon of violence, they take more lives away every year, and they make people blind to the fact they are killing their own children.  Reason one: Having guns around the house creates the opportunity for lethal violence.            A.      People with guns who have unstable feelings or tempers can lead to violent consequences                       very easily.                                   1.     My experience in a Chinese restaurant. (Explain)                                  2.     A friend of my father shot his wife because of a simple argument. Reason two: Guns pose such a significant risk to children.             A.     Thousands of children dying by the gunfire each year.                            1.     Statistic: Eight children every day; and more than 50 children every week were killed                                     by  the gunfire. And every year, at least 4 to 5 times as many kids and teens suffer                                     from non-fatal firearm injuries.                                     (Children's Defense Fund and National Center for Health Statistics)                             2.     Do we really need guns in our society?                     B.     The rate of firearm deaths of children 0-14 years old is nearly twelve times higher in the U.S.                             than in 25 other developed nations combined.                                          1.    Statistic: In one year, firearms killed no children in Japan, 19 in Great Britain,                                            57 in Germany, 109 in France, 153 in Canada,  and 5,285 in the United States.                                             (National Center for Health Statistics, 1997)                                    2.    According to a study led by Matthew Miller found that in states where more                                           guns are available, children are more likely to be victims of firearm- related deaths.                                                     a.    Children aged 5 to 14 living in one of the five high-gun states were twice                                                            as likely to commit suicide or to be murdered, three times as likely to die                                                            from firearm homicide, seven times as likely to die from firearm suicide,                                                            and 16 times as likely to die from a firearm-related accident.                                                            The study suggests the higher death rates are largely related to gun                                                            availability and are not due to difference in levels of poverty, education,                                                            or  urbanization in these states. (Humphries as cited in Miller study, p. 1)                                                      b.     People kill people with the use of guns Reason three: Guns create more family tragedies.             A.       Life can be taken very easily by improper use of firearms                             1.      Quote: "Kalie was my baby sister, she loved pink. We were playing with her dolls.                                      I found a gun in the drawer.  It went off. I made Kalie go away. I hate me.                                             " (Atwan, America Now, 2003. Page 260)                    B.       People might think that they can keep their weapons properly, but if there are no guns at                                  all, there would be no chance of any gun-related  accidents.                      C.       Just think of Columbine High School and the senseless shootings there and all the families                              impacted by that tragedy. Conclusion: Bullets cannot be taken back, and the profit of firearm businesses cannot buy the lives that have been taken by firearms; therefore, we need to oppose gun ownership. I challenge you, the audience, to oppose gun ownership and save a life! References/Work Cited List: American Now 5th edition by Robert Atwan, Bedford/st Martins, January 2003 Embassies and foreign reporting agencies, Centers for Disease Control and Prevention, National Center for Health Statistics, unpublished data from the Vital Statistics System, 1997. http://www.bradycampaign.org Humphries, Courtney. "Childhood Firearm Deaths Tied to Gun Availability". Focus: Harvard Medical School, March 8, 2002.http://focus.hms.harvard.edu/2002/March8_2002/injury_control.html. Do ! Charts and Graphs 80 Mode A 70 60 Mode B 50 40 Mode C 30 20 10 0 North Europe Australia America

25. Do ! This is a good, readable table. Tables, especially large ones, should be placed on a separate slide.

26. Do ! Illustrations • Use only when needed, otherwise they become distracters instead of communicators • They should relate to the message and help make a point • Ask yourself if it makes the message clearer • Simple diagrams are great communicators

27. Don’t !

28. Limit Each Slide to One Idea Use Bullet Points to Cover Components of Each Idea

29. Bullets • Keep each bullet to 1 line, 2 at the most • Limit the number of bullets in a screen to 6, 4 if there is a large title, logo, picture, etc. • This is known as “cueing” • You want to “cue” the audience on what you’re going to say • Cues are a a brief “preview” • Gives the audience a “framework” to build upon

30. Bullets (con.) • If you crowd too much text, the audience won’t read it • Too much text looks busy and is hard to read • Why read it, when you’re going to tell them what it says? • Our reading speed does not match our listening speed; hence, they confuse instead of reinforce

31. Do not do this!Limit Bullet Points To a few words Points to Remember • Limit each slide to 1 idea • Limit each bullet point to only a few words to avoid long sentences that go on and on! • Limit animation – Too much animation can be distracting. Be consistent with animation and have all text and photos appear on the screen the same way each time. There are many animation modes to choose from, but it is best to use just one throughout.

32. Do ! Points to Remember • Keep bullet points brief • Use the same background for each slide • Use dark slides with light colored text in large hall events

33. Don’t Avoid the “All Word” Slide Another thing to avoid is the use of a large block paragraph to introduce your information. Attendees do not like to have what is on the screen, read to them verbatim. So, please use short, bulleted statements and avoid typing out your whole presentation on to the slides. Also, it is difficult for some to listen and read a large amount of text at the same time.

34. Attention Grabber • To make a slide stand out, change the font, background, or add animation.

35. Limit Animation ! • Use the same animation throughout the entire presentation • Using more than one can be very distracting • The audience will only see the animation and not the message you’re trying to get across Bam! Don’t

36. Do ! Limit Animation ! • Use the same animation throughout the entire presentation • Using more than one can be very distracting • The audience will only see the animation and not the message you’re trying to get across

37. YOU • Do not use the media to hide you • The audience came to SEE you • The media should ENHANCE the presentation, not BE the presentation • If you’re only going to read from the slides, then just send them the slides! • Remember, only you can prevent “Death by PowerPoint”