The proper use of charts and graphs

Seth Godin wrote a very useful article, “The three laws of great graphs” on his blog today. Read it. And put a copy of this in the folder of materials for your next presentation. Keep it handy. Heeding Seth’s advice will payoff.

And that’s exactly what you want when you insert a chart or a graphic in your PowerPoint slide – a big payoff! Nothing less.

And… certainly nothing else. As Seth correctly points out – a PowerPoint slide, shown in a dark ballroom to 1,000 people, is not the time to point out nuances.

You want your audience to say (to themselves) “Aha! Now I see it. Now I get it. This really is a big problem!”

A picture is worth a thousand words – if used effectively. Let your graphic speak for itself. Let your audience see the big picture – for themselves!

A poor choice of graphs is like a bad joke. If you have to explain it … Better not to use it.

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

Learn to use keyboard shortcuts to navigate your slides

The Tech Republic website posted a nice compact listing of keyboard shortcuts that you can use to navigate forward and backwards during your MS PowerPoint slide shows.

The list is compact. It is not comprehensive. It doesn’t need to be. You have enough on your mind as you prepare to run your show. Master just a few of the keyboard shortcuts and you will add to your level of confidence.

Did you realize that you can “blank” the screen during you slide show? You might want to do this during a Question & Answer session, for example.

The “B” key will give you a “Black” blank screen. And the “W” key will give you a “White” blank screen. To return to your slide show, click either the “B” or the “W” key – they are “toggle” shortcuts.

Remember to keep the focus on you and your message – not on the PowerPoint slides!

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

Create a Custom List to AutoFill

Custom lists in Excel do two things very well:

  1. They speed-up your data entry
  2. They ensure accurate data entry

In this video lesson, I demonstrate how easy it is to create and employ Custom Lists in Excel.

Here are the Steps to Create a Custom List in Excel:

  1. Type the values for your list in either a column or a row
  2. Select the list of values and Spell Check them (F7)
  3. From the TOOLS Menu select OPTIONS and the CUSTOM LIST in the Dialog Box
  4. Since we already have selected the list of values click IMPORT

You can now use your custom list for data entry in ANY worksheet and ANY workbook on your computer.

NEW! Download the Excel practice file I use in this lesson: create-custom-lists

Find the video lesson that you want – Index to all Excel Topics

News! My DVD, “The 50 Best Tips for Excel 2007” is now available to purchase. I invite you to visit my online bookstore for more details.

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Related Excel Videos


How many slides should I use?

My clients frequently ask me “How many slides should I use in my presentation?”

It is a good question. Unfortunately… there is no “hard and fast” rule to answer it.

However, there are several guiding principles that can help us to decide how many – or how few – slides to include in each presentation. Today, I will share 3 guidelines including Guy Kawasaki’s “10/20/30 Rule for Powerpoint.”

Search my Index of PowerPoint Video Lessons to find a specific topic.

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

Related Videos

Explore AutoFill Options

Here are the steps to follow for today’s lesson:

1) Click the drop-down arrow for AutoFill options.

2) Experiment with the different options e.g. Fill Weekdays only; Fill Formatting only, etc.

3) To increment numbers: establish the increment by typing the values in 2 cells; select both of the cells and then AutoFill

4) If you have a Formula that is adjacent to a series of numbers or text, then Double-Click the AutoFill Handle and Excel will fill the formula into all cells.

Find the video lesson that you want – Index to all Excel Topics

NEW! I invite you to view a short video introduction to The Company Rocks Excels Blog

Most read articles in June 2008

Here are links to the articles that were read the most on my website during the month of June, 2008

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Transpose your data

You can turn your Excel data on its side – literally! When you use the Transpose option from the Paste Special dialog box you can turn data from a Horizontal Orientation to Vertical one – or vice versa. It’s easy to do this as you will see in this video.

Here are the steps to follow for today’s tip:

1) Select the data area and copy it to the clipboard

2) Right-click a blank cell in an open area of your worksheet

3) Select “paste special” and check the “transpose” box and then click OK

Find the video lesson that you want – Index to all Excel Topics

Speaking naturally requires practice – lots of practice

Writing is easier than speaking!

When you write, you can use a spell checker to correct your mistakes. When you speak – live – there is no way to “flub check” your mispronunciation. You can not recall a malaprop when you speak live.

You can pray that no one is recording your “YouTube” moment.

But, it is better that you “flub your lines” during you practice sessions. Plural.

I know this from personal experience. Over this past weekend, I have started to record a series of video lessons for this blog and my “Danny Rocks Excels” blog. Even after numerous practice sessions; rehearsing with a script; taping my practice sessions, I contined to stumble over key words.

Speaking is much more difficult than writing. Learning to speak so that your words flow naturally requires hours of practice. I know this. And, now, I have a keen appreciation of this topic!

I have written a few short articles on this subject. Click on the links below to access them.

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

Related Articles:

“Why do politicians fumble Q & A sessions?”

“Practice your responses”

“It takes a lot of practice to become a natural speaker”

It takes a lot of practice to become a natural speaker

There is a very unflattering picture of Sen. John McCain in this morning’s edition of The New York Times.

Before you jump to any conclusions … This is not a political blog. And the picture in the paper was chosen intentionally – to illustrate a specific point:

Sen. McCain is not a natural orator. His speaking technique is below average. He should avoid standing behind a lectern whenever he delivers a speech.

His “off-the-cuff” candor when speaking is a closed setting was enough to get him to this point in the campaign.

His stiff, under rehearsed, forced style of speaking in larger settings will not get him to where he wants to go – to be elected President.

In my opinion.

The NY Times article by Mark Leibovich is an excellent case study about the realities of speaking in public today – in the real world of “YouTube” moments. A world where every mistep and every malaprop is monitored, magnified, and memorialized.

What is a candidate to do? What should you do – to minimize the possibility of a “YouTube moment” sabotageing your career?

Practice, practice, practice!

“Every great shot you hit, you’ve already hit a bunch of times in practice.” – Martina Navratilova

Make you mistakes during your practice sessions. Speak your key phrases aloud. Over and over again. To the point that you, personally,  can no longer stand listening to your speech. That’s how much you have to practice if:

  • you want to become a natural speaker
  • you want your audience to respond favorably to your speech
  • you want to avoid a “YouTube” moment like the one that Sen. McCain created for himself

To quote from Mark Leibovich’s NYT article:

“But when Mr. McCain, the presumptive Republican presidential nominee, came to the intended sound bite of his speech — the part about reducing America’s dependence on foreign oil — he hit a slick.

“I have set before the American people an energy plan, the Lex-eegton Project,” Mr. McCain said, drawing a quick breath and correcting himself. “The Lex-ing-ton Proj-ect,” he said slowly. “The Lexington Project,” he repeated. “Remember that name.”

In a town meeting in Cincinnati the next day, Mr. McCain would again slip up on the name of the Massachusetts town, where, he noted, “Americans asserted their independence once before.” He called it “the Lexiggdon Project” and twice tried to fix his error before flipping the name (“Project Lexington”) in subsequent references.

Mr. McCain’s battle of Lexington is part of a struggle he is engaged in every day. A politician who has thrived in the give-and-take settings of campaign buses, late-night TV couches and town meetings, he now is trying to meet the more formal speaking demands of a general election campaign.”

Unless Sen. McCain seriously commits himself to a program to improve his public speaking … Well, let’s just remind him of how President George W. Bush’s continued  mispronunciation of the word “nuclear” has solidified his image – and it is not a image that I would want for myself.

Practice is not fun. Nor is it fun to watch or listen to a recording littered with “awkward speaking moments.”

Especially, when you are the one who did the speaking!

Related Articles:

“Practice your responses” 

“Why do politicians fumble Q & A sessions?”

My First PowerPoint Presentation

Here are the points covered in this lesson:

  1. Use the AutoContent Wizard to create your presentation
  2. Navigate your slides during your presentation
  3. The three keys to an effective presentation

News! My new DVD, “The 50 Best Tips for PowerPoint 2007” is available for purchase. Visit my online store for details.

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