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Sharing data with charts


PowerPoint Tips and Tricks for Business Presentations

with David Diskin

Video: Sharing data with charts

Sharing data with charts provides you with in-depth training on Business. Taught by David Diskin as part of the PowerPoint Tips and Tricks for Business Presentations
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  1. 1m 47s
    1. Welcome
    2. Using the exercise files
      1m 0s
  2. 10m 44s
    1. Adding white space
      2m 13s
    2. Applying a transition
      2m 10s
    3. Reducing the text
      2m 37s
    4. Selecting objects with ease
      2m 27s
    5. Opening with Show
      1m 17s
  3. 15m 37s
    1. What's your point?
      2m 49s
    2. Getting in their heads
      2m 29s
    3. What's in it for them?
      1m 56s
    4. Piecing it together
      5m 49s
    5. Holding their hands
      2m 34s
  4. 30m 49s
    1. Understanding the importance of design
      4m 12s
    2. Using color and fonts
      3m 18s
    3. Maintaining consistency
      4m 57s
    4. Using photographs
      5m 21s
    5. Sharing data with charts
      5m 20s
    6. Making your data meaningful
      2m 23s
    7. Using diagrams and SmartArt
      5m 18s
  5. 46m 31s
    1. Breaking the slide into sections
      3m 56s
    2. Fine-tuning shapes and text boxes
      5m 43s
    3. Enhancing text boxes
      7m 46s
    4. Customizing layouts and templates
      6m 7s
    5. Building your own layouts
      4m 59s
    6. Animating bullets
      3m 12s
    7. Animating photos
      4m 56s
    8. Animating other objects
      5m 41s
    9. Inserting music and other audio elements
      4m 11s
  6. 16m 18s
    1. Taking control
      1m 46s
    2. Setting display resolution and improving clarity
      3m 18s
    3. Including hidden slides and custom shows
      4m 21s
    4. Utilizing speaker notes
      2m 17s
    5. Using Presenter view
      2m 2s
    6. Creating handouts
      2m 34s
  7. 27m 53s
    1. Planning the program
      3m 6s
    2. Using the presenter checklist
      2m 39s
    3. Knowing what to do when things go wrong
      5m 17s
    4. Sharing your message
      2m 40s
    5. Making the motions
      2m 0s
    6. Questions and answers
      1m 43s
    7. Reading your audience
      2m 41s
    8. Dealing with audience distractions
      3m 4s
    9. Setting up and tearing down
      4m 43s
  8. 19m 28s
    1. During the show
      1m 31s
    2. Creating a photo slideshow
      4m 8s
    3. Letting the slideshow be the star
      1m 41s
    4. Sharing with your audience
      6m 36s
    5. Keyboard and mouse tricks
      5m 32s
  9. 6m 30s
    1. The good, the bad, and the ugly: A recap
      5m 32s
    2. Additional resources

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Watch the Online Video Course PowerPoint Tips and Tricks for Business Presentations
Video Duration: 5m 20s2h 55m Intermediate Jan 17, 2012

Viewers: in countries Watching now:

View Course Description

In this course, author David Diskin lays out a practical framework for building and delivering business presentations in Microsoft PowerPoint, and covers tips and tricks for controlling elements in slide decks. This course demonstrates how to engage an audience, present data in meaningful ways, incorporate gestures, and manage question-and-answer sessions. The course also includes tips on creating photo slide shows and utilizing keyboard and mouse tricks.

Topics include:
  • Adding whitespace
  • Applying transitions
  • Using photographs, colors, and fonts
  • Incorporating diagrams and SmartArt
  • Customizing layouts and templates
  • Animating bullets, photos, and other objects
  • Inserting music and audio
  • Utilizing speaker's notes and the Presenter view
  • Creating handouts
  • Planning the program
  • Dealing with distractions
  • Setting up and tearing down
David Diskin

Sharing data with charts

Whenever possible, express data in terms of visual, graphical terms, rather than numerically. Converting your data into a chart will help your audience understand what they're looking at much faster, which means they will have more time to listen to your message. As you create your chart, consider the message from Chapter 2's Reducing the Text video. Keep things short and simple. Provide handouts for the details. For example, your annual budget could show four quarters instead of all 12 months, or you can group a dozen line items into just a few categories.

