Visual Presentation Tutorial

Visual Presentation Tutorial
For A Speaker’s Guidebook: Text and Reference, 2/e ©2004 Bedford/St. Martin’s

Presentation Aids Objects, models, pictures, graphs, charts, video, audio, and multimedia used in the context of a speech. Help students see relationships among concepts, store and remember material, and critically examine key ideas.

Seeing (and Hearing) Is Believing
Audiovisual aids can enhance understanding and retention of concepts. Facts and concepts are more likely to be learned if they are accompanied by visual cues. Audiovisual aids should be relevant to the speech topic.

Types of Presentation Aids
The Speaker The speaker sometimes becomes a visual aid when an explanation requires modeling. Physical movement Clothing

Props and models A prop can be any live or inanimate object that captures audience attention and emphasizes key points. A model is a three-dimensional scale-size representation of an object.

Pictures (photographs, drawings, diagrams, maps, posters) Picture: two-dimensional representation of people, places, ideas, or objects produced on an opaque backing. Diagram: explains how something works or how it is constructed or operated.

Pictures (photographs, drawings, diagrams, maps, posters) Map: a representation of a whole or a part of an area on a flat surface. Poster: A large, bold, two-dimensional design incorporating words, shapes, and if desired, color, placed on an opaque backing.

Graphs and Charts Graph: represents numerical data in visual form. Line graph: displays one measurement, usually plotted on the horizontal axis, and units of measurement or values, plotted on the vertical axis. Bar graph: uses bars of varying lengths to compare quantities or magnitudes.

Graphs and Charts Pie graph: depicts the division of a whole. The pie, which represents 100 percent, is divided into portions or segments called slices. Each slice constitutes a percentage of the whole. Pictogram: shows a comparison in picture form.

Graphs and Charts Chart: visually organizes complex information into compact form. Flowchart: a diagram that shows step-by-step progression through a procedure, a relationship, or a process. Organizational Chart: illustrates the organizational structure or chain of command in an organization.

Graphs and Charts Table: a systematic grouping of data or numerical information in column form. Note: tables are not truly graphic, because they are not really pictures. However, even if they lack visual appeal they often present valuable data.

Audio and Video Audio Clip: a short recording of sounds, music, or speech. Introducing sound into a speech can add interest, illustrate ideas, and incorporate humor.

Audio and Video Video: including movie, television, and other recording instruments, can be a powerful presentation aid that combines, sight, sound, and movement to illustrate key concepts.

Multimedia Multimedia combines several media (stills, sound, video, text, and data) into a single production. The idea is that the more senses evoked, the more memorable the event will be.

Options For Displaying The Presentation Aid
Overhead Transparencies Overhead transparency (also called an overhead acetate): an image on a transparent background that can be viewed by transmitted light, either directly or through projection onto a screen or wall.

Overhead Transparencies Overhead projection is flexible. Material may be added to or taken away during the presentation. This makes the overhead a good choice for presentations that require multiple visual aids.

Computer-Generated Graphics and Display With software programs such as Microsoft’s PowerPoint, speakers can create slides and transparencies on the computer. Speakers can project these graphics directly from a computer or transfer images to overhead transparencies.

Computer-Generated Graphics and Display LCD: stands for liquid crystal diode. LCD panel: a square, thin box that sits on top of an overhead projector and connects to a computer. It contains a screen on which images appear.

Computer-Generated Graphics and Display LCD projector: comes with an illumination or light source, eliminating the need for an overhead projector. Video projector: connects to a computer and projects a sharp, clear image as large as twenty-five feet long.

Flip Charts Flip Chart: a large pad of paper on which a speaker can draw visual aids. As you progress through the speech, you simply flip through the pad to the next exhibit. One of the most inexpensive ways of displaying presentation aids.

Chalkboards Chalkboard: A black (or blue or green) board on which you can write with chalk (or a marker if the board chalkless type). Chalkboards are useful for impromptu explanations.

Handouts Handout: page-sized items that convey information that is either impractical to give to the audience in another manner, or is intended to be kept by audience members after the speech.

Handouts To avoid distracting your listeners, wait until you are done speaking to distribute handouts unless you specifically want them to read the information as you speak.

Designing Presentation Aids
Simplicity Presentation aids that try to communicate too many messages will quickly overwhelm the audience. Visual aids should reinforce, support, or summarize what you say, not repeat verbatim what you’ve already said.

Continuity The principle of continuity dictates that you apply the same design decisions you make for one aid to all of the aids you display in a speech.

Continuity To help maintain continuity, your choice of any key design elements--colors, fonts, upper and lowercase letters, styling (boldface, underlining, italics)--should be carried through to each aid.

