PowerPoint Presentations

Creating a presentation in PowerPoint involves starting with a basic design; adding new slides and content; choosing layouts; modifying slide design, changing the color scheme or applying different design templates; and creating effects such as animated slide transitions. The information below focuses on the options available to you when you start the process.

Getting Started
PowerPoint Presentation Hints
Preparing Presentation for On Site Use
Uploading PowerPoint Presentations Online

The New Presentation task pane in PowerPoint gives you a range of ways with which to start creating a presentation.

• Blank: Start with slides that have minimal design and no color applied to them. Most session presenters will likely create a new presentation using blank slides. See Getting Started using Blank Slides below.
• Existing Presentation: Base your new presentation on one that is already written and designed. This command creates a copy of an existing presentation so you can make the design or content changes for the new presentation.
• Design Template: Base your presentation on a PowerPoint template that already has a design concept, fonts, and color scheme. In addition to the templates that come with PowerPoint, you can use one you create yourself.
• Content inserted from other sources: Content can also be inserted from other presentations or text from other applications such as Microsoft Word.

Getting Started using Blank Slides

1. Open the PowerPoint application. Select the Blank Presentation option from the task pane, and click okay.
2. In the Slide Layout task pane, the “title” slide is the default slide. If you want to keep the default title layout for the first slide, click okay. If you want a different layout for the first slide, click the layout you want, and click okay.
3. Click on the slide and type in the fields where you want text to appear.
4. To insert a new slide, click the New Slide icon on the toolbar, and click the layout you want.
5. Repeat steps 3 and 4 for each new slide, and add any other design elements or effects you want.
6. When finished, on the File menu, click Save. Type a name for your presentation and then click Save.

More detailed instructions on how to use PowerPoint, including how to add pictures, animation and to create charts and graphs can be found at www.microsoft.com.

• Speak directly into the microphone.
• Simplify by using key words, brief and concise phrases and avoid complete sentences.
• Describe all visuals. Be aware that when presenting to an audience which may include people with seeing, hearing, and cognitive disabilities, that all visuals need to be described verbally. Descriptions of visual aids not only help people with a variety of disabilities, they are also appreciated by people who are seated a good distance from the speaker. 
• If you are using materials in your presentation (pictures, charts, graphs, etc.) that are not original work, remember to cite the original source. If you are drawing heavily on another source, it is incumbent on you to seek permission from the original source to use the material.
• Each slide should present one subject; avoid detail, but instead display only essential data. Busy slides are confusing to the audience.
• Avoid complex graphics and tables.
• Time needed to decipher a slide is time lost listening attentively to the speaker.
• Be sure to have sufficient slides to support the narrative. Six or eight slides are not enough for even a speech as brief as 10 minutes.
• Allow enough time for people to read each visual during presentation, however, slides should not be left on the screen for more than one minute or they become hypnotic. If it takes longer than that to explain the slide and its concept, then it is too complex. Break the information up into smaller, more easily digested parts.
• Changing slides keeps your audience attentive.
• Avoid printing text over patterned backgrounds. Use high contrast between lettering and background.
• Bold lettering against a properly colored background is strongly recommended for maximum clarity
• Backgrounds of slides should never be white, unless black block lettering is used. Light colored backgrounds can be used if black block lettering is used. However, the most effective backgrounds are deep blue with either yellow or orange lettering. Avoid deep red or blue lettering, as it is difficult to read against a dark background.
• A concluding slide should be read and absorbed in about five seconds. The attention here should be on the speaker and his text. If the slide holds audience attention for too long, the impact of the oral conclusion is lost. Several points, in bold lettering, can be outlined on a concluding slide. Do not exceed three in number. After the first point has been covered, go to the second, reflecting exactly what your conclusion is. Then proceed to the third point, doing the same. Reinforce each step verbally.
• Do not exit out of your PowerPoint presentation until the question and answer period has ended, as this will end the podium recording technology. After the question and answer period has ended, exit your PowerPoint presentation so the next speaker can begin.

Preparing PowerPoint Presentations for On Site Use

LCD projectors and PC computers will be provided in each oral scientific session meeting room. It is strongly recommended that presenters upload their PowerPoint presentations in advance.

In order to upload your PowerPoint presentation onsite, you will need to transfer your presentation to a portable media source (CD or USB/Flash Drive) and visit the Speaker Ready Room at the property where your presentation is scheduled 16 hours in advance of your presentation. Make sure you include any external movie or picture files in the same folder as your presentation.

• File Size: PowerPoint presentations should be 35 MB or less. Larger presentations should be uploaded on site.
• Embedded Pictures: JPEG: (jpg) images are the preferred file format. Resolutions higher than 72dpi will not enhance the quality, they will only unnecessarily increase the file size of your presentation.
• Fonts: Standard Windows installation fonts will be supported for onsite use. You may choose to embed non-standard fonts as follows:
  • Office XP - Click File, and Save As. From the Tools menu, select Save Options. Check the Embed TrueType Fonts check box.
  • Office 2000 - Click File, and Save As. From the Tools menu, select Embed TrueType Fonts.
• Movies: - Save all movies as either MPG or AVI files. Use only standard compression codec’s used by Windows. Include the actual MPG or AVI files in the folder that is submitted. Please keep in mind that many videos can be as effective at lower resolution.
• MAC Users: - Save your PowerPoint presentations in a PC format (give a .ppt extenstion). Save all movie files as MPG or AVI, NOT Quicktime. Remember to include the actual MPG or AVI in the same folder as your presentation. Use common cross platform fonts such as Arial, Courier or Times New Roman. Be sure to check your presentation on a PC before submitting.

Uploading PowerPoint Presentations Online

To be a part of the E-ssentialLearning experience, all oral session presenters are encouraged to create their presentation in a PowerPoint format. Once created, you can upload your presentation file free of charge.