Powerpoint tips and tricks

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PowerPoint Tips and Tricks to make it more fun, more effective.

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foreword:

2 foreword Goal is just to share PowerPoint ‘tips & tricks’ You can agree or disagree with some statements It’s just a ‘toolbox’ PowerPoint is just a tool. If content is not good, it cannot help Objective is just to help you to… Spend less time on layout & more on content Make ‘better’ presentations ‘ 6 S’ approach is just my own ‘proposal’… Unrestricted comments are welcome ! Jean-Luc

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3 part 1 ‘tips & tricks’

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4 not are slides funny ! next

table of content:

5 table of content 1 2 3 4 5 Before you start Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations ‘Slide’ design Components, slide limits, titles, slide, body, Simplicity , layout Content Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S More tips Advanced tips, templates 5

PowerPoint Presentation:

6 1 2 3 4 5 Before you start Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations ‘Slide’ design Components, slide limits, titles, slide, body, Simplicity , layout Content Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S More tips Advanced tips, templates 6

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7 switch to ‘ EDIT ’ view (esc)

make this figure in < 30 sec:

8 make this figure in < 30 sec Use shapes here-under to make the figure 8

analsis of your results:

9 analsis of your results this can be done in < 2 seconds

customize the ‘format’ toolbar:

10 customize the ‘format’ toolbar No need for additional new commands in toolbar

customize the ‘drawing’ toolbar:

11 customize the ‘drawing’ toolbar No need for additional new commands in toolbar

activate ‘snap objects to grid’  :

12 activate ‘snap objects to grid’   Always activate this feature ! Spacing can be 0,083 Inches 0,079 Inches … 12

activate ‘ruler’ :

13 activate ‘ruler’  Always activate this feature ! 13

useful short-keys:

14 useful short-keys ctrl A ctrl C ctrl V ctrl Z ctrl Y ctrl S esc fn prt sc f2 Select all Copy Paste Undo Re-do Save Select text Escape Print screen shift enter ‘Line break’ 14

make this figure in < 2 min:

15 make this figure in < 2 min x 11 15

select all figures & rotate ‘left’:

16 select all figures & rotate ‘left’

center this figure horizontally in < 1 min:

17 center this figure horizontally in < 1 min Use shapes here-under to center the figure 17 Unrestricted

speed:

18 speed ctrl A ctrl C ctrl V ctrl Z ctrl Y ctrl S esc fn prt sc f2 shift enter + + = 90% time saved ! Take some time to learn how to use toolbar & short-keys ! 18 1 st S

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19 switch to ‘ SLIDE SHOW ’

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20 what does ‘90% time saved’ mean ? 10h 1h 3h20 1h40 10’ 20’ Do invest some time to learn how to use ‘toolbar’ & ‘short-keys’ !!! 1 day 10 days

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21 1 2 3 4 5 Before you start Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations ‘Slide’ design Components, slide limits, titles, slide, body, Simplicity , layout Content Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S More tips Advanced tips, templates 21

PowerPoint Presentation:

22 focus = ‘internal’ presentations but easy to transpose…

colors:

23 colors Use the ‘right’ colors Select basic colors (e.g.) ‘black’ & ‘white’ 1 ‘grey’ 3 to 4 ‘blue’ 1 ‘color’ Use same colors in entire presentation EXAMPLE AVOID 23

black & white (or colors when printed in ‘grey’):

24 black & white (or colors when printed in ‘grey’) type grey level No difference when printed type grey level 24

what’s the difference between these figures ?:

25 what’s the difference between these figures ? A A 25

…bad surprise when printed:

26 …bad surprise when printed 26

fonts:

27 fonts Fonts type Use ‘Georgia’, Arial’, ‘ Helvetica ’, ‘Veranda’ or ‘Calibri’ Use ‘Arial’ if lot of numbers Use ‘black’ as default & ‘ blue ’ for ‘level 1 titles’ Font size (standard) : max 20 & min 12 Try to avoid bold , italic & underline Bullets Avoid ‘black’ or ‘white’ bullets Different indentation levels = different bullets Be coherent ! Always use same approach for font colors, font size, bullets, etc. Always use same approach for Majuscules, i.e. Either Majuscule at beginning of list or no majuscule at beginning of list level 1 (size 18 / 20) level 2 (size 16 / 18) level 3 (size 14 / 16) level 4 (14) level 1 (size 18) level 2 (size 16) level 3 (size 14) level 1 (size 18) level 2 (size 16) level 3 (size 14) AVOID EXAMPLE 27

lines :

28 lines ¾ pt 2 ¼ pt No line ¾ pt Solid 2 ¼ pt Solid ¾ pt Dash 2 ¼ pt Dash No need for other types of lines Use same line types in entire presentation 28

useful shapes:

