Visual Presentation Tutorial For A Speaker's Guidebook: Text ...

Visual Presentation Tutorial

For A Speaker’s Guidebook: Text and Reference, 2/e

©2004 Bedford/St. Martin’s

Presentation Aids

• Objects, models, pictures, graphs, charts, video, audio, and multimedia used in the context of a speech.

• Help students see relationships among concepts, store and remember material, and critically examine key ideas.

Seeing (and Hearing) Is Believing

• Audiovisual aids can enhance understanding and retention of concepts.

• Facts and concepts are more likely to be learned if they are accompanied by visual cues.

• Audiovisual aids should be relevant to the speech topic.

Types of Presentation Aids

• The speaker sometimes becomes a visual aid when an explanation requires modeling.– Physical movement– Clothing

The Speaker

Types of Presentation Aids

• A prop can be any live or inanimate object that captures audience attention and emphasizes key points.

• A model is a three-dimensional scale-size representation of an object.

Props and models

Types of Presentation Aids

• Picture: two-dimensional representation of people, places, ideas, or objects produced on an opaque backing.

• Diagram: explains how something works or how it is constructed or operated.

Pictures (photographs, drawings, diagrams, maps, posters)

• Map: a representation of a whole or a part of an area on a flat surface.

• Poster: A large, bold, two-dimensional design incorporating words, shapes, and if desired, color, placed on an opaque backing.

Types of Presentation Aids

Pictures (photographs, drawings, diagrams, maps, posters)

Types of Presentation Aids

• Graph: represents numerical data in visual form.– Line graph: displays one measurement,

usually plotted on the horizontal axis, and units of measurement or values, plotted on the vertical axis.

– Bar graph: uses bars of varying lengths to compare quantities or magnitudes.

Graphs and Charts

Graphs and Charts

– Pie graph: depicts the division of a whole. The pie, which represents 100 percent, is divided into portions or segments called slices. Each slice constitutes a percentage of the whole.

– Pictogram: shows a comparison in picture form.

Types of Presentation Aids

Types of Presentation Aids

• Chart: visually organizes complex information into compact form.– Flowchart: a diagram that shows

step-by-step progression through a procedure, a relationship, or a process.

– Organizational Chart: illustrates the organizational structure or chain of command in an organization.

Graphs and Charts

Types of Presentation Aids

– Table: a systematic grouping of data or numerical information in column form.

– Note: tables are not truly graphic, because they are not really pictures. However, even if they lack visual appeal they often present valuable data.

Graphs and Charts

Types of Presentation Aids

• Audio Clip: a short recording of sounds, music, or speech. Introducing sound into a speech can add interest, illustrate ideas, and incorporate humor.

Audio and Video

Types of Presentation Aids

• Video: including movie, television, and other recording instruments, can be a powerful presentation aid that combines, sight, sound, and movement to illustrate key concepts.

Audio and Video

Types of Presentation Aids

• Multimedia combines several media (stills, sound, video, text, and data) into a single production. The idea is that the more senses evoked, the more memorable the event will be.

Multimedia

Options For Displaying The Presentation Aid

• Overhead transparency (also called an overhead acetate): an image on a transparent background that can be viewed by transmitted light, either directly or through projection onto a screen or wall.

Overhead Transparencies

Options For Displaying The Presentation Aid

• Overhead projection is flexible. Material may be added to or taken away during the presentation. This makes the overhead a good choice for presentations that require multiple visual aids.

Overhead Transparencies

Options For Displaying The Presentation Aid

• With software programs such as Microsoft’s PowerPoint, speakers can create slides and transparencies on the computer.

• Speakers can project these graphics directly from a computer or transfer images to overhead transparencies.

Computer-Generated Graphics and Display

Options For Displaying The Presentation Aid

• LCD: stands for liquid crystal diode. • LCD panel: a square, thin box that

sits on top of an overhead projector and connects to a computer. It contains a screen on which images appear.

Computer-Generated Graphics and Display

Options For Displaying The Presentation Aid

• LCD projector: comes with an illumination or light source, eliminating the need for an overhead projector.

