formatting presentation in powerpoint

Microsoft 365 Life Hacks > Presentations > How to Format Presentation Slides

How to Format Presentation Slides

Learn how to give your presentation slides a facelift so they captivate your audience.

formatting presentation in powerpoint

Why is Presentation Design and Formatting Important?

A well-designed presentation can help you connect with your audience and gets your message across in an easily digestible manner. Great presentation design can impart a positive first impression and is more likely to draw in and engage an audience.

Pretend you’re attending a presentation and instead of formatted PowerPoint slides, each one is plain white with a lot of dark text that’s hard to read. And even though the background and text colors are the same, none of the text is lined up and multiple fonts are used. There are no transitions or title pages that help to differentiate between topics being discussed and you’re presented with slide after slide of confusing, jumbled text.

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Tell your story with captivating presentations

Powerpoint empowers you to develop well-designed content across all your devices

Formatting slides in your presentation is what enhances the look of the slides and transforms them into something that complements the content and resonates with the audience.

What Else Should a Good Presentation Include?

While formatted slides can help to connect with the audience, a good presentation should also include:

  • Well-written, concise content that clearly explains the problem that you’re trying to solve and the unique solution you’ve come up with.
  • A great hook or emotionally compelling introduction.
  • Visuals that support your message and aren’t too busy.

Most importantly, a good presentation should be efficient and engage with the audience. And that engagement can be found in the content as well as how the slides are formatted.

Tips for Creating & Formatting Presentation Slides

Before you start creating your PowerPoint presentation, make sure that your content is solid. Making an outline can help you keep information organized, clear, and concise before you put it into a presentation. The outline can also help you break down what information is shared on each slide to keep things from being overcrowded or wordy. Take a minute to consider your audience and the best ways to connect with them and present what you’re trying to share.

Once your content is finalized, you can get to work on creating and formatting your presentation slides.

How to Make a Slide

A PowerPoint presentation is sometimes known as a deck and is composed of different slides. When you’re putting your own deck together, you’ll certainly need to add slides and format them in different ways.

In order to make a new slide appear in your presentation, first select the slide that you’d like your new slide to follow. Then click Home and choose New Slide . From there, you can choose your desired layout , and start inputting content. The layout options in PowerPoint are great for keeping your text lined up and consistent through the deck. You can also rearrange, duplicate, and delete slides as necessary.

Formatting Your Presentation Slides

Once you’ve created your content or slides, it’s time to consider design and formatting. This is where you make choices about themes, templates, color schemes, and fonts.

If you don’t feel confident about your design abilities, you might want to try applying a template . This customizable option offers a variety of artistic skins that can give your deck a professional polish. There is even a range of downloadable templates available from Microsoft to suit any kind of presentation.

Don’t feel like you must use a template, though. Many users may prefer to use or create a theme to visually tie together their presentations. PowerPoint provides a variety of themes which include color schemes, backgrounds, fonts, and placeholder slides. In the Design tab, you can choose a theme that appeals to you or matches with your content. You can even try different color variations within the theme by selecting Variants . Each variant has built in options for colors, fonts, and background colors and styles that can help you format your slides and create a cohesive look throughout the deck.

There are a few things to keep in mind if you decide to eschew the suggestions made by PowerPoint:

  • Consider the colors you’re using. There are definitely a few color combinations you should avoid .
  • Choose fonts that are easy to read and make sure that your text isn’t too small to be read across a large room. You’ll also want to remember to keep the text on your slides relatively sparse, with no more than three bullet points per slide.

Using Visual Aids in Your Presentation

One way to break up the monotony of an all-text presentation is to use visual aids like charts, graphs, static images, gifs, and movies.

As with all other aspects of your deck, ensure that your visuals are easy to see and understand, and aren’t too wordy. Imagine trying to read a line graph with lots of muddy colors and small text from across a conference room. The goal of a visual aid is to make the presentation you’re giving more compelling and the information you’re sharing easier to understand.

Here are a few tips for adding visuals to your presentation:

  • Make sure the images you use are of high quality and that they fit in your deck. They shouldn’t be distorted or pixelated, as this will distract from the content.
  • All charts should be very easy to read and understand. If someone can’t immediately glean what information is presented, you may be trying to fit too much into a single chart.
  • Don’t use more than one chart per slide unless it’s necessary. Keep it simple.
  • If you’re including a brand or logo in your deck, make sure you’re adhering to that brand’s style guide .

A great way to get design ideas for slides in your presentation us to use the Designer feature in PowerPoint. It automatically generates design ideas for you to choose from based on the content of your slide. Designer detects when you’re using pictures, charts, and tables and gives you suggestions for arranging them on your slides in a cohesive layout that’s easy on the eyes. Designer can also help to format your lists and timelines into easy-to-read graphics and suggests relevant graphics to pair with keywords that it finds within your content.

Create a PowerPoint deck that stands out and resonates with your audience by formatting it in a professional manner. And don’t forget to prep for your presentation !

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How to change an entire presentation's formatting in powerpoint.


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If you’re wanting to reuse a PowerPoint presentation but would like to clear the slideshow's formatting, there’s no need to do it slide by slide---you can do it all at once. Here’s how.

First, open the PowerPoint presentation with the formatting you want to edit. To illustrate the before and after, here’s what we’ll be working with in this example.

Slides in sidebar

Looking even closer, here are the formats our current slideshow is using:

  • Colors: Gallery
  • Headings: Gill Sans MT
  • Body: Gill Sans MT
  • Effects: Gallery
  • Background Style: Style 10
  • Background Graphics: Wooden Flooring

Title slide of old presentation

Once you’re ready to reformat, select the “ Slide Master ” option in the “Master Views” group of the “View” tab.

Slide master option in view tab

The first child slide is selected by default. Be sure to choose the parent slide above it, or the changes won’t take place for every slide.

Select parent slide

If you want to assign a new theme to the presentation, you can do that here. Select “Themes” from the “Edit Theme” group and choose your desired theme from the drop-down menu.

Choose a new theme for your presentation

Each theme comes with its own unique set of fonts, colors, effects, and so on---and there's certainly no shortage of items to choose from. If you want to stick with your current theme but change some of the individual formatting options, you can do so with the options available in the “Background” group.

Background options

Here are the different options available for reformatting:

  • Colors: Changes all the colors used in your presentation, as well as the color options available in the color picker.
  • Fonts: Changes all the headings and body fonts used in the presentation.
  • Effects: Changes the appearance (shading, border, etc.) of objects in your presentation.
  • Background Styles: Choose the background style for the selected theme.
  • Hide Background Graphics: Hide (or unhide) background graphics that come with a theme. This can only be used on each slide type in the Master view.

To make changes, select the option from the menu and choose your desired change from the menu that opens. For example, if we wanted to change our colors from “Gallery” to “Green Yellow,” we’d select “Colors” from the “Background Group” and then choose “Green Yellow” from the drop-down menu.

Select Green Yellow color scheme

Related: How to Change the Default Font in PowerPoint

Repeat these steps for whichever options you’d like to change. We’ll make the following changes to our slideshow in this example:

  • Colors: Green Yellow
  • Headings: Calibri
  • Body: Calibri
  • Effects: Glossy
  • Background Styles: Style 10
  • Hide Background Graphics: Title Slide only

Once you’ve made the desired changes, select the “Close Master View” button in the “Close” group.

Related: How to Create a Custom Template in PowerPoint

Close Master View

You’ll now see the changes applied throughout the entire presentation.

And a closer look shows all the finer details.

title slide of new presentation

That’s all there is to it!

  • Microsoft Office
  • Office 2016

A step-by-step guide to captivating PowerPoint presentation design

november 20, 2023

a dark pink colored circle logo with corporate powerpoint girl in the center of it

by Corporate PowerPoint Girl

Do you often find yourself stuck with a lackluster PowerPoint presentation, desperately seeking ways to make it more engaging and visually appealing? If your boss has ever told you to "please fix" a presentation and you didn't know where to start, you're not alone. In this article, we'll walk you through a straightforward method to transform your PowerPoint slides into a visually captivating masterpiece. 

Let's dive right in! 

Clean up your slides 

The first step in this journey to presentation excellence is all about decluttering your slides and elevating their impact. Say goodbye to those uninspiring bullet points that often dominate presentations. Instead, focus on what truly matters – the key call-out numbers. By increasing the font size of these numbers, you ensure they take center stage, immediately drawing your audience's attention. 

To make those numbers pop, consider breaking the text after the numbers into the next line and adding a touch of color. The contrast created by pairing a dark color with a lighter shade, like dark teal and light teal or burnt orange with peach, can work wonders. This simple adjustment makes your data more engaging , enhancing the overall impact of your presentation. 

Add dimension with boxes 

Now, let's introduce an element of depth and organization to your slides. By adding boxes, you'll create a visually pleasing structure that guides your audience through the content. In the "Insert" menu, select "Table" and opt for a one-by-one table. Change the table color to a light gray shade, elongate it, and position it neatly to the left of your text. 

To improve readability and aesthetics, increase the spacing between text phrases. A small adjustment in the before spacing setting (setting it to 48) significantly enhances the visual appeal of your slides. 

Insert circles 

To further enhance the visual appeal and engagement of your slides, let's introduce circles. In the Insert menu, navigate to Shapes and choose the circle. Adjust the circle's height and width to 1.2, ensuring it complements your content seamlessly. Match the circle's shape fill color with the corresponding text color for a harmonious look. 

Avoid using colored outlines for the circles, as they may distract from the overall aesthetic. This simple addition of circles adds an element of visual interest to your presentation, making it more captivating. 

Choose icons 

Now, it's time for a touch of creativity. Selecting icons to complement your text can elevate the clarity and appeal of your slides. In the "Insert" menu, you can search for relevant keywords to find the perfect icon from PowerPoint's extensive library . 

For instance, if your text discusses investment portfolio yield, search for "growth" and choose an upward arrow growth icon. These icons add an extra layer of visual appeal and clarity to your content, making it more engaging and informative. 

Final touches 

To wrap up the transformation process, we come to the final touches that give your presentation a polished, professional finish. Align your icons with their corresponding circles and change the shape fill color to white. This simple adjustment creates a crisp, cohesive look that ties everything together seamlessly. 

In conclusion, by following these steps, you've embarked on a journey to enhance your PowerPoint presentation . These initial steps are just the beginning of your exploration into the world of design elements and styles that can cater to your specific presentation needs. The key to a stunning PowerPoint presentation lies in the details. By following these steps, you can turn a lackluster set of slides into a visually engaging and dynamic presentation that will captivate your audience. So, the next time your boss says, "Please fix," you'll know exactly where to start. Happy presenting! 

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60 Effective PowerPoint Presentation Tips & Tricks (Giant List)

Here's a PowerPoint presentation tips and tricks guide that takes you through how to make a good PowerPoint presentation.

PowerPoint Presentation Tips

The best PowerPoint presentations shouldn’t be remembered. Instead, they should fall into the background to support you and the message you’re trying to get across.

Unlike good PowerPoint presentations , bad PowerPoint presentations are a distraction. You may remember them, but not in a good way.

You’ve seen them before. They might have millions of lines of text. Or a disjointed flow to the slides. Even worse, some slides feature ugly photos and poor design that detract from the message you’re trying to get across. That can even hurt your credibility as a professional or speaker.

Office Workers Doing Presentation

This article will take you from finding your initial topic to learning how to make a great PowerPoint presentation. Our guide covers everything in between so that you learn how to present a PowerPoint like a pro.

These Microsoft PowerPoint presentation tips and guidelines are organized into sections. So cut straight to the advice you need and come back when you’re ready for the next steps.

Guide to Making Great Presentations (Free eBook Download)

Making Great Business Presentations eBook promo

Also, download our Free eBook: The Complete Guide to Making Great Presentations . It’s the deepest resource for learning effective presentation skills for a PPT.

This eBook covers the complete presentation process. It takes the PowerPoint tips and tricks you learn in this article further. Learn how to write your presentation, design it like a pro, and prepare it to present powerfully. It’s another great source for presentation design tips.

Master PowerPoint (Free Course): 15 Essential Tips

This article is full of helpful tips so you can build a powerful presentation. You can also find more PowerPoint tips in this video lesson:

To learn even more about how to make a PowerPoint look good, review the huge list of tips below.

What Makes a PowerPoint Presentation Effective?

Knowing how to use PowerPoint and work within it quickly is helpful. But more important is making a good presentation that hits all your goals. A great PowerPoint presentation is:

  • Prepared to Win . Research, plan, and prepare your presentation professionally. It helps you deliver an effective message to your target audience.
  • Designed Correctly . Your visual points should stand out without overwhelming your audience. A good PowerPoint visual shouldn’t complicate your message.
  • Practiced to Perfection . Rehearse your timing and delivery so that your points land as practiced with a live audience.
  • Delivered With Poise . Present with a relaxed inner calm and confident outward projection. Give your audience warmth, excitement, and energy.
  • Free From Mistakes . Avoid typos, cheesy clip art, and mistakes like reading directly from your slides.

Consider this your all-inclusive guide to how to make a good presentation. We’ll look at preparing your presentation and explore how to design it in PowerPoint. Plus, we’ll cover how to practice and nail your delivery successfully come presentation time.

We’ll also address what not to do in these tips for PowerPoint presentations—so you can sidestep any big mistakes. Now let’s dig into these tips for effective PowerPoint presentations.

Killer Presentation Preparation Tips to Get Started Right

Before even opening PowerPoint, start by addressing these things. These Microsoft PowerPoint tips and tricks will ensure that you’re prepared for your presentation:

1. Know Your Stuff

Your presentation isn’t about your slides alone. It’s about the message you want to get across. Before filling in stats, facts and figures, think about the narrative that’ll be discussed, why, and in what order.

2. Write It Out

Start in a Word or Google doc, and storyboard or script the entire presentation. This will give you an idea of how the information presented will flow and how viewers will see it in sequence. Learn the complete writing process .

