Archive for June, 2007

I’ve been a fan of the Getting Things Done methodology for some time now. The idea of working with “Next Actions” works well for me. I usually use Outlook and the GTD Outlook plug-in from David Allen to categorize my action list.

While this works good in most cases, when I get really busy my next action list is buried in small print in Outlook. Unless I’m looking directly at it, it can disappear with different e-mail and calendar views. I’ve come up with different solutions over time that help with this situation, including Next Action business cards and a daily actions sheet on my desk.

The main idea is to keep next actions where I can see them. I realized the other day that a GTD screensaver would work well to put these next actions up in view when the computer is not being used for a few minutes. I put together three different slides in PowerPoint, one for each of my common actions that I do at work, and made it so that it could be modified in just a few minutes.

I saved the slides as bitmap files and used the built in screen saver function in Windows XP to make it work. The resulting screen saver shows my next actions at the computer, on the phone, and errands I have to run. It’s quick to setup and it jogs my memory when I need it most… when I’m really busy.

Since it works so well, I put together a copy for you to use on your own computer. It’s a quick download and you can have your own Next Actions Screensaver up in just a matter of minutes. This version is designed for PowerPoint 2000 and later and Windows XP.

Here are the instructions.

Download the Next Actions Screensaver for PowerPoint.

Unzip the file and save it in a folder on your computer.

(Note: There are two versions of the file included, one uses plain text for the actions and is quick to setup, the other uses WordArt for the text and the resulting text will have a cleaner look when presented. Give each a try and see what works best for you.)

Open the file in PowerPoint and edit the three next action slides as necessary to include your next actions for the day. Just click on the text and modify. When you are done save your slide or presentation as a .bmp file

Open the PowerPoint presentation. If you want to save a specific slide, select it in normal view.

On the File menu, click Save As.

Select an empty folder or create a new empty folder in which to save your presentation or slide.

Please Note: If you use the default My Pictures folder under My Documents, make sure it is empty.

In the Save as type box, click Device Independent Bitmap, and then click Save.

Give your presentation a new file name.

Click Every Slide or Current Slide Only, and then click OK. (In PowerPoint 2000, click Yes to export every slide.)

Your presentation or individual slide is saved to the folder that you selected. After you close your PowerPoint presentation, you will use Windows XP to open the presentation or slide as a screen saver.

Close your PowerPoint presentation.

Step 2: Create the screen saver

Instructions for Windows XP to perform this procedure.

Click Start, click Control Panel, and then click Display, or click Appearance and Themes, and then click Display.
On the Screen Saver tab, click My Pictures Slideshow, and in the Wait box, set the amount of time you want to elapse before the screen saver is displayed.
 
Under Screen saver, click Settings.

Under How often should pictures change?, set the slider at the interval you want between pictures. try different settings to see what works best for you.

If you are making a single slide a screen saver, move the slider all the way to Less to avoid a distracting flicker on the screen during the transitions.
 
Under Use pictures in this folder, browse to the folder in which you saved the presentation or slide.
 
If you saved a single slide, make sure to clear the Use transition effects between pictures and Allow scrolling through pictures with the keyboard check boxes.

Note: The screen saver transition effects in this screen saver option are preset and cannot be modified.

Click OK.

To preview your new screen saver, on the Screen Saver tab, click Preview.

Enjoy Your Next Actions All Day!

Powerpoint Resources:

How To Do Everything With Powerpoint

Kingston Wireless Presenter

Portable Powerpoint

Other Powerpoint Posts:

Powerpoint Made Simple

Powerpoint that Sticks

Five Must Have Tools For Powerpoint

Do You Make These Mistakes With Powerpoint?

5 Quick Tips To a Better Powerpoint Presentation

Technorati Tags: Powerpoint, GTD, Productivity

You can use Powerpoint to edit your photographs with advanced features like transparency, masking, and custom borders. You can actually create some pretty stunning creations using your digital photos and auto shapes. The drawback to PowerPoint is that you are unable to accurately measure things. You can’t set the resolution or the actual graphic size by pixels.

Setting up Powerpoint for graphics editing

Under the view menu select grids and guides. Select snap objects to grid and select 1/16th as the grid size. Make sure the display grid on screen checkbox is checked. On the right side menu click the “blank” layout box (this gets the annoying text boxes out of your way)

Under the view menu select toolbars and make sure the drawing toolbar has a check mark next to it.