Typeface Style And Font Size Typeface: a specific style of lettering, such as Arial, Times Roman, or Courier. Fonts: sets of sizes (called the point size) and upper and lower cases. Serif typefaces: include small flourishes, or strokes, at the tops and bottoms of each letter.

Typeface Style And Font Size Sans Serif typefaces: block like and linear; they are designed without these tiny strokes. Most text for on-screen projection should be a minimum of 18 points or larger. Titles or major headings should be 36 points

Typeface Style And Font Size Check that your lettering stands apart from your background. Use a typeface that is simple, easy to read, and doesn’t distract from your message. Don’t overuse boldface, underlining or italics. Use upper-and lowercase type.

Color Use bold, bright colors to emphasize important points. Use softer, lighter colors to de-emphasize less important areas of a presentation. Keep the background color of your presentation constant, and avoid dark backgrounds.

Color For typeface and graphics, use colors that contrast rather than clash with the background color. Use no more than four colors in each graphic; two or three are even better.

A How-To Guide for Using Microsoft PowerPoint as a Presentation Aid

How-To Guide to PowerPoint
This guide offers straightforward advice that will help you use Microsoft PowerPoint to create effective and enjoyable presentations.

You don’t want your slides to look like this:
Colors on the slide are distracting Title too small Texts overlap and have strange formatting Font is small and hard to read Clip art is too large; only one piece is necessary

Let’s Begin! PowerPoint is a Microsoft application.
If you are proficient in programs such as Word and Excel, you are already familiar with over 100 common commands used by Microsoft Office software.

Let’s Begin! NOTE: All of the icons, example buttons, and toolbars shown in this slide show are taken from the PC version of PowerPoint. The Macintosh version is similar, yet slightly different.

To Use PowerPoint Become familiar with the toolbars
Select your presentation option Learn how to create a slide Learn how to organize design elements Learn how to balance design elements

Learning the Toolbars Menu bar Format-ting toolbar View buttons
Standard toolbar View buttons Drawing toolbar Common tasks toolbar

Learning the Toolbars The Menu bar The Standard toolbar
The View toolbar The Drawing toolbar The Formatting toolbar The Common Tasks toolbar

Learning the Toolbars The Menu bar contains the commands for which shortcuts exist on the toolbars. For instance, under File you can find the option to Save your presentation, which is also available on the Standard toolbar. In the Formatting menu, you can click on Alignment and change the flow of text on your screen. You can also click one of the alignment icons on the Formatting toolbar to perform the same task.

Learning the Toolbars The Standard toolbar contains a number of useful shortcuts: New presentation Open a new or existing presentation Save Print Spelling

Learning the Toolbars The Standard toolbar also includes a number of other shortcut features: Insert a Microsoft Word Table Insert a Microsoft Excel Table Insert a Chart Insert Clip Art The Office Wizard. When you click this and type a question, it will search the Help index for possible answer.

Learning the Toolbars The View toolbar gives different options for viewing slides: Slide View: shows slides one by one Outline View: shows an outline of all slide text Slide Sorter View: places all the slides on one screen in slide format Note Pages View: allows you to add and read notes below each slide Slide Show: allows you to see the presentation

Learning the Toolbars The Drawing toolbar gives shortcuts to:
AutoShapes: draw lines, arrows, rectangles, and ovals; access the AutoShapes menu Text boxes: draw these where you wish to add text on a blank slide or add text to an existing slide Line color, font color, and fill color options, with menus Dash style and 3-D options The Draw button presents a menu of other ways to manipulate your text and clip art, including rotation, alignment, and alterations to AutoShapes.

Learning the Toolbars The Formatting toolbar allows you to:
Change font Change font size Add boldface, italics, underlining, and shading to text Create animation effects Change paragraph alignment

Learning the Toolbars The New Slide button inserts a new slide directly following the slide currently being viewed. The Slide Layout button gives choices of layouts for different pre-designed text box and clip art formations. The Apply Design button gives pre-designed slide aesthetic options.

Learning the Toolbars Finally, on the View menu you can choose which toolbars are available at any give time: Click View Scroll down to Toolbars Select or deselect your preferences

Select Presentation Option
When PowerPoint launches you will see the screen above. Here you select how you would like to create your presentation.

The AutoContent Wizard is useful for those who are unfamiliar with PowerPoint or who need extra help. It sets up an index of slides with preloaded titles, points, subpoints, and designs.

The Template option provides moderate flexibility in designing presentations. You choose from 28 templates to organize your points, subpoints, and design.

The Blank Presentation option offers the most flexibility. Users customize every aspect of the design for each individual slide. The following slides will teach you how to work from Blank Presentation.

How to Create a Slide Click New Slide to select a layout for the title slide. To change the color of the slide either right-click it and select Slide Color Scheme or select Format and then Slide Color Scheme from the Menu bar.

