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THE ULTIMATE GUIDE TO PRINT IN POWERPOINT With a few clicks, it is possible to create powerful print design in PowerPoint. It can suit print design of any size, saving you money on expensive programs few can use.

Below we’ll outline each of the elements you can place into your print design in PowerPoint. Not only will we show you how to do it, we’ll show how to do it well with basic print design principles. Before we move into that though, we’d like to make a few arguments for the power of print media in the age of digital. If you’re determined to embrace the power of print media, feel free to skip it. If you’re cynical about what print could possibly do for you, let’s answer the question of…

WHY PRINT MEDIA?

1 SENSORY APPEAL 2 STAND OUT 3 SHELF LIFE 4 MEMORABILITY

SENSORY STAND APPEAL OUT

According to research from the renowned In addition to activating more senses, print media branding expert Martin Lindstrom, brands that sends a meaningful message in the age of digital appeal to more than three of a consumer’s clutter. Any no-name brand with a negative senses will increase retention by a remarkable budget can spam your customers’ Facebook 70%. Digital media may often be cheaper than feed for free. Conversely, print design in print, but it can only ever offer sight and sound. PowerPoint shows a certain sense of With the power of print design in PowerPoint, establishment. It says you can afford to invest in you add the sensation of touch. Think of how one of today’s less common kinds of media. It much identity you attribute to a crisp calling can also be an excellent way to augment your card, or a waxy shopping catalogue. online strategy, with QR codes, Augmented Reality, and other pulls to your online pages.

SHELF LIFE MEMORABILITY In addition, print media has a much longer shelf- As well as having a longer life on the shelf, print life than digital. Say your company sends out a can have a much longer life in the mind of Tweet to promote a new product. On average, a consumers. According to studies by Sebastian Tweet lives for just 18 minutes in the feeds of Haupt, an expert on sensory marketing, your followers. In contrast, making a piece of physical contact with printed material wakes print design in PowerPoint creates collateral that the mind up to marketing contents much more could live on your client’s desk for days. than mere audio-visual stimulation. MAGAZINE LAYOUT DESIGN IN POWERPOINT

Of all the print design in PowerPoint, magazine layouts can look the most amazing. Of all the magazine layouts to pick, double-page spreads are perfect for showing your brand off. Here’s how to pull them off. KNOW WHERE YOUR READERS LOOK FIRST

In the diagram below, the grey areas HOW TO DO IT- First, you must set up a represent the most visible areas of the document under A4 dimensions. Once you have spread. The darker area is more visible than done this, establish margins using the “Guides” the lighter area. For this reason, a reader’s tickbox under the “View” tab. This is fundamental to eyes are drawn to the upper parts. Ensure all print design in PowerPoint. Once these appear you place something impactful in those areas on screen, you can drag them until you have a in PowerPoint. visible barrier about 5mm from the edge of the slide. This establishes a “Bleed”.

Next, go to view and click “Show” under the Guides check-box. This will bring up the “Grid and Guides” dialogue box. Ideally you want to insert a 12 rows by 12 columns grid with 3 mm spacing. This is because your standard A4 page width is 210 mm, with 20 mm outside and 13 mm inside margins. Taking that into account, we now have 177 mm left for 12 columns and eleven 3mm gutters between each.

Use these guides, as well as our tips, to create your superb double page spread.

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3 1 DISTRIBUTION

Before you can consider print design in PowerPoint, you must ask fundamental questions about what you want it to achieve and how you will distribute it towards this end. What are the steps you must take to achieve this? 1 2 IDENTIFY YOUR AUDIENCE SET THE GOAL FOR YOUR Who will be most receptive to the message in PRINTED MEDIA your printed media? How old are they? Do they Are you promoting a limited offer, or event? Do have the time to read through a pamphlet, or you want to convey important information only enough time to glance at a poster? Where about a particular topic? While this is primarily a do they live, play, work and visit? What goal for your content, it can also inform the influences them? In answering these questions, parameters of your distribution strategy. you’ll uncover the parameters of your distribution strategy. 3 4 CONSIDER THE MANY ORGANISE DISTRIBUTION PROVEN WAYS PRINT MEDIA WELL IN ADVANCE OF CAN BE DISTRIBUTED WHEN THE MATERIAL WILL Below are just a few examples of proven print BE PRINTED distribution strategies. Of course, the only limit You must also ensure there is a comfortable to what you want to do is your imagination: length of time between when your media will be • your organisation with A3 printed and when distribution begins. This allows posters at conventions you to correct any errors that arise during the printing process, and ensures you can avoid • Giving complementary catalogues to disrupting your distribution. potential clients • Distributing educational brochures throughout your company With your marketing in mind, you can move on to the most fundamental part of your print design. • Providing a placemat document for meetings