The drawing toolbar is where you will import your graphics, select AutoShapes, and select WordArt.

Importing Your Pictures

Once you have your screen setup you can import your first picture. To do this click on the insert picture icon from the drawing toolbar, select the picture file you want to import, and click OK. This will put your picture on the screen.

Click and drag the corner handles of the picture to resize it. Don’t use the center handles as this will distort the picture. Resize the picture to the size you want it. In the case of this tutorial I resized the picture to 2 grid blocks high by three grid blocks wide. In my version of Powerpoint, each grid box represents approximately 150 pixels, so my resized picture will be 300 pixels high by 450 pixels wide.

This is a good size for e-mail and the resulting file size will be much smaller than the original picture.

To Save The Resized Picture: Right click on your resized picture and click Save As Picture from the menu. For a finished picture that you want to e-mail or use on your website, chose the JPG format. This will result in the smallest file size. If you are going to bring your picture back into Powerpoint for use with AutoShapes, use the PNG or TIF format.

File Size Reduction: Resizing our picture from almost full screen to a 2×3 grid size resulted in a much reduced file size when saved as a JPG.

Original size: 600H x 900W = 256K 

Reduced size: 300H x 450W = 14K

When you send pictures by e-mail, a small file size is a must for people who have dial up internet connections. Using Powerpoint is a quick way to modify your large digital camera pics for sending by e-mail.

Adding a Border To Our Picture: To add a quick border to our picture, right click on your resized picture and click Format Picture. In the box that opens select the Colors & Lines tab. In the Line section, set the color, line type, and size in the boxes. Click OK.

You can create some interesting borders easily with this tool. Experiment with different colors and line sizes until you get the look you want. By clicking on the color box and selecting patterned lines, you can create all sorts of creative borders. Experiment and have fun with this tool.

Importing Pictures Into AutoShapes: You can easily import your pictures into different AutoShapes as a background for a lot of creative effects. Using the grid decide how big you want your final picture to be.

In the example above I resized my original picture to two grid blocks high by three grid blocks wide. I saved the reduced size picture as a PNG file to my computer.

I then created an AutoShape from the AutoShape menu (On the Drawing Toolbar) that was the same size. I dragged the AutoShape to two grid blocks high by three grid blocks wide. Now I had a picture and a shape that were both the same size.

To import my saved picture as a background, I right clicked on my AutoShape and clicked Format Auto Shape from the menu. In the box that comes up, click on the color box under the fill section . Then click on the Fill Effects selection. In the resulting box, click on the Picture tab. In the picture dialog box click the Select Picture box and select the reduced picture you saved to your computer above. Make sure to click a checkmark into the Lock Picture Aspect Ratio checkbox. Click OK.

Your picture will now be the background of your AutoShape. In our picture above you can see some of the great graphics you can create using this technique. Make sure you save the resulting pictures as PNG files so they will have transparent edges. You can use these great graphics on web pages, word documents, and objects in your next Powerpoint presentation.

Here is a full size example showing the transparent edges and great quality of the PNG file. Have fun with this and experiment with different AutoShapes, colors, and border effects.

Technorati Tags: Powerpoint, Web Graphics, Photo Editing

If you have visited many popular websites lately you probably noticed a new look which is loosely defined as Web 2.0. One of the main features of this look is bright color gradients and boxes with rounded corners.

This look is clean and the file sizes are small, but they have been hard to recreate in most basic graphics programs. Creating a rounded rectangle with transparent edges is a task usually found only in high end  programs like Photoshop or Fireworks.

Surprisingly, this type of graphic is easy to make with a software program that you probably already have on your desktop. Just open up Powerpoint and in a few short minutes you’ll have an awesome Web 2.0 graphic or logo ready to publish to your web page.

Here is how you do it… (if you are in a hurry I’ve created three Powerpoint slides with many popular Web 2.0 styles already created. Look for the download link at the bottom of this post)

To create individual web 2.0 graphics in Powerpoint

Open Powerpoint (This tutorial is based on Powerpoint 2003)

On the right side menu click the “blank” layout box (this gets the annoying text boxes out of your way)

Right click on the slide and select background. Set the background color to a light gray so you can see the borders and details of your graphics.

Under the view menu select grids and guides. Select snap objects to grid and select 1/16th as the grid size. Make sure display grid on screen checkbox is checked.