How to Create a Slide You choose the color scheme and format of the slide, and if you wish you can also apply these choices to all of the following slides. You can change the color scheme of one or all of your slides at any time.

How to Create a Slide To change the order of the slides, first select Slide Sorter View ( ) from the View toolbar. You can move slides by cutting and pasting or dragging and dropping To delete a slide, either click on it while in Slide Sorter View or go to it in Slide View ( ), then select Edit from the Menu bar and click on Delete Slide.

Organizing Design Elements
Text Clip art and pictures Animation effects Balancing the elements

Organizing Text As you can see from this slide, text boxes can be put anywhere. Click on the icon on the Drawing toolbar. With the cursor, draw the approximate size you need for your text.

Organizing Text You can expand the box to include more text or make it smaller to make room for other design elements on the slide. The pre-designed selections from the Slide Layout screen offer the most logical and often-used layouts.

Organizing Text Use a readable font and font size for each different aspect of the page (a good size range is between points). Be consistent from slide to slide with fonts and font sizes. Choose colors that will ensure that your text is readable and your slides do not appear distracting.

Organizing Text Don’t use too many different fonts.
DON’T USE ALL CAPS. Avoid fonts that are distracting: Braggadocio OzHandicraft BT Shelley Volante BT

Organizing Text Don’t include your entire speech on the slides. Instead highlight important points. To determine what information is best to include in your presentation, you should: Review your speech outline. Identify points that can be illustrated, such as key terms and their definitions, statistics, or charts and graphs.

Organizing Clip Art and Pictures
To insert clip art onto your slide you can: Select a slide layout that has a set space for clip art. When working on that slide, simply double-click on the clip art space and it will take you to the Microsoft Clip Gallery. Use the Insert menu, click Picture, and then select Clip Art. Click on the shortcut icon:

To insert your own photos or graphics rather than ones from the gallery, click Insert, scroll to Picture, and select From File. Here you can browse your computer and choose art from your own files.

If you cannot find what you need in the gallery or your own resources, you have another option. Downloads of more images are available free from Microsoft via the Internet. In the gallery, click on the icon in the bottom right corner. Search by key word to find what you need.

PowerPoint can incorporate graphs and charts as well. On the Standard toolbar, there are shortcuts for inserting Microsoft Word tables and Microsoft Excel worksheets and graphs Change the numbers and labels on the graphs or charts to fit your information.

Remember: use clip art, pictures, charts, and graphs only to illustrate points, not as fillers.

Organizing Animation Effects
PowerPoint has a variety of different ways that text and art can be animated. For example: Appear Spiral Fly from Bottom-Left Blinds Vertical Stretch from Top Zoom In Wipe Right Box Out Dissolve Crawl from Right Peek from Bottom Checkerboard Across

These effects can be interesting additions to your presentation, but they can also be distracting. Use them sparingly to add emphasis. To animate, right-click on the text or image and select Custom Animation from the menu. Select the effect you want to use, determine the order of the animations on the slide, and make sure to preview.

Take time while in this screen to determine how your animation effects will appear. Clicking on the Timing menu gives you options so that your textboxes, clip art, and other animation elements can be presented on a mouse click, automatically, or automatically after a preset length of time.

Balancing the Elements
Even if you follow all the suggestions for setting up your slide and its elements, you still may find that your presentation is hard to follow. It is important to go back through your completed presentation and make sure that the overall experience of watching it is pleasant as well as educational.

Defining a balanced slide may seem like a matter of opinion, but there are concrete criteria, including: Clip art and text must fit together well. No element -- title, points, graphics -- should overpower the others. Headings should be consistent in size and placement. They should be large and clear. The audience should be able to understand each slide quickly and easily.

Example of a Balanced Slide
The title is large and clear. Text is easy to read and well sized. The clip art illustrates the slide and is well placed on the layout. Good use of contrasting colors on slide and in font.

Example of an Unbalanced Slide
Title and color scheme are still fine. Text is too small. Clip art is too large. This slide is hard to read and places unnecessary emphasis on the artwork.

If you are unsure whether your slide is well balanced, ask a friend or your instructor if they find your presentation easy to follow, and easy on the eye.

Giving Your Presentation
Make sure you have practiced giving your speech while using your PowerPoint presentation. It may be helpful to make notes on your cue cards or outline indicating when to move from one slide to the next. Time yourself giving your speech with the presentation. Make sure that you are within your assigned time limit.

In case of technical problems, be prepared to give your speech without your PowerPoint presentation. Consider making printouts of your presentation to give your classmates in case of technical problems.

To keep your audience from becoming distracted, you should also use blank slides when you are done with one slide and not yet ready for the next one. Consider this as you practice your speech with the presentation. Insert blank slides where you are speaking about something that departs from the contents on the slide.

The End

Visual Presentation Tutorial

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