• Video projector: connects to a computer and projects a sharp, clear image as large as twenty-five feet long.

Computer-Generated Graphics and Display

Options For Displaying The Presentation Aid

• Flip Chart: a large pad of paper on which a speaker can draw visual aids. As you progress through the speech, you simply flip through the pad to the next exhibit.

• One of the most inexpensive ways of displaying presentation aids.

Flip Charts

Options For Displaying The Presentation Aid

• Chalkboard: A black (or blue or green) board on which you can write with chalk (or a marker if the board chalkless type).

• Chalkboards are useful for impromptu explanations.

Chalkboards

Options For Displaying The Presentation Aid

• Handout: page-sized items that convey information that is either impractical to give to the audience in another manner, or is intended to be kept by audience members after the speech.

Handouts

Options For Displaying The Presentation Aid

• To avoid distracting your listeners, wait until you are done speaking to distribute handouts unless you specifically want them to read the information as you speak.

Handouts

Designing Presentation Aids

• Presentation aids that try to communicate too many messages will quickly overwhelm the audience.

• Visual aids should reinforce, support, or summarize what you say, not repeat verbatim what you’ve already said.

Simplicity

Designing Presentation Aids

• The principle of continuity dictates that you apply the same design decisions you make for one aid to all of the aids you display in a speech.

Continuity

Designing Presentation Aids

Continuity

• To help maintain continuity, your choice of any key design elements--colors, fonts, upper and lowercase letters, styling (boldface, underlining, italics)--should be carried through to each aid.

Designing Presentation Aids

• Typeface: a specific style of lettering, such as Arial, Times Roman, or Courier.

• Fonts: sets of sizes (called the point size) and upper and lower cases.

• Serif typefaces: include small flourishes, or strokes, at the tops and bottoms of each letter.

Typeface Style And Font Size

Designing Presentation Aids

• Sans Serif typefaces: block like and linear; they are designed without these tiny strokes.

• Most text for on-screen projection should be a minimum of 18 points or larger. Titles or major headings should be 36 points

Typeface Style And Font Size

Designing Presentation Aids

• Check that your lettering stands apart from your background.

• Use a typeface that is simple, easy to read, and doesn’t distract from your message.

• Don’t overuse boldface, underlining or italics. Use upper-and lowercase type.

Typeface Style And Font Size

Designing Presentation Aids

• Use bold, bright colors to emphasize important points.

• Use softer, lighter colors to de-emphasize less important areas of a presentation.

• Keep the background color of your presentation constant, and avoid dark backgrounds.

Color

Designing Presentation Aids

• For typeface and graphics, use colors that contrast rather than clash with the background color.

• Use no more than four colors in each graphic; two or three are even better.

Color

A How-To Guide for Using Microsoft PowerPoint as a Presentation Aid

How-To Guide to PowerPoint

• This guide offers straightforward advice that will help you use Microsoft PowerPoint to create effective and enjoyable presentations.

You don’t want your slides to look like this:

Title too small

Font is small and hard to read

Texts overlap and have strange formatting

Clip art is too large; only one piece is necessary

Colors on the slide are distracting

Let’s Begin!

• PowerPoint is a Microsoft application.

• If you are proficient in programs such as Word and Excel, you are already familiar with over 100 common commands used by Microsoft Office software.

Let’s Begin!

• NOTE: All of the icons, example buttons, and toolbars shown in this slide show are taken from the PC version of PowerPoint. The Macintosh version is similar, yet slightly different.

To Use PowerPoint

• Become familiar with the toolbars• Select your presentation option• Learn how to create a slide• Learn how to organize design elements• Learn how to balance design elements

Learning the Toolbars

View buttons

Common tasks toolbar

Format-ting toolbar

Menu bar

Standard toolbar

Drawing toolbar

Learning the Toolbars

• The Menu bar

• The Standard toolbar

• The View toolbar

• The Drawing toolbar

• The Formatting toolbar

• The Common Tasks toolbar

Learning the Toolbars

• The Menu bar contains the commands for

which shortcuts exist on the toolbars.

• For instance, under File you can find the option to

Save your presentation, which is also available on

the Standard toolbar.

• In the Formatting menu, you can click on

Alignment and change the flow of text on your

screen. You can also click one of the alignment

icons on the Formatting toolbar to perform the

same task.

Learning the Toolbars

• The Standard toolbar contains a number of useful shortcuts:

•New presentation•Open a new or existing presentation

•Save•Print•Spelling

Learning the Toolbars• The Standard toolbar also includes a

number of other shortcut features:

• Insert a Microsoft Word Table

• Insert a Microsoft Excel Table

• Insert a Chart

• Insert Clip Art

• The Office Wizard. When you click this and type a question, it will search the Help index for possible answer.

Learning the Toolbars

• The View toolbar gives different options for viewing slides:

• Slide View: shows slides one by one• Outline View: shows an outline of all slide text• Slide Sorter View: places all the slides on one

screen in slide format• Note Pages View: allows you to add and read

notes below each slide• Slide Show: allows you to see the

presentation

Learning the Toolbars

• The Drawing toolbar gives shortcuts to:• AutoShapes: draw lines, arrows, rectangles, and

ovals; access the AutoShapes menu• Text boxes: draw these where you wish to add text

on a blank slide or add text to an existing slide• Line color, font color, and fill color options, with

menus• Dash style and 3-D options• The Draw button presents a menu of other ways to

manipulate your text and clip art, including rotation, alignment, and alterations to AutoShapes.

Learning the Toolbars

• The Formatting toolbar allows you to:• Change font• Change font size

• Add boldface, italics, underlining, and shading to text

• Create animation effects

• Change paragraph alignment

Learning the Toolbars• The New Slide button inserts a new

slide directly following the slide currently being viewed.

• The Slide Layout button gives choices of layouts for different pre-designed text box and clip art formations.

• The Apply Design button gives pre-designed slide aesthetic options.

Learning the Toolbars

• Finally, on the View menu you can choose which toolbars are available at any give time:

•Click View•Scroll down to Toolbars•Select or deselect your preferences

Select Presentation Option

• When PowerPoint launches you will see the screen above.

• Here you select how you would like to create your presentation.

Select Presentation Option

• The AutoContent Wizard is useful for those who are unfamiliar with PowerPoint or who need extra help.

• It sets up an index of slides with preloaded titles, points, subpoints, and designs.

Select Presentation Option

• The Template option provides moderate flexibility in designing presentations.

• You choose from 28 templates to organize your points, subpoints, and design.

Select Presentation Option• The Blank

Presentation option offers the most flexibility.

• Users customize every aspect of the design for each individual slide.

• The following slides will teach you how to work from Blank Presentation.

How to Create a Slide

• Click New Slide to select a layout for the title slide.

• To change the color of the slide either right-click it and select Slide Color Scheme or select Format and then Slide Color Scheme from the Menu bar.

How to Create a Slide

• You choose the color scheme and format of the slide, and if you wish you can also apply these choices to all of the following slides.

• You can change the color scheme of one or all of your slides at any time.

How to Create a Slide• To change the order of the slides, first

select Slide Sorter View ( ) from the View toolbar. You can move slides by cutting and pasting or dragging and dropping

• To delete a slide, either click on it while in Slide Sorter View or go to it in Slide View ( ), then select Edit from the Menu bar and click on Delete Slide.

Organizing Design Elements

• Text• Clip art and

pictures• Animation effects• Balancing the

elements

Organizing Text

As you can see

from this slide, text

boxes can be

put anywher

e.

Click on the icon on the Drawing

toolbar.With the cursor, draw the approximate size you need for your text.

Organizing Text

• You can expand the box to include more text or make it smaller to make room for other design elements on the slide.

• The pre-designed selections from the Slide Layout screen offer the most logical and often-used layouts.

Organizing Text• Use a readable font and font size

for each different aspect of the page (a good size range is between 20-60 points).

• Be consistent from slide to slide with fonts and font sizes.

• Choose colors that will ensure that your text is readable and your slides do not appear distracting.

Organizing Text

• Don’t use too many different fonts.

• DON’T USE ALL CAPS.