29 useful shapes text text text text text text text text text text     29

how to resize a shape:

30 how to resize a shape text text 1. Select shape 2. Resize shape with ‘yellow diamond’ 3. Find ‘right shape’ 30

always align & ‘distribute’ shapes in a slide:

31 always align & ‘distribute’ shapes in a slide text text text text Not OK text text text text OK 31

pictures:

32 pictures Using pictures is complex It’s difficult to find the ‘right’ picture Presentations with pictures take lot of time Pictures are only useful if you want to make a ‘show’ Most of the time, you just don’t need pictures for internal presentations but just in case… Don’t use pictures found on Internet (for professional use) Only use PowerPoint ‘Clip Arts’ (unless you can access specialized images database)

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33 But pictures are good for show !

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34 If correctly chosen

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35 Otherwise…

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36 So think twice…

clip arts:

37 clip arts And just avoid ugly ‘Clip Arts’ !

tables:

38 tables Table Row 1 Row 2 Row 3 Row 4 Line 1 xxx xxx xxx xxx Line 2 xxx xxx xxx xxx Line 3 xxx xxx xxx xxx Line 4 xxx xxx xxx xxx Line 5 xxx xxx xxx xxx Tables are really a problem in PowerPoint Try not to use standard ‘table option’ if possible Prefer to create your own table (with ‘Rectangle’ shapes)

insert Excel tables in PowerPoint:

39 insert Excel tables in PowerPoint Prefer to paste Excel tables as pictures in PowerPoint Select Table in Excel Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu Use standard parameters by default Go to PowerPoint Paste Table (CTRL+V) 1 2 3 If possible, better to create own table in PowerPoint

insert Excel charts in PowerPoint:

40 Paste Excel charts as pictures in PowerPoint Check that font size in graph is > 10 pt Select graph in Excel Press ‘SHIFT’ & select ‘Copy Picture…’ in ‘Edit’ menu Use standard parameters by default Go to PowerPoint Paste graph (CTRL+V) insert Excel charts in PowerPoint 2 3 4

need to insert > 1 Excel chart in PowerPoint ?:

41 need to insert > 1 Excel chart in PowerPoint ? Not enough space on the slide, isn’t it ?

so you’ve just ‘re-sized’ the charts:

42 so you’ve just ‘re-sized’ the charts Are you sure it’s still possible to read them ? Chart 0 2 4 6 8 10 Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...

prefer to adapt size in Excel (with font size > 10 !):

43 prefer to adapt size in Excel (with font size > 10 !)

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44 Go to next slide & press ‘ enter ’ after a few seconds

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45 a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t f g h j k l m w x a z e r t u i p q s d f g h j k l m w x c v s z a a z e r t g h j k l m w x c v b / s z a a z e r t y u i o p q s d f g h j k l m w x c v b n ? . / s a a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t y u q s d f g h j k l m w x c ? z a a z e r t y u i o p f g h j k l m w x c v b n ? . / s z a z e r t y u i o p f g h j k l m w x c v b n ? . / s z a z e r t y u i o p q s d g h j k l m w x c v a a z e r t y u i o p f g h j k l m w x c v b n a a z e r t y u q s d f g h j k l m w x c v b n ? a a z e r t i o p q s d f g x c v b n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y u i o p q s d f g h j k l a a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t u i o p q s d g h j k l m w x c a a z e rq s d g h j k l m w x c v b n ? . / s z a a z e r t y f g h j k l m w . / s z a a z e r t y u i o p q s d f g h j k l m w x c v b n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y f g h j k l m w x n ? . / s z a z e r t y u i o p q s d f g h j k l m w x a z e r t y u i o p q s d f g h j k l m w x c z a a z e r t y u i o p q s d f g h j k l m w x c v ? . / s z a a z e r t y u i o p q s . / s z a a z e r t y u i o p q s d f g h j k l m w x c v a a z e r t y u i o p q s d f g h j k l m w x c v b n ? / s z a a z e r t y u i o p q s d f g h j a z e r t y u i o p q s d f g h j k l m a a z e r t y u i o p q s d f g h j k l m w b n ? . / s z a a z e r t y u i o p q sb n ? . / s z a z e r t y u i o p q s d f g h j k l m w a JUST AVOID ANIMATIONS !! !

why not to use animations ?:

46 why not to use animations ? Animations = lot of time unless good PowerPoint skills Animations = problems with mouse during presentation (Murphy’s law I) Animations = PC & mouse far from you during presentation (Murphy’s law II) Animations = ‘show’, not ‘facts’ Avoid animations when possible !

