Archives for May 2016

How to Create Color Themes for PowerPoint Presentations

When creating PowerPoint decks you need to know how color themes work in PowerPoint, how many and what colors you need for your custom color theme, as well as how to quickly add more colors. A great PowerPoint color theme that is properly saved can be reused across your slide decks – and even in your Word and Excel files.

The structure of a PowerPoint color theme.

A PowerPoint color theme consists of 10 colors; four text and background colors and six accent colors. The colors should be used as intended – don’t define accent colors as the first four text/background colors and make sure you have six distinctive colors as your access colors.

The PowerPoint Color Scheme
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The order of the ten colors is important. The order of the text and background colors defines what color will be used as the default text color and default background. Light 1 and Light 2 should always be light colors and Dark 1 and Dark 2 should always be dark colors. The text and background colors also define the automatic background styles available in PowerPoint. Good practice is to keep white and black among the first four text and background colors. You will most likely need to use white or black at one point when creating your PowerPoint, so keeping them handy is a smart move. If another color than black is defined as a default color (maybe you are using a dark gray or a significant brand color as your text color (Dark 1)), make black the Dark 2 color to keep it accessible.

The order in which you add accent colors to the color template is equally important. The order they are added is the order in which PowerPoint will automatically use them in charts and smart arts. Most organizations set their main brand color as the Accent 1 color. However, when you use SmartArt, for some reason the Accent 1 color is not used. So if you do a lot of SmartArt and want the main brand color to be used, avoid setting it to Accent 1. Custom shapes and lines are automatically using the Accent 1 color. You can, however, change this if you don’t want to overuse your Accent 1 color.

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Creating colors for PowerPoint – the order of the PowerPoint theme colors

If you need more than six accent colors, you can add custom colors to your color theme by adding them to the XML code or using an add-in (this book is a great resource on how to add custom colors to PowerPoint).

PowerPoint automatically generates tints and shades in the 10 colors. You cannot control how the tints or shades are defined, but you can adjust them by using the HSL color settings to alter the RGB code (this is a link to a great article on how to do this). Sometimes the automatically generated tints (color + white) can be too “neonish”.

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Creating colors in PowerPoint – the automatically generated shades and tints

How to add colors to PowerPoint?

So knowing the basics of a PowerPoint color theme, how do you add your own colors to PowerPoint to be used in your next deck? Here are three ways of adding colors:

  1. Use the standard color palette
    • PowerPoint’s built-in standard color palette gives you 127 colors, plus white, black, and shades of gray to choose from (to read more about combining colors, read this article).
  2. Use the RGB color model
    • PowerPoint uses the RGB model to define colors (as PowerPoint was designed to be shown on a screen). Each RGB color has three values, each ranging from 0-255, where BLACK is 0-0-0 and WHITE is 255-255-255. By adding RGB numbers into PowerPoint, you can add your own colors.
  3. Use the HSL color model
    • You can also create colors in PowerPoint using the HSL model. The HSL model is available under the custom dialog box. Using the HSL model you can create colors by defining the hue, saturation and luminosity of a color.

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Click here to read more about the color models.

How to add and save a custom PowerPoint color theme?

Once you have your colors, you need to define them as theme colors. You need your four text and background colors and six accent colors. You also need to define the colors for hyperlinks and visited hyperlinks.

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How to add and save a custom                                            PowerPoint color theme

This is the procedure to add your colors to your color theme in PowerPoint (using PowerPoint 2013 or 2016 for PC as demo):

  1. Open the Customize Colors dialogue box clicking on the “Design Tab”, “Variants menu”, “Colors drop-down arrow” and then go all the way down to “Customize Colors… “
  2. Define each color in the color theme by using the drop down boxes for each of the ten + hyperlink colors (using one of the three methods for adding colors described previously).
  3. Name your new color theme and save.

