1. PowerPoint Tips for CERT Instructors
Paul Lufkin
Palo Alto Fire Department
PowerPoint Tips v5.PPT

2. Why PowerPoint? De facto standard for presentations
Basic CERT slides from FEMA are in PowerPoint
FEMA slides need to be localized & customized
PowerPoint is a powerful tool if you know a little about how it works
PowerPoint® is a registered trademark of Microsoft

3. Controlling Your Slides’ “Look”
PowerPoint has several mechanisms for controlling the “look and feel” of a presentation
Design Templates
Masters
Slide Layouts

4. Design Templates
Design templates contain color schemes, slide and title masters with custom formatting
Changing the design template replaces the slide master, title master, and color scheme of the original
After you apply a design template, each slide you add has the same look *
Tip: Create a “look” then save as a template
File, Save As…, Save as type: Design Template
* PowerPoint 2002 and later allow multiple designs in single presentation!

5. Masters
Slide master controls the format and placement of the titles and text you type on slides
Title master controls the format of the title slide
Masters also hold background items, such as graphics you want to appear on every slide
Any change you make to a slide master is reflected on each slide in the set
You can change any individual slide to look different from the master

6. Slide Master
Tip: Change the location & color of the page number on the Slide Master via View, Master, Slide Master
Placeholders
Page Number Placeholder

7. Slide Layouts
PowerPoint comes with 24 pre-designed slide layouts. For example:
Most commonly used: layout that has placeholders for a title and bulleted text
Another has placeholders for a title and clip art
The title and text placeholders follow the formatting of the slide master
Tip: After pasting text from Word, re-apply the slide layout to fix font and font size
Format, Slide Layout, Reapply

8. Headers, Footers & Page Numbers
To turn on or modify Footer or Page Numbers
Select View, Headers & Footer…

9. Outline Bulleted Lists
Slide layout is “outline bulleted list”
Bullets and fonts change on sub-topics
Like this…
…and like this
Tip: Turn bullets off to create a subheading

10. Numbered Lists New feature in PowerPoint 2000
Will get “interesting” results if played back on PC with PowerPoint ’97
Select from Toolbar
Tip: Right click in tool bar area to select additional tool bars. Numbering is in Formatting toolbar
Numbered Lists

11. Clip Art and Pictures Inserting Clip Art & Pictures
Search for clip art by topic keyword
May need “custom installation”
Default install doesn’t put clip art on PC
Web sites with topic search also available
Tip: Connect to Microsoft’s free Web site: Insert, Picture, Clips Online

12. Inserting Pictures Scale large digital photos outside of PowerPoint
Use Adobe Photoshop or Paint Shop Pro
Don’t “drag and drop” pictures into slides
Makes resulting files much larger
Tip: Insert pictures via: Insert, Picture, From File…

13. Notes Pages
Use to add reminders and supplemental information for instructors
Print by selecting Print what: Notes Pages from Print control panel
Tip: To make them more readable, format Notes text to be 14 points or larger
Tip: Switch to notes page view (View, Notes Page), to draw or add a picture to Notes

14. Handouts 6 Slides per Page Saves paper, but hard to read
Same slide size as 6-up
Room for notes
2 Slides per Page
Easier to read
Less efficient use of paper
Better for reference materials

15. Handout Examples
6 Slides/Page
3 Slides/Page
2 Slides/Page

16. Handouts Without Backgrounds
Tip: Disable printing of slide backgrounds Select File, Print,Check Grayscale
2 Slides/Page without Background
Grayscale checkbox

17. Handouts: Preview
Preview how handouts will look in black & white before printing and duplication
PowerPoint’s conversion from color to gray-scale can sometimes be surprising
Tip: Select View, Black and White or click on toolbar
Grayscale Preview

18. PowerPoint Do’s… Use meaningful titles Use readable size text
Tip: Set properties via File,Properties Summary tab

19. …and PowerPoint Don’ts
Moderation is the key when using animation and sound effects
Avoid “fly-in’s”
…that seen to come
…from every direction

20. Disabling Animation
When given an “exuberant” PowerPoint presentations, you can temporarily disable the animation effects
Tip: Select Slide Show, Set Up Show…, Check Show without animation

21. Importing Outlines From Word
Create a presentation by importing an outline from Word
Tip: In Word, open the document, select File, Send To, Microsoft PowerPoint
Insert an outline into an existing presentation
Tip: In PowerPoint select Insert, Slides from Outline

22. PowerPoint Resources: Books
Beginning to Intermediate
How to Do Everything with PowerPoint
Ellen Finkelstein, 433 pages, McGraw-Hill Osborne Media, March 26, 2002, ISBN: ,$ (Amazon)
Advanced
PowerPoint Advanced Presentation Techniques
Faithe Wempen, 600 pages, John Wiley & Sons, July 5, 2004, ISBN: , $ (Amazon)

23. PowerPoint Resources: Web
Microsoft PowerPoint Homepage
Indezine
PowerPoint Links
Techniques And Tutorials
Insert and Play Movies in PowerPoint 97/2000 Presentations

24. Paul Lufkin Plufkin@earthlink.net (650) 494-1316
Questions?
Paul Lufkin
(650)