PowerPoint™ The Rules of Design

PowerPoint™ The Rules of Design
To accompany Communicating at Work, 10th edition © 2010 William Earnest

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

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

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

A menu similar to this one will appear.

The rules of design will help you select a good template.
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
or the “New Slide” button. Insert / New Slide …

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

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

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

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

The Seven Rules of Design
are a matter of using … good templates high-contrast colors sans serif fonts efficient text wisely chosen images appropriate “build” effects visual balance of slide elements 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.
1 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: High Voltage Blue Diagonal Azure Soaring index

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

1 Expedition Global Ricepaper Postmodern These templates seem tailor-made for business and the professions, yet are equally useful elsewhere. index

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

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

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

1 Very dark or very light fields with simple patterns are often good choices. including dark blues Blends Brushstrokes Factory Capsules Artsy index

1 You can also make your own template. begin with a blank presentation index

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

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

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

Use high-contrast colors.
2 Dark text on a light field Light text on a dark field 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

2 Colors of similar luminosity blend together and make reading difficult. 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

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

Use sans serif fonts. 3 On the printed page, traditional “serif” fonts are easier to read: Times New Roman Bookman Garamond Century Schoolbook On screen, text with plain lines and clean edges is easier on the eye: Tahoma Arial Trebuchet Verdana index

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

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

Use sans serif fonts. 3 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). index

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

Use keywords for bullets.
4 a 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 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. index

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

4 a The Acme Grocery Pledge Freshest produce Guaranteed satisfaction Unlimited delivery Audience gets the main idea You provide the details index

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

Minimum words, maximum size
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 index

No “orphans” 4 c 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

No “orphans” 4 c before index

No “orphans” 4 c after index

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

4 Capitalize correctly. d 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. 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 index

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

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

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

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

Use images wisely. 5 Size images properly:
don’t stretch them to the point of graininess don’t shrink them to be too small to discern 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. 5 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. index

The Clip-Art Hall of Shame 5
index

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

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

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

Strive for visual balance.
7 This slide closed for remodeling 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
7 Avoid dead space. Avoid lopsidedness. Position items for legibility & clarity. 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

PowerPoint™ The Rules of Design

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