PowerPoint and Presenting Stuff

Thoughts and impressions of happenings in the world of PowerPoint and presentations. Explore, share and comment!

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Thursday, December 14, 2017, posted by Geetesh Bajaj at 9:30 am

Sharyn FitzpatrickFor over fifteen years, Sharyn Fitzpatrick aka Webinar Chick has been creating and managing revenue-generating and/or thought-leadership web seminar programs – including live conference events – with major media hubs such as Chief Learning Officer, Sales & Marketing Management, Recreation Management, PresentationXpert, and others. As the Chief Marketing and Webinar Guru at Marcom Gurus, she coaches organizations on how to create marketing programs utilizing both webcast and podcast technologies. She is an author and speaker on “Using Web Seminars for Lead Generation and Revenue” and “The Playbook for Building a Successful Webinar Program.”

In this conversation, Sharyn talks about preparing for webinars.

Geetesh: Sharyn, you have been working with webinars for so many years now. I remember you sent me an amazing checklist when you were doing a webinar with me a while ago. Can you tell us more about how you prepare for a webinar?

Sharyn: That is a great question.  I think of every webinar as a production and you need to plan it out, so it is successful.  I have a background in broadcasting and media and I have learned to have a backup plan and then a backup plan for my backup plan. There is a theme here – plan ahead!  Here is how I prepare for webinars once a speaker and a topic have been confirmed:

  • Create a webinar production worksheet (I have a template) which includes the title, abstract, speakers – including their bio, headshots, and contact info, descriptions for the webinar platform, website, and pre-and post-production emails and uploads, list of keywords, handouts (with links), a schedule for building registration including reminders, and any creative assets you may need such a title screen like the one we created for your event.
  • Promotional campaign to build registration using HTML emails, social media, and hashtag strategies.
  • I use Hootsuite to schedule the posts with custom links so I can track which sources are the best ones to drive registration
  • Preparing the Speaker – each speaker will get a webinar planning checklist with tasks and due dates.
  • Part of the preparation is making sure the presenter knows the webinar platform, its capabilities for audience engagement, and is comfortable with using it, so their content can be the star of the show.
  • Schedule at least one or two dry runs three to five days in advance of your live event. This will enable your speaker to practice, share their slides, and then have time to make any changes.
  • Preparing for the live webinar
  • Plan out your audience engagement – use polls, group chat, moderator chat with pre-written info on handouts, etc.
  • Have planned breaks in the content so the webinar is a conversation, not a one-way dialog. One option is to have five questions prepared that you could ask during the event or in the Q&A session.
  • Have an emergency plan when the speaker is traveling or might have internet challenges.  This came in handy when one of our speakers, who was in Thailand, lost his internet connection.  We built in several questions with answers that would provide a distraction till the speaker re-connected.  The audience never knew what happened.
  • Create a moderator script (yes, I have a template for that, too) that is both visually appealing and informational.  It includes logistics, such as webinar platform log-ins, emergency numbers, and scheduling. Use it as a guide to what to say for each housekeeping slides and to follow along with the speaker’s presentation. I add pictures of the slides to the script so you can follow along, and I use icons to let the team know what is next and what action will happen:
  • Moderator Script Icons
  • Have fun, be engaging – that will drive audience engagement.

Geetesh: Do you also help others organize webinars? I know that there are so many first-timers or newbies who would appreciate some help. How can you help them?

Sharyn: Yes, I fill the role of producer, moderator, and teacher for anyone who wants to do webinars. By following my process as I shared above, organizations can create new webinar programs, improve poor performing webinars, and build the audience engagement. Currently, I do webinars for several magazines, a software-defined networking company, and an employee assistance organization. On the back-end, I also do metrics as part of post-webinar analysis. Recently, we just finished an audit of how much revenue opportunities the webinar program had brought. It was over $4M which justifies the cost of setting up and implementing the program.

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Thursday, December 14, 2017, posted by Geetesh Bajaj at 9:00 am

The Status Bar is a thin strip located at the bottom of the PowerPoint 2016 for Mac interface. This area provides information about the active slide and also provides several View options. To work with options in the Status Bar, you must have a presentation open in PowerPoint 2016 for Mac, otherwise, the options within the Status Bar will be grayed out.

Status Bar in PowerPoint 2016 for Mac

Learn about the Status Bar in PowerPoint 2016 for Mac.