Your color theme is now saved as a custom color theme (an .xml file) locally on your computer. It will be available in the colors menu as a custom color theme throughout Office (PowerPoint, Word and Excel) and you can apply this color theme whenever your want. The colors will “travel” with your file, so anyone opening it will see the colors you defined. If you save your PowerPoint as a theme/template, the color theme will be saved with the theme/template as well.

Need more accent colors quickly?

You can add custom colors to a color theme – but if you quickly want to use more accent colors, here are four quick ways to use your six accent colors in multiple ways.

1. Use automatically generated tints & shades

Use the already defined tints and shades of your accent colors. PowerPoint will give you five tints and hues for each color.

ColorThemesShades

 

2 Use the custom RGB color settings

Use the RGB color settings to quickly generate your own tints and shades by adding white or black to a hue. Click on Custom colors in the Colors dialog box and Drag the tint/shade arrow up for a tint and down for a shade.

ColorThemesRGB

3 Use the HSL color model

Use the HSL color settings to create more colors by adjusting the hue, saturation and luminosity. Click on Custom colors in the Colors dialog box and choose the HSL color model. Move the cross hair horizontally to create a new hue, vertically to create a new color by adjusting saturation. Move the vertical bar up (add white) or down (add black) to add or decrease luminosity to a color.

ColorThemesHSL

4 Use the transparency bar

Use the transparency function to add a transparent white or black object on top of a hue.

ColorThemestransparancy

What if I want an even faster way to create a color theme?

If you don’t have time to create a color theme, PowerPoint has a number of built-in color themes. You apply these color themes via the Design Tab, Variants menu, and the Colors Drop-down.

Click here to get an overview of all built-in color themes in PowerPoint 2007, 2010, 2011, 2013 and 2016.

Example of PowerPoint color themes

102_Office_Colors_2013_730

What if my favorite colors or brand colors are HEX or CMYK?

PowerPoint can only handle RGB codes (and HSL codes, but those are not as widely used when it comes to defining hues). If your brand book defines colors as CMYK or if your web guidelines use HEX, you need to convert them to RGB. There are multiple services online that can help you with this – just Google.

Click here to read more about the relationship between HEX, CMYK, RGB and HSL.

A quick summary of how to create your own color theme for PowerPoint:

1. Define 6 accent colors in RGB
2. Define 2 light + 2 dark colors for text & background in RGB
3. Define hyperlink colors in RGB
4. Add color theme to PowerPoint using Design Tab
5. Name and apply color theme
6. Use shades and tints to create more colors

jr_300JOHANNA REHNVALL is the Founder and CEO of Presentitude™ and was born curious. She is passionate about visual communication and has helped organizations structure their information into strategic presentations for almost 18 years. She was most recently one of the original Partners of the communication agency Prime International, the most awarded independent communication agency in the world. She is also the founder of the communication and insight agency VisionJar™.

PowerPoint Security Vulnerabilities and How to Protect Yourself

Vector of Internet Security Systems.Today, I’ll talk about something we as a presentation community don’t discuss nearly enough: security—specifically, how security relates to our beloved PowerPoint.

If you are a regular here at PresentationXpert, and I hope you are, you know that PowerPoint is a powerful program used for numerous purposes beyond presentations, something black hat hackers (aka “the bad people”) use to their advantage.

While researching this article, I viewed Sami Laiho’s course, Windows: How It’s Hacked, How to Protect It published with Pluralsight.

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Laiho argues that PowerPoint is “by far the easiest way to penetrate a company nowadays” (m3-04 @1:09). Though his course is designed more for IT Admins than for presentation experts, it nevertheless made me realize that as a PowerPoint consultant and trainer (with direct contact with end-users who share and open files from a variety of locations), I do not take nearly as many precautions as I should nor stress the importance of such precautions to my PowerPoint students.

Well, that changes now.

Why So Serious?

Total cybercrime damages reported to the Internet Crime Complaint Center (IC3) in 2014 was a whopping 800.49 million US Dollars, not including smaller complaints reporting a loss less than $100,000. The average cost of a cybercrime attack in the US was 15.42 million US dollars (as of August 2015).

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In short, this stuff costs money—to businesses, you, me, everyone. Not to mention, it can be a real time-suck and, depending on the data breached or stolen, reputation damaging.

In the United States, malicious code accounts for 24% of the attacks. That might not seem like much, but when compared to other attack types, especially ones that get more “press time” like viruses, worms, and Trojans, it’s a decent piece of the metaphorical pie.

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Malicious code gets into organizations or home computers in many ways, most of which are outside the scope of this article. But PowerPoint IS an underappreciated source.

How Hackers Use PowerPoint to Infiltrate Businesses

After viewing his course, I contacted Sami Laiho, the author, and one of the world’s leading Windows OS experts, and asked what makes PowerPoint such a vulnerability. He said:

“[PowerPoint] is a tool that can be hard to resist from opening as it can be a demand from your boss that you are required to open or a super entertaining presentation from your best friend. It is a perfect tool for socially engineering people to open its contents.

From a hacker’s perspective, it is a tool that easily allows one to attach code and commands for the computer, hidden behind interesting or sweet pictures and other sorts of media. I’d say if you get one of these you might open it depending on what kind of person you are:
• Click to see the most adoring babies of 2015
• Click to see the most beautiful fitness models of 2015
• Click to see the numbers your salary was based on in our company in 2015″
• Click to see the cutest kittens of 2015
• Click to see the real numbers on how much money the owners of Tesla motor really earned in 2015″

While you might think that you would never download or click on something so ridiculous as the above, you’d be amazed. Hackers are smart. Sami says that “security is 25% technology and 75% psychology.” It’s a chess match, and you are not the opponent; you’re the hacker’s pawn. And all the hacker is trying to do is get you to click.

Malicious code can be attached to a presentation using a shockingly simple technique many of us already know: inserting an action.

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Assigning an action to a clickable button or picture, where all the user has to do is click or hover their mouse over the image, could potentially trigger a malicious program used to penetrate your organization. There are other ways too: macros, ActiveX controls, data connections are all potentially unsafe actions depending on the content and intent behind them.

So, Is PowerPoint Safe?

Yes, of course. The vast majority of the time, in fact. PowerPoint is a tool, like a hammer. Is a hammer safe? Inherently, yes. Can it be dangerous? Of course! Like any tool, PowerPoint’s impact depends on the user—something as true for cybersecurity as it is for presentation design.

Actions, macros, and ActiveX controls are not inherently dangerous, and PowerPoint includes many safeguards against malicious code. The problem is, many safeguards are left outdated or disabled by unsuspecting, overly-trusting and/or easily annoyed users. These safeguards include:

1. Windows User Account Control
2. Trusted Locations
3. Security Alerts
4. Safe Mode
5. Protected Views

With recent new threats, Microsoft is ramping up security precautions. A new addition to Office 2016 allows IT administrators to block macros from running in Word, Excel, and PowerPoint if the file originated from the Internet. Your company’s IT department will also have other protections (hopefully), like Firewalls, anti-malware, and such—combined, these measures protect computers considerably.
But despite these safeguards, ultimately, it is up to you, the user, to be discerning in how, when, and from where you open PowerPoint files, and to be smart when you encounter a suspect file.

How to Protect Yourself

1. Keep your software up-to-date.
This one is a big one. Software companies have their work cut out for them just getting a product to the public, and maintaining that product is even more impressive. To keep you safe, developers push out patches for discovered bugs and vulnerabilities ASAP. But that only works if you install updates.

HA6
In Office 2016, you can check for Office updates right from within an Office App. Just jump to the backstage view, and click Account. From there, you should see the option to check for updates to the right of the screen:

HA7

2. Don’t download/open/click on any files (PowerPoint or other) you don’t know or trust.
As a rule, do not trust anything free—there is always a hidden price. Most of the time, companies just want your email address, but hackers want a bit more, like a ransom.  Also, trust is a funny word here. You might trust your elderly father with a lot of things, but if you regularly have to explain the difference between the Facebook public wall and a private message, be extra cautious when he sends you files and attachments.

3. Enable User Account Control, and Leave It On
I might even suggest ramping this setting up a bit in Windows 8 or 10. Just search Windows for the term “User Account Control Settings” and change the notification level slider to “Always notify me when:”

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Yes, you will get more alerts from Windows as a result, but weighing the risk vs. reward…trust me; this one is worth it.

4. Enable Protected Views, Safe Mode, and Security Alerts, and Disable Macros
You can access these options by going to your File menu, to Options, to Trust Center, and clicking on Trust Center Options.

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For detailed instructions on adjusting these settings, see this Microsoft Office Security Support Articles.

5. Contact Your IT Support Desk Immediately Should Anything Unexpected Occur
Don’t ignore pop-ups and for the love, do NOT just click OK without knowing what you are clicking OK to. When in doubt, ask your IT folk. Yes, they might groan and roll their eyes, but you’ll be doing them and your company a favor by being cautious.

6. Educate yourself about recent threats, scams, and vulnerabilities.

FBI Website
Incidentally, popular news channels and Facebook are not usually the places for info about recent threats. One great source, unsurprisingly, is the FBI’s Cyber Crime webpage. Yes, the FBI has its own, well-written Cyber Crime News roll cataloging the latest attacks and scams.

Microsoft Malware Protection Center
To stay up-to-date on Microsoft-specific threats, the Microsoft Malware Protection center has its own blog here, as well as a Twitter feed.

NovaLabs
PBS has a series of web courses on NovaLabs, one of which is a Cybersecurity Lab with high-quality educational videos, quiz questions, and even a game to guide you through issues of cyber security, hacking, privacy, and cyber codes.

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Cybersecurity 101 PDF
This is a short, 2-page PDF publication for the Stop. Think. Connect. ™ Campaign put out by the Department of Homeland Security. In it, there is some useful information and links on how to report cyber incidents.

In short, no one way of protection listed above will keep you safe. It takes a combination of these protective features and your diligence to keep you PowerPoint-ing safely in the 21st century.

About Heather Ackmann:

Heather Ackmann - HeadshotHeather Ackmann is a Microsoft MVP and full-time author and trainer for AHA Learning Solutions, specializing in Microsoft Office, business professional, and soft skills training videos and educational materials. In her spare time, she enjoys blogging at heatherackmann.com and crocheting hats and scarves for her children who refuse to wear hats and scarves. Follow her on Twitter @heatherackmann and Docs.com/heather-teaches. You can download her free book Conversational Office 2016 here

Test Drive: How To Use Pre-sized Templates to Create Graphics

Editors note

Like many of our readers, we have to do presentation design or graphics for our magazine.  With the complex landscape of social media and the lack of standardization, you have to get creative for how you can implement and represent your brand across multiple platforms. Not an easy task.

So take a test drive with us and experience how we created our own branded graphics across branded graphics style and extensions.  We share the steps we took to create banners for Google+, Twitter, Facebook, and even the “Editor’s Note” image we created for this article. Using pre-sized templates to create branded banners across platforms is efficient and saves you lots of time (and less gray hair!)

For this test drive, we choose to use Canva, an online graphic design platform. They offer a wide range of pre-sized templates, images, and typefaces to choose from. Their drag and drop feature makes it easy to create multiple versions – I like to do that to see visually what I like, and it stimulates others ideas.  So let’s have fun!

