Introduction to presentation software

Presentation design

Timing

• 5 minutes/slide is bad
• 5 slides/minute is bad
• Normally no more than 1 slide/minute
• Normally ~1–2 minutes/slide

Content

• Maximum 5-7 lines/slide
• Maximum 7 words/line
• Simple enough to digest in 20 seconds

• Telegraph style
  • Should not contain all words that will be spoken
  • Should contain all key words

Organization

• Introductory outline slide?
• Final slide with contact information?
• Acknowledgements at beginning or end?

Sequencing

• Avoid distracting transitions
• Use duplicate slides rather than backing up

• Avoid

• Avoid item

• Avoid item-by

• Avoid item-by-item

• Avoid item-by-item builds

• Possibly use more contrast for list item being talked about
• Graphs are better than tables

• Possibly use more contrast for list item being talked about
• Graphs are better than tables

Overall design

• Include easily readable slide numbers
• Include event name and/or logo?

www.bizarro.com 2020 Apr 19, by permission

• No more than two different font families
• Easy-to-read fonts, not too small
  • Sans serif is probably good
  • All caps is bad
• Should be legible when standing 15' away from a 15" monitor
  (equivalent to holding 35-mm slide at arm’s length).

Background/foreground:

• have enough contrast (avoid background gradient)
• don’t have too much contrast

• avoid distracting backgrounds, logos, etc.
• Go easy on colours
  • avoid distraction & poor contrast
  • colours may not look the same with a projector

• light on dark (e.g., yellow on blue)
  • make presentation jump off screen
  • avoid glare of bright background
• or dark on light
  • to avoid making the room too dark

For consistent appearance of slides

• Backgrounds that are defined once and applied to every slide
• Predefined slide layouts
• Styles for text and graphics

Compatibility issues

• If you use fancy fonts, you may have problems with font substitution if you do not present using your own computer
• Similarly for other fancy effects

• Do image cropping and resizing outside the presentation software
  • in a paint programme

• Avoid red and purple, because often not well projected
• Stay away from edges of screen

Software

Popular presentation software includes

• LibreOffice/OpenOffice Impress: free/libre/open, powerful, multiplatform, can export PowerPoint & PDF files
• Calligra Stage: free/libre/open, multiplatform
• Beamer: free/libre/open; a LaTeX document class
• Google Slides: no-cost, requires Google account; cloud-based
• Prezi: $$ (no-cost basic version); cloud-based; not the usual slide-by-slide paradigm
• Corel Presentations: $$
• Microsoft PowerPoint: $$; widely used because often bundled with Windows, also available for Mac
• Lotus Freelance (IBM): $$; for MS Windows only
• Keynote: $$; for Mac, from Apple

Logistics

Backup

• Bring copy on USB drive in case your computer fails
• Bring backup (e.g., paper copy) in case of broken projector
• Carry material with you, don’t put in checked baggage

Projector

Arrange to borrow a digital projector if necessary.
Bring your own video cable?
Make sure you have the required adapter.

Resolution of the projector – or 800×600, 1024×768, …?

Change resolution of laptop if necessary; disable laptop screen if necessary to avoid interpolation.

Allow projector to cool down before turning off power.

Computer

• Bring own computer; or
• find out if available computer will have required software; or
• bring your own slide-show viewer software; or
• bring your whole slide show in a self-displaying package

Power:

• Make sure you have AC adapter and/or that batteries are charged.
• Turn off screensaver and/or powersaver.

Check for

• Right version of viewing software
• Right version of operating system

• Make sure you include any video files, etc.
• Use PowerPoint’s ‘Pack and Go’, Corel’s ‘Show on the Go’, or similar feature

Sharing the slides

• PDF
• Set of Web pages
  • Avoid using features which are not compatible with all browsers

Last modified: 2026-09-14 09:47:35