Presentation Basics
for Level 3.5 leaders
POWERPOINT: TWO-SCREEN PRESENTATIONS
The problem: You're clicking around, the audience sees your notes, or slides jump to the wrong view.
The fix:
Use Presenter View: Shows your notes on your screen, clean slides on the projector
Set it up: Slide Show → Set Up Show → check "Presenter View"
Start from current slide: Alt + F5 (Windows) or Option + Return (Mac)
Laser pointer: Hold Ctrl and left-click (Windows) or Command and click (Mac)
Before you present: Open the file on the actual screen setup you'll use. Don't wait until people are watching.
EXCEL & WORD: MULTI-PAGE TABLES
The problem: Column headers only appear on page 1. By page 3, no one remembers what they're looking at.
The fix for Excel:
Page Layout → Print Titles → "Rows to repeat at top"
Select your header row
Print Preview to verify before sending
The fix for Word tables:
Right-click table header row → Table Properties → Row tab
Check "Repeat as header row at the top of each page"
Always check page breaks before you send anything. What looks good on screen often breaks badly in print.
AI/LLM PROMPTS: PROTECTING SENSITIVE DATA
The problem: You want AI help with analysis, but your data contains client names, financial details, or regulated information.
The fix:
Replace real names with placeholders: "Client A," "Department X," "Product Line 1"
Remove specific dollar amounts: use percentages or ranges instead
Strip out dates that could identify people or transactions
Never paste proprietary formulas or methodologies
If you're using a work-approved AI tool, confirm what data protections are in place. If you're using ChatGPT or Claude on your personal account, assume everything you input could theoretically be seen by others.
EMAIL: LARGE ATTACHMENTS & BROKEN LINKS
The problem: Your 40MB PowerPoint doesn't send, or your "helpful" links don't work for people outside your network.
The fix:
Compress images in PowerPoint: Select image → Picture Format → Compress Pictures
For files over 10MB, use a shared drive link instead of attaching
Test links before sending - especially internal SharePoint or network drives that require VPN
If you're sending to external people, save a PDF version
When in doubt: PDF is more reliable than hoping everyone has compatible software versions.
VIDEO CALLS: LOOKING PREPARED, NOT FLUSTERED
The problem: You're screen sharing and people see your messy desktop, personal notifications, or you can't find the file.
The fix:
Close unnecessary tabs and applications before the call
Turn off notifications: Focus Assist (Windows) or Do Not Disturb (Mac)
Have files already open in separate windows - don't search for them live
Know how to switch between sharing your full screen vs. a specific window
Test your audio before joining - especially if you're presenting
If you're sharing Excel or PowerPoint, zoom to 150% so people can actually read it. What's readable on your screen is tiny on theirs.
BEFORE ANY HIGH-STAKES PRESENTATION
Run through the whole thing on the actual equipment you'll use
Have a backup PDF on a USB drive or in your email
Know where the HDMI adapter is (and bring your own)
If you're using video or audio, test it with the room's sound system
Arrive early enough to fix problems before people are watching
These aren't about being a power user. They're about not sabotaging yourself with fixable problems when credibility matters most.
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