SIZE

Now that you’ve decided to embrace the power of print design in PowerPoint, you must adjust the program to whatever size you’re printing to. If you’re still unsure of what dimensions to use, we’ll discuss that below. Even if you know exactly what you want, read on to see the two things you need to consider before any print design in PowerPoint:

RESULTS - Now as we said, the size you want depends on the result you want. Looking for BLEED - Bear in mind that whatever something small that can direct people to your you design for, you must consider business? A run of business cards may be best, keeping your content comfortably away as you can always have a few on you. Have the from the edge of your document. This is budget to print a large employee training tool? because content can get cut off in printing Create a professional A3 infographic. While if it is too close to the edge. The you need PowerPoint has the power to create print media to keep between your content and the edge of of any size, for the sake of your printer you need your document is known as a bleed. The size of to consider printing to one of the many standard the bleed you’ll need varies according to the printing sizes. Below is a chart outlining the most size of your document. Below is a chart outlining common ones. a few common bleed sizes. SETTING YOUR SIZES

Now, let’s say you want to design a professional As you can see in the above example, A4 poster without a costly, complicated PowerPoint does not adjust the Width and program like Photoshop. Height based on the dimensions you size your slides for. Because of this, you must make First, open PowerPoint 2016 and click on sure that you manually adjust the width and 1 the Design tab. height to the dimensions you see in the top drop-down. Under the “Slide Size” option on the 2 right, you’ll find the “Custom slide size” Unfortunately, PowerPoint cannot set option. automatic parameters for your bleeds. To ensure you do not lose any content in print, you must check your bleed-lines by selecting Here you can select from a number of the “View” tab and ticking the box which says 3 print dimensions, or adjust your own. “Ruler”.

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3 1 ESTABLISHING A GRID

Grids are the easiest way to establish readability and harmony when creating a piece of print design in PowerPoint. In fact, we’ve written an entire article in praise of grids.

To establish a grid, go to View and click 1 “Guides”. Now right-click each guideline to add more. Drag each to adjust bleed margins, as well as gutters if your print design will need folds or staples.

When aligning objects in your document, an easy way to create By shift-clicking objects in your 2 symmetry is with the Align option under 3 document, you can align them to any the “Format” tab. position and distribute them evenly on your page.

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1 HOW MUCH COLOUR?

At its core, the amount of colour you decide to use would seem to be about cost. Full colour printing uses four inks and four runs through the press for each page. Spot colour printing uses colour sparingly, highlighting particular points of information or branding. Single colour (black and white) printing is, obviously, the cheapest and fastest option of all three. When deciding how to use colour in your printed media, your decision doesn’t only have to be about cost. It can also be about the image you wish people to associate with your brand, and the impression you need to make upon your audience.

Before you want to invest in printing with heavy brand colours, consider the subtle ways to serve your branding needs. Below we’ll break down each of the three colour printing options, including examples of each from our own work in PowerPoint. PRINTING OPTIONS

1 Full Colour Printing Printing with full colour heightens the perception of a professional, financially viable organisation. If you are communicating with important clientele, entice them with eye-popping printed colours. In fact, this can be financially justifiable for small run printed media. This is often the best option for brand consistency, as you may make good use of your most recognised colour scheme.

2 Spot Colour Printing 3 Black and White Printing For mass printed pamphlets and news- Bold. Traditional. Simple. Black and letters, spot colour printing can convey white is anything but old-fashioned. your branding and communicate key parts Though printing allows for any of your message without breaking your combination of colours, none are more bank. Strategic use of colour can bring versatile than black and white. Unless attention to important arguments in your you have a particular image to include, copy, or make your brand logo stand out or strict branding guidelines to adhere in a sea of black and white. While more to, black and white is often the best expensive than black and white printing, option. its benefits cannot be overstated. Ensure you use only one or two inks other than black, and any printing house will adjust its An important thing to keep in mind when price accordingly. considering colour is the fact that PowerPoint has no native support for CMYK colour. This is important, as CMYK colour (Cyan, Magenta, Yellow and Black) is used in the traditional four- colour printing process. PowerPoint works with RGB colour (Red, Green and Blue), as it is optimised for screens and projectors. ESTABLISHING A CONSISTENT COLOUR SCHEME WITH THEME COLOURS

This is incredibly easy to do by changing your theme colours.