3. Highlight What’s Most Important

A presentation covers the most crucial pieces only. Whatever you’ve been working on that led to this—a paper, a work project, a new product design—doesn’t need to be shared in its entirety. Pick key points and put the rest in an “Appendix” to refer to during the Q&A session at the end.

4. Know Your Audience

How you talk to a room full of medical professionals should be different from the way you address a room full of young entrepreneurs. Everything, in fact, is different: your topic selection, the language you use, the examples you give to illustrate points. The little bits of humor you include should be tailored specifically with your target audience in mind.

Understand your audience’s needs to create a successful PowerPoint presentation. Customize your content to meet their specific requirements.

5. Rehearse! (Yes, Already)

It’s never too early to get used to the rhythm of your presentation and take note of points you want to emphasize. While saying it out loud, you’ll start to develop a “feel” for the material. You’ll notice that some things work well, while others don’t and might need to be worked around.

6. Rewrite After You Rehearse

As you’re rehearsing your presentation, you’re bound to stumble over sections that don’t quite flow naturally. Instead of reworking your delivery, it might be time to consider the content and rewrite the areas that served as stumbling blocks.

“Editing is hard. ‘It’s good enough,’ is a phrase wannabes use. Leaders take editing seriously.” – Anthony Trendl

The most important part of creating a great presentation is the writing stage. The second most important stage is rewriting.

7. Share With a Friend

If the stakes are high for your presentation, it’s never too early to get feedback from those that you trust. Here’s an article that helps you collaborate as a team on a PowerPoint presentation. Get PowerPoint design tips from those that you trust when you collaborate.

Simple Tips to Design Your PowerPoint Presentation Better

Second only to you (the information you bring and how you present it) is your PowerPoint slides. If not designed well, a PowerPoint can be disengaging or distracting (regardless of the content quality). Here are some presentation design tips to make sure this doesn’t happen to you:

8. Keep Your Slides Simple

This is one of the most important PowerPoint presentation tips to follow when designing your slides. Keep in mind that less is more (effective.) A cluttered slide is distracting. It causes confusion for an audience: Which part of the slide should I focus on? Should I read the slide or pay attention to the presenter?

A simple, visually appealing slide will engage your audience, keeping them on track with your main points. Here’s an example of a simple slide that serves its purpose perfectly:

Nook - Minimal Powerpoint Template

Minimalist slide templates like Nook can help you resist the urge to clutter your slides.

9. Limit Words on Your Slides

Piggybacking on the last point, less is more effective. If possible, avoid bullets altogether. Otherwise cut them to just a few simple words. The audience should be listening, not reading.

10. Use High-Quality Photos and Graphics

One of the most important tips for quality PowerPoint presentations is to use high-quality photos and graphics.

Earlier in this tutorial, you saw Envato Elements, an all-you-can-download service with PPT tips inside of templates. Those pre-built designs are a beginner’s best friend. They’re even better when paired with Elements’ unlimited library of stock photos .

People are more likely to take you seriously if your presentation is visually appealing. Users view attractive design as more usable. Similarly, they’ll view a more attractive PowerPoint as more effective.

11. Use Accurate and Relevant Charts and Graphs

Charts and graphs can also be distracting if they’re not used right. Make sure your information design is simple and clean so that the audience doesn’t spend the entire time trying to decipher what your X axis says. Learn more about PPT data presentation .

12. Use High-Quality, Fresh Templates

Have you seen the old PowerPoint template that looks like worn paper and uses ink splashes? Yeah, so has your audience. Templates can be distracting if they’re too basic or if the design feels dated. You need one with great design options.

Costs are always a concern. But when you use Envato Elements, you’ve got everything you need to create a great PowerPoint presentation . That’s thanks to the incredible all-you-can-download subscription package.

The best PowerPoint tips and tricks can hardly compare to the value of using a template while building your presentation.

On Envato Elements, there are thousands of PowerPoint design templates that are ready to use. Instead of designing a presentation from scratch, start with a template! Just add your specifics to the placeholders.

Galaxi Powerpoint Template

Templates like Galaxi are impressively designed and waiting for your slide specifics.

The best PowerPoint design tips save you time. And there’s no tip more powerful than this one: use a pre-built template . It helps you master how to present a PowerPoint without spending all your time in the app.

13. Choose Appropriate Fonts

Fonts are an important part of engaging your audience. Fonts and typography choices have a subconscious effect on viewers. They can characterize your company’s presentation and brand either positively or negatively. Make sure that you’re choosing fonts that are professional and modern.

14. Choose Color Well

Like font choice, colors cause specific subconscious reactions from viewers. Choosing an outdated color combination for your presentation will render it ineffective.

Below is an example of the Popsicle PowerPoint template , which has a modern presentation color choice:

Popsicle - Colorful Powerpoint Template

The Popsicle PowerPoint template highlights how harmonized color palettes can create beautiful slides.

15. Clean + Simple Formatting Makes All the Difference!

We’ve got a full tutorial on how to make a good presentation slide . Give it a read through and review the accompanying video. Just remember, less is more. The focus is you and your message , not your slides.

16. Make Sure All Objects Are Aligned

A simple way to create a well-designed presentation is to make sure all items on a slide are intentionally aligned. To do this, hold down Shift and select all the objects you want to include. Then choose Arrange in the options bar and apply Alignment Type .

17. Limit Punctuation

This isn’t the place for exclamation points. Emphasize your points (while speaking). Don’t enlist punctuation to do this for you. (Leave these at home!!!)

18. Avoid Over-Formatting Your Points

This PowerPoint presentation tip is simple. There’s no need to have every word of every bullet point capitalized, or to have all your bullet points in title case. If possible, drop bullets altogether. Again, the simpler, the better!

Limit your text formatting, including reducing the use of bullets, underline, and other effects. Compare the before example on the left to the revised version on the right.

over-formatted vs simple text

19. Combine Information With Graphics in PowerPoint

One of the most powerful presentation skills for PPT is using infographics. With the right type of visuals, slides come to life and reduce the text in favor of graphics.

Infographics help combine information with graphics. It’s easier to explain complex ideas when you use visual formats that are intuitive.

Practice Presentation Tips: Rehearse, Rehearse, Rehearse!

Delivery is probably more important than the actual content. Here’s how to become more aware of your own unique ticks, and how to present like a polished pro:

20. I’ll Say It Again, Rehearse!

Just do it. Again and again. Experiment with pauses, gestures, and body language. Practice around one hour for every minute of your speech.

21. Practice With a Timer

Consistency is key to an effective PowerPoint presentation. The timing should be similar (ideally the same) each time you rehearse. This one will especially pay off when it’s time to present in front of your audience.

22. Slow It Down

Many of the best speakers today intentionally speak slowly. You’ll have the chance to emphasize, appear more thoughtful, and make your information easier to digest.

23. Pause More Often

Like the prior tip, pausing more often allows your main points to be emphasized and gives time for information to sink in. You need to let key points breathe a little before rushing into the next section.

24. Record Yourself

Use your phone’s voice recorder. Assess and critique yourself. Consider:

  • Are your pauses too short or too long?
  • Are you speaking slowly enough? Too slow?
  • When you’re nervous, does your voice get high like the mice in Cinderella?

record yourself presenting

It’s always weird to hear your own voice recorded; don’t stress it. Use this as a time to adjust.

25. Choose Three Focal Points in the Room

If you stare at the same spot (or even creepier, the same person) the entire time, your presentation will be ineffective (and awkward.) People will be distracted by you, wondering what you’re staring at.

Try this: pick three points in the room (typically: left, center, right). Take time to direct your delivery toward each physical focal point in the room. Also, focus on the center when making your primary points.

26. Vary Your Sentence Length

This makes you sound more interesting, and it’s easier for your audience to follow. Think short and punchy. Or go long and complex for dramatic effect.

27. Modulate!

Don’t speak in monotone for your whole presentation. Be conscious of raising and lowering your voice tone. Otherwise, people will tune you out, and you’ll come across like the teacher in Charlie Brown.

28. Practice in Front of a Mirror

What you look like is as important as how you sound. Pretend you’re having a normal conversation, and allow your hands to move with your speech to emphasize your points. Just don’t get carried away! (I’m thinking Brene Brown or President Obama , not your Aunt Jamie after a few gin and tonics.)

29. Use “Present Mode” When Rehearsing

When you finally are ready to hit the Present button in PowerPoint, make sure you use the Present Mode option. This allows you (and only you) to view extra notes about each slide—just in case you forget something!

30. Practice With New Audiences

If possible, try doing a few real live test runs as a webinar or even at a local Toastmasters organization to get some feedback from a live audience.

31. Engage the Audience by Asking Questions

There’s no reason that a presentation should be one-sided. Why not invert the format and ask your audience a question?

To learn how to create a slide that kicks off a Q&A, use this article . These PowerPoint design tips help you create an engaging and exciting discussion.

Helpful Tips to Step Up and Deliver Come Presentation Time

When the actual day arrives, there are only a few last PowerPoint presentation tips and guidelines to keep in mind:

32. Take a Deep Breath

Deep breathing is proven to relieve stress. It’s simple, and it’ll help you remain calm and in the moment, even up to the last minute before starting.

33. Lighten Up Your Mood

Tell yourself a joke or watch a funny video clip. Do this before the presentation, of course. Research concludes that happy people are more productive. More productive is more focused and able to perform better.

34. Remind Yourself to Take It Slow

When we’re stressed or nervous (or both), we tend to speak faster. Consciously, take yet another deep breath and remind yourself to take it slow!

35. Read the Room

Every presentation room has a temperature. It’s your job as a speaker to gauge it and tailor your presentation to it.

Here’s a great example. Layoffs are coming at a company, and you’re asked to speak to an audience. Even if the audience isn’t personally affected by the actions, you’ve got to consider the morale of the workforce.

read the room

Skilled speakers have a knack for reading the energy of the room and adjusting their presentation on the fly.

The last thing that group will want to hear is how strong the economy is and why the company is the best place to work. That doesn’t mean that you’ve got to align to their uncertainty, but don’t go too far against the grain while presenting.

Robert Kennedy III is a master of bringing energy and aligning a speech to the audience. Here’s his advice for adjusting:

“It can be hard to wake up a “dead” crowd but go for it. Most of all, don’t take their energy personally. Focus on serving them with every bit of your fiber then leave empty.”

36. Fake It ‘Til You Make It!

Go forward with confidence. If you act confident, you’ll start to feel more confident. Move slowly with grace, speak clearly, smile, wear something nice. You’ll appear confident to all attendees (no matter how you feel internally).

PowerPoint Presentation Tips and Tricks to Help Avoid Mistakes (What Not to Do)

Most importantly, focus on what you can do to make your presentation better. There are a few important things not to do that we’ve got to address. Here are a handful of PowerPoint presentation tips and tricks to help you avoid missteps.

37. Stop With the Sound Effects

Sound effects are distracting and outdated. In most cases, avoid them. Add audio or music to your presentation to inject interest or highlight an important point, but it’s something to take extra care with. If you insert audio, then make sure your use really connects with your audience and has a fresh approach. Otherwise, it’s best to leave it out.

38. Don’t Use Flashy Slide Transitions

Again, this is distracting and outdated. Use transitions and subtle animations in your PowerPoint presentation. But you need to take care and do it right .

39. Beware of Clip Art

This PowerPoint presentation tip shouldn’t even have to be said. But please, please don’t use clip art. Use professional graphics instead.

40. Don’t Be Afraid to Be Afraid

The fear of public speaking is a real one. Many beginners think that if they’re feeling nervous that a presentation won’t go well or succeed. That might lead them to cancel the presentation.

Here’s a tip from expert Sandra Zimmer, who leads The Self-Expression Center on conquering your fears before you take the stage:

“Get out of your head and into your body. I do this through a grounding exercise that really works to calm nerves and bring you present in the moment.”

If you think that public speaking fears aren’t normal, you might never give your award-winning presentation. So don’t be afraid to be afraid, and acknowledge it’s part of the process!

41. Don’t Read Directly During Your PowerPoint Presentation

If you spend your entire presentation looking at the screen or your note cards, you’re sure to lose your audience’s attention. They’ll disengage from what you’re saying, and your presentation will fall flat.

Reading from your paper or screen also makes it look like you’re not prepared. Many people do it, but no one should. As a general rule, only present something you know well and have, at least mostly, memorized the main points of.

42. Don’t Miss Out on PowerPoint Customizations

Many new PowerPoint users often make significant mistakes when using Envato Elements designs.

The best way to see how to make a good presentation PPT is to start with designs from others. That means using a template, but that doesn’t mean you can’t customize them!

Haluiva : Pitch Deck Keynote Template

Don’t forget that PowerPoint templates are infinitely customizable. Think of them as guides with built-in presentation design tips.

To see more presentation tips that show you what not to do, make sure to check out our guide .

Work in PowerPoint More Effectively (Tips & Tricks to Level Up Your PPT Skills)

These PowerPoint tips will help you get the most out of the application to level up your next presentation. Let’s dive in.

43. Use the Visual Guides

When you’re designing your next PowerPoint presentation, it helps to create a sense of visual rhythm. Slides that have objects aligned and centered are more likely to resonate with an audience.

44. Use a Few Animations (Tastefully)

Animations in effective PowerPoint presentations are a slippery slope. We’ve all sat through presentations where there were so many objects in motion that it was easy to lose focus on the key ideas in the presentation.

But that’s why animations get an unfairly bad reputation. Use animations to create motion and hold an audience’s attention. Use them sparingly and on key elements on your slide, and you’ll capture that attention properly.

45. Stage Key Content With Animations

You just learned that animations should avoid being distracting. But there’s an important principle to using animations properly. It’s called staging content.

Staging content means that the content appears step by step. There’s nothing worse than overwhelming an audience with all your content at once. But when you stage content, bring it on step by step.

Take it from presentation pro Suzannah Baum :

“If you’re sharing a slide with lots of different points on it, using the animation to reveal those points one at a time is a way to keep the presenter’s content flowing smoothly.”