You May Also Like: Normal View in PowerPoint 2016 for Mac | Outline View in PowerPoint 2016 for Mac | Slide Sorter View in PowerPoint 2016 for Mac

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Tuesday, December 12, 2017, posted by Geetesh Bajaj at 10:00 am

Chantal Bossé created this amazing PowerPoint calendar template, and she teamed up with another PowerPoint MVP, John Wilson to make this happen. You can get this template free, and use it to create calendars quickly! Another PowerPoint MVP, Steve Rindsberg shows us how you can take annoying UPPERCASE text in some templates, and restore them to default, normal text.

PowerPoint 2016 users on Windows will love to learn some customization. What if you could reorder and remove Ribbon tabs, and add some custom groups of commands to your Ribbon tabs? And did you know that PowerPoint 2013 and even newer versions have a toggle option to use the mouse and Touch controls? And if you use PowerPoint 2016 on Mac, do you know how many views you have? Nine views is the answer! And if that wasn’t enough for this week, make sure you do not miss the quotes, press releases, and templates released in the last seven days.

PowerPoint and Presenting News: December 12, 2017

Stay informed about updated tutorials and happenings related to PowerPoint and presenting.

You May Also Like: VBA: Change One Shape to Another in PowerPoint | How to Avoid the Four Biggest PowerPoint Color MistakesUse Macros and Scripts in PowerPoint

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Tuesday, December 12, 2017, posted by Geetesh Bajaj at 9:30 am

Scott WakefieldScott Wakefield has been with BrightCarbon since its inception as an 8-man organization at the end of 2011, and has been very pleased to see it blossom into the 38-person team that it is today, with a presence on both sides of the Atlantic.

As the oldest member of BrightCarbon by some measure, Scott has many years of experience gained over a lengthy career in a variety of sales and marketing roles. Today, he still leads the charge in securing new business and new clients for the company. Scott lives in rural Leicestershire and has been married to his wife, Karen, for 35 years. He has two grown-up daughters – Lauren and Harriet.

In this conversation, Scott talks about the BrightCarbon tradition of providing every year, animated greeting cards created in PowerPoint.

Geetesh: You folks at BrightCarbon always create some amazing cards each year for the festive season. What motivates you?

Scott: It’s a bit of fun and lets the team ‘off the reins’ to flex their creative muscles, which they all enjoy. It engenders a healthy amount of internal competition too, as everyone strives to come up with something original.

Geetesh: All your cards are created within PowerPoint. Why do you choose PowerPoint to create these cards, and why do you give them away to others?

Scott: Our mission is to end ‘death by PowerPoint’ by ridding the world of dull and dreary, text-heavy slides. As well as being fun, creating these cards helps demonstrate to folks that you can do so much more with PowerPoint than ‘click to enter text’!

Why do we give them away? Well, it helps to spread awareness of PowerPoint’s true potential. Also, it is the season of goodwill to all, after all, and so why not spread a little happiness too? And since these cards are created using PowerPoint, folks can download the PowerPoint files and add their own messages.

You May Also Like: Outstanding Presentations Workshop 2017: Conversation with Richard Goring | BrightCarbon (iPad Presentations): Conversation with John Bevan | Working with Presentations: Conversation with Kieran Chadha | Need for PowerPoint Training: Conversation with Joby Blume

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Tuesday, December 12, 2017, posted by Geetesh Bajaj at 9:15 am

In PowerPoint 2016, within the Customize Quick Access Toolbar drop-down menu, you will find the Touch/Mouse Mode option. This essentially is a toggle button that alternates between touch and mouse modes. Touch mode is the default mode when using PowerPoint on a touch device such as the Microsoft Surface or other tablets, and lets you use the program even without a mouse. And Mouse mode is the default mode for PowerPoint 2016 when working on a non-touch enabled desktop or laptop. The larger question though is why you can toggle to the Touch mode in a non-touch device. If you are using PowerPoint on a desktop, why you need the Touch mode?

Touch/Mouse Mode in PowerPoint 2016 for Windows

Explore the Touch/Mouse mode in PowerPoint 2016 for Windows.

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Monday, December 11, 2017, posted by Geetesh Bajaj at 9:30 am

Chris LarsonChris Larson is the Technical Product Manager of TechSmith Snagit. He works with the amazing development team dedicated to Snagit in TechSmith’s Okemos, Michigan headquarters. Chris is a graduate of Michigan State University and has been with TechSmith for 11 years. He started his career in User Experience Design and now brings that background to this product leadership role. He relaxes outside of work with audiobooks, bbq, gym time, LEGO, astronomy, video games, just being outside, and hanging out with his family.