To change your theme colours, go to As you can see, you can adjust and preview the 1 the “Design” tab and click the bottom colour scheme for every element through- arrow on the Variants bar. out your PowerPoint. Once you click “Save”, you will input those changes throughout your In the resulting pop-menu, mouse over document. 2 Colours and click “Customize Colors” at the bottom of the drop-down menu. In the ensuing pop-up menu, you can adjust the theme colours for your print design in PowerPoint.

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3 1 TEXT FOR PRINT DESIGN IN POWERPOINT

This is often the most important element of print design in PowerPoint. There are several elements to consider as you type your text:

1 FONT 2 SIZE 3 READABILITY 4 CONTENT 5 THEME FONTS FONT Before you start writing, start on the right foot with a font that’s easy to read and appropriate for your brand. If you have an established presence in other media, keep it consistent with the fonts you use there. Otherwise, it’s best to avoid common fonts like Calibri (or crappy fonts like Comic Sans). Ideally, your font should contain serifs: the small lines attached to the end of each stroke on each character. These can be seen in typefaces like Times New Roman. Serif fonts make print media easier to read, as they create a simple reading line that any eyes can easily follow.

On that note, avoid “Reverse copy” at all costs. “Reverse copy” refers to light coloured text printed on a dark background. Studies show it can reduce reader comprehension by up to 70%. Not only that, it can make dramatically increase your printing costs.

If you’d like to know more, see our blog on the 5 rules for fonts. B B B

SIZE READABILITY This is the most important part of print Because you’re producing print media, design in PowerPoint, as there’s only one your message must be optimised for way for readers to change the size of scanning rather than scrolling. If you’re printed text. producing a small card or flier, lead with a large header and a few quick key points The rule of thumb is to use size 12 text with before getting into the body of what you size 14 sub-headings. If you’re producing want to say. If you’re looking for something print media, it’s likely that your aiming for larger, like an article, lead with a large and an elderly audience. If you are, aim for enticing headline. Make your sub-headings large, easy-to-read text. and captions stand out and tell your story on their own. After all, readers will skip to these straight away. Keep your text and organised, otherwise it will be almost impossible to read. Thankfully, PowerPoint’s inbuilt sight-lines and snapping tools make it easy to keep your text organised. 1

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CONTENT USE THEME Whatever you say will depend on the size and purpose of your print design in PowerPoint. FONTS FOR Will it need to stand out among a sea of brochures? Make it straight to the point. This CONSISTENCY lets people seeking your information see it straight away. Will it be something longer that To create a powerful impression, you need to you’d like readers to linger on? Be use consistent fonts. Do you really want to conversational. Share stories. select the same font every time? Wouldn’t you like one click to change the font throughout If you absolutely have to share statistics, be your print design in PowerPoint? sure to read our article on the right way to work statistics into design. This is incredibly easy to do by changing your theme fonts. To change your theme fonts, do Print design in PowerPoint is effective because as you did before with the theme colours. Go it offers no other distractions. When someone to the “Design” tab and click the bottom arrow sits down with a piece of print media, they on the Variants bar. aren’t being lured away by enticing links at the edge of the page. On that note, print media In the resulting pop-menu, mouse over Fonts can’t simply link to webpages that prove what and click “Customize Fonts” at the bottom of they say. If you want to uphold the assumed the drop-down menu. In the ensuing pop-up authority of your print piece, you must name menu, you can adjust the theme fonts for your the source of any information you use. headings and body text. Once you click “Save”, you will input those changes throughout your document. For more tips to engage your readers, check out our essential guide to highlighting information. IMAGES AND

Generally speaking, simple illustrations are much cheaper to print than photographs. That said, it is best to consider the power of each before considering their price. In either case, your image or must not overwhelm the overall layout of your print media. Unless you are making a clear, concise catalogue, avoid image overload. Instead, use only as many as you need to make your main point. Ideally, you should aim to include only one image or illustration. This will reduce your printing costs, and will focus your reader’s attention. ILLUSTRATIONS As well as being cheaper to print than images, illustrations are ideal for illustrating abstract ideas. If you want to discuss a service, something like a simple flow-chart might be best for making your point. To create them in PowerPoint, simply go to “Insert Shapes” under the “Insert” tab or draw them freehand under the “Draw” tab.