For more animation presentation tips and tricks, follow our guide .

46. Add a Video to Your PowerPoint

When you’re sharing a big idea in your presentation, it helps to share your perspective from a few different angles. Adding a video to supplement your content can do just that. Luckily, it’s easy to add and embed a YouTube video in your next PowerPoint presentation.

47. Add Charts & Graphs

Charts and graphs can help you tell stories with data. It’s easy for an audience to zone out when you throw a big data table or set of statistics at them.

instead, convert those to charts and graphs. Try out our tutorial to learn how to edit those graphs.

48. Build Your Own Infographics With SmartArt

Earlier in this tutorial, we gave you one of my favorite PowerPoint design tips: use infographic templates.

Here’s another. One of my favorite PowerPoint features is SmartArt, which allows you to build infographics right inside the app.

You don’t have to use another graphic design app like Photoshop or Illustrator to add visuals. Instead, try out SmartArt to help you build graphics that are easy to update.

49. Use Presenter View

Remember that when you use the PowerPoint, you’ re the presentation. The slides are just there to reinforce what you’ve got to say and support your speaking points.

That’s why I always recommend using Presenter view. More often than not, you’re going to have several displays. Presenter view shows your content on your screen, while your presentation is displayed on another screen.

50. Track Your PowerPoint Changes

One of my favorite PowerPoint design tips is to collaborate. Those who know you best will suggest compelling changes that are sure to help you succeed.

As you start collaborating on your presentation, it helps to keep track of proposed and included PowerPoint changes. Use this article to track changes made by others.

10 More Advanced PowerPoint Tips & Tricks

Really need to wow an audience with a good PowerPoint presentation? Give these tips a try to make an unforgettable impression:

51. Engage With an Interactive Quiz

A good PowerPoint presentation gets your audience involved. One of the best PowerPoint tricks is to do that with a quiz. By engaging audiences, a quiz makes your slides memorable.

MIDTEST - Education Quiz Powerpoint Presentation

By adding trivia, you’ll see how to present a PowerPoint in a way that people will love. Channel your inner game-show host today. MIDTEST is a  good PowerPoint presentation  with quiz slides.

52. Illustrate With Custom Image Masks

One of the top PowerPoint tips is to illustrate your slides. But you can go beyond simple, rectangular images on each slide.

BURTE - Powerpoint Template

The Burte template is full of  PowerPoint tricks , including custom image masks. Image masks shape photos into unique works of art. And thanks to premium templates, you can style photos just like this. Masks overlay your photos onto geometric shapes, instantly elevating your style.

53. Print Handouts With Extra Notes

Wonder how to give a good presentation PPT that audiences will remember? Give them a piece of it to take home.

PowerPoint makes it easy to print handouts with room for notes on the page. This way, audiences can keep copies of your slides, along with their own notes. This is the perfect way to ensure everyone engages with and retains your content.

54. Make Bulk Edits With Master Slides

When you think about how to present a PowerPoint, consider your branding. That means keeping your logo front and center in the eyes of an audience. But if you’re working with a lengthy slide deck, this could seem daunting.

That’s where master slides come in. They’re common in premium layouts, and they’re a leading example of presentation skills for PPT. Master slides let you make bulk edits fast.

55. Shrink File Sizes for Sharing

Many of the top presentation tips involve making your slides more accessible. Often, that involves sharing them with audiences online.

You’ll often find that email clients and cloud services limit the size of files that you share. This can be a problem with large PPT slide decks. But there are a few quick steps you can take to reduce PPT file size. Cut graphics, scale down photos, and more.

56. Map Processes With Flowcharts

As you consider how to do a good PowerPoint presentation, think of ease of understanding. After all, you’re trying to explain something to your audience.

Infographics Multipurpose Powerpoint

The  Flowcharts in Infographics  template seamlessly illustrates ideas and processes. A flowchart maps out a process in a visual way. Instead of resorting to endless narration, try a quick illustration like this. It saves you time and effort, and your audience is sure to thank you.

57. Use Brand-Specific Colors

Using presentation skills for PPT helps form an association between your message and branding. There’s no better way to do that than with your brand colors.

PowerPoint makes it easy to change color themes, adding your brand colors and logo to each slide. This is one of the top PowerPoint tricks for marketing presentations.

58. Build Social Media Posts in PPT

A good PowerPoint presentation doesn’t have to be shared through a projector. Use the app and templates to build amazing illustrations to use anywhere.

Soffee - Social Media CoffeeShop Presentations

A template like Soffee helps you learn how to present a PowerPoint easily with a pre-built design.

Try using PowerPoint to create social media posts. It helps you engage with your audience, with no need to design custom layouts from scratch.

59. Be Industry-Specific

One of the top presentation tips in 2024 is to be industry-specific. That means avoiding generic layouts and choosing something more customized.

This offers two key advantages. First, you save time by having layouts built for you. Second, you gain design inspiration for your specific topic. Themed templates are truly the best of both worlds.

Medical and Health Powerpoint Template

The Medical and Health template is a good PowerPoint presentation with a set theme.

60. Design for Online (Virtual) Sharing

Last but not least in our list of PowerPoint tips comes virtual presenting. More and more often, slides will be shared with online audiences around the globe.

Why not design your slides for that very purpose? And then learn how to share flawlessly with a global team? It’s one of the top presentation tips for 2024. Embrace it today.

More Great PowerPoint Tutorial Resources

We’ve built a resource for Microsoft PowerPoint that you’re sure to want to try. It includes countless PowerPoint tips and tricks. It’s called How to Use PowerPoint (Ultimate Tutorial Guide) and has all the PowerPoint design tips you need.

Discover More Top PowerPoint Template Designs From Envato Elements for 2024

You’ve just seen our favorite powerful PowerPoint presentation tips and guidelines to help you improve your speaking. We’ve also mentioned Envato Elements, an incredible all-you-can-download source for top PowerPoint designs .

Here are five of the best PowerPoint templates that you can use to create your best presentation yet:

1. Galaxi PowerPoint Template

Blast off to success with the help of this PowerPoint template! Think of the pre-built slide designs as pro PowerPoint design tips. They’re built by professional graphic designers. All the popular and modern slide styles that are perfect for your next presentation. Use Galaxi’s five styles and 30 designs to create a great presentation.

2. Masmax PowerPoint Template

Masmax Powerpoint Template

We selected templates for this article that match the PowerPoint tips and tricks provided. Masmax fits the bill perfectly across its 234 unique slide designs. These slide designs are sure to align with the latest in design expectations.

3. STYLE Multipurpose PowerPoint Template V50

STYLE - Multipurpose PowerPoint Template V50

Style is subjective, but we can all agree that this template is stunning! The light and airy slide designs are built with fashion-focused designs in mind. But that doesn’t mean that it’s not perfect for most presentations. When learning to present a PowerPoint, remember that templates can be customized to suit your purpose.

4. Peachme Creative PowerPoint Template

Peachme Creative Powerpoint Template

Peachme has image-focused slides with splashy designs. The slides are colorful and perfect for a modern presentation. Don’t worry about remembering all the PowerPoint design tips because they’re included in the pre-built slides. Use Peachme’s designs for your presentation today.

5. Buizi Office Building Rent PowerPoint Template

Buizi - Office Building Rent Powerpoint Template

Buizi markets itself as a real estate focused template. It’s ideal for that purpose because of the minimal, image-focused slide designs. But that also makes it a perfect choice for presentations in many fields.

We’ve just scratched the surface of PowerPoint design tips with these five options. Here are many more, bundled inside of the best roundups on Envato Tuts+:

How to Build a Good PowerPoint Presentation Quickly (In 2024)

You’ve already seen effective presentation skills PPT techniques. But you may be wondering exactly how to do a good PowerPoint presentation. It only takes a few clicks. Let’s learn how in just five steps.

For this mini-tutorial, we’ll use the Enjoy PowerPoint Template from Envato Elements. You’ll see that it’s a beautiful template that helps you learn how to present a PowerPoint by giving you every object and layout you need.

formatting presentation in powerpoint

Let’s get started:

1. Choose Your Slides

As you can see, a template like Enjoy has dozens of unique slides inside. The key to how to give a good presentation PPT is to choose only the slides that you need.

select slides

One of the best PowerPoint tricks is to start by selecting slides you wish to use from your template.

In PowerPoint, scroll through the sidebar on the left to view different slide layouts. Right-click and choose Delete to remove unwanted designs. Plus, you can click and drag slide thumbnails to reorder them in the deck.

2. Add Text

Consider how to do a good PowerPoint presentation without investing a ton of time. That’s where premium templates come in.

add text

One of our top presentation tips when working with a PPT is to lean on the pre-built text boxes for your content.

To add custom text, simply click and select the contents of any text box on your slide. Then, type in your own words. Repeat as needed throughout your slide deck.

3. Customize Fonts

With text selected, it’s easy to customize fonts on each slide. Find the Font section on PowerPoint’s Home tab. From there, you’ve got a variety of dropdown options.

customize fonts

Another of our top tips for presentation tricks is to use a custom font setting in your template.

Click to change the font, font size, and more. You can also use the buttons on the left to add bolds, italics, and more.

Need more custom font styles? As an Envato Elements subscriber, you’ve got instant access to thousands of custom fonts . Use them in your presentation with ease.

4. Insert Images

Slides like this one contain an image placeholder. That’s another advantage found only with premium templates. These make adding images a breeze.

insert images

Add images to your PPTX template for more visually interesting slides.

To get started, find an image file stored on your computer. Then, drag and drop it over the placeholder. PowerPoint will import it, sized and scaled for a perfect fit.

5. Change Colors

One of the top effective presentation skills is changing shape colors. This helps you control the look and feel of each slide.

change colors

With a shape selected, find the Shape Format tab on PowerPoint’s ribbon. Then, click on the Shape Fill dropdown. You’ll see a color chooser menu appear. Click on any thumbnail to apply it to the shape or browse through the Gradient and Texture options.

Start Putting These PowerPoint Presentation Tips & Tricks Into Use Today!

Learning to write, design, and present a PowerPoint presentation is an invaluable skill, no matter where you use it. If you’re a good communicator of important messages, you’ll never go hungry.

Luckily, improving PowerPoint presentations isn’t as hard as it seems. Follow these tips for PowerPoint presentations to design and deliver with greater confidence.

Remember: Less is more (effective) . Use PowerPoint presentation templates for better design and more effective visual impact. And you can customize a PPT template quickly , with the right workflow.

Related Articles


Presentation Design and PowerPoint Formatting Services

Consultants need overnight PowerPoint formatting -- We do it! Companies need presentation design inline with corporate style guide - We do that too!

Everything you Need to Know About PowerPoint Formatting

Everything you Need to Know About PowerPoint Formatting

Consultants speak via  PowerPoint presentations .

Wouldn’t you agree? Be it selling ideas, product promotions, company management, education, marketing or a keynote speech at an event, presentations are here to stay.

And hence the need for PowerPoint formatting.

"PowerPoint Formatting is a part of our job and vocabulary at Chillibreeze. However, not everyone is familiar with the actual term “PowerPoint formatting."

So…What is PowerPoint Formatting?

It can also be described as a process where slides are given a facelift. It involves adding elements, such as shapes, icons, images and animations that not only enhance the look of the slide but also perfectly complement the content.”   Says Hubert, a Presentation & Design Services Executive at Chillibreeze.

You might also want to know  the different levels of PowerPoint formatting .

Why is it called PowerPoint formatting?

I would wonder the same if I weren't part of the Presentation design team at the beginning of my career at Chillibreeze.

Here are some lines/terminologies used by customers when sending work to their Chillibreeze crew:

  • An attached deck that would like you to help us fix up
  • Attached is a deck we need your  magic and expertise  on  
  • Need help coming up with a few  design options  for the attached slides
  • Please improve
  • Please find attached a PPT document to be  beautified and enhanced  accordingly
  • Kindly,  enhance the design , alignment, space utilization, and overall look and feel
  • Can I get your help to  clean up  attached?
  • Attached is a presentation that needs  redesigning  to be more appealing
  • Need some urgent  layout and beautifying  touches on the attached presentation
  • Can you please  clean this up ?

However, they all mean the same –  PowerPoint Formatting .

What should you expect from PowerPoint formatting?

Nothing goes under the hammer without clear expectations. So, it is with PowerPoint formatting.

Quality is a top priority in every business. No wonder it is the number one expectation from PowerPoint formatting as well. There is more to it than just clean looking slides.

No one wants to sit through a boring presentation. So, sometimes you might also want it designed and formatted to make it presentable to your audience.

Why is PowerPoint formatting even needed for business presentations?

First of all, ask yourself, what is the purpose of your presentation?

“I want my slides to be engaging and entertaining” probably wins the vote. Formatting PowerPoint slides are part of making your slides communicate visually.

Design elements, proper alignment, consistency check…all work towards giving your presentation a clean and neat look.

When you have a lot of information in your slides, it’s not an easy task to hold people’s attention. You have to put extra effort in getting your message across.

The purpose of formatting is to bring life to your slides and capture the attention of the audience.

What is the process involved in formatting slides?

Every business organization will have its own set procedures for formatting PowerPoint slides. The list below gives the bare minimum that needs to be followed:

Instruction : Clear guidelines on the requirement in formatting. Is it just a simple clean up or, should the designer go a step further to make it visually appealing.

Consistency : All slides should have a consistent look and feel. They should show a relation either by color, font family, font size, and alignment.

Details : Spacing between fonts, spell check, text condensation, shapes, images, image size, are maintained.

QC : Final  quality check  to ensure that instructions are followed, consistency is maintained throughout the presentation, and finer details are attended.

Apart from these simple processes, most organizations have their brand guidelines and PowerPoint template for the company’s internal as well as external use that we must strictly adhere to.

PowerPoint presentations never run out of business. They continue to be the go-tool for communicating visually with a larger group. It does not just end there.

Just like we dress up for occasions like parties, weddings, or for work in a certain attire, we need our PowerPoint presentation to be dressed up to fit your specific business needs.

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Related posts:

  • Is Your PowerPoint Designer Using this 5 Point Quality Checklist?
  • Are you Formatting Your Presentation to the Right Level?
  • How do You Know WHEN You Need PowerPoint Formatting?
  • How to Conquer PowerPoint Formatting Graphic needs?

Chillibreeze Presentation Design Experts To Your Rescue

Our customers have deadline​s and need our help. Our PowerPoint design experts take their rough content - format it - apply style guidelines and deliver a polished PowerPoint deck. They appreciate the way we learn their needs, keep their information safe and rapidly deliver on-time.​​

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Designing and Formatting a Presentation in PowerPoint

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Lindsey Dumser

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Beginner PowerPoint user

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What you'll learn

Select a Presentation Theme

Format Text, Images, and Visuals

Insert Tables

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  • Computer Program
  • Presentation
  • Graphic Design

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About this Guided Project

PowerPoint 365 can be an effective tool to enhance your presentations. Learn how to design and format a presentation that will engage your audience and make your presentations stand out from the rest.

This project will walk you step by step through the process of creating a presentation in PowerPoint 365. You will learn how to select a theme that is appropriate for your presentation. Then, you will learn to add and format text and insert visual images or photos into the presentation. Next, you will discover how to use tables and charts to visually display your data, and finally, you will learn best practices for finalizing your presentation for your audience.

Learn step-by-step

In a video that plays in a split-screen with your work area, your instructor will walk you through these steps:

Select a Presentation Theme (6 min)

Add & Format Text (7 min)

Insert Visuals and Photos (6 min)

Insert and Edit Tables (6 min)

Finalize a Slideshow (6 min)

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17 PowerPoint Presentation Tips From Pro Presenters [+ Templates]

Jamie Cartwright

Published: April 26, 2024

PowerPoint presentations can be professional, attractive, and really help your audience remember your message.

powerpoint tricks

If you don’t have much experience, that’s okay — I’m going to arm you with PowerPoint design tips from pro presenters, the steps you need to build an engaging deck, and templates to help you nail great slide design.

→ Free Download: 10 PowerPoint Presentation Templates [Access Now]

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Buckle up for a variety of step-by-step explanations as well as tips and tricks to help you start mastering this program. There are additional resources woven in, and you’ll find expert perspectives from other HubSpotters along the way.

Table of Contents

How to Make a PowerPoint Presentation

Powerpoint presentation tips.

Microsoft PowerPoint is like a test of basic professional skills, and each PowerPoint is basically a presentation made of multiple slides.

Successful PowerPoints depend on three main factors: your command of PowerPoint's design tools, your attention to presentation processes, and being consistent with your style.

Keep those in mind as we jump into PowerPoint's capabilities.

Getting Started

1. open powerpoint and click ‘new.’.

A page with templates will usually open automatically, but if not, go to the top left pane of your screen and click New . If you’ve already created a presentation, select Open and then double-click the icon to open the existing file.

formatting presentation in powerpoint

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Creating PowerPoint Slides

3. insert a slide..

Insert a new slide by clicking on the Home tab and then the New Slide button. Consider what content you want to put on the slide, including heading, text, and imagery.

formatting presentation in powerpoint

  • Finally, PowerPoint Live is a new tool that enables you to do more seamless presentations during video calls and may be a better overall match for doing presentations remotely. Check out this video:

11. Try Using GIFs.

formatting presentation in powerpoint

12 Free Customizable Resume Templates

Fill out this form to access your free professionally-designed templates, available on:

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15. Embed multimedia.

PowerPoint allows you to either link to video/audio files externally or to embed the media directly in your presentation. For PCs, two great reasons for embedding are:

  • Embedding allows you to play media directly in your presentation. It will look much more professional than switching between windows.
  • Embedding also means that the file stays within the PowerPoint presentation, so it should play normally without extra work (except on a Mac).

If you use PowerPoint for Mac it gets a bit complicated, but it can be done:

  • Always bring the video and/or audio file with you in the same folder as the PowerPoint presentation.
  • Only insert video or audio files once the presentation and the containing folder have been saved on a portable drive in their permanent folder.
  • If the presentation will be played on a Windows computer, then Mac users need to make sure their multimedia files are in WMV format.
  • Consider using the same operating system for designing and presenting, no matter what.

16. Bring your own hardware.

Between operating systems, PowerPoint is still a bit jumpy. Even between differing PPT versions, things can change. The easiest fix? Just bring along your own laptop when you're presenting.

The next easiest fix is to upload your PowerPoint presentation into Google Slides as a backup option — just make sure there is a good internet connection and a browser available where you plan to present.

Google Slides is a cloud-based presentation software that will show up the same way on all operating systems.

To import your PowerPoint presentation into Google Slides:

  • Navigate to . Make sure you’re signed in to a Google account (preferably your own).
  • Under Start a new presentation , click the empty box with a plus sign. This will open up a blank presentation.
  • Go to File , then Import slides .
  • A dialog box will come up. Tap Upload.
  • Click Select a file from your device .
  • Select your presentation and click Open .
  • Select the slides you’d like to import. If you want to import all of them, click All in the upper right-hand corner of the dialog box.
  • Click Import slides.

When I tested this out, Google Slides imported everything perfectly, including a shape whose points I had manipulated. This is a good backup option to have if you’ll be presenting across different operating systems.

17. Use Presenter View.

In most presentation situations, there will be both a presenter’s screen and the main projected display for your presentation.

PowerPoint has a great tool called Presenter View, which can be found in the Slide Show tab of PowerPoint. Included in the Presenter View is an area for notes, a timer/clock, and a presentation display.

For many presenters, this tool can help unify their spoken presentation and their visual aid. You never want to make the PowerPoint seem like a stack of notes that you’re reading off of.

Use the Presenter View option to help create a more natural presentation.

Pro Tip: At the start of the presentation, you should also hit CTRL + H to make the cursor disappear. Hitting the “A” key will bring it back if you need it.

Your Next Great PowerPoint Presentation Starts Here

Now that you have these style, design, and presentation tips under your belt, you should feel confident to create your PowerPoint presentation.

But if you can explore other resources to make sure your content hits the mark. After all, you need a strong presentation to land your point and make an impression.

With several templates to choose from — both in PowerPoint and available for free download — you can swiftly be on your way to creating presentations that wow your audiences.

Editor's note: This post was originally published in September 2013 and has been updated for comprehensiveness.

Blog - Beautiful PowerPoint Presentation Template [List-Based]

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How to Format PowerPoint Slides: A Complete Tutorial

Complete tutorial: how to format powerpoint slides, format text in powerpoint, format words, in running text in powerpoint, format a paragraph, format chunks of content, format the header and footer, format header and footer in powerpoint, format bullet lists, format the bullet point appearance in your powerpoint slides, space between bullet points and text., distance between bullet points and text., several levels in the bullet list, bullet list spacing, the format panel, add & format tables, add a table to a powerpoint slide, setting table options in powerpoint, select a table style in powerpoint, related posts, how to add music to powerpoint slideshow and find free music, how to record audio in powerpoint for narration or voice-over | step-by-step, [solved] how to upload powerpoint to google drive.

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How to Make a PowerPoint Presentation (Step-by-Step)

  • PowerPoint Tutorials
  • Presentation Design
  • January 22, 2024

In this beginner’s guide, you will learn step-by-step how to make a PowerPoint presentation from scratch.

While PowerPoint is designed to be intuitive and accessible, it can be overwhelming if you’ve never gotten any training on it before. As you progress through this guide, you’ll will learn how to move from blank slides to PowerPoint slides that look like these.

Example of the six slides you'll learn how to create in this tutorial

Table of Contents

Additionally, as you create your presentation, you’ll also learn tricks for working more efficiently in PowerPoint, including how to:

  • Change the slide order
  • Reset your layout
  • Change the slide dimensions
  • Use PowerPoint Designer
  • Format text
  • Format objects
  • Play a presentation (slide show)

With this knowledge under your belt, you’ll be ready to start creating PowerPoint presentations. Moreover, you’ll have taken your skills from beginner to proficient in no time at all. I will also include links to more advanced PowerPoint topics.

Ready to start learning how to make a PowerPoint presentation?

Take your PPT skills to the next level

Start with a blank presentation.

Note: Before you open PowerPoint and start creating your presentation, make sure you’ve collected your thoughts. If you’re going to make your slides compelling, you need to spend some time brainstorming.

For help with this, see our article with tips for nailing your business presentation  here .

The first thing you’ll need to do is to open PowerPoint. When you do, you are shown the Start Menu , with the Home tab open.

This is where you can choose either a blank theme (1) or a pre-built theme (2). You can also choose to open an existing presentation (3).

For now, go ahead and click on the  Blank Presentation (1)  thumbnail.

In the backstage view of PowerPoint you can create a new blank presentation, use a template, or open a recent file

Doing so launches a brand new and blank presentation for you to work with. Before you start adding content to your presentation, let’s first familiarize ourselves with the PowerPoint interface.

The PowerPoint interface

Picture of the different parts of the PowerPoint layout, including the Ribbon, thumbnail view, quick access toolbar, notes pane, etc.

Here is how the program is laid out:

  • The Application Header
  • The Ribbon (including the Ribbon tabs)
  • The Quick Access Toolbar (either above or below the Ribbon)
  • The Slides Pane (slide thumbnails)

The Slide Area

The notes pane.

  • The Status Bar (including the View Buttons)

Each one of these areas has options for viewing certain parts of the PowerPoint environment and formatting your presentation.

Below are the important things to know about certain elements of the PowerPoint interface.

The PowerPoint Ribbon

The PowerPoint Ribbon in the Microsoft Office Suite

The Ribbon is contextual. That means that it will adapt to what you’re doing in the program.

For example, the Font, Paragraph and Drawing options are greyed out until you select something that has text in it, as in the example below (A).

Example of the Shape Format tab in PowerPoint and all of the subsequent commands assoicated with that tab

Furthermore, if you start manipulating certain objects, the Ribbon will display additional tabs, as seen above (B), with more commands and features to help you work with those objects. The following objects have their own additional tabs in the Ribbon which are hidden until you select them:

  • Online Pictures
  • Screenshots
  • Screen Recording

The Slides Pane

The slides pane in PowerPoint is on the left side of your workspace

This is where you can preview and rearrange all the slides in your presentation.

Right-clicking on a slide  in the pane gives you additional options on the slide level that you won’t find on the Ribbon, such as  Duplicate Slide ,  Delete Slide , and  Hide Slide .

Right clicking a PowerPoint slide in the thumbnail view gives you a variety of options like adding new slides, adding sections, changing the layout, etc.

In addition, you can add sections to your presentation by  right-clicking anywhere in this Pane  and selecting  Add Section . Sections are extremely helpful in large presentations, as they allow you to organize your slides into chunks that you can then rearrange, print or display differently from other slides.

Content added to your PowerPoint slides will only display if it's on the slide area, marked here by the letter A

The Slide Area (A) is where you will build out your slides. Anything within the bounds of this area will be visible when you present or print your presentation.

Anything outside of this area (B) will be hidden from view. This means that you can place things here, such as instructions for each slide, without worrying about them being shown to your audience.

The notes pane in PowerPoint is located at the bottom of your screen and is where you can type your speaker notes

The  Notes Pane  is the space beneath the Slide Area where you can type in the speaker notes for each slide. It’s designed as a fast way to add and edit your slides’ talking points.

To expand your knowledge and learn more about adding, printing, and exporting your PowerPoint speaker notes, read our guide here .

Your speaker notes are visible when you print your slides using the Notes Pages option and when you use the Presenter View . To expand your knowledge and learn the ins and outs of using the Presenter View , read our guide here .

You can click and drag to resize the notes pane at the bottom of your PowerPoint screen

You can resize the  Notes Pane  by clicking on its edge and dragging it up or down (A). You can also minimize or reopen it by clicking on the Notes button in the Status Bar (B).

Note:  Not all text formatting displays in the Notes Pane, even though it will show up when printing your speaker notes. To learn more about printing PowerPoint with notes, read our guide here .

Now that you have a basic grasp of the PowerPoint interface at your disposal, it’s time to make your presentation.

Adding Content to Your PowerPoint Presentation

Notice that in the Slide Area , there are two rectangles with dotted outlines. These are called  Placeholders  and they’re set on the template in the Slide Master View .

To expand your knowledge and learn how to create a PowerPoint template of your own (which is no small task), read our guide here .

Click into your content placeholders and start typing text, just as the prompt suggests

As the prompt text suggests, you can click into each placeholder and start typing text. These types of placeholder prompts are customizable too. That means that if you are using a company template, it might say something different, but the functionality is the same.

Example of typing text into a content placeholder in PowerPoint

Note:  For the purposes of this example, I will create a presentation based on the content in the Starbucks 2018 Global Social Impact Report, which is available to the public on their website.

If you type in more text than there is room for, PowerPoint will automatically reduce its font size. You can stop this behavior by clicking on the  Autofit Options  icon to the left of the placeholder and selecting  Stop Fitting Text to this Placeholder .

Next, you can make formatting adjustments to your text by selecting the commands in the Font area and the  Paragraph area  of the  Home  tab of the Ribbon.

Use the formatting options on the Home tab to choose the formatting of your text

The Reset Command:  If you make any changes to your title and decide you want to go back to how it was originally, you can use the Reset button up in the Home tab .

Hitting the reset command on the home tab resets your slide formatting to match your template

Insert More Slides into Your Presentation

Now that you have your title slide filled in, it’s time to add more slides. To do that, simply go up to the  Home tab  and click on  New Slide . This inserts a new slide in your presentation right after the one you were on.

To insert a new slide in PowerPoint, on the home tab click the New Slide command

You can alternatively hit Ctrl+M on your keyboard to insert a new blank slide in PowerPoint. To learn more about this shortcut, see my guide on using Ctrl+M in PowerPoint .

Instead of clicking the New Slide command, you can also open the New Slide dropdown to see all the slide layouts in your PowerPoint template. Depending on who created your template, your layouts in this dropdown can be radically different.

Opening the new slide dropdown you can see all the slide layouts in your PowerPoint template

If you insert a layout and later want to change it to a different layout, you can use the Layout dropdown instead of the New Slide dropdown.

After inserting a few different slide layouts, your presentation might look like the following picture. Don’t worry that it looks blank, next we will start adding content to your presentation.

Example of a number of different blank slide layouts inserting in a PowerPoint presentation

If you want to follow along exactly with me, your five slides should be as follows:

  • Title Slide
  • Title and Content
  • Section Header
  • Two Content
  • Picture with Caption

Adding Content to Your Slides

Now let’s go into each slide and start adding our content. You’ll notice some new types of placeholders.

Use the icons within a content placeholder to insert things like tables, charts, SmartArt, Pictures, etc.

On slide 2 we have a  Content Placeholder , which allows you to add any kind of content. That includes:

  • A SmartArt graphic,
  • A 3D object,
  • A picture from the web,
  • Or an icon.

To insert text, simply type it in or hit  Ctrl+C to Copy  and Ctrl+V to Paste  from elsewhere. To insert any of the other objects, click on the appropriate icon and follow the steps to insert it.

For my example, I’ll simply type in some text as you can see in the picture below.

Example typing bulleted text in a content placeholder in PowerPoint

Slides 3 and 4 only have text placeholders, so I’ll go ahead and add in my text into each one.

Examples of text typed into a divider slide and a title and content slide in PowerPoint

On slide 5 we have a Picture Placeholder . That means that the only elements that can go into it are:

  • A picture from the web

A picture placeholder in PowerPoint can only take an image or an icon

To insert a picture into the picture placeholder, simply:

  • Click on the  Picture  icon
  • Find  a picture on your computer and select it
  • Click on  Insert

Alternatively, if you already have a picture open somewhere else, you can select the placeholder and paste in (shortcut: Ctrl+V ) the picture. You can also drag the picture in from a file explorer window.

To insert a picture into a picture placeholder, click the picture icon, find your picture on your computer and click insert

If you do not like the background of the picture you inserted onto your slide, you can remove the background here in PowerPoint. To see how to do this, read my guide here .

Placeholders aren’t the only way to add content to your slides. At any point, you can use the Insert tab to add elements to your slides.

You can use either the Title Only  or the  Blank  slide layout to create slides for content that’s different. For example, a three-layout content slide, or a single picture divider slide, as shown below.

Example slides using PowerPoint icons and background pictures

In the first example above, I’ve inserted 6 text boxes, 3 icons, and 3 circles to create this layout. In the second example, I’ve inserted a full-sized picture and then 2 shapes and 2 text boxes.

The Reset Command:  Because these slides are built with shapes and text boxes (and not placeholders), hitting the  Reset button up in the  Home tab  won’t do anything.

That is a good thing if you don’t want your layouts to adjust. However, it does mean that it falls on you to make sure everything is aligned and positioned correctly.

For more on how to add and manipulate the different objects in PowerPoint, check out our step-by-step articles here:

  • Using graphics in PowerPoint
  • Inserting icons onto slides
  • Adding pictures to your PowerPoint
  • How to embed a video in PowerPoint
  • How to add music to your presentation

Using Designer to generate more layouts ideas

If you have Office 365, your version of PowerPoint comes with a new feature called Designer (or Design Ideas). This is a feature that generates slide layout ideas for you. The coolest thing about this feature is that it uses the content you already have.

To use Designer , simply navigate to the  Design tab  in your Ribbon, and click on  Design Ideas .

To use Designer on your slides, click the

NOTE: If the PowerPoint Designer is not working for you (it is grey out), see my troubleshooting guide for Designer .

Change the Overall Design (optional)

When you make a PowerPoint presentation, you’ll want to think about the overall design. Now that you have some content in your presentation, you can use the Design tab to change the look and feel of your slides.

For additional help thinking through the design of your presentation,  read my guide here .

A. Picking your PowerPoint slide size

If you have PowerPoint 2013 or later, when you create a blank document in PowerPoint, you automatically start with a widescreen layout with a 16:9 ratio. These dimensions are suitable for most presentations as they match the screens of most computers and projectors.

However, you do have the option to change the dimensions.

For example, your presentation might not be presented, but instead converted into a PDF or printed and distributed. In that case, you can easily switch to the standard dimensions with a 4:3 ratio by selecting from the dropdown (A).

You can also choose a custom slide size or change the slide orientation from landscape to portrait in the Custom Slide Size dialog box (B).

To change your slide size, click the Design tab, open the slide size dropdown and choose a size or custom slide size

To learn all about the different PowerPoint slide sizes, and some of the issues you will face when changing the slide size of a non-blank presentation,  read my guide here .

 B. Selecting a PowerPoint theme

The next thing you can do is change the theme of your presentation to a pre-built one. For a detailed explanation of what a PowerPoint theme is, and how to best use it,  read my article here .

In the beginning of this tutorial, we started with a blank presentation, which uses the default Office theme as you can see in the picture below.

All PowerPoint presentations start with the default Microsoft Office theme

That gives you the most flexibility because it has a blank background and quite simple layouts that work for most presentations. However, it also means that it’s your responsibility to enhance the design.

If you’re comfortable with this, you can stay with the default theme or create your own custom theme ( read my guide here ). But if you would rather not have to think about design, then you can choose a pre-designed theme.

Microsoft provides 46 other pre-built themes, which include slide layouts, color variants and palettes, and fonts. Each one varies quite significantly, so make sure you look through them carefully.

To select a different theme, go to the  Design tab  in the Ribbon, and click on the  dropdown arrow  in the  Themes section .

On the Design tab you will find all of the default PowerPoint templates that come with the Microsoft Office Suite

For this tutorial, let’s select the  Frame  theme and then choose the third Variant in the theme. Doing so changes the layout, colors, and fonts of your presentation.

Example choosing the Frame PowerPoint theme and the third variant of this powerpoint presentation

Note: The theme dropdown area is also where you can import or save custom themes. To see my favorite places to find professional PowerPoint templates and themes (and recommendations for why I like them), read my guide here .

C. How to change a slide background in PowerPoint

The next thing to decide is how you want your background to look for the entire presentation. In the  Variants area, you can see four background options.

To change the background style of your presentation, on the Design tab, find the Background Styles options and choose a style

For this example, we want our presentation to have a dark background, so let’s select Style 3. When you do so, you’ll notice that:

  • The background color automatically changes across all slides
  • The color of the text on most of the slides automatically changes to white so that it’s visible on the dark background
  • The colors of the objects on slides #6 and #7 also adjust, in a way we may not want (we’ll likely have to make some manual adjustments to these slides)

What our PowerPoint presentation looks like now that we have selected a theme, a variant, and a background style

Note: If you want to change the slide background for just that one slide, don’t left-click the style. Instead, right-click it and select Apply to Selected Slides .

After you change the background for your entire presentation, you can easily adjust the background for an individual slide.

You can either right-click a PowerPoint slide and select format background or navigate to the design tab and click the format background command

Inside the Format Background pane, you can see you have the following options:

  • Gradient fill
  • Picture or texture fill
  • Pattern fill
  • Hide background

You can explore these options to find the PowerPoint background that best fits your presentation.

D. How to change your color palette in PowerPoint

Another thing you may want to adjust in your presentation, is the color scheme. In the picture below you can see the Theme Colors we are currently using for this presentation.

Example of the theme colors we are currently using with this presentation

Each PowerPoint theme comes with its own color palette. By default, the Office theme includes the Office color palette. This affects the colors you are presented with when you format any element within your presentation (text, shapes, SmartArt, etc.).

To change the theme color for your presentation, select the Design tab, open the Colors options and choose the colors you want to use

The good news is that the colors here are easy to change. To switch color palettes, simply:

  • Go to the  Design tab in the Ribbon
  • In the Variants area, click on the  dropdown arrow  and select  Colors
  • Select  the color palette (or theme colors) you want

You can choose among the pre-built color palettes from Office, or you can customize them to create your own.

As you build your presentation, make sure you use the colors from your theme to format objects. That way, changing the color palette adjusts all the colors in your presentation automatically.

E. How to change your fonts in PowerPoint

Just as we changed the color palette, you can do the same for the fonts.

Example of custom theme fonts that might come with a powerpoint template

Each PowerPoint theme comes with its own font combination. By default, the Office theme includes the Office font pairing. This affects the fonts that are automatically assigned to all text in your presentation.

To change the default fonts for your presentation, from the design tab, find the fonts dropdown and select the pair of fonts you want to use

The good news is that the font pairings are easy to change. To switch your Theme Fonts, simply:

  • Go to the  Design tab  in the Ribbon
  • Click on the  dropdown arrow  in the  Variants  area
  • Select  Fonts
  • Select  the font pairing you want

You can choose among the pre-built fonts from Office, or you can customize them to create your own.

If you are working with PowerPoint presentations on both Mac and PC computers, make sure you choose a safe PowerPoint font. To see a list of the safest PowerPoint fonts, read our guide here .

If you receive a PowerPoint presentation and the wrong fonts were used, you can use the Replace Fonts dialog box to change the fonts across your entire presentation. For details, read our guide here .

Adding Animations & Transitions (optional)

The final step to make a PowerPoint presentation compelling, is to consider using animations and transitions. These are by no means necessary to a good presentation, but they may be helpful in your situation.

A. Adding PowerPoint animations

PowerPoint has an incredibly robust animations engine designed to power your creativity. That being said, it’s also easy to get started with basic animations.

Animations are movements that you can apply to individual objects on your slide.

To add an animation to an object in PowerPoint, first select the object and then use the Animations tab to select an animation type

To add a PowerPoint animation to an element of your slide, simply:

  • Select the  element
  • Go to the  Animations tab in the Ribbon
  • Click on the  dropdown arrow  to view your options
  • Select the  animation  you want

You can add animations to multiple objects at one time by selecting them all first and then applying the animation.

B. How to preview a PowerPoint animation

There are three ways to preview a PowerPoint animation

There are three ways to preview a PowerPoint animation:

  • Click on the Preview button in the Animations tab
  • Click on the little star  next to the slide
  • Play the slide in Slide Show Mode

To learn other ways to run your slide show, see our guide on presenting a PowerPoint slide show with shortcuts .

To adjust the settings of your animations, explore the options in the  Effect Options ,  Advanced Animation  and the  Timing  areas of the  Animation tab .

The Animations tab allows you to adjust the effects and timings of your animations in PowerPoint

Note:  To see how to make objects appear and disappear in your slides by clicking a button,  read our guide here .

C. How to manage your animations in PowerPoint

You can see the animations applied to your objects by the little numbers in the upper right-hand corner of the objects

The best way to manage lots of animations on your slide is with the Animation Pane . To open it, simply:

  • Navigate to the  Animations tab
  • Select the  Animation Pane

Inside the Animation Pane, you’ll see all of the different animations that have been applied to objects on your slide, with their numbers marked as pictured above.

Note: To see examples of PowerPoint animations that can use in PowerPoint, see our list of PowerPoint animation tutorials here .

D. How to add transitions to your PowerPoint presentation

PowerPoint has an incredibly robust transition engine so that you can dictate how your slides change from one to the other. It is also extremely easy to add transitions to your slides.

In PowerPoint, transitions are the movements (or effects) you see as you move between two slides.

To add a transition to a slide, select the slide, navigate to the transitions tab in PowerPoint and select your transition

To add a transition to a PowerPoint slide, simply:

  • Select the  slide
  • Go to the  Transitions tab in the Ribbon
  • In the Transitions to This Slide area, click on the  dropdown arrow  to view your options
  • Select the  transition  you want

To adjust the settings of the transition, explore the options in the  Timing  area of the Transitions tab.

You can also add the same transition to multiple slides. To do that, select them in the  Slides Pane  and apply the transition.

E. How to preview a transition in PowerPoint

There are three ways to preview a transition in PowerPoint

There are three ways to preview your PowerPoint transitions (just like your animations):

  • Click on the Preview  button in the Transitions tab
  • Click on the little star  beneath the slide number in the thumbnail view

Note:  In 2016, PowerPoint added a cool new transition, called Morph. It operates a bit differently from other transitions. For a detailed tutorial on how to use the cool Morph transition,  see our step-by-step article here .

Save Your PowerPoint Presentation

After you’ve built your presentation and made all the adjustments to your slides, you’ll want to save your presentation. YOu can do this several different ways.

Click the file tab, select Save As, choose where you want to save your presentation and then click save

To save a PowerPoint presentation using your Ribbon, simply:

  • Navigate to the  File tab
  •  Select  Save As  on the left
  • Choose  where you want to save your presentation
  • Name  your presentation and/or adjust your file type settings
  • Click  Save

You can alternatively use the  Ctrl+S keyboard shortcut to save your presentation. I recommend using this shortcut frequently as you build your presentation to make sure you don’t lose any of your work.

The save shortcut is control plus s in PowerPoint

This is the standard way to save a presentation. However, there may be a situation where you want to save your presentation as a different file type.

To learn how to save your presentation as a PDF, see our guide on converting PowerPoint to a PDF .

How to save your PowerPoint presentation as a template

Once you’ve created a presentation that you like, you may want to turn it into a template. The easiest – but not technically correct – way, is to simply create a copy of your current presentation and then change the content.

But be careful! A PowerPoint template is a special type of document and it has its own parameters and behaviors.

If you’re interested in learning about how to create your own PowerPoint template from scratch, see our guide on how to create a PowerPoint template .

Printing Your PowerPoint Presentation

After finishing your PowerPoint presentation, you may want to print it out on paper. Printing your slides is relatively easy.

The print shortcut is control plus P in PowerPoint

To open the Print dialog box, you can either:

  • Hit Ctrl+P on your keyboard
  • Or go to the Ribbon and click on File and then Print

In the Print dialog box, make your selections for how you want to print your PowerPoint presentation, then click print

Inside the Print dialog box, you can choose from the various printing settings:

  • Printer: Select a printer to use (or print to PDF or OneNote)
  • Slides: Choose which slides you want to print
  • Layout: Determine how many slides you want per page (this is where you can print the notes, outline, and handouts)
  • Collated or uncollated (learn what collated printing means here )
  • Color: Choose to print in color, grayscale or black & white

There are many more options for printing your PowerPoint presentations. Here are links to more in-depth articles:

  • How to print multiple slides per page
  • How to print your speaker notes in PowerPoint
  • How to save PowerPoint as a picture presentation

So that’s how to create a PowerPoint presentation if you are brand new to it. We’ve also included a ton of links to helpful resources to boost your PowerPoint skills further.

When you are creating your presentation, it is critical to first focus on the content (what you are trying to say) before getting lost inserting and playing with elements. The clearer you are on what you want to present, the easier it will be to build it out in PowerPoint.

If you enjoyed this article, you can learn more about our PowerPoint training courses and other presentation resources by  visiting us here .

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How to Format in PPT Slides


Do you want to improve your PowerPoint presentations?

Discover the most straightforward ways to make your slide design visually appealing by learning how to format PowerPoint presentations.

In this article, we will go through the following topics:

Slide design and formatting slides

Creating and formatting slides in PowerPoint presentations

Different formatting for your PowerPoint slides

Creative text tips in PowerPoint presentation

Frequently asked questions about how to format PPT slides

Slide Design and Formatting Slides

Slide designs

A seamless presentation can assist you in quickly grab and make connections with your audience. A compelling slide design can provide a positive impression and help your audience easily understand the topic you want to convey.

Formatting presentation slides can enhance your visuals that complement and persuades the audience's attention.

Here are the benefits of enhancing and formatting slides for your PowerPoint presentation:

It provides a consistent style and concise information that explain the topic clearly.

It gives a hook and creates an emotional connection at the beginning of your slides.

It improves the visual representation that supports the main topic.

It enhances clarity and readers' readability.

Creating and Formatting Slides in PowerPoint Presentations

Creating and formatting presentations

Outlining before you start creating a presentation in PowerPointy can maintain your topic arrange, clear, and concise. A Good slide design can keep your audience engaged throughout the entire presentation.

Formatting your presentation can make your slides avoid overcrowded and full of unnecessary objects. It can also help you easily highlight key points and provide a visual hierarchy for each slide.

Make a PowerPoint presentation.

A PowerPoint presentation is a set of multiple slides. In creating a presentation, you must add a slide and format it to look consistent.

Suppose you want to add a new slide to your PowerPoint presentation; all you need to do is:

Open your Microsoft PowerPoint on your computer.

Select a blank presentation for your business slides.

Click the "New Slide" drop-down arrow and select a specific slide you want to add.

Once you've clicked it, your new slide appears on your thumbnail pane.

The layout options are a great feature in PowerPoint presentations that maintains the text and objects aligned & organized.

Quick Tips:  Check out our guide on " How to duplicate slide in PowerPoint " for more detailed instructions.

Different Formatting for Your PowerPoint Slides

After you add slides, you can choose the several formats you want to use for your PowerPoint presentation:

Change the Font Styles in the PowerPoint presentation.

Change font styles in your presentation

Suppose you want to modify the font style for your title slide in your presentation; all you need to do is:

Open an existing presentation from your Microsoft PowerPoint.

Select the title slide for your presentation and click a specific text box you want to change.

Go to the "Home" tab, click the "Font" drop-down arrow, and select a specific font.

Once you've clicked it, you change your font from a specific text box.

To change the font for all the slides for your PowerPoint presentation, you can use the "Slide Master" feature.

Quick Tips:  Check out our guide on " How to use Slide Master in PowerPoint " for more detailed instructions.

Insert Pictures in PowerPoint

Insert Pictures in PowerPoint

Adding visuals is one of the best ways to make your presentation engaging. But avoid overwhelming each of your slides with many visual graphics. The main objective of visual aids is to make your slides more effective and easier to understand.

The following are the tips for inserting visuals into your PowerPoint presentation:

Charts and diagrams must be readable and understandable. It serves as a visual representation of your data.

Images must be high-quality and fit perfectly to your deck.

Keep your presentation slide simple avoid using two charts and diagrams per slide.

Choose a Theme and Template For Your PowerPoint

Themes and Templates of Simple Slides

Use and obtain a PowerPoint theme to add color variations that assist your slide design to look cohesive and professional. It also provides a harmonious appearance with minimal effects on your presentation.

A PowerPoint template can help your presentation have a consistent font, style, layout, and colors that suit your need. It also assists you in creating a presentation from scratch as the slides are pre-design for each usage.

Themes and templates are also very convenient when it comes to product branding. It displays and inserts a specific portion for your slides where you can highlight your product and service.

Use Format Painter

One of the best features of Microsoft PowerPoint is the Format Painter. Suppose you want to apply the same formatting in such elements, objects, and text in your presentation. Using "Format Painter," you can copy all the formatting from one object to another one.

Creative Text Tips in PowerPoint Presentation.

Use these steps to elevate a text in your PowerPoint presentation:

From your Google Chrome browser, search "Fire GIF."

Select a specific photo your want to appear on your text shape

Right-click the photo and select "Copy Image" from the context menu.

Right-click the photo gif and select "Copy image"

Then, launch Microsoft PowerPoint.

launch Microsoft PowerPoint

From your title slide, type the text you want to appear.

click a text placeholder on your title slide

Right-click the text placeholder and select "Format Shapes" from the "Shortcut Menu."

right-click it and select "Format Shape" from the shortcut menu.

Once the "Format Shape" pane opens, click "Text Options" and select the "Picture or texture fill" option from the "Text Fill" section.

Once the "Format shape" pane opens, select "Text option," and choose "Picture or Text Fill" from the text fill section.

Select the "Clipboard" button to insert the picture you copied earlier.

click "Clipboard" from the "Picture source."

Go to the Home tab and click a shape that will cover the entire slide deck.

Select a shape from your drawing group to cover your wntire slide deck.

Click and drag the shape from both edges of your slide and select "Shape Outline" from the "Shape Format" tab.

CLick and drag the shape from the both edges

From the drop-down menu, select "No Outline."

Select "Shape Outline" button and click "No Outline."

Right-click the shape and select "Send to back" from the shortcut menu.

Right-clickthe shape and choose "Send to Back" option from the context menu.

Click the "Shape" first, hold the Ctrl key, and select the text placeholder.

Click the shape first and hold down ctrl key then select the "text placeholder."

Navigate "Merge Shapes" from the "Shape Format" and select "Subtract from the drop-down menu.

Click "Substrack" from the drop-down menu of merge shape

Select the shape, click "Shape Color," and choose "Black" from the drop-down menu.

Go to the "Shape Format" tab, select "Shape Fill" and click "Black" color.

You have created a compelling title slide for your PowerPoint.

You have created a compelling title slide for your presentation.

Final Thoughts on Format PowerPoint

Create and customize your entire presentation in PowerPoint to persuade your audience's attention. Make a professional and cohesive presentation by formatting your slide conveniently.

Check out our  10,000+ compelling slides, templates, and infographics  that suit your needs in Simple Slides.

Subscribe to our quick and easy video tutorials about Google Slides & PPT on  our YouTube Channel.

Frequently Asked Questions About How to Format PPT Slides:

What are the keyboard shortcuts to add a new slide in powerpoint.

The keyboard shortcut to add a new slide in PowerPoint, press  Ctrl + M.

Does Microsoft PowerPoint a digital format?

PowerPoint is the market leader for the digital presentation of data and information.

Why are formatting options essential in PowerPoint?

Formatting is essential to representing your style to convey information clearly and concisely. So that your audience can understand your topic easily.

Related Articles:

8 Most Popular Storytelling Techniques in Business Presentations

The 9 Best PowerPoint Presentation Layouts

Compelling Creative Presentation Ideas for Your PowerPoint Slides

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  • Presentations

30 PowerPoint Presentation Tips to Make Good PPT Slides in 2024 (+ 6 Expert Tips)

Andrew Childress

  • Bahasa Indonesia

Here are 30 quick PowerPoint presentation tips to help you improve your presentations. 

Presentation Example

Plus, get PowerPoint tips on changing your slide design to make your content shine. We've even called on six presentation experts for their best tips.

How to Make a Good PowerPoint Presentation (Watch & Learn)

This screencast is a speed round of my very favorite PowerPoint tricks. It's a great resource to learn how to make a presentable PowerPoint. I'll walk you through ten of my favorite PowerPoint tips and tricks to create a better presentation.

formatting presentation in powerpoint

Keep reading for an illustrated version of these good PPT tips (and more) that you can use to improve your PowerPoint presentations. You'll see 30 of our favorite PowerPoint presentation tips and tricks, including techniques to update slide master PowerPoint 2024 designs.

Jump to content in this section:

  • How Do You Give a Memorable PPT Presentation?
  • Practice Makes Perfect
  • Adapt Your Presentation to the Audience
  • Use a Custom Font
  • Use Contrast
  • Avoid Too Many Animations
  • Use the Rule of Three
  • Use a Custom PPT Theme Design
  • Make Use of Charts and Graphs
  • Use the Built-in Slide Layouts
  • Align Text Consistently
  • Make Your Exports User-Friendly
  • Try a Different Color Scheme
  • Edit Slide Masters for Consistency
  • Use the Alignment Feature
  • Use Stock Assets
  • Reduce Your Content
  • Rethink Your Slide Order
  • Use PowerPoint Animations
  • Invite Collaborators
  • Add Supporting Video Clips
  • Use Infographic Templates
  • Use Impactful Closing Techniques
  • Include Data in the Appendix
  • Alternate Between Solid Color and White Slides
  • Present Information With Maps
  • Keep the Design Best Practices in Mind
  • Set a Time Limit
  • Test Your Content Everywhere

30 Tips: How to Make Good PowerPoint Presentation Designs Fast in 2024

A few tried and true tips can help you speed up your PowerPoint presentation design. Check out 30 of my favorite PowerPoint tips to do just that. Each of these give you PowerPoint slideshow help to create good PowerPoint slides:

1. How Do You Give a Memorable PPT Presentation?

If you're learning the top PowerPoint presentation tips and tricks, you're probably asking yourself: how do I give a presentation that won't be forgotten?

We all want to be remembered. The best PowerPoint slideshow help to make a mark on the audience. There are tried-and-true ways to do just that, and expert Neil Tomlinson shares expertise on being remembered:

Get your main point into the presentation as early as possible (this avoids any risk of audience fatigue or attention span waning), then substantiate your point with facts, figures etc and then reiterate your point at the end in a ‘Summary’.

2. Practice Makes Perfect

Also, don’t forget to practice your presentation. Go through your slide deck a few times to make sure you know it like the back of your hand when the big day arrives. Doing so helps you feel more confident. It'll reduce any anxiety and nervousness you might feel as the presentation day approaches.

What's the best way to rehears for a good PowerPoint? Here's one of the top PowerPoint presentation tips from expert presenter Sandra Zimmer :

Once slides are ready, practice one slide at a time aloud until you feel like you know it and like the flow of speech. Be willing to change anything that does not feel in flow. At the end of learning all your slides, practice the whole talk.

If you want even more great PowerPoint presentation tips and tricks, check out the following post:

formatting presentation in powerpoint

3. Adapt Your Presentation to the Audience

Let's say that you're a seasoned presenter with a pretty standard set of presentation topics. Maybe you're an expert in your field, and you're asked to give a PPT presentation frequently on similar topics.

That's the value of being an expert. You might have a standard spiel that you give your audiences, and your content won't totally change from one presentation to another. That's why it helps to make only slight tweaks to adapt your presentation to each audience.

Leading presentation expert Suzannah Baum offered up this advice:

Different audiences will have different needs and different challenges, which requires me to re-sequence the slides, or create new ones. I tend to do a lot of research on my audiences – via surveys, interviews, and conversations with the hiring manager – to help me better understand what information would be most relevant to them.

How do you adapt to your audience? Here are a few more tips:

  • Learn about them. If you're asked to speak, talk to the curator of the presentation to learn more about the audience and their background.
  • Ask about them! With contact details, send out a survey or a response link to ask for feedback and preparation info. Ask leading questions like "what do you want to learn?"
  • Consider the environment.  If you're presenting via Zoom, your style will differ from presenting in person. The key is to acknowledge the difference and adapt to your environment.

Presentation audience Elements

Learn everything you can about your audience. Learning how to make a presentable PowerPoint is all about thinking of the recipient, not the presenter!

4. Use a Custom Font

A PowerPoint presentation tip that'll make your slideshow more interesting and more engaging is to use a custom font.

Fonts set the tone for your presentation. So, when you use a premium font, you’re opting for a high-quality font while also adding a personal or creative touch. 

When choosing a font, remember that you want everyone to read your text easily. 

5. Use Contrast

The white text contrasts with the dark grey background.

One PowerPoint trick is to use contrast to make some of your text stand out or make it easier to read.

If you’re putting text over an image on our PowerPoint slide, you may need to use a white box with black text in it to make your text easier to read. You can also use contrasting colors to highlight important text.

6. Avoid Too Many Animations

Another PowerPoint tip is to avoid having too many animations or transitions.

When you've got too many animations, it can be distracting to the audience. It’s not only distracting, but it's unprofessional.

It’s best to stick to one or two animations throughout your presentation. Also, if you've got any animations in your presentation, make sure to test them to see if they work before presenting.

formatting presentation in powerpoint

7. Add Audio

Include audio on a slide on PowerPoint to increase audience engagement. Audio can be anything from fun sound effects to interview clips. You can even add an audio clip of your voice.

Audio gives you a break from speaking while also engaging the audience. Envato Elements has hundreds of premium audio clips if you want to add some.

formatting presentation in powerpoint

8. Use the Rule of Three

One PowerPoint tip and trick is to follow the rules of PowerPoint.

One of those rules is the rule of three. It's where you start by dividing your presentation into thirds. Everything should come in thirds, so if you use bullet points, you should only have three. If you use icons, you should only have three.

When things come in threes, it's easier to remember them. For more information, read this informative article:

formatting presentation in powerpoint

9. Use a Custom PPT Theme Design

Above all, consistently use custom PowerPoint themes. Microsoft has built-in themes that you can use for free, sure. But the premium themes that are on Envato Elements   are a major step-up from PowerPoint's built-in themes. 

Envato Elements is an all-you-can-download creative subscription

When you subscribe to Envato Elements, you'll have access to unlimited downloads of all the PowerPoint themes. Right now, Envato Elements has almost 4,000 PowerPoint themes and that number is always growing. You'll learn tips for a good PowerPoint presentation by using the best templates.

The Socran PPTX template is a great example of using a PowerPoint template to jump ahead in the design process. 

10. Make Use of Charts and Graphs

Illustrate your data with the use of charts and graphs. Not only will you be able to make your presentation more visually appealing, but you'll also help your audience remember the information better.

Use charts and graphs like the ones found in Blendu PowerPoint template

Many PowerPoint templates already include chart and graph elements. Easily customize them to make your data and stats more interesting and easier to understand.

Want to learn more about how to use data? Turn to expert Adrienne J ohnston , a presentation professional:

When it comes to visualizing data in presentations, we have to remember that our audience does not need all the fine details of the data - they need the main takeaway and we need to make sure that's evident to them when looking at the slide.

11. Use the Built-in Slide Layouts

Inside of PowerPoint themes, you'll find layouts , which are custom slide designs.

Most themes include a selection of content layouts that you can use as a starting point for your own slide designs. You can leverage slide master PowerPoint 2024 designs with the help of layouts.

Slide Layouts Screenshot

Layouts are like a starting point for your PowerPoint presentation slides. They contain combinations of placeholders for text boxes, images, and more.

Instead of clicking and drawing individual objects onto the slide, use one of these layouts to start your slide off. It's one of the top PowerPoint presentation tips and tricks to save time.

12. Align Text Consistently

When you're working with text on your slide, it helps to ensure that it aligns consistently. Keeping your text aligned in the same orientation really makes a slide look clean. 

In the example below, I've basically got three text boxes:

  • list of bulleted points

Notice that all this text is aligned left. 

Alignment Example Image

Aligning text was the " aha " moment that I learned when I started studying slide design. It's one of those steps that makes a slide look much neater and professional, so keep it in mind when designing.

13. Make Your Exports User-Friendly

No matter how great your PowerPoint presentation slides look, you need to think about how your user will use the presentation file. 

Any of these are likely scenarios if you're regularly sending presentations to other users:

  • The viewer may not have PowerPoint installed on their computer.
  • The recipient may be using a version of PowerPoint that renders the presentation differently.
  • Maybe you don't want the user to be able to make any edits or see your notes in the presentation file.

PDF version of the slide

In this case, my favorite tip is to export the presentation as a PDF. To do that, go to File > Export > Create PDF , and then save your presentation as a PDF.

This is sure to help most of your users see the presentation just the way you intended.

14. Try a Different Color Scheme

Many PowerPoint themes have more than one color scheme that you can apply to your presentation. On the Design  tab, click on the drop-down next to Themes to try out a different color scheme.

Slide themes

Typically, these will restyle your entire presentation. Premium themes that you might get from Envato Elements, for example, may have many versions inside the original presentation zip file.

15. Edit Slide Masters for Consistency

The slide master controls the design for your PowerPoint slide. Instead of making the same change to each slide, apply a change to a slide master. It'll affect all the PowerPoint presentation slides that use the same master.

Edit the Slide Master

It's ideal to apply a logo to the slide master itself, for example. This keeps the logo the same size and in the same position on each slide.

To do that, go to View > Slide Master.  On the right side, you're likely to see a variety of slide masters that control designs for many slides. Drop the elements that you want to remain consistent onto one of the slide masters.

16. Use the Alignment Feature

PowerPoint presentation slides look better when the objects on them are in line with one another. There's a certain visual rhythm that occurs when objects line up in the center or along certain boundary lines.

Alignment feature

When you start dragging objects on your slide, you'll see guiding lines that pop up. These are very intuitive, and you'll likely notice that they help you line up your objects. You might seem them pop up when you've got a box that's equidistant between two other objects on the slide, for example.

This is one of the best tricks for improving the look of your PowerPoint slide. Spend some time making sure that your key elements line up cohesively.

17. Use Stock Assets

Earlier, I mentioned using Envato Elements to grab PowerPoint themes. But there's more that comes with an Envato Elements subscription for presentations.

That includes a wide variety of stock photos, graphics,  and custom designed fonts  that you can use in your presentation. Instead of reusing the same stock photo or clip art, Envato Elements has everything you need to supplement a presentation. 

Again, Envato Elements is the perfect subscription if you build presentations. It's a one-stop-shop that you can use to fill content.

18. Reduce Your Content

There's nothing that makes an audience tune out faster than being overloaded with slide content. Sometimes we try to make so many points that the audience misses all of them due to information overload.

Less is truly more. When you cut the weaker points of your presentation, the audience's attention will follow your key points accordingly.

It seems like cheating, but one of the best steps that you can take for your slide is to simply reduce the number of items that are on it. Convert some of your typed points to things you'll speak verbally.

19. Rethink Your Slide Order

Sometimes, I find that my presentations are out of order. I might spend too much time explaining my decision before I get to the conclusion.

In these cases, I like to use Slide Sorter View  to re-sequence the slides in my presentation. To access this view, go to View > Slide Sorter  on PowerPoint's ribbon.

Slide Sorter View Rearrange

From Slide Sorter view, you've got a top-down view of all the slides in your presentation deck. It sometimes becomes obvious that the slides can be reordered into a better sequence from this view.

20. Use PowerPoint Animations 

One of my favorite PowerPoint presentation tips is to complement your major points with a bit of animation. Using animation can bring a key point onto your slide with style!

Check out ten of the best PowerPoint tips for how to use animation from expert Sven Lenaerts below:

formatting presentation in powerpoint

21. Invite Collaborators

Building a presentation often benefits from a second set of eyes. That's why it helps so much to invite a collaborator to work with you side-by-side in Microsoft PowerPoint.

Pushing your presentation up to OneDrive and inviting collaborators is easy. Thanks to the cloud-based approach, more than one user can edit a slide deck in real time. Learn how to do that in the tutorial below:

formatting presentation in powerpoint

22. Add Supporting Video Clips

Building impactful presentations is all about adding other perspectives and angles to the content. One of my favorite ways to do that is to add a video clip. Maybe that's a production that you built on your own or found on sites like YouTube.

Either way, learn how to add and auto play a video clip in the quick tip below:

formatting presentation in powerpoint

23. Use Infographic Templates

More presentations than ever will feature visuals that tell stories with data. But it's easy for an audience become overwhelmed with data. 

That's where infographics come into play. Learn to use them in PowerPoint in the tutorial below:

formatting presentation in powerpoint

24. Use Impactful Closing Techniques

I've sat through many presentations in my life. I can only remember a few that really stick out, thanks to techniques that highlighted key points. You need PowerPoint tips and tricks that help leave your audience with an impact.

To do just that, make sure you use some of the techniques highlighted in the article below:

formatting presentation in powerpoint

To do that, just drag and drop the thumbnails into the order you want. When you return to Normal view, the PowerPoint presentation slides will be in the resequenced order you set here.

25. Include Data in the Appendix

Many PowerPoint presentations include data in the form of charts and graphs. That means that you'll condense specifics into a few easy-to-follow charts.

But what if your audience wants more of the backing details? Maybe they want to validate and review the detail for themselves. In that case, a   set of  appendix slides  with extra data is sure to help.

PowerPoint 2022 data appendix

Appendix slides are included at the end of a presentation deck for backup purposes. You might not present them, but your audience is certain to appreciate that you included them. That helps your presentation continue to be useful even after you leave the room.

Here's a great tip from: pro presenter  Graeme Thomas of Johnny F Designs:

If (my clients) are sending the deck straight to clients however, I would then put all the information on the slides but will often use more slides so that they aren't too cluttered. In cases where there is a lot of content, like financial statements, I would use  appendix slides.

Including an appendix helps your audience understand data  without  overwhelming them with that data. Follow these tips so that you get the best of both worlds.

26. Alternate Between Solid Color and White Slides

Alternating between solid color and slides with a white background can produce an interesting visual effect and engage your audience. You can use the solid-colored slides to signify a new section in your presentation.

Lekro PowerPoint template has beautiful solid-color and white background slides

Not to mention, solid-colored slides are the perfect way to re-enforce your brand colors and build your brand recognition.

27. Present Information With Maps

If you’re trying to make a case for a global expansion or need to report on how other branches are performing, consider using a map to help your audience visualize the data.

There's no shortage of quality PowerPoint templates with maps built in so be sure to take advantage of them.

28. Keep the Design Best Practices in Mind

The design of your presentation matters just as much as the content of your presentation. That’s why you need to devote an equal amount of time to making sure the design of your presentation is on point as you do to the actual content.

Familiarize yourself with best design practices and keep them in mind as you go about customizing your template.

29. Set a Time Limit

How many slides is the right number for you? Well, it all depends on the time limit you set for your presentation.

Believe it or not, setting a time limit is helpful to create good PowerPoint slides. If you want to learn how to make a presentable PowerPoint, it's a must to lock in the time limit and ensure that your slides support that timeframe. 

Expert presenter Stephanie Ottavan offers one of our top tips for a good PowerPoint presentation based on time limits:

A presenter is usually limited to a specific time frame and you want to adhere to that as closely as you can. If you have animations and transitions in your deck, these take added time so make sure to rehearse in “show mode” of PowerPoint or Keynote and time yourself.

Believe it or not, setting a time frame is one of the most important part of creating a PPT presentation. It helps you influence how many good PowerPoint slides you should design.

30. Test Your Content Everywhere

PowerPoint in 2024 could take place anywhere. Maybe you present, online, in-person, or beam it to mobile devices. It's important to remember that the content will appear differently on each device.

PowerPoint Online is a different medium than many other apps. Make sure that your presentation design appears the same by testing it with the help of this tutorial. It shows you how your PPT presentation appears even in a browser:

formatting presentation in powerpoint

Discover Great Premium PowerPoint Templates With Google Slides (For 2024)

Creating a great presentation starts with a great template. And a great PowerPoint slide design use the best presentation practices, for example:

  • Use high-quality photos and graphics to help tell the story.
  • Keep text to a minimum.
  • Stick to one idea per slide.

Designing a great template doesn’t mean you've got to start from scratch, though. Take a look at some of the best PowerPoint templates we've got on Envato Elements.

1. Neo PowerPoint Template

Neo PowerPoint Template

The Neo PowerPoint template features a modern and bold design and includes five color variations to get you started. Along with this, you'll also get 10 master slides and 30 individual slides for all your presentation needs.

2. Vexana PowerPoint Template

Vexana PowerPoint Template

The Vexana template is a great choice for brands that need a touch of elegance. This template works with PowerPoint and Google Slides and comes with a grand total of 150 slides. It also has five color variations and includes infographic elements and photo placeholders.

3. Sprint PowerPoint Template

Sprint PowerPoint Template

The Sprint PowerPoint template features a professional and modern design. The template is easy to customize. You'll find 20 masters in the standard 4:3 size, allowing you to choose the best layout for your information.

4. Travelicious PowerPoint Template

Travelicious PowerPoint Template

For any presentation that deals with the topic of travel, check out the Travelicious template. This template is compatible with both PowerPoint and Google Slides. It includes three premade color variations as well as 30 unique slides.

 As you can see from the examples above, there's no shortage of beautiful and professional PowerPoint slide designs on Envato Elements . What’s more, Envato Elements allows you to download as many PowerPoint templates as you want. Plus, get thousands of other design assets such as fonts, photos, and icons—all for one low monthly price.

Want to see even more great PowerPoint template examples? Be sure to check out our related roundup:

Need Help? Grab Our Making Great Presentations eBook (Free)

We've got the perfect complement to this tutorial. You can find more information in our eBook on making great presentations . Download this PDF eBook now for FREE with your subscription to the Tuts+ Business Newsletter. 

It'll help you master the presentation process from initial creative ideas through to writing, design, and delivering with impact.

Free eBook PDF Download Make a Great Presentation

PowerPoint Frequently Asked Questions (FAQ)

Now that you’ve read about PowerPoint tips and tricks, if you want to learn more about PowerPoint, here are some FAQs:

1. What Is a Placeholder?

Placeholders in your slide on PowerPoint help you easily add text or images to your slide without changing your design.

In a template, sometimes the placeholders have prompts such as “Click to insert a picture” or “Click to add text.” These prompts let you know what kind of placeholder it is. To learn more about placeholders, read this article: 

formatting presentation in powerpoint

2. How Can I Automatically Play a Video?

A PowerPoint tip is to insert an automatically played video in your presentation. When you've got a video that'll play automatically, it saves you the trouble of starting your video manually.

Videos can illustrate topics or specific points. They're also a great way to keep your audience engaged. If you want to learn how to play a video automatically, read this tutorial:

3. How Can I Add a Map to my Slide?

Another PowerPoint trick is to add a map to your slide. If you're discussing a specific location, then a map can help your audience visualize the location you're presenting. To learn how to add a map to your PowerPoint slide, read this tutorial:

formatting presentation in powerpoint

4. How Do I Add a GIF to My Presentation?

Adding a GIF to your slide on PowerPoint is one way you can grab your audience's attention. To add a GIF to your slide, you’ll need to download a GIF.

Once you download it, upload it into PowerPoint and use it on your slide. For more information about how to add a GIF to your slide on PowerPoint, read this article:

formatting presentation in powerpoint

5. Can I Recover My Unsaved Presentation?

Another PowerPoint trick is to learn how to recover unsaved PowerPoint files so that you can be prepared in case of an emergency. If you want to learn more, read this tutorial:

formatting presentation in powerpoint

Learn More About How to Make Presentable PowerPoints

These quick PowerPoint Presentation tips are some of my favorite ways to rapidly improve a presentation. Keeping them in mind while you build a presentation can help you build a deck that you'll be confident about presenting.

Check out these tutorials to keep learning more about PowerPoint. These tutorials will give you more ideas for fixing up your PowerPoint presentation slides efficiently:

formatting presentation in powerpoint

Find More Templates

Didn't see a template you like? Here are some more:

formatting presentation in powerpoint

Use These PPT Presentation Tips on Your Next Presentation

Now that you've studied some of our best PowerPoint tips, it's time to put them to use. Download one of our top-notch PowerPoint themes from Envato Elements to get started. These PowerPoint presentation tips and tricks give you confidence to make you a skilled presenter.

Editorial Note : This post was first published in February of 2019. Our staff updates this post regularly — adding new, exciting PowerPoint tips and templates (with special help from Brenda Barron , Andrew Childress and Sarah Joy ).

Andrew Childress

Art of Presentations

How to Format Text in PowerPoint? [A Complete Tutorial!]

By: Author Shrot Katewa

How to Format Text in PowerPoint? [A Complete Tutorial!]

When you have to create presentations using PowerPoint, knowing how to format text in PowerPoint the correct way can actually save you a ton of time! It is one of the most important tasks that we invariably need to perform on any presentation i.e. formatting text in PowerPoint!

To format the text in PowerPoint, select the text first. Then, on the home tab, you can use the various formatting options such as Font Type, Font Size, Font Styles, Line Spacing, Font Color, Text Highlight, etc.

Formatting text correctly in PowerPoint can add emphasis and grab the attention of the audience where needed. This can not only make your presentation look good, but also help you deliver it effectively!

So, in this article, we shall take a deep dive and understand all the nuances of formatting the text correctly in PowerPoint. I shall try my best to provide information about everything you need to know when it comes to editing and formatting the text!

So, let’s get started!

A Quick Note Before We Begin – if you want to make jaw-dropping presentations, I would recommend using one of these Presentation Designs . The best part is – it is only $16.5 a month, but you get to download and use as many presentation designs as you like! I personally use it from time-to-time, and it makes my task of making beautiful presentations really quick and easy!

1. How to Add Text to a Slide in PowerPoint? 

You probably may already know this, but let’s just start with the basics to make sure we are all on the same page!

You can add text to the slide in PowerPoint using a text box. Click on the “Insert” tab. Then, select the “Text Box” option. Next, click and drag on any part of your slide to add the text box. Finally, start typing to add text as soon as you have created the text box in PowerPoint.

Here’s a step by step process described in detail:

Step 1:  Click on the “Insert” tab

The first step to adding text to a slide in PowerPoint is to click on the “Insert” tab which is the third tab in the ribbon and located at the top left of the PowerPoint window.

Step 2: Select the “Text Box” option

formatting presentation in powerpoint

Click on the “Text Box” option which in on the right side of the “Insert” tab in the “Text” section. After clicking on the “Text Box” option, your cursor will change on the slide.

Now to add the text box to the slide, simply click and drag your cursor to draw the text box with your preferred size.

Step 3: Add text to your presentation

formatting presentation in powerpoint

To add text, you can directly start typing as soon as you create the text box. Click outside the box when you are done, and your text will be added to the slide.

If you want to edit the text again, then click inside the text box anywhere on the text. Alternatively, you can select the text box and right-click on it, and from the menu, click on “Edit Text”.

In case you are new to PowerPoint and want to know more about the nuances of adding text such as adding text over an image, shape, or even a video, check my other article on how to add text in PowerPoint that goes in-depth on this topic.

2. How to Change the Font of the Text? 

There are at least two methods you should know on how to change the font of your text in PowerPoint. However, make sure to check out our detailed guide on how to change fonts in PowerPoint where I’ve added even more relevant information explained in a step-by-step manner.

Nevertheless, the two methods are described below –

Method 1 – Using the “Home” Ribbon

The first method is by using the “Home” tab in PowerPoint . Here’s the detailed process explained –

Step 1: Select the Text

The first step is to select the text inside the text box for which you want to change the font. If you want to change the font of all the text inside the text box, you can also click on the text box itself!

Step 2: Change the Font

formatting presentation in powerpoint

The next step is simply to change the font! To do that, make sure the “ Home ” ribbon is selected. (as shown in the image above). Then, under the “ Fonts ” section, click on the “ Font ” dropdown and choose the font as per your desire.

Method 2 – Using the Right-Click Option

The whole process is described through three simple steps below:  

Step 1: Select the text

The first step is to select the text located in text boxes. You can do that by double-clicking on a word in the “Text box” or dragging your cursor over the texts while holding the “left mouse button”

Step 2: “Right-click” on your selected text.

formatting presentation in powerpoint

“Right-click ” on the text which you have selected. This will open a drop-down menu. The drop-down menu has the “Font” section of the “Home” tab which you can use to edit the font style, color, and size.

Step 3: Click on the “Font” drop-down menu.

formatting presentation in powerpoint

Click on the “Font” option to open its drop-down menu. The drop-down menu has a variety of fonts that will appear in the middle of the screen.

Click on your preferred font style and it will change accordingly.

3. How to Change Font Size of Text in PowerPoint? 

The steps of changing the font size are very similar to that of changing the font of the text. The process is described in simple steps below:

Step 1: Select the text.

Select the text in which you want to increase or decrease the size of the font and then “Right-click” on it. A drop-down menu with the “Font” section of the “Home” tab will appear.

Step 2: Click on the “Font size” option.

formatting presentation in powerpoint

Right beside the current font style, a number is showing the size of the font, that is the “Font size” option.

To change the size of the text, click on the “Font size” dropdown menu and different numbers will show up. Click on the size you want, and the font size will be changed immediately.

You can also type in the exact font size that you want if it is not present in the dropdown list.

4. How to Add Styles to Text in PowerPoint?

You can also take advantage of the Font Styles in PowerPoint to emphasize the text! There are primarily 4 text styles available in PowerPoint. These are –

  • Strikethrough

There are also superscript and subscript text options, which we shall cover in detail later in this article.

To change the font style to bold, italics, underline, or strikethrough in your slide, first you have to select the texts you want to change the style of and then follow the instructions below:

How to Bold the Text in PowerPoint?

formatting presentation in powerpoint

At first, select the text you want to bold. The “Home” tab has a “Font” section. On the bottom left of the “Font” section, there is a “B” button which will turn your text to a “Bold” style text. Click on the “B” button and your text will turn bold.

Alternatively, you can also use the shortcut i.e. “Ctrl + B” buttons on your keyboard after selecting the text to get the job done faster.

How to Make the Text Italics in PowerPoint?

formatting presentation in powerpoint

Click on the button that looks like an “ I” which is the “Italic” style font option after selecting the text. It is located on the right side of “Bold” option. The selected text will be changed to an “ Italic ” style font immediately.

Alternatively, you can also use the keyboard shortcut for italicizing the text in PowerPoint. Just press the “Ctrl + I” buttons on your keyboard after selecting the text to get the job done.

How to Underline Text in PowerPoint?

formatting presentation in powerpoint

Underlining texts can be done by selecting the text and clicking on the button that looks like a “ U ” . This is the “underline” option in the “Font” section. The “ U ” button is right beside the “ I” button in the Home tab.

Alternatively, you can also use the keyboard shortcut to underline text by pressing the “Ctrl + U” buttons on your keyboard after selecting the text.

How to Strikethrough Text in PowerPoint?

formatting presentation in powerpoint

The strikethrough text is used when you want to cross out the text.

The “Strikethrough” button is beside the “Underline” button in the “Font” section and the icon has a line going through lower case “ ab ” .

After selecting the text, click on the “Strikethrough” option and it will cross out the text.

5. How to Highlight the Text in PowerPoint?

You can use the “Text Highlight Color” button to highlight the text in PowerPoint. However, this button is only available for the Office 365 version of PowerPoint .

If you are using an older version of PowerPoint, check out my other article on how to highlight text in PowerPoint . It provides you with multiple other ways to make your text stand out on a slide in PowerPoint.

That said, here’s a step-by-step process on how to highlight text in PowerPoint using the text highlight color option!

Step 1: Select the Text and Click the “Text Highlight Color” button

formatting presentation in powerpoint

At first, you have to click on the text you want to highlight and select it. Then, you have to click the “Text Highlight Colour” button.

This button has a pen in the icon with a yellow line underneath it and it is located at the “Font” section of the “Home” tab. Doing so will instantly highlight your text.

If you want to highlight text across multiple text boxes, you can also first click on the “Text Highlight Colour” button on the “Home” tab. This will turn the cursor into a pen from the “Arrow” icon.

Now, simply click on the text box for the text you want to highlight. The text will be highlighted instantly.

6. How to Change Font Color in PowerPoint?

There are multiple ways in which you can change the color of your font in PowerPoint. I’ve listed the easiest method to change the font color below.

If you want to know ninja tips on how to change the font color for all text in PowerPoint, check out my other article. (by clicking on the link)

Follow the step-by-step guide to change your font color in PowerPoint:

Step 1: Click on the “Font Color” drop-down menu button

formatting presentation in powerpoint

To change the color of your text, the first step is to select the text using your cursor. Then click on the “dropdown” button beside the “Font Color” button.

This button is located at the right of the “Font” section in your “Home” tab. It is an icon with a capitalized “A” and a red underline.

Step 2: Choose new font color

When you click on the dropdown menu, a color palette appears. Hover your cursor to the color you want, and you will see the text changing its color. Now, click to alter the text font color.

7. How to Clear Text Formatting in PowerPoint? 

Sometimes, you don’t particularly like the changes that you’ve made to the text and perhaps you want to start over from scratch. This is when the clear text formatting option in PowerPoint comes in handy!

formatting presentation in powerpoint

To clear the text formatting in your PowerPoint presentation, select the text you want to remove the formatting from and click on the icon with the red eraser called the “Clear All Formatting” button.

This icon is located in the “Font” section of the “Home” tab and clicking it will erase all formats such as bold, italics, underline, highlight, etc. from the text. The text will then revert to the default text of the theme.

If you want to learn how to clear formatting in PowerPoint on all slides, make sure you click on the link and check out the other article where I have gone into detail on this topic and provided tips on how to do so quickly!

8. How to Add Text Outline in PowerPoint? 

You can outline text in PowerPoint to create emphasis on certain text that you want the audience to look at.

Here’s how you can outline text in PowerPoint –

Step 1: “Right-click” on the text and select “Format Text Effects”

formatting presentation in powerpoint

Select the text you want to outline and “Right-click” on it. A drop-down menu will appear with different options. Click on the “Format Text Effects” option from the menu.

Step 2: Click on the “Text Fill & Outline” button

After you click on the “Format Text Effects” option, the “Format Shape” sidebar will pop up on the right of the slide.

It usually automatically displays the “Texts Effects” option which is the icon in the middle that looks like an “A” . In case it doesn’t, click on “ Text Options ” first.

Click on the “A” icon beside it and then click on the “Text Outline” option. A menu will appear with the options like, “No line” , “Solid line” , and “Gradient line” .

Step 3: Select your desired Text Outline

formatting presentation in powerpoint

Choose the text outline you want to apply to the slide text. Gradient line will create a transparent border around your text, and a solid line will fill up your text border.

Choose a color as per preference to add the outline to text in PowerPoint.

9. Using WordArt in PowerPoint 

I’ve written a detailed article on how to use WordArt in PowerPoint along with steps to customize your WordArt. So, make sure you click on the link and check out that article to learn more about WordArt. But, here’s a quick highlight on using WordArt –

To use WordArt in your PowerPoint presentation, you have to go to the “WordArt” option in the “Insert” tab. The whole process is described in easy steps below:

Step 1: Go to the “Insert” tab

formatting presentation in powerpoint

The third tab from the right in the ribbon is the “ Insert” tab. Click on the “ Insert” tab to access the “ WordArt” option.

Step 2: Click on the “WordArt” button

Now, on the “Text” section of the “Insert” tab is a leaning “A” icon which is the “WordArt” button. Click on that button to access WordArt.

Step 3: Choose your WordArt style

Different styles of WordArt appear in a drop-down menu after you click on the “WordArt” button. Now select your preferred WordArt style to place it on the slide.

Step 4: Insert the WordArt into your presentation.

formatting presentation in powerpoint

A “Text box” with the chosen style will be displayed in the middle of the slide. Select the “Your text here” texts and erase it.

Now, you can write any text with WordArt you want and then place it in your preferred location.

10. How to Change Text Direction in PowerPoint? 

The method to change the text direction in PowerPoint is similar to that of changing the text outline in that it needs the user to open the format settings.

Follow the steps mentioned below to change the direction of the text in PowerPoint –

Step 1: Click on the “Format Shape” button

formatting presentation in powerpoint

The first step to changing text direction is to select the text you want to change and “ Right-clicking” on it. A drop-down menu with many options will be displayed on the screen. Click on the “Format Shape” option which is located right below the “Formatting Text Effects” button.

Step 2: Click on the “Size and Properties” option

A sidebar with the title “Format Shape” will appear on the right of the screen. Click the square icon on the right side called the “Size & Properties” option.

Step 3: Click on the “Text Direction” dropdown menu

formatting presentation in powerpoint

Below the “Text Box” button is the “Text Direction” option.

Every text is horizontal by default so if you want to change it, you will have to click on the arrow-mark besides the “Horizontal” option to open a dropdown menu. This will show you different text direction options. Click on the direction you want your text to move in.

You can also rotate text in PowerPoint. There are actually multiple different ways in which you can rotate the text Check out our detailed guide on how to rotate text in PowerPoint !

11. How to Cut, Copy, