How to use Microsoft PowerPoint to improve your business
Microsoft PowerPoint, In many organizations, the beginning and end of any business activity are marked by the PowerPoint presentation. In addition, PowerPoint is used in strategy sessions to present proposals and plan for updates and progress reports.
Microsoft PowerPoint is an easy program to use and a powerful tool for giving a presentation. Whether your production needs a visual kick, tools for collaboration, easy access, or the ability to share information beyond the initial meeting, PowerPoint is a good option.
However, like with anything, you will learn how to use PowerPoint to help you work more effectively and efficiently in your business.
Best Microsoft PowerPoint tips to improve your business presentation
Tip 1: Slide Sorter View
Using the Slider Sorter is the perfect way to provide you with an overview of your whole presentation. This makes it easy for you to check through the fundamentals of your production, such as slide order, flow, and design.
This may very much sound like an essential tip but being able to use the Slider Sorter View is like fixing a shelf to a wall and taking a step back to see whether it is level or not. It is incredible how something so simple can flag up something that you hadn’t noticed before.
To do this goes to the ‘View Tab’ in the main navigation, then click on ‘Slide Sorter.’
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Tip 2: Creating Duplicate Objects
This could be seen as a game-changing shortcut, being able to create a duplicate of an object. You can do this by clicking on the object in question, then holding down ‘Ctrl+D,’ and you will find a copy of the thing that has been created.
This shortcut can be helpful if you want to recreate a style away rather than having to start over. So if you have created the perfect straight square for your slide, you need another 5 of them. Instead of going through the hassle of creating another five manually, you can duplicate the existing court, which will ensure that these objects stay in line.
Tip 3: Compressing Pictures
One of the most frustrating things that you will experience as PowerPoint users is enormous file sizes. People have built slide decks that use high-resolution images without optimizing them, leading to massive files that take days to download.
However, there is a solution to this headache. While in PowerPoint, click on the image in question, then get to ‘Format’ in the main navigation, then click on ‘Compress Pictures’ from here, you will see a pop up appear with a few options, so pick the most appropriate one and then click ‘OK.’
NB: It is important to note that PowerPoint can be pretty aggressive when compressing images, so you could lose the image quality if reduced too much, so use caution. Better still, using Pixlr to edit pictures can help reduce the file size without the need to use PowerPoint for this.
Tip 4: Grouping Objects
Another absolute gem of a PowerPoint tip that you won’t want to miss out on is group objects. This can be achieved simply by selecting the object in question then holding down ‘Ctrl+Shift+G.’
Have you ever looked to move something on your slide and wished the other objects moved with it? This is solved by using grouping objects which allows you to do this. This will help to make sure that any minor changes don’t impact the rest of the slides.
Tip 5: Rehearse Timings in Slideshow Tab
Were you aware of the fact that you can rehearse the timings of your presentation? If not, you can get your presentation to play automatically, so you don’t have to worry about changing your slides or talking for too long. You can access this by going to the Slide Show tab in the main navigation, then click on ‘Rehearse Timings.’
The importance of PowerPoint in business
You must have used PowerPoint at some point in your business venture. It’s relatively easy to pick up the program’s essential functions for simple presentations, and information can easily be conveyed through bullet points and images on various slides. Most people do not delve into the program’s broader functionality, but if you are interested in business management, you should look into everything PowerPoint has to offer.
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The helpful program is often used during business meetings and proposals to persuade others of a company’s merits, among other uses, so knowing how to manipulate the program is a great business advantage.
Five features of PowerPoint you can use to improve your business presentation.
PowerPoint is a highly innovative and versatile program that can ensure successful communication whether presenting in front of potential investors. Below are five features you should be using – if you aren’t already. Learn everything about it; they will improve your presentation skills and communicate your message successfully.
Adding Smart Art
Don’t confuse SmartArt with the similarly named WordArt. WordArt allows you to display text using a wide variety of formats and effects. SmartArt is a comprehensive and flexible business diagram tool that significantly improves upon the ‘Diagram Gallery’ feature found in previous versions of Office.
SmartArt can be used to create professional diagrams that include pictures and text or combinations of the two. An obvious use of SmartArt would be to create an organization chart, but it can be used for many different kinds of diagrams and even to provide some variety to slides using text bullet points.
