How to Explain Your Departmental Activities With a PPT

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PowerPoint Presentations loaded from PPT files are excellent ways to explain departmental activities to anyone. PPT presentations can be customized to fit any audience and offer a large number of default effects, templates and tutorials that make creating a simple presentation very quick and easy. The presentations can be configured as standalone applications or used in conjunction with a live presenter to add impact to the presentation.

Things You'll Need

  • Microsoft PowerPoint 2007
  • Summary of departmental activities
  • Graphics
  • Computer
  • Computer monitor, TV, or projector

Prepare the Presentation

  • Divide the text summary of departmental activities into blocks of related text.

  • Create "bullet points" of the main points in each text block and save them to a word processing document or notepad file.

  • Open Microsoft PowerPoint 2007. The default settings will open a new presentation automatically.

  • Choose the theme for the presentation from the options under the "Design" tab.

  • Click "New Slide" under the "Home" tab to add blank slides to the presentation. Add the same number of blank slides as blocks of bullet points created.

  • Copy and paste the groups of bullet points to the slides in the presentation. Each group of bullet points should be pasted on a separate slide.

  • Insert any pictures or graphics that will add to the effectiveness of the bullet points. Choose the appropriate media type from under the "Insert" tab and follow the onscreen instructions.

  • Choose the animation effects and slide transitions most appropriate to the presentation from under the "Animation" tab.

  • Test the presentation to verify the settings and design. Select the "Slide Show" tab and press "From the Beginning."

  • Click the circular Office icon in the upper left and select "Save As" then "PowerPoint Show."

  • Save the file to the hard drive or a removable memory storage device.

Presentation

  • Connect a computer to a computer monitor, TV or projector and turn on both devices.

  • Open the presentation file from the hard drive or removable media storage device.

  • Begin the presentation with a brief overview of the department and its team members, achievements or other pertinent information.

  • Start the slide show by pressing the space bar on the keyboard or using a remote control if available.

  • Narrate each slide using the cues created by the animations chosen and the bullet points being presented.

Tips & Warnings

  • Additional templates are available for download from many sources, including Microsoft (see Resources). Graphics and pictures make a big impact on audiences and should be used wherever possible.
  • Avoid using too many special effects and transitions because it may detract from the overall quality of the information.

References

  • Photo Credit projector ready for presentation image by Dmitry Goygel-Sokol from Fotolia.com
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