Often there is more than one presentation template needed in professional teams and consultancies.

Here is our recommended step-by-step guide to prepare and manage multiple templates

  1. Document your own workflow for yourself and others.
  2. Single-source-of-truth – If there are other places you need to put the templates. Make sure everyone knows where the originals are placed. For example If you store your Templates in SlideProof\Templates and copy them to somewhere else. No changes should ever be made in the second location. All changes should be made in the Templates folder and then copy the files again.
  3. Determine whether the templates are in a hierarchy. Are one or several templates derived of the same master template? If so, make sure you work on the master template first and later derive the children. This is an easier and less error-prone workflow. The approach to do all changes exactly the same in all templates, often leads to subtle differences in the templates over time.
  4. Prepare the first Template – Follow the SlideProof Library instructions. Usually you’d start with the most used template. Keep in mind that not all steps are required. You can publish Templates without any SlideProof specific additions.
  5. Get user feedback – Before you repeat the preparation for all templates, you should see if your users have feedback. You should embrace that Template design is iterative – there will be changes and the SlideProof Library makes it easy for the updated Templates to reach your users.
  6. Decide for a folder structure – Either put all Templates into one top-level folder called “Templates” or, if you’ve structured your library by client/category, put them into the appropriate folders. Your users will still be able to filter them via SlideProof > Library > Templates or by clicking File > New.
  7. Execute for all Templates – repeat your workflow for all templates.

RESIZING IMAGE DIMENSIONS USING POWERPOINT

Tutorial to resize your images using PowerPoint

 

Normally to resize images you would use an image-editing software such as Adobe’s Photoshop, GIMP, etc. However, this tutorial is for those who have no access or knowledge to such software.

Image sizes are mostly represented in pixels. However, PowerPoint uses Inches or Centimeters depending on your PowerPoint units customization. In addition to its size an image also has resolution in DPI (dots per inch) or PPI (pixels per inch) which affects its size and clarity.

STEP 1

To resize an image in Powerpoint, we first need to convert the image’s unit from pixel to inch value.

The formula to convert pixel to inch is as follow

Pixel  /  Pixels per inch

In the above formula,

  • We already know the pixel value the image needs to be resized to.
  • The pixel per inch in the image’s resolution value  at which your PowerPoint exports

Step 1.1: Finding pixels per inch (resolution value) used by your PowerPoint (see video 1)

 

  • Insert an autoshape
  • Right-click on the inserted autoshape
  • Choose Save as Picture
  • Use Jpeg for the picture type and click Save
  • Go to the folder where the picture was save and find out the resolution value
  • Right-click on the image and click Properties
  • Select Details tab, and note down the resolution value

Step 1.2: Substituting the values to the formula

For the case of this tutorial, I need the image resized to 800 pixels wide and 650 pixels height. My PowerPoint exports images at 150 PPI resolution

Using the formula, I need to find the inch value for 800 pixels and 650 pixels

 

Width = 800 / 150 = 5.33 inches

Height = 650 / 150 = 4.33 inches

 

STEP 2 (see video 2)

Resizing the images in PowerPoint using the values we calculated in the previous step

 

  • Insert the image which needs to be resized
  • Go to the picture format pane and deselect “Lock aspect ratio” and “relative to original size”
  • Use the height and width value you calculated in the previous step.
  • Crop the image if required to remove any resize abnormalities.
  • Right-click on the image and Choose Save as Picture
  • Use Jpeg for the picture type and click Save

And there we have it! That’s how to resize images using PowerPoint.

 

Many PowerPoint presentations are structured into chapters to make it easier to follow. The SlideProof Agenda is great at creating and updating such a table of content.

One request that we got from consultants was to show the title of the current section on the slide.

You can now achieve that with a Customer Placeholder and using the Agenda fields like <N> <TEXT> to show the title of the current section. Read more about Creating Custom Placeholders.

 

 

 

 

 

Nobody wants their slide presentation to be the kind that makes people doze off during meetings. In order to effectively convey the information you want to present, planning and preparation are key. The more time you spend preparing your slides and the manner in which you present the content of the slides, the more engaged your audience will be during your presentation.

There are several important factors to keep in mind during your slide preparation. When these methods are utilized, it’s possible to produce an artful presentation that will capture the eyes and ears of everyone in the room. The more you incorporate these key ideas into your Keynote creation, the more practiced you will eventually become in the art of creative presentation.

1. Connect with the Audience

There’s more going on during a Keynote presentation than just you reviewing information on a slide. There is an audience who needs to be interested in the images and words in front of them, as well as in what they’re hearing. To generate interest, enthusiasm is needed on your end as well. Make your passion known to those watching.

This can be accomplished by working on some general public speaking skills. And have no fear — this isn’t something you have to figure out on your own. There are many companies and websites out there that will help you with public speaking presentation and PowerPoint.