Under the view menu select toolbars and make sure the drawing toolbar has a check mark next to it.

On the drawing toolbar select auto shapes, basic shapes, and select rounded rectangle

Draw a rounded box the size and shape you want. For this exercise I made one 2 grids tall and 2 grids wide

Right click on the rounded box and select Format Auto Shape

Click the color box and select fill effects

In the fill effects box select one color and set the shading style to horizontal

Set the color as red and select the dark to light gradient. Click OK

In the format auto shape box select line color as white, line type as solid, and line size as 3.

Click OK. You now have a very usable rounded box with gradient as shown above.

To Add Text: There are two basic ways to add text to your graphic. The first way looks good on the screen but produces non-aliased (jagged) text when saved as a PNG or GIF file. The second way is a little more involved using WordArt but produces awesome results.

Add Text: Basic Procedure

Right click on the graphic and select Add Text

Type your text into the box

Highlight your text and select the font, size, and color that you want from the formatting toolbar. Click Ok and select outside of your text to view the finished product.

(Please note this will produce jagged text results when saved as a PNG or GIF file)

Add Text: Using WordArt

Click on the WordArt icon on the Drawing Toolbar.

Select the top left WordArt style for normal looking text

Create your text in the WordArt box and select a font size of 24. Click OK

You will now see your WordArt on the screen

Click and drag your WordArt over your graphic and size and center it so it looks good.

Right click on your Wordart and select format WordArt

In this box you can select your main text color and select your border color and size

When you have your text formatted properly you’ll need to group it with your main graphic so you will be able to see it when your graphic is saved.

To group the objects, select the background of your graphic first (put the mouse over just the background and left click), Then hold down the shift key and select the WordArt. You’ll now see both items selected. Right click and select grouping/group from the menu. You’ll now have a grouped object that you can save.

Saving your completed graphic.

Select your completed graphic, right click, and select save as picture. Save your graphic as a .png or .gif file.

NOTE: .PNG files look better but may not have transparent corners in older browsers. You can also save the file as a .JPG file but the rounded edges will not be transparent and will default to black instead.

Viola! A Web 2.0 graphic with transparent edges, ready for your web page or other graphic application.

You can also cut and paste this graphic into MS Word, Excel, or other office applications

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Download Resources: To save you time, I’ve created a download file containing three Powerpoint slides with numerous looks and styles on each. All of the text is WordArt so they will save with clean edges.

Instructions:

Download the Powerpoint Web 2.0 Graphics zip file
Unzip the file and save it to your computer
Open the file in Powerpoint.
You’ll see three slides on the left hand side of the screen.
Click on a slide to open it on the main screen.
To save a graphic as it is, select the graphic you want to use and select save-as from the main menu.
Save the file as a .PNG or GIF file to your computer.

To Change The Size: Click the graphic and use the handles that appear to resize it to any shape you want. You can also copy and paste a graphic to a new blank Powerpoint slide to give you more room.

To Change the Text: Double click the text and edit as necessary. To change the font, colors or border style, select the text and right click and select format WordArt. Change the settings in the appropriate boxes.

To Move The Text Around: The text on the graphics is grouped with the background graphic. To move things around you’ll need to ungroup them, edit as necessary and regroup them to save.

To ungroup the text, select the text, right click and select grouping/ungroup. Edit and resize your text as necessary.

Use the WordArt tool bar for many different text options.

When you are done, you’ll need to re-group the objects. To regroup, select the background of your graphic first (put the mouse over just the background and left click), Then hold down the shift key and select the WordArt. You’ll now see both items selected. Right click and select grouping/group from the menu. You’ll now have a grouped object that you can save.

To Save the Finished Graphic: select your re-grouped graphic and select save-as from the main menu.
Save the file as a .PNG or GIF file to your computer. (Please note: If the WordArt and the graphic are not grouped you will not see the text when it is saved as a .PNG or .GIF)

Powerpoint Resources:

How To Do Everything With Powerpoint

Kingston Wireless Presenter

Portable Powerpoint

Other Powerpoint Posts:

Powerpoint Made Simple

Powerpoint that Sticks

Five Must Have Tools For Powerpoint

Do You Make These Mistakes With Powerpoint?

5 Quick Tips To a Better Powerpoint Presentation

Technorati Tags: Powerpoint, Web 2.0, Presentations

It is the early 1960’s and Boeing is ready to launch a new building effort to create a new plane. The managers need to create a compelling goal that will resonate with thousands of employees and contractors. They need to create a vision that will stick. They have a choice of strategies… they can take a conceptual route or they can take a more concrete approach.

The conceptual vision is simple… Build the best passenger plane in the world. These 8 words would be included in all documentation and preached to all groups from the corporate pulpit.

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The second approach is much more concrete. Lay out three compelling milestones that must be reached to have a successful plane. Each of these objectives is clear and focused.

The 727 must seat 131 passengers, fly nonstop from Miami to New York City, and land on runway 4-22 at La Guardia

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Put yourself in the audience and pretend you are an engineer hearing this message for the first time. Which message would stick in your mind? Which message would help you get to work quickly on the goal?

While the first message is somewhat lofty and motivational, the second, more concrete message, will get you to work much quicker than the first.

After all… what does the best passenger plane in the world look like? How big is it? How far will it fly? How much fuel will it carry?

The second message is much more definable.

To get a plane to carry 131 passengers it must be a certain size, but not too large or it will not be able to land on the short 4-22 runway at La Guardia. It must be able to carry enough fuel to make the flight from Miami to New York.

In the early 60’s, these 3 concrete goals helped thousands of different contractors and engineers to come together quickly and put together a workable design and implementation plan. The 727 came to market in a timely fashion and was a huge success.

When you put together a Powerpoint presentation, think about your audience. What do you want them to come away with? If you want them to take action you’ll need to give them some concrete steps to take. In their landmark book, Made To Stick, authors Chip & Dan Heath devote a whole chapter to Concreteness.They give many examples and their book will make a great addition to your presentation library.

So what makes something concrete? Chip & Dan explain…

If you can examine something with your senses, it’s concrete.

A V8 engine is concrete. “High Performance” is abstract.

Look at the following two slides…

A bicycle is concrete

It has handle bars, seat, pedals, and wheels with spokes. It is instantly recognizable and will easily stick in the minds of your audience.

Self Esteem is abstract

What is self esteem? How do you describe it? It may mean different things to different people. Abstract concepts can be very hard for people to remember.

When you put together your presentation, put yourself in the audience and ask the question… Do I understand what is being presented?

Make sure to add enough concrete to get your message to stick!

Technorati Tags: Powerpoint, Presentations

I just got back from lunch and the thought of sitting through a Powerpoint presentation was not high on my list. As I sat down I noticed the speaker adjusting his laptop and making final preparations. The screen was black and I settled in for what I perceived to be an hour of torture. The combination of a large lunch and a boring presentation usually equated to one thing… a nap.

The torture part came in by trying to stay awake and not nod off in front of the group of administrators. I had been here before and it wasn’t a pleasant experience. As the clock rolled around to 1 pm the speaker got up and introduced himself and started with slide one.

The five bullet points almost guaranteed that I would be nodding quickly. As he moved through the slides, the stock Powerpoint background droned on and the bullet points became a blur. I nodded once… but caught myself in time.

Right then something totally unexpected happened. As he clicked to slide number 6, a slide with a picture and amazing numbers came up. I sat up in my chair and I found myself actually paying attention. I hadn’t expected the numbers to be so high.

The following slides built his case and soon he had my undivided attention. Even though the speaker had made many of the common Powerpoint mistakes, his one unforeseen slide had redeemed him.

It was the power of the unexpected that drew me in.

It was the questions that suddenly popped in my head… How could this be? How could the numbers be so high?

It was like a sudden plot twist in a movie… I needed to know what was going to happen.

This is the power of unexpectedness. As Chip & Dan Heath describe in their new book, Made to Stick, the need to find out What will happen next? and How will it turn out? are powerful motivators.

They cite a study by behavioral scientist, George Loewenstein, of Carnegie Mellon University on situational interest. The study found that curiosity happens when we feel a gap in our knowledge.

These gaps cause pain.

When we want to know something but don’t, it’s like having an itch we need to scratch. To take away the pain we need to fill in the knowledge gap.

This simple reality can cause your audience to sit on the edge of their seats.

This can be a simple fact, an inflated number, or possibly an unexpected picture.

Find something unexpected and include it in your presentation.

Remember this simple fact…

Expected = Sleep

Unexpected = Attention

Technorati Tags: Powerpoint, Presentations