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Communicating Using Technology
Vol. 3 Issue 6 March 16, 2004
Published and Copyright by Dave Paradi
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In this issue:
1. Split text across slides in PowerPoint
2. Setting Tab Leading in Word
3. Useful Resource - MS Office Tips
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Are You Making These Presentation Mistakes?
According to my recent survey, over 40% of PowerPoint
presentations annoy audiences. How do you know if you are one of
the presenters who are making the mistakes that annoy audiences?
You will when you listen to my teleseminar audio program called
"How To Avoid the 6+1 Mistakes Presenters Make Using PowerPoint".
Strath Crawford said ""4 stars out of 5 ... It is well worth the
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1. Split text across slides in PowerPoint
One of the biggest problems identified in the "What Annoys People
About Bad PowerPoint" survey was too much text on a slide. I
suggest you observe the six by six guideline, which states that
there should be no more than six words in each bullet point and
no more than six bullet points per slide. This guideline ensures
that the text will be large enough to read when projected.
PowerPoint has a feature that can help you keep a reasonable
amount of text on each slide. If you find that you have been
typing bullet points on a slide and suddenly realize that there
is too much on the slide, there is a way that PowerPoint can
automatically split the text into two slides. If you click
inside the area of the text, as if you were going to edit it, the
AutoFit Options button will appear, usually on the lower left
side of the text box. The AutoFit Options button looks like two
horizontal lines with an arrow above and below pointing towards
the two lines. When you click on the AutoFit Options button, you
will see a sub-menu. One of the options on this sub-menu is
Split Text Between Two Slides. Click on this option and
PowerPoint will split the text you have typed into two slides
automatically. It tries to split the text evenly between the two
slides so that each slide can have as large a font as possible.
This is also useful if you have created your presentation outline
using the Outline view of PowerPoint and when you then look at
the slide view you realize that there is too much text on the
slide. Keep this option in mind to help you avoid one of the
problems that annoy people about PowerPoint slides.
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2. Setting Tab Leading in Word
I have been working on four new e-books (watch for a special
announcement in the next few weeks!) and it reminded me of a neat
feature in Word that allows you to create a Table of Contents
with dots that go from the text to the page number, like this:
Using Data Projectors.........................16
This makes your Table of Contents much easier to follow because
people don't have to try to follow the invisible line from the
text over to the page number and hope they get the right page
number. How can you do this? It is actually quite easy in Word.
It involves setting a tab on the page that has this special
leading character. Here's how it is done. In Word, select the
line you want to create this tab on. Click on the Format menu
and click on the Tabs menu item. You will see the Tabs dialog
box. In the Tab Stop Position field enter where you want the
page number column to be - I usually set it to be about 6 inches
or so. Then select the tab to have Right alignment and to have a
Leader of the dots. Then you can click the OK button. To use
the new tab you have set, simply type the text for the section
and press the Tab key. Word will automatically enter as many
leading dots as required and then you can type the page number
and they will always be right aligned with each other at the
position you specified. You can experiment with the other tab
options in the Tabs dialog box to see what other uses you can
make of the ability to have a character leading a tab.
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Secrets of powerful presentations revealed
Do you know what annoys audiences about your PowerPoint? How
many sales have you lost due to these mistakes? Had the boss
cringe at your last presentation? You need to know the secrets
the professional presenters use. John Plank, creator of
"Commanding Presence(TM)" said "You are a tremendous resource for
any speaker." Click on this link:
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3. Useful Resource - MS Office Tips
This useful resource is one I told you about last year, but since
there are so many new subscribers who haven't heard about it, I
thought I'd repeat it today. WorldStart.com publishes a
newsletter about MS Office tips and advice twice a week (Tuesday
and Thursday). What I like about this newsletter is that the
tips are always well explained and they are useful ideas, not
some esoteric feature you will never use. I highly recommend you
subscribe to it at:
http://www.worldstart.com/php/news.php?238
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Would you like me to speak to your professional association
or chapter event? I am always looking for opportunities to
share my information with others and would consider speaking
to your group if you are in or near the following areas:
Rochester, NY, Buffalo NY, Detroit, MI, Cleveland, OH,
Pittsburgh, PA or Toronto, ON. Just e-mail me at:
dave@communicateusingtechnology.com for more info.
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Check out the books, e-books and other learning tools at:
http://www.communicateusingtechnology.com/tools.htm
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