• Avoid fonts that are distracting:– Braggadocio– OzHandicraft BT

– Shelley Volante BT

Organizing Text

• Don’t include your entire speech on the slides. Instead highlight important points.

• To determine what information is best to include in your presentation, you should:

•Review your speech outline.•Identify points that can be illustrated,

such as key terms and their definitions, statistics, or charts and graphs.

Organizing Clip Art and Pictures

• To insert clip art onto your slide you can:

•Select a slide layout that has a set space for clip art. When working on that slide, simply double-click on the clip art space and it will take you to the Microsoft Clip Gallery.

•Use the Insert menu, click Picture, and then select Clip Art.

•Click on the shortcut icon:

Organizing Clip Art and Pictures

• To insert your own photos or graphics rather than ones from the gallery, click Insert, scroll to Picture, and select From File.

• Here you can browse your computer and choose art from your own files.

Organizing Clip Art and Pictures• If you cannot find what you need in

the gallery or your own resources, you have another option. Downloads of more images are available free from Microsoft via the Internet.

• In the gallery, click on the icon in the bottom right corner.

• Search by key word to find what you need.

Organizing Clip Art and Pictures

• PowerPoint can incorporate graphs and

charts as well.

• On the Standard toolbar, there are shortcuts

for inserting Microsoft Word tables and

Microsoft Excel worksheets and graphs

.

• Change the numbers and labels on the

graphs or charts to fit your information.

Organizing Clip Art and Pictures

• Remember: use clip art, pictures, charts, and graphs only to illustrate points, not as fillers.

Organizing Animation Effects• PowerPoint has a variety of different

ways that text and art can be animated. • For example:

Blinds Vertica

l

Fly from Bottom-Left

Box Out

Spiral

Checkerboard Across

Crawl from Right

DissolvePeek from

Bottom

Stretch from Top

Appear

Wipe Right

Zoom In

Organizing Animation Effects• These effects can be interesting

additions to your presentation, but they can also be distracting. Use them sparingly to add emphasis.

• To animate, right-click on the text or image and select Custom Animation from the menu.

• Select the effect you want to use, determine the order of the animations on the slide, and make sure to preview.

Organizing Animation Effects

• Take time while in this screen to determine how your animation effects will appear.

• Clicking on the Timing menu gives you options so that your textboxes, clip art, and other animation elements can be presented on a mouse click, automatically, or automatically after a preset length of time.

Balancing the Elements

• Even if you follow all the suggestions for setting up your slide and its elements, you still may find that your presentation is hard to follow.

• It is important to go back through your completed presentation and make sure that the overall experience of watching it is pleasant as well as educational.

Balancing the Elements

• Defining a balanced slide may seem like a matter of opinion, but there are concrete criteria, including:

• Clip art and text must fit together well. No element -- title, points, graphics -- should overpower the others.

• Headings should be consistent in size and placement. They should be large and clear.

• The audience should be able to understand each slide quickly and easily.

The clip art illustrates the slide and is well placed on the layout.

Example of a Balanced SlideThe title is large and clear.

Good use of contrasting colors on slide and in font.

Text is easy to read and well sized.

Example of an Unbalanced Slide

Title and color scheme are still fine.

Text is too small.

Clip art is too large.

This slide is hard to read and places unnecessary emphasis on the artwork.

Balancing the Elements

• If you are unsure whether your slide is well balanced, ask a friend or your instructor if they find your presentation easy to follow, and easy on the eye.

Giving Your Presentation• Make sure you have practiced giving

your speech while using your PowerPoint presentation.

• It may be helpful to make notes on your cue cards or outline indicating when to move from one slide to the next.

• Time yourself giving your speech with the presentation. Make sure that you are within your assigned time limit.

Giving Your Presentation

• In case of technical problems, be prepared to give your speech without your PowerPoint presentation.

• Consider making printouts of your presentation to give your classmates in case of technical problems.

Giving Your Presentation• To keep your audience from becoming

distracted, you should also use blank slides when you are done with one slide and not yet ready for the next one.

• Consider this as you practice your speech with the presentation. Insert blank slides where you are speaking about something that departs from the contents on the slide.

The End