Presentation Rules and Techniques Page 1

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1 Presentation Rules and Techniques This paper assumes at least a working knowledge of PowerPoint and that Microsoft Office 10 or later is installed on the PC that will be used to create the presentation. Initial Setup: You should perform the following steps once on any PC you are going to use for creating church PowerPoint presentations. You should also perform these steps if you re-install PowerPoint. 1. Create a directory on your PC to store church PowerPoint Masters (ex. PPT Masters ). 2. Copy the files on the provided USB drive to that directory ( Green Master Motley R3.pptx and Green Master Staples R3.pptx ). In the future only store Masters in this directory, not finished presentations. The masters provided include all major elements of a standard service including opening slides, Prayer of Preparation, Songs in multiple formats (single page, with copyright, without copyright, with reference, without reference, etc.), Offertory, Communion and Closing. 3. Open the appropriate file for your church. 4. Click on the DESIGN tab. 5. Click on the down arrow with a bar over it on the extreme right of the Theme examples. 6. Click on Save Current Theme. 7. Give the theme a descriptive name and title. Click Save and the dialogue box will close. 8. Select the SLIDE SHOW tab. 9. Ensure that Play Narrations and Show Media Controls are not checked. Ensure Use Timings and Use Presenter View are checked. 10. Save the master presentation with a new name if you have made other changes (see below), otherwise save the presentation. The PC is now ready to more easily create PowerPoint presentations for the church. Basic Rules: You should follow these rules whenever possible when you create a PowerPoint presentation for use on the church s Audio/Visual system to ensure consistency, readability and portability. 1. Text font size should be a minimum of the following: a. Staples Title 44 points (normal 54 points) and body text 36 points (normal 40 Points). b. Motley Title 66 points (normal 72 points) and body text 44 points (normal 48 points). 2. Use a high contrast between the text color and the background color. Light text on a dark background works best, but with care you can use dark text on a light background if you maintain a high contrast between the text and the background. Presentation Rules and Techniques Page 1

2 3. Adhere to the following rules to ensure that presentations can be easily converted between churches: a. Title plus Body Text: One title line of 4 words or less, and a maximum of 6 body text lines of 6 words or less. If the title text extends to two lines reduce the maximum body text to 5 lines. b. Body Text Only: A maximum of 7 body text lines of 6 words or less. c. For other types of pages ensure that the minimum text font sizes above (Rule 1) are followed. 4. Slide Layouts: Whenever possible use Slide Layouts to format your page. This will allow a much easier conversion between churches and Themes. When you add a new slide click on New Slide and not on the icon above. Then select one of the following Slide Masters that is the closest to the layout you want: a. Title Slide: A Title and one line of body text in the center of the page. b. Title with Graphic 1: A Title, space for two lines of text and a graphic at the bottom. c. Title with Graphic 2: A Title, space for one line of text and a graphic at the bottom. d. Title Only: A Title in the center of the page. e. Top Title Only: A Title at the top of the page. f. Section Header: A Title at the top of the page, a graphic in the middle and one line of body text at the bottom of the page. g. Title and Bulleted Content: A Title at the top of the page followed by non-bulleted centered content. Note that only the top level of the bullet list is easily readable. h. Title and Content: A Title at the top of the page followed by a section of Body Text. i. Content Only: A single section of Body Text that fills the entire page. j. Song Title Only: A Title at the top of the page (for song Title) followed by a section of unbolded Body Text centered on the page (for hymnal reference). k. Song with Title: A Title at the top of the page (for song Title) followed by Body Text (for song lyrics). l. Song Lyrics: A single section of Body Text that fills the entire page (for song lyrics). m. Song Lyrics with Copyright: A section of Body Text (for song lyrics) followed by a section of Body Text at the bottom on the page that is smaller, is un-bolded, uses the Title accent color and for Motley fades in one second after the slide is displayed. n. Song with Title and Content: A Title (for song title) at the top of the page, followed by Body Text (for song lyrics) that is centered, and finally a section of Body Text at the bottom on the page that is smaller, is un-bolded, uses the Title accent color and for Motley fades in one second after the slide is displayed. o. Title, Text and Artwork: A Title at the top of page, followed by Body Text that is centered, and with a box for artwork at the bottom. p. Call to Worship 1: A title on the left and a graphic on the right. This is the title slide for Call to Worship. q. Response: i. Motley: The right side is a box for artwork. The left side has two Body Text sections. The top Body Text section is italic, is un-bolded, is a different color, and displays Presentation Rules and Techniques Page 2

