PowerPoint™ The Rules of Design © 2001William Earnest

Introduction to PowerPoint Introduction to PowerPoint Rules of Design Rules of Design - good templates good templates - high-contrast colors high-contrast colors - sans serif fonts sans serif fonts - efficient text efficient text - choose images wisely choose images wisely - appropriate “build” effects appropriate “build” effects - visual balance of slide elements visual balance of slide elements Introduction to PowerPoint Introduction to PowerPoint Rules of Design Rules of Design - good templates good templates - high-contrast colors high-contrast colors - sans serif fonts sans serif fonts - efficient text efficient text - choose images wisely choose images wisely - appropriate “build” effects appropriate “build” effects - visual balance of slide elements visual balance of slide elements Table of Contents

To create a new PowerPoint presentation … launch the program, then … Go to the Rules of DesignNext slide Introduction to PowerPoint

choose the “Design Template” option from this menu and click “OK.”

A menu similar to this one will appear.

Click on a template’s name to preview it. Highlight the one you want, then click “OK.” The rules of design will help you select a good template.

The “AutoLayout” menu appears automatically. Use it to choose the kind of slide you need.

For new presentations, the default selection is a title slide. For example

To create additional slides, use Insert / New Slide … or the “New Slide” button.

Choose the kind of slide you want from the “AutoLayout” menu, which includes: Single bullet listDouble bullet list Bullet list + graphOrganization chart Bullet list + clip-art A few more pointers

There are two basic ways to insert text: Click in pre-set title or text boxes and start typing. Use the “Insert / Text Box” command or button, then position cursor as desired.

“Slide Sorter View” lets you work with whole slides to create transitions between slides make bulleted items build one at a time delete, copy, or move slides

Get to know the “Drawing” toolbar. draw a line, arrow, rectangle, or ellipse insert text * If the toolbar is not visible, go to “View/Toolbars / Drawing.” insert Clip Art object color line color text color Click here to return to the Rules of Design Click here to return to the Rules of Design

The Seven Rules of Design good templates high-contrast colors sans serif fonts efficient text wisely chosen images appropriate “build” effects visual balance of slide elements are a matter of using … Click a bullet to view a specific rule. Otherwise, click to continue. Each slide is fully automated. Click to advance between slides.

Choose the right template. -Bright or medium blue fields are problematic because they: -are hard on the eye -tend to strike an overly subdued mood -Some templates to avoid include: 1 1 Blue Diagonal SoaringAzure High Voltage index

Choose the right template. -PowerPoint’s newest templates are more colorful and theme-specific. -Pick one that matches the mood you’re trying to convey. For example: 1 1 Blueprint This template would be appropriate for presentations concerning architecture, engineering, construction, planning, design, etc. index

Choose the right template. 1 1 These templates seem tailor-made for business and the professions, yet are equally useful elsewhere. Expedition PostmodernRicepaper index Global

Choose the right template. 1 1 Templates like these could be used when your subject is scientific or technical in focus. Technology index Straight Edge

Choose the right template. 1 1 “Notebook” would be useful in workshops, training seminars, and other settings concerned with instruction or education. Notebook index

Choose the right template. 1 1 index Gesture Japanese Waves Paper Nature These templates convey elegance, regardless of the subject.

Choose the right template. -Very dark or very light fields with simple patterns are often good choices. 1 1 BrushstrokesBlends CapsulesArtsy including dark blues Factory index

Choose the right template. -You can also make your own template. -begin with a blank presentation 1 1 index

Choose the right template.  You can also make your own template.  from the menu, choose:  View / Master / Slide Master 1 1 index

Choose the right template. -You can also make your own template. -place images (e.g., corporate logos), objects, etc. 1 1 index

Choose the right template. -You can also make your own template. -change font characteristics (face, color, etc.); resize, reposition, add or delete text boxes 1 1 index Whatever you do to the master will apply to every slide.

Use high-contrast colors. -Dark text on a light field - Light text on a dark field 2 2 The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it index

Use high-contrast colors.  Colors of similar luminosity blend together and make reading difficult. 2 2 The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it The Four D’s: Drop it Delay it Delegate it Do it index

Use high-contrast colors. -Apply this rule to objects such as: -text boxes -AutoShapes -etc. 2 2 Employee of the Month On-time guarantee -and backgrounds: index

Use sans serif fonts On screen, text with plain lines and clean edges is easier on the eye: -Tahoma -Arial -Trebuchet -Verdana -On the printed page, traditional “serif” fonts are easier to read: -Times New Roman -Bookman -Garamond -Century Schoolbook index

Use sans serif fonts. -Sans serif: Arial, 24-pt 3 3 Mission Statement Focus, focus, focus on the customer. -Serif: Bookman, 24-pt Mission Statement Focus, focus, focus on the customer. index

Use sans serif fonts. -As noted earlier, the slide master can be used to change template defaults. 3 3 index Times New Roman Tahoma

