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Dr. W. Mark Hearn
Professor
Department of Management

Semester:  Spring 2019 (01/08-04/26)
Office:
  SOBI Complex, Building 1, RM 108, 115 College Street, Jacksonville, AL  36265
Phone:  (256) 782 5756
Email:  mhearn@jsu.edu
Office Hours:  11:00-12:00  TT
Class during Spring 2019: 
CBA 350 01 Business Communications 9:15 - 10:45 RM 219 SOBI Complex Syllabus

CBA 350 02 Business Communications 12:45 - 2:15 RM 124 SOBI Complex Syllabus
BA 501 01 and 02 WWW Syllabus
   

PowerPoint Guidelines

PowerPoint Exercises

More Details on Setting Up a Customized Master Slide

PowerPoint Chart Guidelines

PowerPoint Practice Charts

PowerPoint Slide Show with Narration (Tips on Presenting and Putting the Slides Together) (will only run in Google Chrome and Firefox)

Slide Design.  Make sure that the following setting are in place before submitting your work.  Go to the Design tab.  Page Setup.  Slides sized for:  On-screen Show (widescreen) Width 13.333 inches.  Height 7.5 Inches.

PowerPoint Practice Images


PowerPoints for the Individual Presentation Project should include:
  • a title slide
  • an overview slide
  • ID footer
  • slide numbers
  • a customized template for your subject
  • animation
  • transitions
  • a summary slide
  • at least one chart slide
  • an AutoShape slide

Slide Titles.  When setting up the titles for your slides, don't use generic titles (Overview, Summary).  Use self contained titles (March of Dimes: Overview, March of Dimes: Summary).  This way the slides will stand on their own even if they're separated from previous slides.  The exception to this rule involves the Master Slide.  If the subject is clearly identified with logos and or pictures, you can make the titles a bit less "subject-specific".  Be careful.

 

ID Footer and Slide #.  Don't put the ID Footer or the slide number on the first slide (the title slide).  That information is normally on the title slide already.  When formatting the ID footer, change the layout to left justification.  Move the footer to the left so that it lines up with the text box above it.  Tweak the font size in the footer and the slide number up to 14 Times New Roman (TNR). The information in the ID footer while generally the same does change each semester.  However, the theme is as follows:  name, class, semester (i.e.: Joe Smoe CBA 350-01 Bus Com 10:00 MWF Fall 2012)

 

Title Slide.  The title slide should include: Title for presentation.  You.  Me and the class (Mark Hearn, CBA 350-0X Business Communications (Spelled Out).  When the class meets (Time and Days, or "Online".  And the Semester, Fall 20XX.  See the example.  Expand the width of the secondary text box so the class information (CBA 350-0X Business Communications) will fit on one line at font size 36.  No need to go belong 36 on this slide.  The title should be larger. 

 

Design a template specifically for your topic.  Set up the template on the Master slide so it will appear on all the slides.  Make sure the template does not make the content on the slides unreadable.  See the dedicated directions for this issue:  PowerPoint Customized Master Slide | Dr. Mark Hearn | JSU

 

Include both slide transitions and animation on your slides.  Normally it isn't necessary to animate the title of a slide.  The slide transition should serve as the animation of the title. Animate the main items BY 1ST LEVEL PARAGRAPH in the primary text box.  Normally, animation should be set to engage at "Click".  Not automatic or with previous. An example of this can be found in the sample presentations above.  

 

Font size.  The most common mistake in PowerPoint slide design is to get the font size on the slides too small.  The general rule is 7 x 7.  This means that in the main body of the slide you do not want to have more than seven rows of information nor more than seven words in a row.  Often this works with a font size no small than 32 TNR.  Try 36.

 

Use 36 as your base font size in the text area.  Sometimes this requires that you shorten material using abbreviations or alternate phrasing.  Do it. 

 

While it isn't always necessary or possible, try to have a consistent font size within and between slides. I usually increase the font size in my title area so that it is slightly larger than the main text box (i.e. Title area, 40 TNR, Text box, 36 TNR). Another key issue is to match the font type between programs if the programs are interacting (i.e. PowerPoint and Word).  My advice is to use Times New Roman for everything in PowerPoint and in Word.  Everything means all slide text, chart text, auto shape text, etc.)

When listing items on the slides, keep in mind that these items are phrases.  They are not sentences.  They do not need end punctuation.  Sometimes, for effect, I might leave a "?" i.e.: ARE YOU READY? 

 

Pictures.  Pictures and clip art can dress up a slide.  Make sure that the pictures are crisp and clear in both the slide show version and the print version.

 

Be careful with pictures that have text in them.  You may need to crop out the text if it is undersized.  Text in pictures is usually a bad idea.  It gets fuzzy.  I may not be the right font type.  Try to avoid it.  Check out these examples and how I tried to fix as much of the trouble as possible.

Here is another example of text in pictures.  The guideline is based on the premise of consumable content.  If the audience is intended to consume the information, the information must meet certain standards.  Whenever possible that standard is "Times New Roman, font size 36.  In this example the picture is edited with the text box tool.  The fuzzy text is replaced with larger, clear text.  Check it out:  Before Version After Version.

 

Your slides need to work in normal view, slide show, and print.  Be careful especially in terms of color contrasts.

 

Details.  Another common problem is when a slide is underutilized.  This can happen when there is a lot of blank space on the slide or when slide information is left out in favor of pictures or clip art.  The slide needs to be rich in detail within limits.  The slides need to have sufficient information on them so that they could stand by themselves without verbal explanation and still convey the proper message to the viewer.

 

Slide Clutter.  Slides can easily become cluttered with items that are not necessary.  Usually when working with lists you are looking at phrases not sentences.  Consequently, you can eliminate end punctuation and small words like "a" and "the".  The slides are guides to the information.  They aren't meant to be read word for word.  Check out the following examples: 

Poor layout, unnecessary small words, unnecessary end punctuationBetter layout, unnecessary small words and end punctuation eliminated

 

Saving PP slides as pdf file.  If you have a PP file that you want to share with someone and you are concerned about how the file may change across different versions of the program, you can save it as a pdf file.  What is PDF format?  Portable Document Format (PDF) ensures your printed or viewed file retains the formatting that you intended. The PDF format is also useful if you intend to use commercial printing methods. 

1.        Click the Microsoft Office Button Office button image, point to the arrow next to Save As, and then click PDF or XPS.

2.        In the File name list, type or select a name for the presentation.

3.        Click the Save as type list, click PDF.

4.        If you want to open the file immediately after saving it, select the Open file after publishing check box. This check box is available only if you have a PDF reader installed on your computer.

5.        Next to Optimize for, do one of the following, depending on whether file size or print quality is more important to you:  If the presentation requires high print quality, click Standard (publishing online and printing).  If the print quality is less important than file size, click Minimum size (publishing online).

6.        To specify various options for the file, click Options. (One of the Options in the drop down menu will be NotePages. ) Click OK.

7.        Click Publish.

 

Must Work in Print. Your slides must work in the print version.  Make sure the colors and contrast work.  Make sure the text works.  Make sure the static versus animated version works. Examples of two versions showing one possible way of solving the problem of presentation version versus print version.   Presentation version with dark background and white text. Print version with light background and dark text.  Thanks Blair. 

 

AutoShape.  An autoshape slide is a series of boxes with text that are integrated into your presentation. I usually design this slide using the shapes under the Drawing Tab.  Things to keep in mind.  Make sure that the font is Times New Roman.  Make sure the color contrast is sufficient. Make sure the font size is sufficient (usually 36, at least 32).  Make sure the slide layout uses the "Title Only" theme.  Examples:  Not getting it done Getting it done.