3 when the slide displays. The bottom Body Text section is normal bolded text and displays one second after the slide displays. ii. Staples: At the bottom is a box for artwork. The top has two Body Text sections. The top Body Text section is italic, is un-bolded, and is a different color. The bottom Body Text section is normal bolded text. r. Text and Art: A Body Text section with a small box for artwork at the bottom. s. Title and Art: A Title at the top of the page with a large box for artwork under the Title. t. Art Only: A large box for artwork that fills the page. u. Blank: A page that does have the presentation background but is without any Title, Body Text or artwork sections. Use this master for any portion of the presentation where you want nothing to show, or when you want to create a unique layout. If this layout is used in more than one page, then you should create a new Master Layout page (see below) and use that as the layout for the page. v. Black Blank: A black page that does not have the presentation background. Use this master with caution, it can cause the Motley equipment to time-out requiring a reboot of the Visual equipment if the black slide is displayed for too long a time. This slide will become identical to the Blank layout if you change the background for the presentation. 5. New Lines: Extra New Lines in the presentation can affect the spacing and appearance of items on a slide, offsetting the spacing built into the layouts. Observe the following rules when using New Lines : a. DO NOT insert extra New Lines before or after a block of text. Also when you paste text an extra New Line can be inserted even if it was not in the original text. Remove it after pasting. b. To place text in a specific location on a page move or resize the text box instead of inserting New Lines. You can always return to the original layout by clicking on Reset under the HOME tab. c. Insert a New Line to break a block of text at specific words. d. Even if a block of text wraps at the correct word, still insert a New Line to ensure consistent spacing between the lines to maintain readability. 6. Pasting Text: Pasting text into a presentation is one of the most common actions you will take when creating a presentation. The reasons are obvious (it saves time and avoids typing errors). If done incorrectly it can cause significant problems when converting the presentation to a new theme. Observe the following rules when pasting text: a. When coping text from a presentation (even the same presentation) always copy the text, not the text block. b. If possible paste the text into a text block instead of a blank space on the slide. If you paste into a blank space it will create a new text block that is not in the layout and therefore must be manually converted if the theme is changed. Presentation Rules and Techniques Page 3

4 c. When you paste text there are four options available if you right click or if you click on the Paste word under the HOME tab: I. Use Destination Theme: The font, color and size of the text box into which you are pasting will be maintained. II. Keep Source Formatting: The font, color and size of the original text will be maintained. III. Picture: The text will be converted to an image and pasted as a new image on the slide (even if your cursor is in a text box). IV. Text Only: Only the text will be pasted without any formatting information. This usually has the same effect as Use Destination Theme. This is also the best option to select since it duplicates the results of retyping the text. d. If you click on the paste icon under the HOME tab the system will default to the last paste option you selected. It can always be undone, but can produce undesired results. 7. Adding and/or changing elements on a slide: Elements on a slide include all Titles, Text and Artwork that appear on the slide. All elements on a slide are contained in boxes that can be moved and resized. The church s presentations normally include Title Boxes, Body Text Boxes and Picture Boxes. You can also add Shape, SmartArt, Chart and Table boxes. Observe the following rules when adding and/or changing elements on a slide: a. If the change you are making will appear on multiple slides you should change an existing or add a new layout (see below). b. If you change the location or size of an existing element on the slide, clicking on Reset under the HOME tab will undo the changes by reapplying the layout. When a new theme is applied the change will be maintained, but it may require manual modification to fit the new theme (especially true if the size of the slide is changed) increasing the time and effort required to convert between churches. c. If you add a new element to the slide it will not be affected by a change in the layout, a reset, a theme change (with some limitations) or a change in slide size. It will require manual modification when converting between churches. d. You can apply a different layout to a slide by clicking on Layout under the HOME tab. All elements on the current slide that have corresponding elements in the new layout will be moved and resized based on the new layout. Placeholders will be inserted on the slide for any element that is on the new layout but not currently on the slide. Elements that are on the existing slide but not in the new layout will be left alone, except that Body Text elements will be converted to a bulleted list (the default body text style in the layout) requiring manual modification if you want to retain the element (same impact as adding a new element when converting). 8. Fitting Text: Fitting text into the available space on a slide while maintaining readability and portability is one of the more challenging tasks in creating a presentation. PowerPoint will automatically adjust the text to fit it into the available space, but the results are sometimes less than desirable. The adjustments made by PowerPoint include text wrapping, line spacing, and font size. When you select the text box and the text has been resized a small white icon Presentation Rules and Techniques Page 4