Use sans serif fonts. -There are always exceptions. If desired, use serif fonts for special emphasis or to add distinction or elegance to some aspect of the slide (e.g., the title). 3 3 index

Be text-savvy. keywords, not sentences minimum words, maximum size no “orphans” capitalize correctly 4 4 a b c d Click to jump directly to a topic, or click to continue to next slide index

Use keywords for bullets. -Slides are visual notecards. -main ideas -not complete thoughts -full sentences only when quoting -For every bullet try to eliminate: -articles ( a, an, the ) -pronouns that could be implied ( you, we ) -verbs that could be implied 4 4 If your PowerPoint presentation is meant to function by itself (for example, as a tutorial like this one, or a display at a trade show) then it would be necessary to use full sentences to ensure audience comprehension. a index

4 4 a The Acme Grocery Pledge -We offer the freshest produce. -Your satisfaction is guaranteed. -We will deliver anywhere, anytime. Use keywords for bullets. index

4 4 a The Acme Grocery Pledge -Freshest produce -Guaranteed satisfaction -Unlimited delivery Audience gets the main idea You provide the details Audience gets the main idea You provide the details Use keywords for bullets. index

4 4 b Minimum words, maximum size Try to keep titles 44 pts. or larger. Main bullets 32 pts. or greater index

4 4 b -Keep text to a minimum, 25 words or less per slide. -PowerPoint is more visual than written. This is another advantage of using keywords Minimum words, maximum size index

4 4 c No “orphans” Orphan, n. [Gr. Orphanos, later orphos ; L. orbus. Bereaved.] 1. In PowerPoint, when only the last word of a long bullet spills over to the next line. 2. It looks goofy and wastes space. 3. Fix it by editing the bullet to one line, or by carrying over at least two words. index

4 4 c No “orphans” before index

4 4 c No “orphans” after index

-For slide titles: -capitalize the first letter of the line -capitalize proper nouns, other words if desired (but be consistent) -don’t capitalize prepositions 4 4 d Capitalize correctly. To capitalize, or not to capitalize: that is the question. index Annual Sales SummaryA record-breaking June

4 4 d Capitalize correctly. -For main bullets: -capitalize the first letter of each line if you wish, or if a proper noun. -do not capitalize other words unless they’re proper nouns. index Annual Sales Summary Sodas up 20% Snacks held steady Dairy down 3% A record-breaking June Acme led industry doubled May sales expanded sales force

4 4 d Capitalize correctly. -For sub-bullets: -do not capitalize the first letter of the line, unless a proper noun -capitalize other words only if proper nouns index Annual Sales Summary Sodas up 20% - industry at 12% - boost from Europe - U.S. sales flat

Use images wisely. 5 5 Declaration of Principles 1. Images should predominate over text. 2. Photos should predominate over clip-art. 3. If used, clip-art should be of graphic-artist quality and not look “computer-drawn.” index

Use images wisely. -A picture is worth a thousand words. -Almost every slide needs an image … -but not every slide needs text. 5 5 index

Use images wisely. -Frame regular images by applying: -border of 1/4 -drop shadow 5 5 index

Use images wisely -Do not frame irregular images: -i.e., photos and art without straight edges -they’re meant to blend into background 5 5 index

Use images wisely. -Size images properly: -don’t stretch them to the point of graininess -don’t shrink them to be too small to discern 5 5 Small images may look okay to you, but you know what they’re supposed to be. Will your audience know … from across the room? index

Use images wisely. -The “Clip-Art Hall of Shame” -Images similar to these and the ones on the next page should only be used if you want an amateur, cartoonish look. -In most cases, photographs are available to convey the same message, only much more professionally. 5 5 index

The Clip-Art Hall of Shame 5 5 index

These effects tend to be distracting and can also waste a lot of time Keep build effects low-key. -Try to avoid “moving” or slow effects like: -Opt instead for “in-place” effects like: 6 6 spiral spiral swivel crawl crawl fly fly wipe random bars blinds peek split stretch dissolve index

Strive for visual balance. -Avoid lopsidedness. -Avoid dead space. -Position items for legibility & clarity. 7 7 index

Strive for visual balance. -Avoid lopsidedness. -Avoid dead space. -Position items for legibility & clarity. 7 7 index

Strive for visual balance -Avoid lopsidedness. -Avoid dead space. -Position items for legibility & clarity. 7 7 index

Strive for visual balance Avoid lopsidedness -Avoid dead space -Position items for legibility & clarity Add an image or two or three (perhaps one for each bullet) Spread bullets out: -Increase font size -Increase line spacing between bullets -Drag box down index

Strive for visual balance -Avoid dead space. -Avoid lopsidedness. -Position items for legibility & clarity. 7 7 index

Some final observations: -Break any rule if you have a good reason. -Observe copyright laws on photos and artwork. -You control every aspect of a slide’s design. Have a purpose for everything that happens. index