PowerPoint Presentation and Style Guidelines

Contacts: For assistance contact Betty Owen (ext. 6781) or David Bell (ext. 6802)

General Presentation Tips:

• First, ask yourself if a PowerPoint (PPT) presentation is really necessary to get your message across. If it isn't, don't use it! A position paper or executive summary are suggested alternatives.
• Do not read the slides verbatim.
• The slide should emphasize your message, not repeat it.
• Practice the PPT -- time your session to ensure you keep within the time allotment
• Always test the PPT projection - in the actual room is possible. Colors often look different on the print version and the projected version.
• Plan to stand either to the right or left of the screen when making your PPT.

Overall Format:

• Use a simple outline format with bulleted phrases.
• Use the "notes" section to remind yourself of the things you want to say in the PPT that do not appear on the slide.  Even if you remember these things now, it's possible that the next time you use the PPT (especially if it's not for another year or two), you might not remember then.
• Bullets imply no significant order and are generally preferred to numbers.
• Use numbered items only to show rank or sequence.
• Use simple phrases – avoid using complete sentences.
• To be consistent, try to use the same part of speech to begin bullets, such as an active verb.
• Do not use more than one topic per slide. Try to complete a topic in one slide. If you continue a topic to a second slide, place the word “continued” at the bottom of each slide on that particular topic.

Animation:

• In general, avoid animations or slide transitions that cause the slide transition or text blocks to move, fly, fade in or out, or swipe.
• Keep “building” (when lines appear one at a time) of bulleted items to a minimum.
• For consistency, if slide transitions are used, use the same transition with all slides.

Graphics and Illustrations:

• Use plenty of space around graphics and illustrations.
• Pictures are preferable to clip art.
• Use video clips and other visual art only if you can practice on the equipment prior to the presentation.

Charts and Graphs

• Use simple charts and graph layouts to present numerical figures.
• Use a lighter shade of gray or another light color for the background lines in bar charts.
• Avoid large spreadsheets or graphs the audience cannot read from a distance.
• Preference is for bar charts to be presented in a vertical format vs. horizontal.

Color:

• Use colors of the same palette in charts and graphs.
• Use solid colors instead of patterns in charts and graphs.
• Avoid using red.
• Use a lighter color background for better readability of the printed copies.

Type Styles:

• Use consistent type faces and sizes throughout the presentation.
• Use Arial or Times or similar type faces. Do not use fancy or informal type faces.
• Size recommendations:
• • Titles – 36 to 40 points.
  • Subheadings – 28 to 36 points.
  • Body text – 24 points, with a minimum of 20 points.
• Avoid using italics – it is difficult to read from a distance.
• Avoid using ALL CAPS – it implies shouting.
• Use bold face sparingly to emphasize certain words or phrases.
• Avoid using underlines because if its placed on the Web, underlines may be mistaken for Web links.