5 with two lines and two arrows will appear outside the lower left of the text box. Hover over the box and a down arrow will appear. Clicking on the down arrow will allow you to Stop Fitting Text to this Placeholder. Selecting this option will allow you see how much modification PowerPoint made to fit the text into the box. If the resized text is too small and/or not acceptable, perform the following to adjust the size of the text: a. There are too many lines: I. Adjust where the new lines break the text to reduce the number of lines. PowerPoint will resize the text based on each change you make. II. Turn Auto-Correct off and then change the spacing between each line. Click on the arrow next to Paragraph under the HOME tab and then adjust spacing before and line multiples until you get the desired result. III. If all else fails you should split the slide into two slides by duplicating the slide (select the slide, right click and then Duplicate Slide ). Then delete text on the first slide until it fits. If the duplicated slide had a Title, change the layout of the second slide to a layout with a Title ( Content Only or Song Lyrics ), delete the left-over title, and then delete the duplicated text still on the first slide. b. There are too many words on a line: I. If a single line is just a little too long and you do not want to break the line, you can adjust the spacing between the letters. First select the entire text box by clicking on the box that surrounds the text. Then under the HOME tab click on the arrow next to AV and change the spacing to tight. PowerPoint will then make other changes to fit the text. II. If the size is still too small then you must split the line. 9. Pasting Slides: Pasting slides from previous presentations can be an easy way to reuse work you have already done and reduce the time it takes to create a new presentation, but it can cause significant problems when the presentation is converted to a new format or theme. Try to following these rules when pasting slides to reduce that work: a. When you paste a slide or slides from another presentation there are four options available if you right click or if you click on the Paste word under the HOME tab: i. Use Destination Theme: The elements on the slide will be pasted into the presentation, but the background, fonts, colors and layout will be taken from the current presentation. Use this option if you want the contents of the copied slide but maintain the current theme. ii. Use Source Theme: The slide as it existing in the other presentation will be pasted into your presentation including background, fonts, colors and layout. The system will also paste all the Master slide layouts from the other presentation into a new section in your slide masters for this presentation. You can now use those layouts anywhere in your presentation. Use this option if you want the slide duplicated in your presentation as it appeared when copied, but you want to retain the ability to edit the contents. Presentation Rules and Techniques Page 5