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47 1 2 3 4 5 Before you start Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations ‘Slide’ design Components, slide limits, titles, slide, body, Simplicity , layout Content Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S More tips Advanced tips, templates 47

slide components:

48 slide components Footer slide number Try to align ‘Title’ & ‘Body’ texts Always include ‘slide #’ & confidentiality level for internal ppt (exception : no slide # on ‘Title slides’)

respect ‘slide limits’:

49 respect ‘slide limits’ NO NO NO NO YES YES

avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation:

50 avoid titles having more than 1 line because it’s difficult to read them & because it will break the ‘uniformity’ of your presentation

titles & sub-titles Sub-title = summary of slide in 1 sentence:

51 51 Only exception = titles + sub-titles (no majuscule for titles & Majuscule for sub-titles) titles & sub-titles Sub-title = summary of slide in 1 sentence

always use same font size & type for titles:

52 always use same font size & type for titles

slide title must reflect slide content !:

53 slide title must reflect slide content ! Always check that slide title really reflects slide content !

make your ‘own’ body:

54 make your ‘own’ body When you creare a new slide… Create your own ‘boby’ = ‘rectangle’ with following attibutes ‘Colors & Lines‘ color = ‘NoFill’ line = ‘No line’ ‘Text Box’ ‘Text a nchor Point’ = Top ‘Internal margins’ (left, right, top, bottom) = 0,1’ or 0,05’’ ‘Word wrap text in Autoshape’ checked No other option ‘checked’ Adapt margins ! Never use standard ‘Title and Text’ template

body:

55 body Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘Increase Paragraph Spacing’ command to make the text more readable. Be sure to adapt the text indentation when you go to a new line. Text must always be aligned. Be as simple as possible. Avoid very long text in the body of your presentation especially if it will be projected to a large audience. Use ‘Increase Paragraph Spacing’ command to make the text more readable. Be sure to adapt the text indentation when you go to a new line. Text must always be aligned. Be as simple as possible Avoid very long text Use to make text more readable Text must always be aligned Be as simple as possible

simplicity:

56 simplicity The goals of this project if to identify the possible areas of improvement for the development of a new approach for the definition and the revision of the new processes that will be launched in the future and to define the impacts of this new approach on the current structure of our company. Goals Identify improvements for definition & revision of new processes Define impacts on current company structure Keep it simple ! Be as simple as possible : go directly to the point Avoid articles (the, a, …) ; use ‘&’ instead of ‘and’ Never > 2 lines in one paragraph (except for executive summary) 2 nd S

always check if slide is readable when printed:

57 always check if slide is readable when printed remember this ? People usually print (business) presentations

Find at least 7 ‘mistakes’ in this slide:

58 Find at least 7 ‘mistakes’ in this slide Text Text Text Text Text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text

Find at least 7 ‘mistakes’ in this slide:

59 Find at least 7 ‘mistakes’ in this slide Text Text Text Text Text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text any text 2. Different spacing 1. Font <> Standard font 3. Slide limits not respected 5. ‘White’ bullet 4. Text not aligned 6. Shape not resized 7. Text in bold, italic, not standard font, same color as in other shapes, > 2 lines, …

you want a cool slide layout ? :

60 you want a cool slide layout ?

layout Cool layout but few colors available for text :

61 layout Cool layout but few colors available for text

layout:

62 layout Prefer ‘white’ backgrounds (easier, less ink & less money spent when printed)

PowerPoint Presentation:

63 1 2 3 4 5 Before you start Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations ‘Slide’ design Components, slide limits, titles, slide, body, Simplicity , layout Content Scope , audience, Schedule , Structure , visualize presentation, Story , 6 S More tips Advanced tips, templates 63

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64 > 100 > 50 > 10 < 10 < 5 Projection Both Paper > 30min 15 / 20 min 10 min 5 min ‘Story’ Standard Details Facts & figures ‘Show’ # attendees Media Audience Content Timing + + + + = ‘Public’ Customer Senior Mgt. Middle Mgt. Employees … ‘Vision’ Strategy / Positioning Product presentation Technical / Financials Status report … Think about scope of presentation ! 3 rd S

audience:

65 audience Adapt to audience !

schedule:

66 schedule 4 th S 5 min 10 min 15 min 20 min 1h 30 min < 3 slides < 5 slides < 7 slides < 10 slides < 15 slides < 25 slides Always respect timing !

structure:

67 structure it’s easy… 1 slide = 1 idea (If you can’t summarize slide in one sentence, slide is too complex) 5 th S

visualize presentation:

68 visualize presentation 1. Take a ‘A4’ sheet of paper 2. Draw 10 ‘rectangles’ (= if ’10’ slides) 3. Write ‘1. Introduction’ in 1 st rectangle 4. Write ’10 Conclusions’ in last rectangle 5. Write just one idea on remaining slides 6. Make a ‘story’ with coherent story line 1 10 Introduction Conclusions Always visualize your presentation

story:

69 story A presentation is a STORY You have to make a ‘scenario’ with 1. STRONG start (attract attention) 2. Coherent story line (no flash-back) 3. ACTION !!! (keep public awake) 4. Suspense & surprises (retain interest) 5. Happy end ! (of course…) Good presentation needs good ‘Story’ 6 th S

6S PowerPoint Summary:

70 6 S PowerPoint S ummary S peed customized toolbar & short-keys S implicity simplify everything S cope think about context S chedule always respect timing S tructure 1 slide = 1 idea S tory make your scenario

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71 1 2 3 4 5 Before you start Customize your toolbar, activate ‘snap object to grid’ & ‘ruler’, useful ‘short-keys’, Speed Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts, animations ‘Slide’ design Components, slide limits, titles, slide, body, Simplicity , layout Content Scope , audience, Timing , Structure , visualize presentation, Story , 6 S More tips Advanced tips, templates 71

how to ‘recover’ a color if you’re lucky ?:

72 how to ‘recover’ a color if you’re lucky ? Solution #1 (= when you’re lucky) 1. Select a figure having the color you want 2. Check if color in ‘Fill Color’ palette 3. If color is in ‘Fill Color’ palette, just select the color

how to ‘recover’ a color if you’re not lucky ?:

73 Solution #2 (= when you’re not lucky) 1. Select a figure having the color you want 2. Check if color in ‘Fill Color’ palette 3. If color is not in ‘Fill Color’ palette, click on ‘More Fill Color’ 4. Double click on ‘New’. Now the color is in ‘Fill Color’ palette how to ‘recover’ a color if you’re not lucky ?

what’s the difference between these figures ?:

74 what’s the difference between these figures ?

…color & transparency:

75 …color & transparency Color = Transparency = 70% Color = Transparency = 0%

transparency:

76 transparency Transparency allows… Nice effects when correctly used But most of the time Transparency = bad surprise when presentation is printed You can make the same effect with standard colors

colors effects:

77 colors effects Colors effects are cool but usually… Colors effects take lots of time Bad surprise when presentation is printed

shadows styles:

78 shadows styles No Shadow Shadow Style 14 Shadow Style 17 Don’t use other ‘Shadows Styles’ Use same ‘Shadow Style’ in entire presentation

smooth slides transitions:

79 smooth slides transitions Use same alignment for ‘body’ vs. ‘title’ in all slides Not OK !

make this figure in < 5 min:

80 make this figure in < 5 min 5’’ 5’’ Tip : Use Excel

template : 10 slides for Senior Management:

81 template : 10 slides for Senior Management Structure - Title - Executive summary - Agenda Scope Status Issue(s) Solution(s) Requirements / Developments needed Risks & opportunities Financials / Figures What if NO GO / -30% investments / GO Planning & next steps Decisions needed - Backup Items on Title slide Date (presentation to xxx) Unrestricted / Internal Use Only / Confidential (Name) / Department / (Company) For information / For decision / For discussion Mandatory items on all slides Slide number Unrestricted / Internal Use Only / Confidential / … 20 min presentation with executive summary

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82 part 2 ‘show’

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83 You have to make a presentation

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84 but you’re… running out of time

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85 same story once again ?

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86 you have to find a way out ?

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87 better to be somewhere else?

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88 no stress !

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89 you just need a toolbox …

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90 to win lot of time !

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91 this is the goal of this presentation

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92 aim is just to help to save time you

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93 and to spend more time on real priorities

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94 content of this tutorial

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95 before you start building blocks ‘slide’ design content + tips

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96 before you start

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97 take 5’ to customize your toolbar

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98 1’ to lock grid ruler

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99 5’’ to ‘activate’ ruler

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100 use few short-keys

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101 to win time

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102 building blocks before you start

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103 c o l o r s

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104 black white

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105 fonts

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106 lines

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107 shapes

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108 alignments

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109 pictures

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110 clip-arts

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111 tables

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112 charts

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113 animations

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114 ‘slide’ design building blocks before you start

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115 components

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116 slide li mits

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117 title

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118 body

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119 simplicity

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120 layout

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121 content ‘slide’ design building blocks before you start

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122 scope

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123 scope

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124 audience

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125 schedule

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126 structure 1 slide 1 idea

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127 visualize presentation

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128 Y R O T S a ! m e k a

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129 6 S S peed S implicity S cope S chedule S tructure S tory

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130 + tips content ‘slide’ design building blocks before you start

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131 advanced tips

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132 …and templates

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133

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134 what do you think ?

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135 ready to go ?

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136 Hope i t helps jean.luc.niezette@gmail.com

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