Ask Yourself: What do they need to know?

The content of your slides and verbal presentation should only include what matters to the audience in the room. Focusing on what is important to you and your audience can help with your own personal enthusiasm and their interest level. In order to maintain their interest, make sure you’re addressing their needs.

This may involve reading the audience. Be sure to focus on their response to what you’re saying and what’s on the slides. Paying attention to their response helps ensure maximum understanding between you and your audience.

Build Rapport

Building a rapport with the audience involves small gestures such as smiling and making frequent eye contact with the people in the room around you. Doing this will better help the audience connect with you and what you’re saying. Feeling a connection with the people watching may help you feel less nervous as well.

Since eye contact is important, do not dim the lights to the point where it is difficult to see the faces of the people in the room. You need to be seen just as much as the slides do.

Another great way to build rapport with the room is by asking questions. Posing a question to your audience can spark their curiosity and engagement. Don’t be afraid to ask frequent questions. Give time for your audience to ponder over the question, then reveal the answer on the next slide

2. Prepare and Plan Your Story

Narratives help people understand data. This means that an effective presentation should involve stories, either multiple to flesh out a point or one over-arching story that runs from beginning to end. They also help with building connections between your audience and the content of your presentation. People much prefer to listen to a story than to facts rattling off.

Story preparation involves choosing what information is necessary for the narrative. Cramming too much information into your slides can overwhelm or confuse your audience, ruining your connection with them during your public speaking presentation. If you’re worried about rambling or losing focus, consider using a source for public speaking presentation training.

Body Language Matters

A big part of storytelling and public speaking is body language. Excessive swaying or side-to-side movement can distract from your message and also is a sign of nervousness. Frequent hand gesturing can help, as well as walking around naturally, but it’s also important to not let this get too distracting either. It’s best to keep your movements minimal with occasional hand gestures.

Avoid Reading and Repetition

The point of a public speaking presentation with Keynote is not to read the information to the audience. Even if you’re relaying a story, you need to tell the story, not simply read it off a slide. Reading the words off a slide is a form of repetition because the audience could always just read it for  themselves.

Other types of repetition to avoid are repeating the same words and phrases over and over again on your slides, as well as repeating bits of information. The more times you repeat something, the less interesting it becomes for your audience

3. Spend Time on Design

The way your Keynote slides look is just as important as how you personally look and sound. There are many ways to tackle your design and template. First, there are companies that can help you as a Keynote presentation designer, providing templates and ideas. Even if you’re working with a basic template available on Keynote, it’s important to customize each slide in order for your story to run smoothly, your information to be conveyed clearly, and visuals to appeal to the audience.

There are several customizing options available on Keynote to utilize to your advantage.

Include Objects and Shapes

Be sure to include objects beyond text boxes on the majority of your slides, including charts, pictures, and shapes. After designing a slide filled with multiple objects, check to see if everything on the slide is aligned evenly on the page. An even and aligned look will appear much more professional than images arranged helter skelter on a slide.

Keynote offers many options when it comes to including shapes and 3D charts, which allow you to create flow charts, diagrams, and other useful objects. There is also an option to use the “Shape” option to crop existing photos into shapes by clicking “Media > Photo” to drag a picture into a certain shape. Images of web pages can even be embedded into a slide directly, allowing you to avoid clicking an external link. After all this is added to the slide, Keynote also offers a feature to make the text match the colors of an image. All of this can help make a creative presentation.

Include Multimedia

Text, bullet points, images and flow charts are fine, but multimedia is what really spices up a Keynote. This can involve linking to external video and audio, but there is also an option to embed media into the presentation slides, allowing for a much smoother visual. Clicking to a new slide and showing a quick YouTube clip can help engage the audience.

Speaking of multimedia and the extra features offered by technology, Keynote also has an option that allows you to control your presentation from your iPhone. This little detail can help add to your presentation’s innovative look.

Avoid Clutter

There are many options of what to include in a slide: music, YouTube videos, a homepage, a chart, text box, and timeline, just to name a few. With all of this at our fingertips, let’s keep in mind: excessive objects on a page will create a cluttered look that will distract the audience and take away from the information you are trying to communicate or the story you are trying to tell.

Make your presentation interesting to look at, but do so with simplicity in mind. Too many images might have the same affect of excessively swaying from side to side.

In the consulting world it’s quite common to be forced to re-create a chart from the visual. Meaning you have a scan, pdf or photo of the chart, but no access to the data behind it.

In order to include it into your client presentation you need to re-create the data.

In the below video we are revealing the fast and most efficient technique for doing so.

  1. Save the picture
  2. Go to http://arohatgi.info/WebPlotDigitizer/app
  3. Run the Automatic and Manual mode
  4. Download data as csv

Video

This error with a disappearing context menu was driving us crazy. Whenever we tried to open a menu in the ribbon, it would close as soon as we opened it.