Our sales presentation has a table that would make a perfect example. We will head down to Slide #14, Quarterly Sales. We have monthly numbers for each product's revenue, but this level of detail isn't necessary for a presentation like this. So, one improvement would be to sum the three months into a single column. I will click on the table and from the Table tools>Layout menu, choose Insert Right. With my new column, I will add these numbers up. We will call it Quarter 2 (Q2).

it very clear that our R-9000 product is taking off and beating the other products by revenue. In fact, with our new column, let's go ahead and just delete the three that we no longer need. I will use my mouse and select the three columns and from the Table tools Layout tab, choose Delete, then Delete Columns. Much cleaner! But let's go further and turn this into a chart. From the ribbon, I will click on Insert, pull down the Chart menu, and choose a chart appropriate for the kind of content I have.

In this case, I will choose a Column chart. With Excel open, I will copy and paste the data from my original table right into the spreadsheet. I will click into the table, select everything there, hit Ctrl+C to copy, return to Excel, and Ctrl+V to paste. I am not worried about the formatting, but I do need to drag the lower right corner of the range to match. I can glance over to PowerPoint and see that my chart is there with the correct values and labels for each column.

Let's go ahead and close Excel. Now that I have my new chart, I think I can delete the table completely. Again, we can provide this data in a handout if we want our audience to have it. Note that when I delete the table, the original text placeholder appears. We can leave it there; it won't show to the audience when you run in full screen. But if it bothers us, we can go to the Home tab and pull down the Layout menu and choose just Title Only. This eliminates the other placeholder. Now it's just a matter of making my chart look great.

I'll start by eliminating things that are redundant like the Legend and Title. A simple click and the Delete key will get rid of them. I should resize my chart object. That way it doesn't hit the title or the background. At this point, I could make it wider or narrower and if I adjust the axis, I will reduce quite a bit of clutter. Let me right-click on these numbers here and choose Format Axis. We will move the window aside so you can see the effect.

I will change the Maximum Unit to just 4 million. I will click Fixed in the major unit and make sure that Excel uses exactly 1 million as the mark. Now normally, we want things nice and big for audience to see, but this font is so large it's making my text go diagonal. With my entire chart selected, I will click on the Reduce Font Size button a few times to make things fit. Note that if I want to make my dollars a little bit bigger, I can click just on the axis and make them larger.

In fact, I can adjust everything individually if I feel like it. To further reduce the clutter, let's get rid of the horizontal lines that appear in the background. Again, I'll click my chart, go to the Chart tools Layout tab, pull down gridlines, and under the Primary Horizontal Gridlines, choose None. The last thing I want to do is modify the color. I would like each column to be its own color. So I'll right-click on a column and choose Format Data Series.

From here, I will click on Fill and choose Vary colors by point. You can see that the chart now shows the same colors that we have in our palette. I will click Close and the last thing I am going to do is make sure that my chart is centered on the screen. I will click the entire chart boundary, return to the Format tab, pull down the Alignment menu, and choose Align Center. Let's see how this looks full screen with Shift+F5. I think I will adjust it down just a little bit. I will click on the Chart boundary and drag the chart down just a little bit, and there is the finished product.

We are going to save those balloons for a little bit later. One of the reasons we spend so much time exchanging tables for charts is that we want the audience to spend more of their time listening to the speaker. The easier our slide is to comprehend, the more time they have to pay attention. And remember, if the data isn't absolutely essential for your presentation goals, get rid of it. In the next video, we will take the numbers of our slide show a step further and see if we can make them even more powerful by adding meaning.

Find answers to the most frequently asked questions about PowerPoint Tips and Tricks for Business Presentations .

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Q: Where can I learn more about communication skills?
A: Discover more on this topic by visiting communication skills on
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