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Creating Effective Poster Presentations Using PowerPoint

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Creating Effective Poster Presentations Using PowerPoint. Helene Hoffman PhD Assistant Dean, Educational Computing Adjunct Professor of Medicine UCSD School of Medicine October 2009. Goals of An Effective Poster. Communicates visually Serves as an illustrated abstract - PowerPoint PPT Presentation

Text of Creating Effective Poster Presentations Using PowerPoint

  • Creating Effective Poster Presentations Using PowerPointHelene Hoffman PhDAssistant Dean, Educational ComputingAdjunct Professor of MedicineUCSD School of Medicine

    October 2009

  • Goals of An Effective Poster Communicates visuallyServes as an illustrated abstract Aesthetically pleasingAttracts & holds attentionMakes it easy for readersInitiates discussionIs concise & organizedFocuses on a single clear messageSuccessfully presents scientific / technical informationIs not a journal articleStands alone if /when youre not there

  • Know Poster Session RulesSize of poster: 3 x 5 (light weight paper, no mounting)Display environment: Assigned board; tape poster onto boardsLength of poster session: 2 hours (6-8 PM)When is set-up time? 3:30 - 5:45 PM (Buffet opens 5:15 PM)Need for author to stay with poster: YESOther AV materials or computer allowed : YES

  • Old Fashioned Approach Multiple Pages Mounted on Single Poster BoardPages mounted on poster board Page matted with contrasting color, then mounted on poster board

  • Modern Approach Single Panel in PowerPoint

  • Construction

    Create a plan & assemble digital elementsSet up a single PowerPoint pageAdd text, images, graphs, etcRefine & adjust layoutEstablish color schemeEdit, proof, edit morePrint

  • Plan Before you BeginDraft /edit text using word processing programUse plain languagePare down blocks of text to blocks of ~ 10 sentencesCreate subheadingsUse phrases & bulleted listsSave text ~ font for poster (e.g., Arial 15-24)Collect images, graphs, etc.Create a storyboardThink in terms of columnsOrganize elements top bottomleft right

  • Set-Up Single PPT SlideOpen New (Blank) PresentationStart PowerPoint and a New presentation automatically opensHome Tab > Layout > Blank or right click on slide & select Layout > BlankFormat > Slide Layout > BlankEstablish page size Use Page Setup: (Design Tab or File Menu )Slide Sized for: CustomInput Width & Height (inches)For posters 56 x 56 (48 x 48 ) -- input the exact size in inchesFor larger posters > 56 x 56-- input 50% of the finished size in inches Orientation (Slide) LandscapeClick OK* Note: You may get message current page exceeds printable area of paper in printer. Say OK & ignore warning. You will not be printing full size on your desktop printer.

  • Example CalculationFinished poster size: 3 x 5 (36 x 60)Exceeds PPT maximum slide sizeWork at 50% scale Create custom slide 50% of final size = 18 x 30Use fonts sizes that are 50% of size desired on posterFrom tables on slides 11 & 12Title ~ 30-45 ptsAuthors ~ 20-30 ptsInstitution ~ 18-24Text ~ 10-15 ptsWhen printed, enlarge to 36x 60

  • Preliminary Settings Eliminate automatic text resizingOffice Button > PowerPoint Options > Proofing Click on the AutoCorrect Options... buttonSelect Tab AutoFormat As You TypeDe-select AutoFit title text (and body text) to placeholder Protect against lost workOffice Button > PowerPoint Options > SaveSelect Save AutoRecover information every ___ minuteSelect a short interval ( I use 2 minutes)

  • Preliminary Settings Eliminate automatic text resizingLook under PowerPoint MenuOpen PreferencesFind AutoCorrect >Auto Format As You TypeDe-select AutoFit Body Text to PlaceholderProtect against lost workLook under PowerPoint Menu Open Preferences Find Save category at the topSet Auto-Recovery to short interval ( I use 2 minutes)

  • Title, Author & AffiliationAdd Title, Author, & Institution(s)From Insert Tab > select Text BoxFrom Insert menu (or Formatting Palette) > select Text BoxDrag cursor across the pageType text (or cut / paste from word processor) into Text BoxSelect text & change font sizesFont sizes ~ title length, # authors & institutions, size of poster, etc.

    USESCALEFRONT SIZEPRINT SIZETitleFull size~60-90 pts 1.5 - 2 high50%~30-45 ptsAuthor(s)Full size~70-60 pts 1-1.5 high50%~20-30 ptsInstitution(s)Full size~36-48 pts.5-.75 high50%~18-24 pts

  • Text BodyCreate a text box for each block of informationType text (or cut / paste) into Text BoxUse methods described on previous slideChange font according to guidelines below

    Ensure text is readableTry a typeface family e.g., Arial Black, Arial, Arial NarrowFor emphasisUse bold, italics, or color; Avoid script fonts & ALL CAPSTake care with underline, it now denotes a link

    USESCALEFRONT SIZEPRINT SIZEText BodyFull size~20-30 pts 0.2-0.3 high50%~10-15 pts

  • Add pictureFrom Insert Tab > select PictureFrom Insert Menu > select Picture > From File...Browse to find picture and click Open or InsertUse PowerPoint image manipulation tools Reposition, Resize, Rotate, Crop, Lines (Borders), etc.Use images 300 dpiRight Click on the image in Preview or Windows Explorer. Select Properties > Summary tabIf Advanced Summary not displayed, click on Advanced in bottom right corner of dialog box. Both horizontal and vertical DPI should be displayed. Open image file in PreviewSelect Tools > Adjust Size....

