Creating Large Format Posters Using PowerPoint

These tips were developed at Biomedical Communications at Wake Forest University Baptist Medical Center and slightly modified for our use.

Program Setup

From the File menu select Page Setup. Under Slides Sized for: choose Custom and then set the page size to the same size that you want the poster to be. For example, if you want your poster to be 42" x 48", then set the page size in PowerPoint to 42" x 48". Do this first thing before you begin creating the poster! Failure to so may result in a poster that is not printable, or not printed at the size you need.

PowerPoint has a maximum page size of 56". If you want a larger poster, set the page size (BOTH width and length) to exactly half of the finished poster size and we will enlarge it proportionally when we print it. For example, if you want a 42" x 60" poster, set the page size to 21" x 30". We can then enlarge it proportionally to Scale To Fit 42" x 60" at the time of printing. Do NOT make the page size 42" x 56" if you want it to end up at 42" x 60". Any enlargement enlarges both dimensions. Remember, the maximum finished size of one dimension is 42”. When you submit your poster for printing be sure and mention the amount of scaling, e.g., 150%, 200% and the final size. Keep the scaling factor even.

We can only enlarge proportionally so be sure the aspect ratio of your page size in PowerPoint matches that of the final poster size. Failure to so may result in a poster that is not printable. For example, if you plan to print at more than 100% (say 200%) and you make the paper size 42" x 46" (for example), then when it's enlarged both dimensions will be greater than 42" which won't work!

Our printer is 42" wide so we can print pages up to 42" by as long you like. Just be sure to set the page size before you begin in order to get the correct size of poster. You also need to allow at least a 1 inch margin around all the edges of the poster to prevent cropping.

You will be making just one slide (or page) in PowerPoint.

Typefaces and File Formats

Once you have finished your poster, save your file. In Powerpoint 97 select Save As from the File menu and check the box Embed TrueType fonts. In PowerPoint 2000, you also select Save As from the File menu but then in the upper right of that Save As dialog box, click on the Tools menu and scroll down to check the box Embed TrueType Fonts. If PowerPoint encounters a font that it cannot embed you will see an error message telling you exactly which font it can't embed. This allows you to at least know which fonts may substitute on another computer. If you get an error message that means you are using a non-Microsoft font somewhere in your presentation. It may be a WordPerfect font that is used in your bullets or that special character that was inserted into a figure. PowerPoint cannot embed non-Microsoft fonts. Either change the font, send the font along with your PPT file or call us to see if we have that same font installed on our system or font substitution will occur! Failure to embed fonts may result in a poster that will print incorrectly!

Using OSU Logos

OSU logos can be found on the CSS server at O:\All\Osulogos. They can also be found as downloadable files at http://osu.orst.edu/Dept/pubs/PRINT_logos&wdmrk.html. The windows metafile (*.wmf) are the versions you want to use on a PC. Do not use the ones designated for use on web pages because they will not print as well. These are specifically print versions.

Design Tips

Please leave at least a 1 inch margin around the edges of the poster to prevent cropping and to increase readability. To display the ruler, go to the View menu and select Ruler. This will allow you to see if you have exceeded the 1 inch margin. If designing at half size (e.g., 21" x 30" for a 42" x 60") leave a .5 inch margin around the edges of the poster.

If you need to adjust the size of an imported picture or logo, hold down the Shift button and click and drag on one of the corners in order to scale it proportionally. This will keep it from being distorted.

Do not allow imported pictures to hang over the edge of the poster. Use the picture cropping tool or scale the image down proportionally.

Pictures imported from web sites are low resolution images. These images are for on-screen presentations and web page use only. If used for 35mm slides, posters, overhead transparencies, brochures, or letterhead they will appear fuzzy looking. Images for use on a poster should be scanned at 150 dpi if designing at 100% scale or 300 dpi if designing at 50% scale (ie: 21x30 for a 42x60 poster). Save the image as a high quality JPEG file.

Do not enlarge the images once they are inserted into PowerPoint. If the image will be used larger in the poster then the original, it should be enlarged when scanning to the size it will be used in the poster. Scan the original at a higher magnification or resolution to make up for the size difference.

Do NOT use WordArt. If you insist, do so at your own risk. Do NOT use semitransparent fills. Results can be unpredictable.

You'll want to maintain good contrast between the background color and the text color. Consider using a light colored background and dark text. For good design, layout the poster into three or four columns of text depending on the poster size. Insert graphics and photos within those columns to add visual interest. There are some situations where you it will be appropriate to move outside the column format. Be sure to consider your audience.

If you use a gradient color fill in the background you may find very thin lines running through the background of the finished poster. This is due to the way PowerPoint draws gradients and cannot be seen on your computer screen. While they are not very noticeable if you think this might be objectionable use a solid background instead of a gradient.

The colors that you see on your monitor will not reproduce exactly the same on the printed poster. You can setup a test poster by creating a poster 42” x 12” and inserting the fonts, colors, images, gradients, etc you want to use in your full plot.

Use a large, bold san-serif font for the title. You may also want to use section headings (like Introduction, & Conclusions) that are the same font as your title. Make them smaller then your title but larger then your body text.

Don't be afraid to edit your text! Many posters have too much text on them giving them a cluttered appearance. With less text you will have more freedom for good design and can make the font a nice readable size with ample line spacing.

Use mixed upper and lower case text. For example:
DON"T USE ALL CAPS! IT LOOKS LIKE YOU ARE SHOUTING AND IS HARD TO READ!
Use Mixed Case for Titles.
Use sentence case for body text.