The “Draw” tab might not be available when you first open PowerPoint. To activate this handy tab, go to options under the file tab. In the pop-up box, select “Customize Ribbon” and mark the check-box next to “Draw”. When drawing your illustration, PowerPoint will recognise everything you draw in one pen-stroke as its own element. To ensure you move them as one illustration, select or shift-click each element before dragging them into position.

PHOTOGRAPHS For print media which must project an image of professionalism, photographs are far more effective than illustrations. On top of that, they are essential for discussing physical products. In particular, images which show a real human face are up to 38% more engaging than any other kind of image. In PowerPoint, inserting an image is as easy as going to the “Insert” tab and selecting “Pictures”.

Read our article on the art of picking the perfect images. IMAGE EDITING

Once you have selected the photo-based files you would like to use, you can edit them with the tools found under the “Format” tab.

Let’s explore each of the options:

REMOVE BACKGROUND - This COLOR - Under “Color”, 1 tools uses smart software to detect the 3 you can adjust the saturation background of your image. One it has, and tone of your image. You can even you can adjust it manually using a recolour it with a collection of crazy simple selection tool. From there, filters. simply click “Keep Changes” and voila! 4 ARTISTIC EFFECTS - “Artistic Effects” CORRECTIONS - In “Corrections”, offer effects similar to the “Filters” feature 2 you can change the sharpness, in Photoshop. Give your image the brightness and contrast of your image. appearance of anything from a neon sign It’s fairly straightforward. to an ancient mosaic.

The remaining features are all fairly straight- forward. They allow you to resize, re-border and re-align each of your elements on your page.

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3 1 LAYOUT

This is the most important part of print design in PowerPoint. Layout can tell your readers a lot while tying every element together. Let’s explore each element of layout below:

1 HIERARCHY 6 COMPLEMENTARY ELEMENTS 2 FOCAL POINT 7 CONTRAST 3 LEADING LINES 8 REPETITION 4 SIZE HIERARCHY 5 BALANCE HIERARCHY LEADING LINES

Hierarchy gives order to every element of Another way to draw eyes towards a focal your layout. By establishing no more than point is by use of leading lines. They can also four sizes for your typographic elements, you lead your reader through every part of your can draw your reader’s eye from heading to print design in PowerPoint. Leading lines don’t sub-heading to body copy, weaving what have to be actual lines, just elements in your you want to say over your graphics. design that guide your reader’s eyes along a path (like those serifs we mentioned earlier).

FOCAL POINT SIZE HIERARCHY

Establishing a focal point first frames the One way to establish a reading order without layout of your print design in PowerPoint. The leading lines is to create a visual hierarchy of focal point is the element you want all eyes elements through size. Human beings notice to be drawn to. On top of that, it’s the elements from largest to smallest, which element you want every other piece of probably helped our ancestors assess threats information to be drawn from. This point easily. If you position your elements in order of could be a single image or piece of text, but importance from largest to smallest and top to it doesn’t have to be the biggest thing in your bottom, readers can quickly and easily order the print. You can establish its importance information on your page. through contrasts in colour or size, or by considering its position in the reading path. BALANCE

Across all of your elements, you must ensure balance. The easiest way to achieve this, especially in PowerPoint, is through symmetrical balance. By mirroring and aligning elements with PowerPoint’s inbuilt sight-lines and snapping tools, you can easily create aesthetically pleasing print media.

