Transcript Bill G Media's Poster Resources for PPT 2003

PowerPoint Research Poster Resources
Contents
Help Topic
Text Resources
Table Resources
Logo Resources
Image Resources
Chart & Diagram
Resources
Design Resources
PDF & Page Size
Resources
Page
2
2
Topics and Tips Covered
Formatting text boxes, setting margins, color fill
and title samples; about paragraph, bullet and
number indents.
Formatting tables in PowerPoint, inserting
tables from Excel, using tabs to align; Avoiding
font, character & bullet problems.
3
CWRU logos, UH logos, misc. logos; How to
resize a logo or other object without distortion.
3
Free high-quality photos and clip-art; setting
image resolution in Photoshop; Avoiding
common image & format problems.
4
4
5
Importing figures; making charts look great;
easy diagram tools;
how to resize diagrams and groups.
Case branded colors; aligning and spacing
objects, making arrays, bug in using
transparent colors in posters.
Creating a custom PDF proof;
adjusting your poster’s page size;
making a poster larger than 56”
Printing Information
Naming your file: To make your file(s) easy to find, use our naming rules: Your first
name, last name & department.ppt Some abbreviation is fine for departments.
For example, Sam Jones_MatSciEng.ppt tells us exactly whose file it is, and if we
were searching for Sam’s file we could go right to it among hundreds of files in a list.
To send your poster for printing: Send your poster file as an email attachment to
the email address below. In addition to contact information, you must give your
deadline and delivery address on campus (office or lab).
You will receive an automated response, letting you know your email was delivered.
Within a few hours we will send you a custom PDF proof of your PowerPoint file. OK
the proof, or submit a revised PowerPoint file and we will send you another proof. If
authorized by 7 to 8 PM, we usually can print your poster and deliver to campus the
next weekday morning.
Deadlines: Normal turn-around is about 1-2 days for delivery of finished poster to
campus. Overnight rush service with sufficient notice can guarantee next morning
delivery (extra charge). Same day rush is not available.
Occasional delays may result from client’s failure to follow instructions or to respond
to proofs promptly.
Properly created PDF files may reduce proofing delays and help in rush situations.
See PDF Resources on page 5 for instructions to create a proper PDF proof for
PowerPoint 2003.
Email questions or send poster job to: [email protected]
For complete information, visit us on the Web: www.billgmedia.com
Text Resources
Textbox Sample with Shaded Fill
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dolore eu feugiat nulla facilisis at vero eros et accumsan.
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About Textboxes:
• Double-click on text box edge, or hold Shift and doubleclick anywhere inside to bring up the Format… dialog
box.
• Margins are set in the Text Box tab.
• Check the Resize Autoshape checkbox to have the box
grow as text is added/resized.
• Outline and Fill colors are set in the Colors and Lines tab.
• To convert to round-corner boxes: select box, go to Draw
menu > Change AutoShape > Basic Shapes and highlight
the rounded box. To adjust the corners, grab the yellow
diamond and drag.
TEXTBOX SAMPLE
WITHWITH
SOLID SOLID
COLOR FILL
TEXTBOX
SAMPLE
FILL
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BULLET TEXT USES HANGING INDENTS, SET IN RULER
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TEXTBOX SAMPLE WITH ROUNDED CORNERS
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takimata.
Title Using Box with Gradient Fill
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sanctus est Lorem ipsum dolor sit amet.
TITLE USING BOX WITH SOLID FILL
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dolore eu feugiat nulla facilisis at vero eros et accumsan et iusto odio dignissim qui..
Sample
1
2
3
4
5
6
7
8
9
10
11
12
Column A
11
3
3
2
2
0
3
3
3
3
2
6
Column B
12
12
5
7
12
5
6
13
9
8
5
1
Column C
2
3
5
5
2
1
9
5
4
3
2
0
Column D
75
82
86
85
85
94
82
78
83
86
91
93
This table was created in PowerPoint using Insert > Table.
Text can be formatted, tabbed and rotated. Cell formatting
includes: custom fills and borders, padding, merging and
splitting, and nested tables. Formatting uses the Tables and
Borders Toolbar.
Category
Sample A
Sample B
Apples
Lemons
Oranges
Sour
Grapes
Cashew
Almond
Fruits
Nuts
Meats
Fish
Beef
Chicken
wings
Comments
Unfair comparison of
apples & oranges
You can never have
enough cashews
When’s supper?
How to set tabs within a text block
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nulla facilisis at vero eros et accumsan et iusto odio dignissim qui blandit praesent.
This Excel table was pasted in. Type and cell options
are set within Excel (double-click to edit). When done
editing, tables should be copied and pasted using
Paste Special > Picture (Windows Metafile) to lock
down the image for printing.
2
 Merged & Split Cells 
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dolore magna aliquyam erat, sed diam voluptua. At vero eos et accusam et justo duo dolores
et ea rebum. Stet clita kasd gubergren, no sea takimata sanctus est Lorem ipsum dolor sit
amet. Lorem ipsum dolor sit amet, consetetur sadipscing elitr, sed diam nonumy eirmod
tempor invidunt ut labore et dolore magna aliquyam erat, sed diam voluptua. At vero eos et
accusam et justo duo dolores et ea rebum. Stet clita kasd gubergren, no sea takimata sanctus
est Lorem ipsum dolor sit amet. Lorem ipsum dolor sit amet, consetetur sadipscing elitr, sed
diam nonumy eirmod tempor invidunt ut labore et dolore magna aliquyam erat, sed diam
voluptua. At vero eos et accusam et justo duo dolores et ea rebum. Stet clita kasd gubergren,
no sea takimata sanctus est Lorem ipsum dolor sit amet.
Table Resources
Use separate boxes for bullet text and
paragraph text
• Bullet and Number text has a “hanging”
(negative) indent
• Paragraph text has a positive or no indent.
Unlike Word, PowerPoint won’t let you mix
different indents within the same text block.
So use two different textboxes for bullet text
and block text!
• You can adjust indents for Bullet & Number
text by having Rulers visible (see Tip at right)
This table is a PowerPoint text block using tabs.
Do not try to align columns with spaces!
Animal Qty.
Cost Each
Favorite Food
Lions
3
$50,000.15
Tigers
Tigers
2
$60,000.65
Bears
Bears
1
$5,000.48
Lions
To set tabs:
1.Turn on Rulers (View menu > Ruler). When insertion
point is inside a text block, tabs and indents will show.
2.Cycle through different tab styles by clicking Tab Well
(at intersection of rulers): Right, Left, Center, Decimal.
3.To place a tab, click inside the horizontal ruler, and
drag it to desired location.
Tabs: Left
Tab Well
Center
Right
Center
Big Tip! Font / Symbol Problems
• If you use a font we don’t have, your
proof will probably show errors. Be sure
to check math and greek symbols in your
proof.
• Check the fonts in your file! Go to File >
Properties > Content to see the list.
• Use OpenType fonts for math & greek
symbols whenever possible. OpenType
fonts are identical for PCs and Macs. Go
to Insert > Symbol to see the special
characters available.
• You can embed TrueType fonts in the
poster file. Go to Tools > Options >Save
and click the Embed TrueType fonts box
at the bottom.
• Alternatively, you can email us a copy of
the font(s) in question for temporary
printing purposes. To open the Fonts
folder, go to Start > Control Panels >
Fonts.
• Custom bullets can remap to wrong
characters if we don’t have your font.
Either use bullets within PPT, or use
characters from standard fonts.
• “Picture” bullets are always jaggy. Never
use them.
Logo Resources
High resolution logos with tranparent backgrounds
Copy and paste into your poster layout. See resize tip below.
Image Resources
3
High-quality images and clip-art
Free from Microsoft’s collection
• Click on the Clip Art button in the Drawing
Toolbar to bring up the Clip Art panel.
• Enter a Search keyword or keywords
• Make sure the Web collections are checked
for searching (requires Web connection).
• Check Media Types such as Clip Art and
Photos (uncheck Movies and Sounds).
• Scroll through the search results and click
on a desired image to load into your page!
• Scale, crop, recolor as needed. Many pieces
can be ungrouped to use the part you want.
Big Tips! Avoid common image errors
• GIF format always prints badly. Convert to JPG or a
PNG (for a transparent background).
• For posters never use the Set Background
Transparent tool in PowerPoint (on the Picture
Toolbar). It will convert your image to a GIF file.
• Never use Paste to insert TIFF files on a Mac.
• Make sure Black and White photos are set to
Grayscale (In Photoshop: Image > Mode >
Grayscale). RGB files are 3X larger and will make
your images look off-color when printed.
• Digital cameras can create huge files. Use the
steps shown at right to quickly set an optimal
resolution.
Big Tip! Resize objects without distortion!
1. Click on the object to be scaled.
2. Click on a corner selection node.
3. Hold the Shift key to constrain the
aspect ratio as you scale. Perfecto!
Set image resolution for best quality & file size!
Make sure your files can be emailed! It only takes a
minute to optimize resolution for large digital photos.
If your poster is larger than 7-8 MB, your images
probably have way too much data.
