Iyad Abou-Rabii

DDS. OMFS. MSc. PhD

RESEARCH DATA TRANSFER AND PRESENTATION

Numbers
Numbers are usually confusing to the audience. Use as few as possible and allow extra time for the audience to do the math. Numbers should never be ultra precise:
Anticipated Revenues of $660,101.83 looks silly. Are your numbers that accurate? Just say $660 thousand.

If you have more than 12-15 numbers on a slide, thats probably too many. Using only one number per sentence helps the audience absorb the data.

Statistics
Use the same scale for numbers on a slide. Dont compare thousands to millions. Cite your source on the same slide as the statistic, using a smaller size font.

Charts
Charts need to be clearly labeled. You can make more interesting charts by adding elements from the drawing toolbar. Numbers in tables are both hard to see and to understand. There is usually a better way to present your numerical data than with columns and rows of numbers. Get creative! PowerPoint deletes portions of charts and worksheets that are imported from Excel, keeping only the leftmost 5.5 inches. Plan ahead.

Backgrounds
Backgrounds should never distract from the presentation. Using the default white background is hard on the viewers eyes. You can easily add a design style or a color to the background. Backgrounds that are light colored with dark text, or vice versa, look good. A dark background with white font reduces glare. Colors appear lighter when projected. Pale colors often appear as white. Consistent backgrounds add to a professional appearance. For a long presentation, you may want to change background designs when shifting to a new topic.

1. 2.Click OK to import.

Importing data to ppt

There is nothing better than the good ol' Copy & Paste method when it comes to transferring data. PowerPoint, however, does allow you to transfer a whole Excel datasheet or a range of data into a presentation. 1.Create a new chart slide or click on an existing one. 2.Double-click on the chart to open the datasheet. 3.Click the cell located in the upper-left corner.

4.Select Edit menu > Import File. 5.Find and double-click on the Excel file that you want to import data from. 6.On the Import Data Options dialog, choose a sheet or a range of data cells to import. 7.Click OK to import.

1. 2.Click OK to import.

Linking Data
When you can create a link between Excel and PowerPoint Graph, every time you change a cell in Excel, the corresponding cell in the PowerPoint datasheet will update automatically. 1.In Excel select the range of data you want to link to PowerPoint. 2.From the Excel Edit menu, choose Copy 3.Switch to the PowerPoint datasheet and double-click on the graph to open the datasheet. 4.Select Edit menu > Paste Link

Working with Graphs

You can insert a graph by selecting Insert Menu < Chart. A new window opens showing a dummy spreadsheet, a graph based on that dummy data, and chart menu and toolbar options become activated.

Working with Graphs

Experiment with the data sheet by clicking on a cell and typing your own data, to understand the effect of the data changes on the chart. After you've finished entering data, exit the work window by clicking anywhere outside the chart or the data sheet. The data sheet will disappear.

Working with Graphs

You can modify the chart in PowerPoint, including changes to appearance, size or position. Click the chart, then on the green Chart Tools contextual tab, use the Design, Layout or Format tab to make changes. To add animation effects to the chart, use tools on the Animations tab.

Tips
To get a good idea of what you can add to or change in your chart, under Chart Tools, click the Design, Layout, and Format tabs, and then explore the groups and options that are provided on each tab.

Working with Graphs

If you need to make any revisions to the chart, doubleclick the chart and the data sheet will appear again. You can also change the chart area colours and fill effects by clicking on the outer or inner chart area respectively.

Working with Graphs

If you click in the middle of a bar/column/line, a little square handle will appear to let you know that you have selected a data series Right click on the square handle or select Format < Selected Data Series to change colors or to calculate error bars.

Working with Graphs

You may also choose to represent some data series as bars and others as lines on the same chart. Right click on the square handle or select Chart < Chart Options:

What's wrong with this?

What's wrong with this?

What's make a good graph?

Clear title Simple clear axis labels Elements that allow the reader to get the point A legend explaining graph elements A scale appropriate to the data Clear reporting units Reveals a story Minimum of clutter Minimum of clutter

SmartArt graphic

Use a SmartArt graphic if you want to do any of the following:

Create an organization chart. Show hierarchy, such as a decision tree. Illustrate steps or stages in a process or workflow. Show the flow of a process, procedure, or other event. List information. Show cyclical or repetitive information.

SmartArt graphic
Use a SmartArt graphic if you want to do any of the following:
Show a relationship between parts, such as overlapping concepts. Create a matrix illustration. Show proportional or hierarchical information in a pyramid illustration. Create an illustration quickly by typing or pasting your text and having it automatically positioned and arranged for you.

SmartArt graphic

On the Insert tab, in the Illustrations group, click SmartArt.

Tips For Better Data Presentation

Put your conclusion on the title Always put the conclusion from your slide on the slide title. Since your audience naturally scan your slides top down, a clear title helps them find your key message fast.

Tips For Better Data Presentation

Highlight your inference Realize that not everyone in your audience likes to crunch numbers. Most of them expect you to do the math and tell them the inference. Highlight the inference so clearly that there is no scope for confusion for your audience.

Tips For Better Data Presentation

Use images to make your message more memorable Sometimes in a data presentation, numbers can be cold and intimidating. Using relevant images can make your information more inviting.

Tips For Better Data Presentation

Use visual representation of numbers You can make your column charts and pie charts come to life by using small icons to act as units for your chart.

Tips For Better Data Presentation

Tips For Better Data Presentation

Present information in stages Make it a habit to animate your charts before presenting them. It makes your numbers less intimidating and helps your audiences get more information from your charts.

First the axes are explained

Then line graph of data X is shown

followed by the line graph of data Y

Tips For Better Data Presentation

Present information in stages First select the chart you imported from excel file. Go to animations -> Custom animation and select the kind of animation you want to use. This animates the whole chart. Then, go to the custom animation menu and click on the drop down arrow next to the animation you selected. Go to Effect options and you will see a pop up box which gives you the option to choose chart animation.

You can animate your chart by Series or by category.

Tables

Tables
What's make a good table? Readable, logical data placement Clear column and row headings A title at the top Reporting units

Be simple when simple is best

Be simple when simple is best

Be simple when simple is best

The conclusion should be clear to the last person in your audience.

If it involves a long explanation to be understood, then avoid it.

Remember
A data presentation can be memorable or boring depending on the way you want to lend meaning to numbers. Take the time to make your audience relate to your numbers. It is worth the effort.

Remember
Data should tell a story Tailor your presentation to your audience(s) Use multiple formats to help get your message to all types of learners Use t to help explain complex information.