6 iii. Picture: Pastes a picture of the slide into your current presentation. It cannot be edited but can be resized. Use this option if you want the slide duplicated and do not want the ability to edit the contents. iv. Paste Special: This provides a list of other pasting options including different image types and linking. Do not use this option unless you are familiar with the ramifications of different image types or linking. b. If you click on the paste icon under the HOME tab the system will default to the last paste option you selected. It can always be undone, but can produce undesired results. c. Do not save a presentation as a Master Presentation (see below) when you have pasted a slide into the presentation using Use Source Theme, unless you are trying to create a master presentation with multiple backgrounds. 10. Slide Transitions: Slide Transitions can be an effective way to add interest and variety to your presentation, but should be used with caution. All slide layouts start with a fade transition of ½ second. You can modify the transition used by any Slide Layout (see below) and it will be applied to all slides that use that layout. Observe the following rules when using slide transitions: a. Only use a different slide transition when you want the audience to watch the screens and there is a substantive change in the tenor or content of the presentation. b. Do not use more than three (3) different slide transitions in the same presentation, it quickly becomes boring and detracts from the presentation. c. There is one exception to the above, and that is a slide show (a series of photos displayed in sequence). You can use multiple transitions types to maintain interest and ensure the audience remains focused on the screens. 11. Animation: Animation of slide elements can also add interest and variety to your presentation, but is also easy to over-do. For Motley there is a limited amount of animation built into the slide layouts: copyright notices for songs appear 1 second after the slide is displayed and responses appear 1 second after the preceding text is displayed. Each line of the Prayers of the People slide fade in 1 second after the slide appears (this animation is not in the layout, but applied directly to the slide). There is no animation built into the Staples Masters. Observe the following rules when using animation: a. Only use animation when the audience is already looking at the screen. You can use animation to convey information to the audience (ex. sequence of multiple items) or to draw attention to a single item for emphasis. b. Select With Previous or After Previous under the start options if you want the animation to appear without operator intervention. If you select On Click (the default) you MUST include instructions in the notes about when you want the operator to activate the animation (This slide includes animation, activate when Pastor says ). c. Verify that the Effect Options are set correctly. This especially true for text blocks. The default is By Paragraph which will cause each line (wherever a New Line is inserted in the text) to animate separately. If you want the entire text block to display at the same time, select As One Object under Effect Options. Presentation Rules and Techniques Page 6

7 d. If you add animation to a slide that uses a layout that already has animation, any animation you add will follow the animation in the layout. If this is not want you want, either use a layout without animation (you can easily create a new layout that does not use animation, see below) or modify the layout to remove the animation (see below). Note: if you remove the animation from the layout it will remove the animation from all slides that use that layout. e. Always test the animation to ensure it works as you intended by starting the presentation on the previous slide and concluding the test after advancing to the next slide. Creating a New Presentation Normal Process This process assumes you are creating a 4:3 presentation for Staples UMC that will be converted to 16:9 for Motley UMC. Use this process if you are planning to change the background and/or create a new master. Perform the following steps when creating a new presentation: 1. Open the Staples PowerPoint Master that is closest to the layout you want: I know it is tempting to simply open a previous final presentation, but try to avoid this whenever possible. As you create the new presentation you will make changes, and being human make mistakes. Overtime this changes and mistakes will be compounded quickly reaching a point where the presentation bears little relationship to a master reducing consistency, readability, and portability. So, whenever possible always start with a master. You can then copy and paste slides from previous presentations. 2. Immediately save the file with a new name: This ensures that you do not make inadvertent changes to the master. 3. Make any necessary changes to the Layouts: By making changes to the Layouts first you will reduce the amount of time required to create the presentation. It also forces you to make decisions about the tenor and overall content of the presentation at the beginning instead of on the fly. Perform the following steps to modify the layouts: a. Click on Slide Master under the VIEW tab. b. Scroll to the top layout (larger than the rest and labeled with a 1) and select it. c. Background: I. Click on Background Styles under the SLIDE MASTER tab and select Format Background. The Format Background dialogue box will open. II. Select the type of background you want and follow the dialogue box to change the background. III. If you want to insert artwork as part of the background select Picture under the INSERT tab and navigate to the artwork you want to insert. Select it and then move it to the back (under FORMAT ). IV. When you are done click on Apply to All (only option available) and the new background will be applied to all layouts. Presentation Rules and Techniques Page 7