1. Insert a copy of your photo or scan into PowerPoint
and scale it to the size you want. Double-click it and
choose the Size tab in the dialog box. Write down
the dimensions.
2. Open a copy of the image in PhotoShop, go to the
menu Image > Image Size. Follow the screen
capture above: 300 to 400 pixels/inch for ½ scale
templates; 150 to 300 pixels/inch for full-scale.
3. Save the resized file as a JPG, maximum quality.
Insert the finished image into PowerPoint, replacing
the old bloated version.
Chart & Diagram Resources
Design Resources
4
RGB values for CWRU branded colors from Case Branding Guide, pg 2.3
Tables, Charts and Vector Art
• Excel figures can move or resize accidentally. You can lock
finalized figures down using this method: Copy the figure in
PowerPoint then use Edit > Paste Special > Picture (or Picture >
Enhanced Metafile), whichever preserves the figure best.
• This eliminates common printing problems with Visio objects also.
• Frustrating bugs can be eliminated by creating a high-rez JPG of
the figure. This converts buggy text symbols & labels to pixels.
Excel charts, only better
Excel charts & tables are great, but the
default settings are kind of lame.
• Before locking down (see tip at left), open
and make axis labels larger, lines thicker,
and data points larger. Bars and pie
wedges can receive gradient fills.
• To make all figures look consistent,
duplicate styled text boxes for titles and
captions in PowerPoint (below).
Case
Blue
90
80
70
60
50
40
30
20
10
0
Category B
Category C
Category D
82
63
46
29
Olive
Teal
Rust Cranberry Beige
Forest
Lime Turquoise Marigold Purple
50% tint
25% tint
Easy align
Click on Grids & Guides under View
menu, then check Display guides in
the pop-up dialog box.
This Chart Title Created in a PowerPoint Textbox for Consistency.
Category A
Navy
75% tint
Big Tip! Pasting Items into PowerPoint
• Except for Microsoft Office objects (Excel, Word,
PowerPoint), do not use Copy and Paste to place items
into PowerPoint.
 The clipboard can lose important print data (such as
line thickness), which often is not noticeable until after
it is printed!
 From the original program, Export (or Save As) a
Windows Metafile (.wmf), Enhanced Metafile (.emf) or
high-rez JPG for charts, tables and diagrams.
 In PowerPoint use Insert > Picture > From File
 Never paste TIFF images into PPT on a Mac!
Case
Gray
Easy array
Multiple selected items can be
aligned or spaced evenly using
the Align or Distribute (spacing)
commands.
1. Select items to align or space.
2. On the Draw toolbar’s pop-up
menu (bottom left of screen),
choose the desired command.
3. Align left and right columns first,
then distribute row by row.
Finally top or center-align each
row for a perfect array.
Pro tip: Make ONE label and
format it first. THEN duplicate
and change text. Not only does
it save time, but all labels are
consistent!
• Use Guides to line up objects.
• Guides can be repositioned by
clicking and dragging. They are in
the background, so to select them
click well away from any objects.
• To clone a Guide, click on it and hold
down Control and drag out a new
Guide.
• Guides are invisible on print-outs.
• Selected objects have “nodes” which
can snap to guides, making
alignment easy (see example, right).
Category A Category B Category C Category D
Diagrams are a Snap
• Use AutoShapes and AutoShape Connectors found in the
Drawing Toolbar.
Figure 4: This figure caption was added inside PowerPoint
as a textbox. By formating and duplicating figure titles and
boxes you can make your figures look consistent, even
though the figures may come from several different sources.
1
• To place text in AutoShape, select shape and click on any
text-formatting button and an insertion point will appear.
Say NO to tranparency!
2
3
• Connector arrows and lines snap to shapes and can be
formatted with Line, Dash and Arrow Style pop-ups menus.
Big Tip! Painless scaling for groups!
Step 1
Review 2
Step 2
Step 3
Revision
Review 1
To apply a CWRU brand color
1. Double-click a swatch. In the dialog
box select the Colors & Lines tab.
2. Click the drop-down arrow next to
the swatch and pick More Colors…
3. Click OK to close the dialog box.
The swatch is now available in the
Custom colors on any color menu.
1. Select all objects to be scaled together.
2. Copy the group.
3. Choose Edit > Paste Special > Picture
(Windows Metafile or Enhanced Metafile).
One format may work better than another
depending on your objects.
This trick welds text, arrows, lines, labels
& images into one unit that can be scaled
without problems!
Step 1
Step 2
The diagram is
scaled from the
Review 2
Review 1
Step 3
sample at left.
Revision
4
Transparency set within
PowerPoint creates huge
files that may print badly.
