Getting the organization of your entire project as well as the individual slides is crucial for any successful PowerPoint presentation. But we live in an age where we ignore image at our peril. Chances are your audience expects at least nice-looking slides, so in your quest for a knockout presentation, you should spend some time on the formatting and design aspects. Slide Design GuidelinesGetting the slide design right is no easy task because you must strike a balance between giving your audience the eye candy they expect and not overwhelming your message with too many formatting bells and design whistles. With this balance as the goal, here are some design guidelines to bear in mind when constructing your knockout presentation:
Using the Slide Master to Get a Consistent LookOne of PowerPoint's templates might be just right for your presentation. If so, great! Your presentation's design will be one less thing to worry about on your way to an effective presentation. Often, however, a template is just right except for the background color or title alignment or font. Or perhaps you need the company's logo to appear on each slide. Using the template as a starting point, you can make changes to the overall presentation so that it's just right for your needs. However, what do you do if your presentation already has a number of slides? Isn't it a lot of work to change the background or alignment or font on every slide? Well, yes, it is. Fortunately, PowerPoint offers a much easier way: the Slide Master, which is available for every presentation. The Slide Master acts as a kind of "design center" for your presentation. The Slide Master's typefaces, types sizes, bullet styles, colors, alignment options, line spacing, and more are used on each slide in your presentation. Not only that, but any object you add to the Slide Mastera piece of clip art, a company logo, and so onalso appears in the same position on each slide. Viewing and Editing the Slide MasterThe beauty of the Slide Master is that any change you make to this one slide, PowerPoint propagates to all the slides in your presentation. Need to change the background color? Just change the background color of the Slide Master. Prefer a different type size for top-level items? Change the type size for the top-level item shown on the Slide Master. Earlier, you saw how to use the Slide Master to modify the footer layout (see "Customizing the Footer Layout"). Here's a review of the methods you can use to open the Slide Master, shown in Figure 3.9:
Figure 3.9. Each presentation comes with its own Slide Master, which acts as a "design center" for the slides.With the Slide Master open, you can format the text, background, bullets, and colors as though you were working in a regular slide.
Using Multiple Slide MastersAlthough having a consistent look among your slides should be a prime design goal for any knockout presentation, that doesn't mean you have to use precisely the same formatting and design on every slide. Some of the most effective presentation designs I've seen are ones that apply a particular design to groups of related slides. Why would you need to do this? Here are some examples:
This would seem to defeat the efficiency of the Slide Master, except that PowerPoint allows you to have more than one Slide Master in a presentation. You can then apply one of the Slide Masters to the appropriate slides, and any changes you make to that Slide Master will affect only those slides. To create another slide master, you have two choices:
When you display the Slide Design task pane (select Format, Slide Design), you see in the top part of the pane a section titled Used in This Presentation. This section includes the Slide Masters that you created. To apply one of these Slide Masters, select the slides you want to work with and then click the Slide Master. Ensuring Good and Consistent DesignDespite your best efforts to follow design guidelines and ensure a consistent look throughout your presentation, you may make a design faux pas or two. These things happen to the best of us. To help you avoid or catch these small mistakes, you can enable PowerPoint's style checker. This feature works something like a spelling or grammar checkerit examines your presentation and looks for style errors and inconsistencies:
This is a list of many small things that contribute mightily to the large goal of consistent and proper design that is the trademark of any knockout presentation. To turn on style checking and customize its options, follow these steps:
Creating a Custom Color SchemeIf you want to avoid the drudgery of getting your text, line, background, and fill colors to match, PowerPoint comes with a dozen predefined color schemes that do the hard work for you. To select a color scheme, click Slide Design, Color Schemes in the Task pane, and then click the color scheme you want (see Figure 3.12). Figure 3.12. Select Slide Design, Color Schemes in the Task pane to see PowerPoint's predefined color schemes.If a particular color scheme isn't quite right for your needs, or if you want to create a color scheme to match your company colors, you need to create a custom scheme. Follow these steps:
Replacing FontsI mentioned earlier that it's an important design guideline to use typefaces consistently throughout your presentation. Sometimes, however, typefaces can become inconsistent. For example, you might insert some slides from another presentation that uses a different font; you might collaborate on a presentation and the other person might use some other typeface; or you might start using Verdana or Helvetica instead of Arial. Whatever the reason, going through the entire presentation and replacing the wrong fonts with the correct ones isn't why they're paying you the big bucks. Fortunately, you can avoid this drudgery by using PowerPoint's Replace Font feature. Here's how it works:
Changing a Picture's ColorsIt's a common source of presentation frustration: you find the perfect piece of clip art for a slide, but the picture's colors don't go with your color scheme. Rather than rejecting the picture outright, you can use PowerPoint's Recolor feature, which enables you to change one or more of the picture's colors for something more complementary to your presentation design. Here are the steps to follow:
Some AutoShape TricksPowerPoint's AutoShapes are handy objects that can add design flair to a presentation without getting in the way of the content. If you use AutoShapes frequently, the next few sections present some tips that you should find useful. Drawing Circles and SquaresTo draw a perfect circle instead of an oval, click the Oval tool, hold down Shift, and then draw the shape. To draw a perfect square instead of a rectangle, click the Rectangle tool, hold down Shift, and then draw the shape. Drawing Shapes QuicklyRather than clicking a shape tool and then drawing the tool on your slide, PowerPoint offers a faster way to get a default shape: hold down Ctrl and click the shape tool. PowerPoint adds a default shape in the center of the slide. You can then move, size, and format the shape as needed. You can also hold down Ctrl and Shift and then click Oval or Rectangle to get a quick circle or square. Setting the Default Formatting for an AutoShapeIf you find yourself constantly applying the same fills, line or arrow styles, or colors to a specific AutoShape, you can set that formatting as the default for the shape. There are two ways to do this:
Copying Object Formatting
That works well enough, but PowerPoint also has a tool that "remembers" an object's formatting indefinitely, which is handy if you want to apply a particular shape's formatting to different objects over time. Select View, Toolbars, Customize, select the Commands tab, and then click Format in the Categories list. Drag the following tools to a toolbar:
Duplicating Shapes at Evenly Spaced IntervalsYou can create effective designs by duplicating a particular shape multiple times. Although it's not hard to copy a shape (hold down Ctrl and drag the shape), it's quite difficult to get the same distance between the duplicates. Happily, PowerPoint can do this for you. Click the shape and press Ctrl+D to create the first duplicate. Use your mouse to drag the duplicate to the correct position. This tells PowerPoint how far away you want each duplicate and in which direction. Press Ctrl+D again and PowerPoint creates a third shape that uses the same spacing as the second. Keep pressing Ctrl+D to create more duplicates, as shown in Figure 3.16. Figure 3.16. After you establish the spacing between the first and second shapes, press Ctrl+D to create duplicates with the same spacing.Setting the Default Font for Shape TextBy default, PowerPoint uses 18-point Arial for the text you type in a shape. You can format the text in a specific shape, but what if you want all your shapes to use the same font? You can set this default font by first clicking any shape that includes text. (If you don't want to apply the new font formatting to an existing shape, click an empty section of any slide so that no placeholder or object is selected.) Then select Format, Font, and make your choices in the Font dialog box. Activate the Default for New Objects check box and click OK. Wrapping Text Within a ShapeIf you want to display a shape such as an oval or rectangle with text inside, you don't need a separate text box. Instead, draw your shape and then type the text. PowerPoint automatically centers the text within the shape. To prevent the text from spilling over the shape borders, right-click the shape and then select Format AutoShape. Select the Text Box tab and activate the Word Wrap Text in AutoShape check box. If you prefer that the shape expand to accommodate the text, activate the Resize AutoShape to Fit Text check box. Hiding Slide Master Shapes in a SlideIf you add a shape to the Slide Master, it will appear on all the presentation's slides. If there is a particular slide in which you don't want the shape to appear, you can hide it. First, right-click the shape, and then click Format AutoShape. In the Colors and Lines tab, pull down the Color list in the Fill group and select the Background option. This gives the shape the same background as the portion of the slide background that lies underneath the shape. You should also pull down the Color list in the Line group and select No Line. |