PowerPoint Tips & Tricks

Tip #1: Making text easier to read

by Ali LaForce

When you open a new slide template, or create a new one from scratch, one of the very first things you should do is adjust the text settings in the Slide Master.

You’ll find it under the View tab at the top of the window.

We’ll start by adjusting the paragraph settings. These settings are:

• Before: The spacing before a paragraph

• After: The spacing after a paragraph

• Line Spacing: The spacing between lines in the same paragraph

Go to the Default Theme slide (the first one in that theme).

Select the text box on this slide.

While the text box is selected, go to the paragraph section at the top menu.

Select the arrow to expand options.

This will open a window that allows you to adjust the text spacing.

This shows settings that I like to use.

Always edit the before, after, and line spacing

It’s a subtle difference.However, it improves readability.It’s especially good for multiple lines of text.

It’s a subtle difference.

However, it improves readability.

It’s especially good for multiple lines of text.

Along with spacing, you should always adjust the Default Theme slide’s text size.

Most templates you will find have text that is much too small to be easily read.

Font sizes I like to use are (approximately)

60 point for titles36+ point for text

Default text formats tend to be too small, making it harder for people to read and creating the temptation to fill a slide with too much text. Slides with novels on them are hard to read. You’d be better off making a handout instead.

Adjust text size & spacing for text that is easier to read

Here’s an example of what common default text looks like• First main idea

o Exampleo Example

• Second main ideao Example

• Third main ideao Example

Here’s an example with adjustments

• First main ideao Example

o Example

Now that you’ve made all of these adjustments in the Slide Master, they will be built into all of your slides automatically.

That means you can “set it and forget it.”

Once you exit Slide Master and start building your slides, you may need to go back to adjust the Default Theme a bit, but the automatic formatting will save you a great deal of time.

However, when you adjust, resist the temptation to make text smaller. Large font is your friend.

Large font forces you to simplify and stick to headlines instead of small print.Yes, you’ll probably end up needing more slides, but don’t panic. No one will mind.• Not unless you still write a novel except…

now it’s… just... spaced... out… for… a… hundred… slides…

What About Handouts?

Doesn’t having more slides mean having lots of slides to print for handouts? What if you’re trying to save paper?

Well, the truth is that it’s much better to create a separate handout document than to just print out the PPT slides.

The slides and the handout should compliment each other.

• The slides provide emphasis, visual aids, or an activity cue, and the handouts provide detail and activity information.

• Also, customized handouts make it easier for the audience to interact with the information by taking notes, underlining, etc.

Handout

Succinct main idea 1

More information about the idea and clarifying details. Maybe add some blank space for extra notes or an activity.

___________________

You can provide much more information while also saving paper.

PowerPoint SlideSuccinct main idea 1

• Brief examplevs.

HandoutProduct Specs

Pair #1

A paragraph describing the product with all the relevant details.

Pair #2

A paragraph describing the product with all the relevant details.

Product SpecsCircle the best eyeglass description

vs.

HeadersWhen you adjust your Default Theme, also consider your header settings compared to your body text settings.

Creating contrast between them makes your slides easier to read.

ContrastingFont

ContrastingLayout

ContrastingColor

Cont

rast

ing

Orientation

(Use this only if you have really short headers, or else it hurts readability)

In SummaryFormat your text for the people in the back row who forgot their glasses.

Those who have a hard time seeing will thank you because they will be able to read.

Those who have eagle eyes will also thank you, because your formatting will help you be more concise.

Happy formatting!