8 V. Scroll down to the last layout ( Blank Black ) and select it. Select Solid fill and change the color to black. Do not select Apply to all. VI. You can also change the background of any individual layout by selecting that layout and then using the Format Background dialogue box to change the background for that layout. Do not select Apply to all or you will apply the change to all layouts. NOTE: Why not just copy and paste the background into each slide? By doing it that way you force PowerPoint to save the image separately for each slide significantly increasing file size. You also make modifications very difficult. d. Colors: I. Click on Colors under the SLIDE MASTER tab. II. Select the color scheme you want to apply. III. You can also create a custom color palette by selecting Customize Colors and making the desired changes to the Theme colors. Change the name and then save it so you can reuse it later. IV. You can also change the color of any individual element on any layout by selecting that layout and then changing the color under the HOME tab. If you change the colors on the Layout Master (first layout in the list that is larger than the rest) it will change the corresponding color of every layout that includes that element (Title or Body Text). e. Fonts: I. Click on Fonts under the SLIDE MASTER tab. II. Select the font scheme you want to apply. III. You can also create a custom font theme by selecting Customize Fonts and making the desired changes to the Theme fonts. Change the name and then save it so you can reuse it later. IV. You can also change the font of any individual element on any layout by selecting that layout and then changing the color under the HOME tab. If you change the fonts on the Layout Master (first layout in the list that is larger than the rest) it will change the corresponding font of every layout that includes that element (Title or Body Text). f. Element location and size: I. Navigate to the layout you want to change and select it. II. Make any changes you want to the size and location of an element. III. If you want to add a new element click on Insert Placeholder under the SLIDE MASTER tab and select the type of element you want to insert. Place it on the layout, resize it and make any other changes desired (ex. remove bullets) under the HOME tab. Any text you type into the element will appear as a prompt on the slide when you select this layout. NOTE: Elements inserted under the INSERT tab will appear on any slide that uses the layout and cannot be edited. g. Insert a new layout: I. Select the layout that is closest to what you want to create. Presentation Rules and Techniques Page 8

9 II. Right click over the layout and select Duplicate Layout. A new layout will be created immediately following the selected layout. III. Make any changes you want to the new layout (see above). IV. Right click over the new layout and select Rename Layout. Give the new layout a descriptive name. NOTE: Selecting Insert Slide Master will create a new set of layouts duplicating your entire set of layouts. h. When you have completed changing the layouts click on the Close Master View under the SLIDE MASTER tab. i. Scan the standard set of slides to ensure you accomplished what you wanted. If you are happy with the changes save the presentation so that you do not lose the changes you have made. 4. Add, change and delete from the presentation following the Basic Rules detailed above. Periodically save the presentation to avoid losing changes. If you are planning to create a new master, leave the Communion slides in the presentation until after you have created the new master. 5. During this process do not hesitate to make additional changes to the layouts as you learn what works and want does not. 6. When you are satisfied with the presentation run a slide show from the beginning to ensure everything works correctly. Check the notes on each slide to ensure you are giving the operator the information necessary. You can display the notes in the Normal view by clicking on Notes under the VIEW tab (not Notes Master ). 7. If you believe this presentation layout will be used for multiple presentations also save a new theme by following steps 4 through 7 in Initial Setup section of this document. 8. If you have made significant changes to the layouts save the Presentation as a church PowerPoint Master in the proper directory with a descriptive name that includes the word Master. Send me a copy of the new master at bojoma@att.net so I can create a corresponding master for the other church. Delete the Communion slides and then save your final version of the presentation. 9. Send me the final copy of the presentation for conversion and final modifications. Optional Process This process assumes you are creating a 16:9 presentation for Motley UMC that will be downsized for Staples UMC. Although changes to the presentation are still required, they are significantly less that those required when increasing the size of the presentation. Do NOT use this process if you are changing the background and/or creating a new church Master. 1. Open the Motley PowerPoint Master that is closest to the layout you want: Remaining comments for Step 1 along with Steps 2 through 8 remain the same. 9. Save a final version of the presentation for Motley UMC and send me a copy at bojoma@att.net. Presentation Rules and Techniques Page 9

10 10. Click on Slide Size under the DESIGN tab. Select Standard (4:3). Click on Ensure Fit. 11. Under the DESIGN tab hover over the Theme icons and select the one that is the corresponding Theme for Staples. 12. Review the presentation and make any changes required. Save a final version of the presentation for Staples UMC. Presentation Rules and Techniques Page 10