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- 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
Skill Level Intermediate
Organization is key when creating the slides of a presentation. Your ideas must follow a logical order and take the audience from one to the next, to the next, to the end without distraction. Let's open the Fulfillment slideshow and see how we can better organize it. We need to decide the major idea that we want to communicate. If you're proving a concept, perhaps you need supporting data. If you're conveying information, then decide the logical order in which to do it. Build your ideas on top of each other so they're easy to follow.
And don't be afraid to rearrange your slides frequently until you get them just right. Let's switch to slide sorter view and rearrange the slides to provide a clear path of understanding the changes. In our quarterly meeting, our fulfillment department wants to discuss their new shipping process which focuses on the new facility. To make this easier to understand, let's remind the audience first of our existing facilities, then introduce the new onet then discuss how this impacts our process.
Now our message is easier understand from start to finish. Now we will take a moment to combine our five slideshows together so that we can work with just one slide deck for our quarterly meeting. I will save my work to the Fulfillment exercise file. Close PowerPoint and open up the one I have already called Quarterly Meeting. I'd like to show you two ways that we can bring slides from an existing presentation into the one we already have open. First we will use the reuse slides feature. I will use my mouse to click where I want the slides to appear, right here between two and three.
With the cursor blinking, I will pull down the New Slide menu from the Home tab on the ribbon. At the bottom is Reuse Slides. Here I can click Browse, then Browse File, and find the PowerPoint slide show that I'd like to insert. We will navigate to our exercise files in Chapter02 and we will start with Human Resources. This shows me all the slides from that file. And as I click, it inserts the slide where my cursor was.
Notice that when PowerPoint inserts the slide by default, it does so keeping the formatting of the target slideshow. While some formatting was preserved, the background and other formatting aspects had been changed to match the destination slideshow, or in this case no formatting at all. Let me repeat the process now with the Fulfillment and Sales Presentations. One nice feature about Reusing Slides is that I only have to insert the slides I want to.
Now I would like to demonstrate an alternative method, Copy and Paste. To do this, I will minimize the current presentation and open Customer Service. I will click on the first slide thumbnail and hit Ctrl+A to select all, then Ctrl+C to copy. I will minimize the presentation and return to the one I've already been working with. Like before, I'll place my cursor on the left exactly where I want my new slides to appear, and hit Ctrl+V to paste.
Again you'll see that the majority of the formatting has been set to match the destination slideshow. But here I am given the option to use this menu and change how it's pasted in. Here's the default, to use the destination theme. I can keep the source formatting which looks like this, or I can paste everything in as a picture. Let's undo and paste it, this time with the source formatting. Just like the chapters of a book, a long presentation should be broken into smaller pieces to help the audience form cohesive ideas and digest all the information they are receiving.
As I switch to Slide Sorter View, you can see that the slideshow now has many different slides from the different presentations we have brought in. I want to make it clear that our four department title slides all have consistent formatting. I will click on Human Resources and pull down the Layout menu, or I can choose Section Header. I will do the same with Fulfillment, Sales, and Customer Service. Now at the moment, they don't look exactly alike.
But as soon as we reset the formatting on the slides, they will all match perfectly well. This kind of layout shows the audience that we are switching focus. I use the special slide layout called Section Header, which I'll describe more in Chapter04, along with another feature called a Section Break. Sometimes our presentations have a zinger. You know, that last-second announcement that's sure to turn the tide and win your audience. It's the "Act now and we will throw in two potato peelers for the price of one!" gimmick. It works on infomercials but don't try it with your slideshow.
If you have a great testimonial, the perfect dataset, or some amazing photo that will sell your idea, don't just save it for the end. Why? Because when it comes to presentations, you never know when your slideshow will end. Our Conclusion slide has such a zinger. We are offering $1000 to the employee who can solve the problem with our R-4000 product. Let's take this slide and copy it to the beginning. I will right-click on the slide and choose Copy, scroll back up. I will right-click right after the President's message and under Paste, choose Paste Using Destination Theme.
It's a lot to take in. All these different tactics to consider when planning your slideshow, and if seems intimidating, just try it in pieces. Write down some ideas that resonated with you, and put them into practice at your own pace.