Almost 100% it can be
substituted with a solid
color. TURN IT OFF!
1. Double click on the shape
to open the Format dialog.
2. Choose Colors and Lines.
If the Transparency is
greater than 0%, fix it by…
3. Click the Fill Color drop
down and choose More
Colors.
4. Slide Transparency to 0%,
then move the Hue /
Saturation crosshairs and
Brightness arrow to lighten
or darken the color swatch.
Fine adjustments
Under View > Grids and Guides
turn off Snap-to-Grid to make fine
layout adjustments. Now you can
nudge any selected item(s) using
your keyboard’s Arrow keys!
Proofing Resources
About custom PDF proofs and Acrobat (for PPT 2003 only!)
Although Bill G Media will send you a custom PDF proof when you submit a
PowerPoint file, sometimes it’s helfpful to make your own. A custom Acrobat file
is a much better representation of how your poster will print than the PowerPoint
preview, so it can be used for pre-proofing and sending your file ready-to-print.
Important: you must have Adobe Acrobat Standard version or Professional
version installed on the computer you are making the PDF file on (not merely the
free Acrobat Reader). This is available to all CWRU students and staff through
the Software Center (http://www.cwru.edu/softwarecenter).
Making your custom PDF proof
1. Select PDF as your "printer." With your poster file open, go to FIle >
Print. In the Printer drop-down menu, choose Adobe PDF as your printer.
Also select Current Slide, Print: Slides; Color; 1 Copy and Scale to Fit
Paper
2. Customize the output. (this sets print quality and custom size**)
(a) Click the Properties button. The dialog box that appears will have 3
tabs. On the Adobe PDF Settings tab, click the Default Settings drop
down menu, and select High Quality Print.
Page Size Resources
5
Tips for changing your poster’s page size in a PowerPoint file
You are not limited to the template sizes or the 56” limit!
• Always check your display area first (in your conference information), before working!
• If creating a custom page size, work on a copy of the template.
• Resize the poster in the File > Page Setup menu. Do this first thing to avoid fix-ups later!
• To go beyond the 56 inch page size limit, make your page setup ½ scale. For example, a
42” x 72” wide poster would be set up as 21” x 36” in Page Setup.
• Several Bill G Media templates are already set up at ½ scale for your convenience.
• Paste your logos and figures in after resizing the page. This avoids distorting them.
• Everything scales mathematically. If you need to work at ½ scale, your text and figures
should be set up at ½ of their final size. Text that is 15 pt. in your template will become 30
pt. when printed at 200%.
• Our printer’s maximum short dimension is 42 inches. The other dimension can be
whatever length you wish, up to 96” (although we recommend ≤ 72”). If you go higher
than 42” (on the short dimension), we will scale the poster down to fit on the paper.
• If you must resize after your poster is designed, be aware that changing the ratio of
height to width will distort objects like charts, tables, images, logos and figures. You will
have to readjust each item.
While still in the Adobe PDF Settings tab, uncheck "Do not send
fonts to PDF.”
(b) Go to the Layout tab. Check either Portrait or Landscape to match
your poster layout.
Now click the Advanced button.
(c) Choose the Paper Size drop down menu and select Postscript Custom.
In the Custom Page Size Definition box, enter the dimensions of
your PowerPoint page size, putting the smaller dimension in the
Width box. Even if your page is landscape, put the smaller dimension
in the top box called Width. Don't worry—the page will automatically
rotate if you clicked Landscape layout.
Very Important! If either of your page dimensions is wider than about
40 inches, you must enter both at 1/2 their size and tell us to enlarge
the print 200%. This avoids common PDF output errors.
Click OK to close.
(d) While still in the Advanced dialog, choose Print Quality: 600 dpi,
TrueType: Download as Softfont and Postscript Options: Output:
Optimize for Portability. When done, click OK.
3. "Print" your PDF and proof it. Click OK in the PDF Document Properties
dialog, and click OK in the Print dialog to invoke Acrobat Distiller's
powerful postscript engine. When the distillation process is done, you will
be prompted to Save the file. Name the file using your first name, last
name and department abbreviation: John Smith_BME.pdf
Big Tip! Bill’s 2003 PDF instructions preserve quality and avoid PDF errors.
We’ve done thousands of PDFs from PowerPoint. If you follow the instructions at left
carefully, you will get a valid PDF for PPT 2003 at the right size and resolution.
Warning: If you use the Acrobat defaults, or use the Make PDF button in PowerPoint, or
don’t scale your pages size as shown (if over 40”), then your PDF file will probably have
errors and we will need your PowerPoint file instead.