CONTRAST

We know this clashes with what we said about being complementary, but it can create powerful print design in Power-Point. Use splashes of light colour on dark backgrounds to frame important elements. Add dark coloured to light backgrounds. As SIZE HIERARCHY well as using high contrast to make elements stand out, you can use low contrast to “hide” certain elements of your design. To get the best contrast, you need the best One way to establish a reading order without background. Read our article on choosing leading lines is to create a visual hierarchy of the right background for your design. elements through size. Human beings notice elements from largest to smallest, which probably helped our ancestors assess threats easily. If you position your elements in order of importance from largest to smallest and top to bottom, readers can quickly and easily order the information on your page. REPETITION Repetition is one of the most important parts of print design in PowerPoint. It’s also one of the most important elements of an effective COMPLEMENTARY layout. By using similar shapes, patterns and lines throughout your design, your layout stays strong and cohesive. This is incredibly ELEMENTS important for ensuring readers appreciate your message. To put balance into print design in PowerPoint, While all of this seems complicated, it’s you must insert complementing elements into important to remember that you must keep it your composition. Work with elements that align simple. In fact, one of the best ways to keep to similar principles of colour, texture and feel. your print media cheap and simple is to use Let’s say you want to use PowerPoint to make a blank space. Read our article on graphic poster promoting an exhibit of classic design tips to find out more. Impressionist paintings. To complement the subject matter, you could use a handwritten font that evokes the feel of their time. PAPER

Now that you know what your print media looks like, it’s time to figure out what it should feel like. As we said above, the sensory feel of your print media can have a powerful impact on the impression it creates. Thankfully, by exporting to a PDF in PowerPoint, you can print your media upon any material available to you. Let’s look at the four basic kinds of paper out there, in order of least to most expensive: 1 2 NEWSPRINT/CRAFT PAPER OFFSET This refers to the low-end, raw papers used Offset papers are generally uncoated raw paper. almost entirely for utility purposes. These are not These are your average, everyday copier and usually used for consumer level marketing writing papers. They can sometimes be referred materials. To give you an idea of their quality, to as “bond” papers when being sold at the they are called “Newsprint” because they are consumer level. Offset papers have some teeth in most commonly used in the printing of the finish, and they’re not terribly smooth to the newspapers. For mass-printed media where touch. For print media where the message is the touch isn’t much of an issue, such as posters, main focus, such as in a letter to customers, newsprint may be your best bet. consider offset paper. 3 4 MATTE GLOSS Offset papers are generally uncoated raw paper. Gloss paper has a slick shine that reflects light, These are your average, everyday copier and resulting in eyecatching glare. While it is the most writing papers. They can sometimes be referred expensive of these four broad categories, it can to as “bond” papers when being sold at the give you a great return on investment. Glossy consumer level. Offset papers have some teeth paper communicates a certain level of style and in the finish, and they’re not terribly smooth to the financial success. For printed material which must touch. For print media where the message is the stand out among others, such as for a pamphlet main focus, such as in a letter to customers, in a rack, a glossy paper may be the perfect stock consider offset paper. for your print.

BROCHURE DESIGN IN POWERPOINT

Brochures are still an incredibly effective way of CONSIDER THE SIZE OF YOUR putting your brand in the hands of customers. 3 BROCHURE Below are 5 tips to better your brochure design. As we explained above, setting the size of your brochure is as simple as adjusting the slide size for each page (or “fold”). Before you do this though, you must think 1 about how they will be stored and who Figuring out what you want your reader they will be given to. to do narrows the scope of any print design in PowerPoint. After all, you don’t Let’s say your organisation will use them need to explain everything about your as part of a stall in an convention. You will organisation. Just focus on inspiring one need to make them large enough to action with your brochure, whether that’s stand out at your stall, but small enough buying a product or just visiting your to easily transport. In this instance, an A5 website. Once you have a purpose to brochure would be best. Being half the guide you, you can plan everything else size of A4, it can be easily transported in more easily. any box or bag. As well as that, it will stand out with a bold cover. Best of all, it’s KNOW HOW PEOPLE WILL incredibly easy to print. All you have to do 2 RECEIVE YOUR BROCHURE is print A4 and fold each page in half. Will members of your sales team leave GET YOUR WRITING RIGHT them with potential customers? Maybe With your purpose already established, you want customers to pick them up in it’s time to explain why readers will your physical store? Either way, you will 4 benefit from doing what you want them need to design accordingly. If they will to. Start by typing out these benefits be given to a customer, it should build on within the blank template of your what your sales representative has brochure. Your font size should be already said to them. If the onus is on the between 9 and 12, as this is the range for customer to take it, the front page should best readability. Of course, exceptions explain exactly what they will get from should be made if you are designing for your brochure. an audience with poor eyesight.

