Power Point Tips and Tricks 090412180418 Phpapp02

8/8/2019 Power Point Tips and Tricks 090412180418 Phpapp02

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PowerPoint

Tips & Tricks

[email protected]

April 2009


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foreword

Goal is just to share PowerPoint tips & tricksYou can agree or disagree with some statements

Its just a toolbox

PowerPoint is just a tool. Ifcontent is not good, it cannot help

Objective is just to help you to

Spend less time on layout & more on content

Make better presentations

6S approach is just my own proposal

Unrestricted

comments are welcome !

Jean-Luc


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[email protected]

see PowerPoint 100 pictures

&

PowerPoint 50 templates


Jean-Luc


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part 1

tips & tricks


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notare

slides

funny

!

next


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table ofcontent

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5

Before you start Customize your toolbar, activate snap object to grid & ruler, useful short-keys, Speed

Building blocks Colors, black-white, fonts, lines, shapes, alignments, pictures, clip-arts, tables, charts,

animations

Slide design Components, slide limits, titles, slide, body, Simplicity, layout

Content Scope, audience, Schedule, Structure, visualize presentation, Story, 6S

More tips Advanced tips, templates

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animations




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switch toEDIT view(esc)


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make this figure in < 30 sec

Use shapes here-under

to make the figure

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analsis ofyour results

this can be done in < 2 seconds


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customize the format toolbar

No need for additional new commands in toolbar


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customize the drawing toolbar

No need for additional new commands in toolbar


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activate snap objects to grid

Always activate this feature !

Spacing can be0,083 Inches

0,079 Inches

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activate ruler

Always activate this feature !

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useful short-keys

ctrl A

ctrl C

ctrl V

ctrl Z

ctrl Y

ctrl S

esc

fnprt sc

f2Select all

Copy

Paste

Undo

Re-do

Save

Select text

Escape

Print screen

shift enter Line break

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select all figures & rotate left


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center this figure horizontally in < 1 min

Use shapes here-under

to center the figure

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speed

ctrl A

ctrl C

ctrl V

ctrl Z

ctrl Y

ctrl S

esc

fnprt sc

f2

shift enter

+ + =90% time saved !

Take some time to learn how to use toolbar & short-keys !

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1st S


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switch toSLIDE SHOW


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what does 90% time saved mean ?what does 90% time saved mean ?

10h1h

3h20

1h4010

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Do invest some time to learn how to use toolbar & short-keys !!!

1 day

10 days


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1

2

3

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animations




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focus = internal presentationsbut easy to transpose


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colors

Use the right colorsSelect basic colors (e.g.)

black & white

1 grey

3 to 4 blue

1 color

Use same colors in entire presentation

EXAMPLE AVOID

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black & white (or colors when printed in grey)

type

grey level

No differencewhen printed

type

grey level

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whats the difference between these figures ?

A A

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bad surprise when printed

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fonts

Fonts typeUse Georgia, Arial, Helvetica, Veranda or Calibri

Use Arial iflot ofnumbers

Use black as default & blue for level 1 titles

Font size (standard) : max 20 & min 12

Try to avoid bold, italic & underline

Bullets

Avoid black or white bullets

Different indentation levels = different bullets

Be coherent !

Always use same approach for font colors, fontsize, bullets, etc.

Always use same approach for Majuscules, i.e.

Either Majuscule at beginning oflist

or no majuscule at beginning oflist

level 1 (size 18 /20)

level 2 (size 16 / 18)

level 3 (size 14 / 16)

level 4 (14)

level 1 (size 18)

level 2 (size 16)

level 3 (size 14)

level 1 (size 18)

level 2 (size 16)

level 3 (size 14)

AVOID

EXAMPLE

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lines

pt 2 ptNo line

pt Solid

2 pt Solid

pt Dash

2 pt Dash

No need for other types oflines

Use same line types in entire presentation

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useful shapes

text text texttext

texttext text

texttext text

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how to resize a shape

text

text

1. Select shape

2. Resize shape with yellow diamond

3. Find right shape

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always align & distribute shapes in a slide

text

text

text

text

Not OK

text

text

text

text

OK

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pictures

Using pictures is complex

Its difficult to find the right picture

Presentations with pictures take lot oftime

Pictures are only useful ifyou want to make a show

Most ofthe time, you just dont need pictures for internal presentations but just in case

Dont use pictures found on Internet (for professional use)

Only use PowerPoint Clip Arts (unless you can access specialized images database)


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But pictures are

good for show !


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Ifcorrectly chosen


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Otherwise


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So think twice


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clip arts

And just avoid ugly Clip Arts !


