One of my responsibilities at Jewish Day School is to write a weekly “tech tips” column for the online faculty news. This is one such tip.
Making Things Run Smoothly
- Make sure that you always insert pictures into your presentation using the Insert Picture command from the Insert menu. Do not copy and paste pictures into your presentation. For arcane reasons, copy and pasting pictures can make your PowerPoint fail to display your pictures on other computers.
- Keep a folder of all of the pictures and video that you add to your PowerPoint. Just in case you need to re-insert it (for example, if you messed up on following the tip above).
- Video is not embedded in PowerPoint, pictures are – share Zip files. That is, you can insert pictures into a PowerPoint presentation and send the presentation to someone else and they can see the pictures but you cannot insert video, send the presentation to someone else, and expect them to see the video. PowerPoint creates a link to the video instead. To get around this, if you are going to use video, put your presentation and your video files in a folder together, then insert the video. When you are ready to share your presentation, right-click on the folder and Send To > Compress or Zip Archive and send out the Zip file instead. Your recipient can unzip the archive and will have the presentation and the video.
Making Things Look Pretty
- Black text on a white background is not traditional by accident. It’s easy to read. Think carefully before trying a novel color combination.
- One picture per slide lets you show the picture big, in all its glory. Multiple pictures per slide lets you compare pictures. Think about which it is you want to be doing (and remember that postage stamps are hard to see!).
- Don’t stretch your pictures. You can scale your pictures proportionately by holding down the Shift key when you drag the grab boxes on the corners of the picture. This will make sure that the picture doesn’t get distorted.
- Use text judiciously. This one is complicated: you don’t want to have too much text on a slide because it will get small and hard to read. You don’t want to put your script on the slide, because then you’ll be reading from the slide, which is deathly dull (unless, maybe, you’re Morgan Freeman). But you do want to present text that will support your arguments and highlight important ideas. And you do want to present quotations that are illuminating. One rule of thumb is the “six by six” rule: no more than six words per bullet point, no more than six bullet points per slide. This is totally artificial and you should violate it as needed… but remember it and what it is really urging: don’t overwhelm your audience with text!
- Less is more. This is true of almost everything involved in PowerPoint, but particularly when it comes to animation and sound effects. They have a campy appeal, and can sometimes underscore a point you’re trying to make. But you ain’t Spielberg and PowerPoint ain’t ILM, so don’t go trying to put in gratuitous special effects just to make your PowerPoint more appealing. Your research and ideas should be the focus, not your ability to make car crash sound effects.
Seth Battis May 6th, 2010
Posted In: "Tech Tips" Column
education, Microsoft PowerPoint, presentation, troubleshoot