As you type, try and condense your message while keeping in line with your organisation’s identity. Above all, remember to…

USE GRAPHICS TO GET YOUR POINT ACROSS It’s easy to explain information using our above advice for illustrations. This can 5 reduce your word-count, and increase the possibility of your brochure being understood by a wider audience. A4 FLYER DESIGN IN POWERPOINT

An A4 flyer is often considered the “Swiss army knife” of graphic design. They can function as well as a poster as they do as handout. They work just as well online as they do in a physical copy. Below are 2 tips to design a fantastic flyer in PowerPoint.

BREAK THE RULES 2 USE CUSTOM FONTS 1 Your flyer needs to stand out from the We recommend sites like dafonts.com crowd for it to be seen. Once you and font library, as they provide understand the rules of design, you can excellent custom display fonts. Be sure make it unique by making it look unlike to export your print design as a PDF anything else around it. As long as you when showing it others, as PowerPoint keep a few core elements (such as a files do not carry custom fonts. typographic hierarchy), you can go crazy with colours, shapes and patterns. PULL-UP BANNER DESIGN IN POWERPOINT

Pull-up banners are one of the best ways to win attention in your brand’s physical spaces. On top of that, they’re also one of the easiest examples of print design in PowerPoint. Below are 3 tips to create powerful pull-up banners in PowerPoint:

KEEP IMPORTANT INFORMATION 1 AT THE TOP Wherever your banner goes, it will need to be seen over heads and other obstructions. To work with this, keep important information (like your logo and key selling point) right at the top.

2 SIZE AND STYLE MATTER Always think about where your banner will de displayed and what audience you intend to engage – this will greatly influence the size of your banner as well as the tone of your messaging.

3 STAY COLOUR CONSCIOUS While colour can add to printing costs, it is an important way to create branding and consistency across your pull-up banners. Also, certain colours can convey different messages without saying something explicitly. SCIENTIFIC POSTER DESIGN IN POWERPOINT

Creating posts for academic conventions and projects is one of the most valuable uses of print design in PowerPoint. Below are 7 tips to nail your next scientific poster:

KNOW YOUR AUDIENCE LAYING OUT TEXT 1 Depending on the scope of the 4 Now that you’re arranging your text- conference where you’ll premiere your boxes, be sure to apply the following poster, you may have to adjust your sizes to the following elements: terms. If it is a general conference, avoid • Title – 85 point using specialty terms from your field as • Authors – 56 point you write your text. Try to keep your • Sub-headings – 36 point word-count lower than 250. • Body text – 24 point • Captions – 18 point KNOW YOUR DIMENSIONS AND 2 ORIENTATION Will your poster need to be portrait or INSERTING IMAGES AND GRAPHS landscape? Will it be A0, A1, or 5 Under the “Insert” tab, users can insert something smaller? You should be able pictures from their computer and to find out such details on the online. Users can also create their own conference website. Once you have, scientific graphics through the “Chart” adjust the size of your slide using the and “SmartArt” options. Remember, instructions under our “Size” sub- visualisation is a great form of heading. explanation. CREATE SCALE BARS FOR RELEVANT IMAGES 3 DRAFT YOUR POSTER 6 Say you have an image of a Before you even open PowerPoint, pull microscopic cell. To overlay a scale out a piece of paper and sketch a bar, simply click “Insert” and “Shapes”. rough layout. Start with a large, eye- In the drop-down, select a simple line. catching title, then neatly organise Drag your line over a scaled section at your information under such sub- the corner of your image, now insert a headings as: textbox explaining the scale of that line. • Introduction • Purpose USE OF COLOUR • Samples Aim for no more than 2 or 3 colours in • Methods 7 your design. We find it’s best to apply • Results dark colour to a light coloured • Discussions background. This is especially good • Conclusions practice for printing, as an abundance • References of dark ink will drain your budget. Try • Sponsors to avoid garish primary colours, and • Contact details ensure your body text is only black on light. CONCLUSION

As we said above, print design in PowerPoint can be the perfect way to stand out in this age of digital overload. With its powerful design features, you can easily create editable, effective print design in PowerPoint.

Of course, it takes time and stress trying to get it right. Get in contact with our professional print to save time and ensure a successful piece of print media.