    Images

  • Tips for NavigatingTo edit text or view portion of poster in detailIncrease magnification to 100% or greater, according to taskUse the Slider Bar in the lower right margin of slideUse the Zoom Tool in the menu bar at the topTo review placement of text and graphic elementsView the entire poster all at onceDecrease magnification until the poster fills your monitorUse the Slider Bar in the lower right margin of slideUse the fit option in the Zoom Tool To move text or graphic objectsClick on Text Box or ImageCursor changes to handDrag to new position

  • Strive for BalanceProportionsText ~ 40-50%Keep width of text boxes ~ 11-15 wordsLeft justify to make it easier to readUse line spacing & paragraph spacing to arrange text Graphics ~30-40%White space ~20%Sides & top margins ~ 1.5 - 2Bottom margin slightly bigger > good visual baseAvoid crowding contentLayoutAlign (left, right, top, etc)Distribute (horizontal & vertical)Arrange (front, back, etc)Group

    Chart1

    0.48

    0.32

    0.2

    Column1

    Sheet1

    Column1

    Text48%

    Graphics32%

    White Space20%

    To resize chart data range, drag lower right corner of range.

  • Color SchemeBackgroundDesign Tab > Background Styles > Format Background Apply fill (solid, gradient, picture, texture, etc)Select color, gradient pattern, transparency, etc.Color palette - (Theme Colors)Design Tab > Colors. Select a theme (you can change this later) Remember: contrast is criticalColor Blocks (e.g., behind Title)Insert Tab > Shapes > pick a shape (e.g., rectangle)Drag cursor across page; resize as neededRight click on shape and Send to BackWith shape selected, click on Format Drawing ToolsUse Shape Styles options

  • Color SchemeBackgroundLook under Format Menu >Slide BackgroundClick on double arrow to see more colors and fill effectsSelect color, gradient pattern, transparency, etc.Color palette (color scheme)Select Slide Color Schemes from the Format Menu or Formatting PaletteUse existing palette or customize. Remember contrast is criticalColor Blocks (e.g., behind Title)Formatting Palette > Add Object > pick a shape (e.g., rectangle)Drag cursor across page; resize as neededRight click on shape, select Arrange > Send to BackDouble click on shape to select object dialog boxFill options include solid, gradient, picture, texture, etcAlso consider a drop shadow, line around the object etc.

  • Poster PizzazzSection headersInsert Tab > Text Box; click and drag to create box, type textWith text box selected, click on Format Drawing ToolsUse Shape Styles for the box & Word Art Styles for the textTry a semi-transparent layer under textIf contrast between text and background needs improvementAdd AutoShape & change color /transparency using Format AutoShapeMove shape behind Text by right clicking & selecting Send to BackIf you select an image as backgroundUse subtle image or text wont be readableAdd semi-transparent layer between image & text

  • Poster PizzazzSection headersInsert menu > Text Box; click and drag to create box, type textWith text selected, format font, size, color of textRight click on text box and use Format Text Box for fill optionsTry a semi-transparent layer under textIf contrast between text and background needs improvementAdd AutoShape & change color /transparency using Format AutoShapeRight click on shape, select Arrange > Send to BackIf you select an image as backgroundUse subtle image or text wont be readableAdd semi-transparent layer between image & text

  • Refine Text & LayoutMake final text editPare down large text blocks, justify text, standardize column widthAdd logo(s) and footer (if necessary)Fine tune the layout using Formatting ToolsUnder Format Drawing Tools Use Arrange menu to:Align borders of the elements in one columnGroup column elementsDistribute columns across pageUse Size dialog box to precisely establish size of boxes

    In the Formatting PaletteUse the Size, Rotation, and Ordering menu to accomplished tasks above

  • Plan B Poster Templateshttp://www.posterpresentations.com/html/free_poster_templates.htmlhttp://www.postersession.com/templates.phphttp://www.makesigns.com/SciPosters_Templates.aspxhttp://www.genigraphics.com/other/poster_templates.asphttp://posters4research.com/templates.php

  • Wrap Up

    Quality controlPrintingQuestions

  • Ensure Quality ControlPrint a small version for feedbackUse the Scale to Fit option in your printing dialog boxIf you cant read on 8.5 x 11 page, the text is probably too smallHave a colleague proof all aspects