I have seen Guy Kawasaki demonstrate Canva and how he uses it at The Presentation Summit in New Orleans and at two other conferences here in the San Francisco Bay area.  His passion and imagination for designs bring alive the power of what you can do. He says, “Canva is democratizing design.” What he means is that Canva is a technology that enables the everyman to do graphic design with customizable templates and industry standard templates for social media and marketing materials   We can now add banners to our social media profiles.  But creating them is simple and easy to do.  That is where the power of Canva shows how smart their technology is.

First, they have already built custom layouts for each social media platforms with the “correct” sizes for each.  All you have to do is customize it for your brand.  First, you choose your platform, and the size is correct for where you need it – no more trying to figure it out in PowerPoint or opening a huge project file in Photoshop or Illustrator.

Just select the specific banner you will need for your social media account and start designing:

SFcanva 1

Putting Canva to the Test:

I selected the Instagram banner so I could create the “Editor’s Note” graphic at the top of this article. Let me explain how I created it.  First, I found the graphic image I wanted to use on Big Stock.

instagram step 1

Next, I uploaded the graphic to the template then added two lines of text to make it mine.  I also played around with some sizes and layouts that I thought would be additional options:

editors note option 2

And then I decided to use a different layout and by using a variety of fonts to personalize it –

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It was easy to do, and it looks very professional. You can drag and drop individual elements so you can find the right formula for what your design goals are.

How we used Canva-designed banners in our social media:

We also used Canva to create PresentationXpert’s social media banner. We created a brand for the social media look then we implemented across all the social media platforms.

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One of the features that made it easy to create banners for Twitter, Google+, Facebook and others. Check them out below:

Sharyn G= Presentatoinxpert

PXpert Google+ Page

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Twitter Banner and Profile

In creating some these banners, I discovered that Canva offers a “magic resize” option which offers you an easy way to create different size and type banners for different projects. It is as simple as clicking a few buttons and “Abracadabra – Resize!”. You can remix and reuse your design project by accessing them in your library.

This is just one example of a “How To” tip I found on Canva’s website and their wealth of resources and idea books to get you started. They offer several “design school” online courses that are great primers for designers. You can definitely enhance your skill set with some of their well-executed ideas.

How does Canva fit with PowerPoint?

emma bannisterGood question.We asked Presentation Studio’s Emma Bannister, who is a member of Canva Experts Design Community. Their members are leaders in the design industry who are passionate about Canva and committed to changing the way we think about design. Here is her viewpoint:

“The presentation layouts in Canva are simple and contemporary. It’s super-easy to click and drag to create professional looking designs. Utilize the numerous royalty free templates (see terms and conditions) or simply using them to kick-start your creativity. All you have to do is change the text to suit your needs! Editing of imagery is simple and efficient (think Instagram). Once your presentation is complete, share finished files via email or social media. Plus you can download a print quality PDF – perfect for hosting your presentations on slideshare.com.

Canva isn’t PowerPoint or Prezi. If you want animation or interactive presentations you won’t find it here. You can’t drag files into PowerPoint. Your only option of reusing assets is to save as a PDF and import the art files into illustrator and then reconvert. Not something I would suggest – why would you need to?

Yet Canva is a great resource for Infographics and typography layouts. If you’re a designer and know what you’re doing, Illustrator has more professional features. But for the everyday user who just needs an idea, and simple tools to create layouts Canva provides so many solutions. Just take a template, and follow your nose!”

Thanks, Emma!  In my opinon, Canva is a great compliment to PowerPoint or any other design platform. The only limit is your imagination.

 

About Sharyn Fitzpatrick:

The Presentation Summit 2013Sharyn has been part of the PresentationXpert team since June 2012.  She is the host and produces all of our webinars in addition to her new duties as editor.  Her journalism background, her love of design and technology gives her a passion for anything to do with presentations.  In addition to PresentationXpert, Sharyn is the Chief Marketing and Webinar Guru at Marcom Gurus which she started the agency in 2000 and is known as the “Webinar Chick” online.  Email her at sfitzpatrick@presentationxpert.com. Follow her on Twitter, @PXpert and @themarcomguru.

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