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tables

Table Row 1 Row 2 Row 3 Row 4

Line 1 xxx xxx xxx xxx





Tables are really a problem in PowerPoint

Try not to use standard table option ifpossible

Prefer to create your own table (with Rectangle shapes)


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insert Excel tables in PowerPoint

Prefer to paste Excel tables as pictures in PowerPoint

Select Table in Excel

Press SHIFT & select Copy Picture in Edit menu

Use standard parameters by default

Go to PowerPoint

Paste Table (CTRL+V)

1 2 3

Ifpossible, better to create

own table in PowerPoint


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Paste Excel charts as pictures in PowerPoint

1. Check that font size in graph is > 10 pt

2. Select graph in Excel

3. Press SHIFT & select Copy Picture in Edit menu

4. Use standard parameters by default

5. Go to PowerPoint

6. Paste graph (CTRL+V)

insert Excel charts in PowerPoint

2 3 4


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need to insert > 1 Excel chart in PowerPoint ?

Chart

0

2

4

6

8

10

Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...Chart

0

2

4

6

8

10

Row 1 Row 2 Row 3 Row 4 Row 5 Row 6 Row 7 Row 8 Row 9 Row...

Not enough space on theslide, isnt it ?


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so youve just re-sized the charts

Are you sure its still possible to read them ?

Chart

0

2

4

6

8

10


Chart

0

2

4

6

8

10



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prefer to adapt size in Excel (with font size > 10 !)

Chart

0

2

4

6

8

10


Chart

0

2

4

6

8

10



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Go to next slide

&press enter after a few seconds


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why not to use animations ?

1. Animations = lot oftime unless good PowerPoint skills

2. Animations = problems with mouse during presentation (Murphys law I)

3. Animations = PC & mouse far from you during presentation (Murphys law II)

4. Animations = show, not facts

Avoid animations when possible !


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1

2

3

4

5



animations


Content

Scope, audience, Schedule, Structure, visualize presentation, Story, 6S


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slide components

Footer slide number

Try to align Title & Body texts

Always include slide # & confidentiality level for internal ppt(exception : no slide # on Title slides)


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respect slide limits

NO

NO

NO

NO

YES

YES

avoid titles having more than 1 line because its


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avoid titles having more than 1 line because it sdifficult to read them & because it will break the

uniformity of your presentation


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always use same font size & type for titles


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slide title must reflect slide content !

Always check that slide title really reflects slide content !


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body

Avoid very long text in the body ofyour presentation especially ifit will be projected to alarge audience. Use Increase Paragraph Spacing command to make the text morereadable. Be sure to adapt the text indentation when you go to a new line. Text mustalways be aligned. Be as simple as possible.

Avoid very long text in the body ofyour presentation especially ifit will be projected to a

large audience. Use Increase Paragraph Spacing command to make the text more readable.

Be sure to adapt the text indentation when you go to a new line. Text must always be

aligned. Be as simple as possible

Avoid very long text

Use to make text more readable

Text must always be aligned

Be as simple as possible


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simplicity

The goals ofthis project ifto identify the possible areas ofimprovement for the

development ofa new approach for the definition and the revision ofthe new

processes that will be launched in the future and to define the impacts ofthis

new approach on the current structure ofour company.

Goals

Identify improvements for definition & revision ofnew processes

Define impacts on current company structure

Keep it simple !

Be as simple as possible : go directly to the point

Avoid articles (the, a, ) ; use & instead ofand

Never > 2 lines in one paragraph (except for executive summary)

2nd S


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always check ifslide is readable when printed

remember this ?

People usually print

(business)

presentations


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Find at least 7 mistakes in this slide

Text

Text

Text

Text

Text

any text any text any text any text

any text any text any text any textany text any text any text any textany text

any text any text any text any textany text any text any text any text


any text any text any text any textany text any text any text any textany text any text any text any text

any text any text any text any textany text any text any text any textany text any text any text anytext




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Find at least 7 mistakes in this slide

Text

Text

Text

Text

Text


any text any text any text any textany text any text any text any textany text

any text any text any text any textany text any text any text any text


any text any text any text any textany text any text any text any textany text any text any text any text

any text any text any text any textany text any text any text any textany text any text any text anytext



2. Different spacing

1. Font Standard font

3. Slide limits

not respected

5. White bullet

4. Text not aligned

6. Shape not resized

7. Text in bold, italic, not standard font, same

color as in other shapes, > 2 lines,


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layout

Cool layout but few colors available for text


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layout

Prefer white backgrounds(easier, less ink & less money spent when printed)


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1

2

3

4

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animations


Content

Scope, audience, Schedule, Structure, visualize presentation, Story, 6S


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> 100

> 50

> 10

< 10

< 5

Projection

Both

Paper

> 30min

15 / 20 min

10 min

5 min

Story

Standard

Details

Facts &

figures

Show

#attendees

Media Audience Content Timing+ + + + =

Public

Customer

Senior Mgt.

Middle Mgt.

Employees

Vision

Strategy /

Positioning

Product

presentation

Technical /

Financials

Status

report

Think about scope ofpresentation !

3rd S


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audience

Adaptto audience !


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schedule 4th S

5 min 10 min 15 min 20 min 1h30 min

< 3 slides < 5slides < 7 slides < 10 slides < 15slides < 25slides

Always respect timing !


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structure

its easy

1 slide = 1 idea(Ifyou cant summarize slide in one sentence, slide is too complex)

5th S


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visualize presentation

1. Take a A4 sheet ofpaper

2. Draw 10 rectangles (= if10 slides)

3. Write 1. Introduction in 1st rectangle

4. Write 10 Conclusions in last rectangle

5. Write just one idea on remaining slides

6. Make a story with coherent story line

1

10

Introduction

Conclusions

Always visualize your presentation


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story

A presentation is a STORYYou have to make a scenario with

1. STRONG start (attract attention)

2. Coherent story line (no flash-back)

3. ACTION !!! (keep public awake)

4. Suspense & surprises (retain interest)

5. Happy end ! (ofcourse)

Good presentation needs good Story

6th S

6S PowerPoint Summary


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6S PowerPoint Summary

Speed customized toolbar & short-keysSimplicity simplify everything

Scope think about contextSchedule always respect timingStructure 1 slide = 1 ideaStory make your scenario


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2

3

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animations


Content

Scope, audience, Timing,Structure, visualize presentation, Story, 6S


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h l if l k ?


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how to recover a color ifyoure lucky ?

Solution #1 (= when youre lucky)

1. Select afigure having the color you want

2. Check ifcolor in Fill Color palette

3. Ifcolor is in Fill Color palette, just select the color


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h h diff b h fi ?


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whats the difference between these figures ?


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t


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transparency

Transparency allows

Nice effects when correctly used

But most ofthe time

Transparency = bad surprise when presentation is printed

You can make the same effect with standard colors

l ff t


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colors effects

Colors effects are cool but usually

Colors effects take lots oftime

Bad surprise when presentation is printed

h d t l


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shadows styles

No

Shadow

Shadow

Style 14

Shadow

Style 17

Dont use other Shadows Styles

Use same Shadow Style in entire presentation


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make this figure in < 5 min


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make this figure in < 5 min

Tip :Use Paint

any spacing

template : table of content


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template : table ofcontent

1

2

3

4

5

Chapter 1 title Description ofchapter 1





template : table of content


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template : table ofcontent

Chapter 1 title

Chapter 2 title

Chapter 3 title

Chapter 4 title

Chapter 5 title

template : action plan


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8585Unrestricted


Domain 1

Domain 2

Domain 3

Domain 4

Action 1Action 2

Action 3

Action 4

Action 1

Action 2

Action 3

Action 4

Action 1

Action 2

Action 3

Action 4

Action 1

Action 2

Action 3

Action 4



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8686Unrestricted


Owner Action plan TimingIssueDomain

Domain Description issue JL Niezette Action plan description DD/MM/YY






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template : planning


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8888Unrestricted

Domain 2

Domain 3

Domain 1

template : planning

DD/MM : action description
























J F M A M J J A S O N D

template : planning


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8989Unrestricted

template : planning

Q4Q3Q2Q1

Action 1

Action 2

Action 3

Action 4

Action 5

Action 6

Action 7

Action 8


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You have to make a presentation


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same


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samestory

onceagain

?


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you just need a toolbox


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aim is just to help


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aim is just to help

to save time

and to spend more time on


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and to spend more time on

real priorities


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before you startbuilding blocks

slide designcontent

+ tips


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before you start


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take 5tocustomize

yourtoolbar


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usefew short-keys


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to win time


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building blocksbefore you start


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black white


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fonts


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lines


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shapes


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alignments


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pictures


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tables


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charts


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animations


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slide designbuilding blocks

before you start

components


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body


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simplicity


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layout


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scope


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audience


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visualizevisualize

presentationpresentation


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YR

OTSam eka

6SS d


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Speed

SimplicityScope

ScheduleStructure

Story


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+ tipscontent

slide design

building blocks

before you start

advanced

ti


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tips


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what do you think ?


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Hope it helps

[email protected]


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[email protected]

see PowerPoint 100 pictures

&

PowerPoint 50 templates


Documents

Power Point Tips and Tricks 090412180418 Phpapp02