If you need to include some diagrams in your presentation, the quickest and easiest way is to use SmartArt. However, it is essential to have shapes independently of SmartArt and be familiar with the various Drawing Tool format options.
Not only will they be helpful if you do need to manually draw a diagram (and SmartArt doesn’t suit all diagrams), but they can also be applied to objects on a slide that you might not immediately think of as shapes. For example, the box that contains your slide title or your content. This can be anything from text to a video or even the individual conditions in a SmartArt diagram.
As you can see, the gallery of available shapes is very extensive. Once you have selected your chosen profile, you can click in your slide to insert a default version of the body or, to set a particular size and position, click and drag with the mouse to create the shape and size you want.
Inserting an Image
Here are two content type icons which appear in new content Placeholders for inserting pictures. You can Insert Pictures from the File or Insert Clip Art. Alternatively, the Illustrations group of the Insert ribbon tab includes the same two tools. In addition, PowerPoint 2010 has a new ‘Screenshot’ option that allows you to capture an entire window or part of a window for inclusion on a slide. You can also copy any image and paste it directly to a fall.
Insert Picture from File allows you to browse an image file saved somewhere on your system, whereas Clip Art is held in an indexed gallery of different media types. Clip Art is not limited to pictures: ‘The Results should be:’ box lets you choose between: ‘All media file types and one or more of the following different types:
Once you have found the image you want to use, click on it to insert it into the current slide. You can now re-size and move the image accordingly with further editing options when you right-click the desired image.
Using a video in your presentation can help capture the attention of the audience and increase message retention.
Properly used slide transitions can make your presentations more transparent and more exciting and, where appropriate, more fun. Badly used, the effect of slide transitions can be closer to irritating or even disgusting. Simple animation effects are often used to add interest to bullet point text. Much more extreme animation effects are available but, in most cases, should be used sparingly, if at all.
Two main kinds of Animation are available in a PowerPoint presentation: the transition from one slide to the next and the Animation of images/text on a specific slide.
In PowerPoint 2010 & 2013, a separate Transitions ribbon tab also includes a gallery of different transition effects. These can be applied to selected slides or all slides. If you want to use different transition effects to other groups of drops, you might choose the ‘Slide Sorter view from the Presentation Views group of the View ribbon.
Whereas the transition effects are limited to a single event per slide, animations can be applied to every object on a slide – including titles and other text boxes. Many things can even have Animation applied to different components, for example, each shape in a SmartArt graphic, each paragraph in a text box, and each column in a chart. Animations can be applied to three separate ‘events’ for each object:
Entrance – how the object arrives on the slide
Emphasis – an effect to focus attention on an object while it is visible
Exit – how the thing disappears from the slide
To apply an animation effect, choose the object or objects to be animated, then choose Animation Styles or Add Animation from the Animations toolbar.
Animation is applied to an object with different components (for instance, a SmartArt graphic with several boxes). The Effect Options tool becomes available to control how each member will be animated. So, for example, your Animation can be used to introduce elements of an organization chart to your slide one by one
.PowerPoint business uses
Presentations are not the only helpful business tools created in PowerPoint. The program can be used for all types of essential projects. For example, Small Business Computing points out that the program can make videos for clients and employees. These videos can also be uploaded onto YouTube and distributed over social media. This is a simple, cost-effective way for startups and small businesses to create engaging content for customers and investors.
Necessary business materials can also be created in this program. For example, brand style guides are often composed in PowerPoint because users can create visually appealing instructions for distributors to flip through. Slideshows are also perfect for trade shows when a business wants to attract viewer attention. Interesting photos or statistics can help bring potential clients over to a business’s booth.
Tip for making an excellent Business presentation using PowerPoint
PowerPoint is a persuasive tool for businesses to use, but it also has to be managed wisely. It’s easy for a business meeting to turn dull and fact-filled quickly. The creator of the PowerPoint slideshow has to keep this in mind when transferring information to the program. If the slides are too text-heavy, viewers will get distracted reading the long blocks of wording and stop listening to the speaker. Business Insider suggests using images to capture the audience’s attention fully.
Overall, PowerPoint is only half of the puzzle. The other half is giving a stellar verbal presentation to accompany the material. That’s why presentation skills training goes so well with a PowerPoint certification. A presenter needs to avoid merely reading off the slides and be able to answer all questions adequately. With PowerPoint and presenter training, employees will be ready to tackle any business meeting.