In this conversation, Chris talks about the new Snagit 2018.

Geetesh: Snagit 2018 offers so many new and improved features such as Smart Move, Grab Text, and Text Replace. Tell us more about these features, and what they mean to you.

Chris: Let me tell you about these new features.

Smart Move

This new feature allows you to simply toggle it on and it will automatically make objects in your screen captures movable. You can rearrange buttons, delete text, or edit other elements in your screenshots. This is building upon our previous release where we introduced Auto-Fill with our selection tool. But now we recognize areas of your captures for you, so it’s just a simple click and drag if you want to move something. It really feels like magic.

I use it quite frequently to quickly mock up an idea to show to my teammates. It’s always easier to communicate when you have a visual. 🙂

Grab Text

Now that Snagit can recognize objects in your screenshots with Smart Move, we also detect the text within a screenshot. And by using Optical Character Recognition, we extract the text from your screenshots. You can capture screen text from an error message, pop-up window, or file menu. It allows you to easily copy information without retyping all the text.

Snagit had a version of this in previous releases, but it relied on some now defunct Windows code, which made it very unreliable. We are happy to now bring you a version of this that’s not just a capture type like it was before, you can Grab Text from any existing image now. By working with new and existing users, we now have a solution the will work for the use cases that they’ve spelled out for us.

I find it particularly helpful for pulling data out of existing images. Especially infographics.

Text Replace

Building upon both Smart Move and Grab Text, Snagit can not only detect the text in your images but allow you to edit it too. You can edit the words, font, colors, and size of the text in your screenshots without having to redesign the entire image.

The primary reason we wanted to bring this functionality to Snagit was to support those that create technical documentation. People that capture and explain websites and applications to others. Those websites and applications are updating and changing at a rapid pace, making it hard to keep documentation up to date. Smart Move and Text Replace make this easier if the change is just moving a button or changing some text. You can do that by just double-clicking on the text and replacing to image in your documentation. Before you’d have to re-capture the website or application and recreate the image. It saves a ton of time.

Geetesh: TechSmith is 30 years old now. Tell us about this journey, and also your journey with Snagit—what has been the feature that you use the most?

Chris: You can follow us on Instagram and check out #techsmith30 to get an insight into why people love working at TechSmith.

I started off working at TechSmith on Camtasia as a User Experience Designer. I really enjoyed the talented people that work here and what both Snagit and Camtasia do for our customers. We empower people to create remarkable videos and images that help share knowledge and information. I was hooked. I eventually made the transition to Product Management for Snagit.

I mostly use Snagit with Screencast.com. I just looked at my library and I take anywhere from 4 to 20 screenshots every day. Most of those have some simple arrows and outlines to point out what I’m talking about. But frequently I’ll also have the need for creating an animated GIF of a couple steps, Smart Move, Grab Text, and blurring out content. Most of those are sent up to Screencast.com and then I link to those images and GIFs in emails and messages.

You May Also Like: Snagit 13: Conversation with Chris Larson

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Thursday, December 7, 2017, posted by Geetesh Bajaj at 9:00 am

View your same slides in different PowerPoint views, and you will see them from another angle. This approach makes sense because viewing slides in Slide Show view gives an entirely different perspective than editing them in Normal view. Further, it’s easier to reorder and work with multiple slides in Slide Sorter view and make changes to individual slides in Normal view. All put together, PowerPoint 2016 for Mac provides you with nine different views. Seven of these views can be accessed from the View tab of the Ribbon.

Views in PowerPoint 2016 for Mac

Learn about various views that allow you to edit and show slides in PowerPoint 2016 for Mac.

You May Also Like: PowerPoint 2016 for Mac Interface | Ribbon and Tabs in PowerPoint 2016 for Mac | Locate PowerPoint 2016 for Mac

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Tuesday, December 5, 2017, posted by Geetesh Bajaj at 10:00 am

Sara McGuire talks about how you can design a presentation that plays to your strengths. You just have to find what works best for you! For VBA-challenged presenters, here’s a trick that you can benefit from without writing a single line of code! Learn how you can change all instances of one shape type to another in PowerPoint. PowerPoint makes it easy to use bright, vibrant colors in a presentation, which can either be good or very, very bad. Laura Foley explains how you can avoid the four biggest PowerPoint color mistakes. And we also show you how to use macros and scripts in PowerPoint.

PowerPoint 2016 for Windows users can learn about the Format Task Pane, changing the interface color, customize the Quick Access Toolbar, and Add or Rename Ribbon tabs. PowerPoint 2016 for Mac users can learn about the Slides Pane. Finally, do not miss the quotes, press releases, and templates for this week.

PowerPoint and Presenting News: December 5, 2017

Stay informed about updated tutorials and happenings related to PowerPoint and presenting.

You May Also Like: PowerPoint Makeover 01: Don’t Use Icons and Pictures Together | Create a Dynamic Countdown in PowerPoint: by Kurt DupontUse Safe Fonts Available on All Systems in PowerPoint

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Monday, December 4, 2017, posted by Geetesh Bajaj at 9:30 am

Chantal BosseChantal Bossé has been a Microsoft PowerPoint MVP since 2013, and as a presentation & visual communication expert, she spends her time between writing, training, coaching and designing for her clients and speakers. First a scientific, then an instructional designer in telecommunications, she started CHABOS in 2004 to share her passion for visual communications. Chantal and her business partner inspire and empower public speakers and business people to craft and deliver world-class presentations that generate success and results. From story, message, design, delivery, equipment, and event coordination, they help their clients shine in front of their audience.

In this conversation, Chantal talks about her calendar template for PowerPoint she created with John Wilson.

Geetesh: Chantal, can you tell us about your calendar template for PowerPoint? Does this calendar really auto-update?

Chantal: We all know PowerPoint is destined to present, but I have been using it for years to help clients that wanted to produce and maintain their own content for most of their in-house prints. This PowerPoint template was set up to help people produce their calendar, whether they want to do it for family memories or create a more visual way to show their business products and services, or even their team.

The template has 14 different layouts to choose from, with prompts giving users ideas what information they can add. But the file itself already has the right sequence of pages (slides). So, users can add various images and text in the placeholders, save as a PDF and print both sides. They can apply their own color scheme to the file if they want to or simply change actual colors manually.

CHABOS Calendar New Tab

And to answer your burning question about auto-updating: yes, the dates & year can be updated in no more than 3 clicks! If users keep the monthly tables intact, they will be able to use the template without a problem. We have not tried to break the template by deleting some tables though, so readers are warned! We are providing the template “as is” and will not do any troubleshooting. Keep a backup copy! 🙂

Geetesh: You worked with fellow-PowerPoint MVP John Wilson to create the calendar template. Can you tell us how this idea originated, how you both connected, and how did the idea attain fruition?

Chantal: The whole story behind this template creation can be read on my site, but the short version is: I decided to create my own calendar a few years ago and thought the whole updating part was a waste of time. What really decided me to search for a solution was after I messed up the dates one year… and found out after I had given printed calendars!

A few months later, during a Microsoft MVP gathering, I discussed the problem with John and he offered to give it a try with his coding skills. We wanted something easy to understand for users, and easy to apply to the file. Luckily, shared cloud folders helped us test the files in English and French, because John is in the U.K., and I am in Canada.

As mentioned in the previous question, date updates can be done in only 3 clicks of the mouse now. A real-time and human error saver! The Chabos Calendar tab on the PowerPoint ribbon holds a Select Year button. The drop-down has 4 years to select from but, one of the coolest features is that after we have reached January of a year, the list will also be updated to provide the ongoing year and 3 more. We’ll have to wait until January 2018 to see it happen!

CHABOS Calendar Change Year

You May Also Like: Chantal Bossé on Indezine | PowerPoint Templates | PowerPoint Cool Stuff

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Thursday, November 30, 2017, posted by Geetesh Bajaj at 9:00 am

PowerPoint 2016 for Mac’s work area below the Ribbon continues to be tri-paned. These three panes comprise the Slides Pane, the Slide Area, and the Notes Pane. The Slides Pane is the thin strip on the left side of the PowerPoint 2016 interface that contains thumbnails of all your slides.

Slides Pane in PowerPoint 2016 for Mac

Learn about the Slides Pane in PowerPoint 2016 for Mac.

You May Also Like: PowerPoint 2016 for Mac Interface | Ribbon and Tabs in PowerPoint 2016 for Mac | Locate PowerPoint 2016 for Mac

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since November 02, 2000