Creating and Formatting Text
Do
- Keep slides concise. Expert opinions vary, but in general no more than five to seven lines (not bullets) per slide and no more than five to seven words per line is most effective
- Depending on the size of the room, font size should range between 48 points for titles to 24 points for items in bulleted lists. Discipline yourself to eliminate words instead of shrinking font size
- Use sans-serif fonts that are easy to read, such as Arial. Non-standard fonts may not be supported by the facility’s computer setup, and the default font that appears may change your layout for the worst — perhaps significantly
- Use uppercase letters for the first letter
- Leave space between the lines of text
- Use statements or lists, not sentences
- Use keywords to help the audience focus on your message
Don’t
- Include too much details and data (more than seven words per line and seven lines per slide) or otherwise crowd the information
- Use overly decorative fonts — besides risking unavailabilty on the computer you present from, they are difficult to read
- Use all uppercase letters while one word in all-caps can stand out as emphasis, an entire sentence or list items can be difficult for viewers to quickly scan and comprehend accurately. As is true in e-mail communication, the use of all-caps can be perceived as yelling
- Avoid obscure abbreviations — always "spell out" or define the first use of acronyms
- Use punctuation marks for bulleted items on slides
Use of Color
Do
- Use your institution’s PowerPoint template if available. Work within the established color scheme
- If you're working without a corporate template, limit the use of color colors/shades to two to four total. (PowerPoint offers many professionally designed color schemes and design templates to choose from as well.)
- While you want colors that will stand out, choose carefully — many bright colors can seem tiring to read screen after screen
- Use colors to highlight important words or concepts within the text, but don’t overdo it
Don’t
- Don't mix multiple color schemes in the same presentation
- Don't use dark colors on a dark background — colors need to contrast for ease of readability. For example, red, blue and black should not be used together as text and background
- Avoid overly bright background colors that will strain your audience's eyes
- Remember that colors projected from a data projector will look different than colors on your computer screen, so avoid using nuanced (low-contrast) shades in charts and graphs
Keep in mind that your audience might include people with partial sight or color deficiencies. Lighthouse International offers a webpage, Effective Color Contrast Designing for People with Partial Sight and Color Deficiencies, that contains basic guidelines and explanations of the three perceptual attributes of color — hue, lightness and saturation — as they are used by vision scientists.
Images and Shapes
Do
- Include images that make the issue you are presenting more true to life, so your audience will understand and identify with it
- Include only 1-2 images per slide
- Look for images that reflect the demographics and characteristics of your audience to create a sense of connection
- Use shapes to illustrate complex topics
Don’t
- Don't use too many graphics, which can be distracting
- Don't use low-quality images. Images should not be pixilated as they will appear grainy and unprofessional on a large screen
- Avoid using cartoonish images or at least use them with care. They can undermine your credibility
Graphs and Charts
Do
- Use only appropriate graphs, charts and images that closely follow or complement the concept expressed in each slide
- Include graphs and charts that show relationships, comparisons and change
- Illustrate your point by verbally discussing the graph or chart
Don’t
- Avoid including graphs that are difficult to read — test your presentation to ensure that data and labels don't appear too small to be legible
- Don't include a graphic or chart "just" to include it; if text alone can make your point, illustration isn't needed
- Conversely, don't rely solely on graphs and charts to fill your presentation
The Gallery of Data Visualization: The Best and Worst of Statistical Graphics offers graphical images that portray data accumulated from a range of sources (historical events, spread of disease, distribution of resources, etc.). The purpose of the collection is to give examples of the "best and worst of statistical graphics." The author contrasts the differences between the best and worst by showing how some images communicate data clearly and truthfully, while others misrepresent, lie, or totally fail to 'say something.'
Sound and Animation
Do
- Use sounds only if they help convey, complement, or enhance the message
- Use animation only to make a point, not to make your presentation more interesting — your content and delivery style is what should make your presentation interesting
Don’t
- Avoid using sounds when they aren't appropriate. Sounds can be distracting and can make your presentation less effective
- Don’t use too many animation effects — animation is most effective used sparingly and thematically
Slide Transitions
Do
- Use the same transition movement or at the most, a variation of the type of transition
- Keep transitions to a minimum
Don’t
- Avoid flashy transitions, as too much movement will distract your audience
- Most experts recommend against using PowerPoint’s “Random Transition” option as being distracting