Luckily we found the culprit in the form of the Dropbox “Badge” add-in. Simple rightclick your dropbox icon and chose “Settings” then under “General” under “Dropbox Badge” select “Show never”.

Afterwards our context menus in the ribbon were back to normal!

The situation is familiar to many consultants. The master templates have been setup up properly, but the footer elements are formatted wrong when inserting from one presentation to another.

Recently we’ve gotten a sample from one of our management consulting customers from the UK.

  • First I checked the faulty behavior: Pasting (Default: use destination formation) put the date footer in on top of the page (0,0) with a wrong font size (13). But for some reason the page number was not affected.
  • Next I checked the Slide Master View, whether a new Layout was created, but the Layout “Title Only” already existed.
  • Next I tried to Insert > Header Footer > Apply to all, but that had no effect on the formatting.
  • Reseting the slide after inserting had the desired effect. Maybe reseting the original slide before copy and paste would help. Unfortunately not.
  • Also taking the Date Footer off and putting it back on on the orginial slide had no effect.
  • Then I checked the shape names from the selection pane but no indication.
  • We realized that the source layout included on additional element (footer). but removing it didn’t help.

First breakthrough: We got it to work without reset by removing and re-adding all footer elements from source and target.

Removing the footer in the target layout no made the page number act weird instead of the footer.

The placeholder from the slide master are linked to the ones on the slide.I check by fill coloring the one on the slide master and the fill appeared on the layout as well. Both for target and source …

 

What finally did the trick is to remove the Footer element from the source master and layout. Then remove and re-add the date and page number elements on the layout from both the source and the target.

  1. In the source presentation in Master View
    1. Go to “Slide Master” and delete the “presentation title” footer element
    2. Go to each layout:
      1. Delete the footer Elements (Date, presentation title and slide number)
      2. Click “Slide Master” > Master Layout > and tick “Footers”
    3. In the target presentation ( the blank.pptx) in Master View
      1. Go to each layout:
        1. Delete the footer Elements (Date, presentation title and slide number)
        2. Click “Slide Master” > Master Layout > and tick “Footers”

Email_Picture

 

Every year we publish the Top 5 productivity secrets for PowerPoint based on our work with management consultants and the Big 4. Here are our 5 favorites for 2015:

Secret 1:
Use Ctrl in combination with the mouse

 

2015-10-28 17_11_36-5 PowerPoint Producticty Secrets for Big 4 Consultants.pptx - PowerPoint

Secret 2:
Quick Access Toolbar

The Quick Access Toolbar entries:2015-10-28 17_12_48-5 PowerPoint Producticty Secrets for Big 4 Consultants.pptx - PowerPoint

  • can always be clicked, no matter which Ribbon menu is selected
  • can be triggered by keyboard shortcut: ALT+1, ALT+2 etc.

Add the most needed PowerPoint functions:

  1. Right click any button
  2. Click “Add to Quick Access Toolbar”2015-10-28 17_12_58-5 PowerPoint Producticty Secrets for Big 4 Consultants.pptx - PowerPoint

 

 

 

 

Secret 3:
Align to the slide

To quickly align a shape to the slide:

  1. Select the item
  2. Click “Align Center” (or any other)
2015-10-28 17_15_53-5 PowerPoint Producticty Secrets for Big 4 Consultants.pptx - PowerPoint

If only one shape or group is selected, the alignment buttons will move the shape relative to the slide (instead of relative to the other objects).

This is especially useful to center content on the slide.

Secret 4:
Reset Layout to restore formatting

Remember the pain when somebody changed the title font color or removed the subtitle Placeholder? Next time:

  1. Click “Reset”
2015-10-28 17_16_03-5 PowerPoint Producticty Secrets for Big 4 Consultants.pptx - PowerPoint

Resetting restores the formatting of your Placeholders to match the definition in the master.

Secret 5:
Use groups to fill the workspace

Grouping shapes is great for moving and scaling them together.

To make your slides look really nice:

  1. “Group” all elements per column
  2. Move the left- and right-most to the workspace border
  3. Select all groups
  4. Click “Distribute Horizontally”
2015-10-28 17_16_07-5 PowerPoint Producticty Secrets for Big 4 Consultants.pptx - PowerPoint

SlideProof comes with a built-in slide library containing over 100 highly re-usable and exclusive slides and shapes to be instantly used in PowerPoint. The library is split into the categories boxes, flows, charts, tables, flags, maps and icons. The content fits tax, audit and advisory very well, especially management- and strategy-consulting.

 

SlideProof Library SlidesSlideProof_Library_Shapes

 

Just download and install Download SlideProof to start using the slides in your presentations.