What are the do's and don’ts while using MS PowerPoint files?

As we all know PowerPoint files the special type of files developed by Microsoft which can contain media elements like embedded sounds, pictures, animations etc. They are mainly used in  educational institutions or corporate companies and by marketing professionals, trainers, teachers etc. as it provides the clear view of the presentation to the audiences. It utilizes high graphical approach of including charts, pictures, sounds, animations and many others.

When you use PowerPoint files, one should be very cautious as it contains graphical content in it. In case you are planning to prepare one or have already prepared but need to edit it. Then, here are few tips or precautionary measures to be followed while using PPT files :

Do's :

  • Always work from the hard drive: If your PPT file is saved on any removable drives like Floppy disks, CDs, pen drives, etc. except your hard drives. Copy it and save it on your hard drive or system and then work on it
  • Turn-Off Allow-Fast Save options:  When you are editing your PPT file, always turn off the “Allow-Fast save” option. Actually it doesn’t save the file fast, but it keeps appending the new data to the file until you do “Save” or “Save-As”. At last when you save your PPT, it takes huge amount of time to reconnect and save the entire file
  • Save Often: Always make a habit of saving your PPT files, more often. This avoids loss of PPT, due to unexpected system shut down or some uncertainties like closing them without saving
  • Take backups: It is the most common issue to take backups, which always serves the purpose in some disastrous situations like hard drive crash or formatting the drive happens
  • Zip Files: You may need to send your PowerPoint files via mail i.e. over net in such cases zip your files and then send else, there are chances of corrupting your presentations as, it may have many slides and also media data
  • Frequently update your anti-virus software
  • Maintain your hard drive in a proper condition so that it doesn’t contain any bad sectors

Dont's :

  • Do not depend on Auto-save option: While creating a presentation or while editing, always save manually instead of depending on the auto-save option
  • Do not add too much of media data:  Do not Stuff your Presentation with huge amount of graphical data like clip arts, sound effects, videos, animations and many more. It makes your file clumsy and increases the chances of corruption
  • Do not convert the PowerPoint versions frequently: Many a times, we keep updating the PowerPoint versions as and when the new versions arrive. Hence, you convert the old version files to support the new version. But this frequent conversion causes damage to your PPT file
  • Do not cross link PPT files: Generally, hard drive stores files into sections called as clusters. The cluster information is stored in appropriate file system. If two files like .ppt file and .doc file points to same cluster then cross linking occurs. In such cases you may encounter errors while accessing your .ppt files

I believe the above points gave you a brief idea on “how to” and “how not to” use your PPT files. As said above, your PPT files will get damaged in one or the other way. Always try to be very careful and keep the above points in mind while using PowerPoint files. In case even if it gets corrupt you can easily fix corrupted PPT file, using Remo Repair PowerPoint software. Remo Repair PowerPoint is an evolutionary tool that can repair damaged / broken PowerPoint presentations along with its attributes like images, clip-art etc.

What are the do's and don’ts while using MS PowerPoint files? was last modified: May 2nd, 2013 by Molly Owen
23 comments on “What are the do's and don’ts while using MS PowerPoint files?
  1. Wendy says:

    Who doesn’t know about Power Point? I think unless you have been living under a rock or are a young child or teen, or you have never once worked in an office environment or presented an assignment to classmates, only then would you not know what this software program is. I find it a simple program, but that is because I am a Flash developer. So Power Point, while adequate for presentations, it is quite simple and easy to learn.

  2. Kristina says:

    I think the very first bullet / idea from the list is one of the most useful pieces of advice. I have learned this over the years that internal hard drives are faster and more secure than external / portable media devices. I store all of my project files on portable media, but when I work on them, I always copy them to the internal hard drive – the one running the operating system.

  3. Tyrone says:

    Do you know of any site that provide power point statistics , user penetration ? SOmething like Browser version and resolutions ? Is hard to search that out , most of the time result on ” power point statistics” brings power point files with companies statistics We are doing some CD work and my client try to find out most suitable format . I would appreciate if you know of any urls I could check.

  4. Robert says:

    Thank you for this post, my husband works with power point all the time to make presentations for our youth group at church so this will help him out a great deal. Thank you so much for all the work you have put into this you did a great job and it looks great. Not to mention the level of information that you put into it.

  5. Roderick says:

    One of the best places to go for help with PowerPoint is from the makers of PowerPoint. Many don’t know it, but Microsoft has a number of really good PowerPoint resources starting with their PowerPoint Blog. But I like this blog just as well. Just a few tips and you can really put the power of PP to the fullest use. I use a mixture of Flash and video in my PP presentations.

  6. Robert says:

    When most people hear the term hyperlink, they think of linking to a web page or some specific file on the Internet. The hyperlink feature in PowerPoint is capable of creating these types of links, but it can also be used for other purposes. For instance, you may have a particular slide that you want to reference several times in one presentation. Or, you may be worried about time and want to plan ahead for a possible alternate ending to your PowerPoint slideshow.

  7. Tasha says:

    One of the easiest ways to streamline your PowerPoint presentation is by using a Slide Master. Slide masters are the skeleton of your presentation where you can define the complete design of your presentation and make universal changes to your presentation by altering one slide. My instructor taught me that the slide master enables you to tell PowerPoint exactly what you want your presentation to look like and should be used every time you create a presentation.

  8. Kevin says:

    The more your knowledge and expertise with Power Point advances, the more tempted you may become to overload your presentations with as many bells and whistles as you can. This is a sign of amateur design. I remember when I became an expert with PP, I would get carried away by inserting too many video files and Flash animations. The worse thing is when novice PP users overload each slide with unnecessary page transitions and flying text animations.

  9. Isaac says:

    Often PowerPoint presentations can contain many slides with complex backgrounds and graphics and these may take considerable time to print. So it would help for those who print their presentation to have a resource for tips to speed printing times, don’t you think? I personally have never printed a presentation, just presented it on a computer screen or blew it up on one of those wall size projectors.

  10. Thomas says:

    I have been tasked to make a slideshow for an event at work. I don’t want to make a generic PowerPoint with just boring text or pictures. After all, giving a presentation is a huge and (sometimes) noble responsibility. And there is only one way I can prevent death by PowerPoint for my audience. Thankfully, a blog like this has several tips, tools, and other resources that can help me take my slides up a notch and make them more professional and captivating.

  11. Charlie says:

    We use power point every week at least two or three times so this is good information to have. My husband will be thrilled to find out that I actually found something to help us with our slide shows and things for once. Keep up the good work because this is something I have been looking for, for a while now and look forward to getting more from you.

  12. Gabriel says:

    This was a very helpful post and you have out done yourself with the level of information you have posted here. Thank you for what you have done and please keep up the good work I look for this kind of information on line and I am sure there are many others that do as well. I enjoyed your post very much and will return for more.

  13. Joseph says:

    Using powerpoint is a big part of my job and I use it all the time when doing presentation or meetings even. Having this information is priceless and I can’t wait to use the tips that you have given here in my next one. Keep this kind of information coming because this will work great for what I want to do and how I want it to look keep up the good work.

  14. Michael says:

    I am going to start teaching my kids in class about power point and all of the advantage to it so I think this will help a great deal in getting them to understand it. You have put a lot of work into this post and it turned out great if you don’t mind my saying. Thank you for taking the time to do the work it must have taken it really looks great.

  15. Woodrow says:

    I will be making a power point slide show for this Wednesday’s youth group and I need something that really catches your attention as a youth so I guess really colorful and popping. Do you know if there are any backgrounds out there like that or are they pretty much just what is in the program already? Your advice here would be much appreciated.

  16. Beverly says:

    You can take many courses on how to use PowerPoint from a technical standpoint, but when it is used effectively, it can add tremendously to our presentations. I like this blog because it has some useful advice based on years of experience in developing and using presentation slides that help you move from being technically proficient to using PowerPoint effectively.

  17. Matthew says:

    People tend to put every word they are going to talk about on their PowerPoint slides. Although this eliminates the need to rehearse and actually review the material you are presenting, it can have the unintended effect of causing most people in your audience to either lose interest in what you are saying or actually put them into REM sleep where they will lose the point of why you put all that time into your presentation.

  18. Scottie says:

    I had a book on Power Point and I have to admit that this post taught me more about do’s and don’ts then it ever did. I think you should write a book about it because you obviously know what you are talking about, I have used a couple of your tips and it really does work. Keep the information coming because I am sure there are a lot of people you have helped.

  19. Cathy says:

    I am going to have to send this link to my husband and my son, they are running a power point at the small group every Wednesday at our home and I am sure that they could use some helpful tips to make it better. This is great stuff and if you have anymore please send it our way the more I can give them like this the less suffering everyone else does.

  20. Larry says:

    This is great information to have for someone that does this all the time. At our church the message and the worship is on a power point because that helps the people see the words to the songs and follow along with the message given so I am going to send this to the guy that does that part of it and see if this will help him at all.

  21. Carlos says:

    Audience will likely take away the last thing you say. So make a point to have the last slide be meaningful. I always provide contact information for a follow up. I also pose a question for discussion – a thought provoking question. Sometimes, I make it a controversial statement that will be sure to spark some dialogue. Finally, I finish with a joke or light hearted conclusion just to lighten the mood and leave the audience with a good feeling.

  22. Domenic says:

    Presentations – whether they are made with Powerpoint or other applications, are a great way to support a speech, visualize complicated concepts or focus attention on a subject. Lord knows I’ve done plenty of them for college papers. However, a bad presentation can achieve the opposite. Badly designed slides with too much text or bad graphics can distract or worse, irritate the audience. That is an all too common mistake made by novices.

  23. Caridad says:

    I can’t believe that I have used power point for as many years as I have and I didn’t have any idea about most of this stuff. You have done a great job on your blog and you have helped me a great deal with the do’s and don’ts I imagine my slide shows and presentation will be ten fold better than they were. If you have any more advice please post soon.

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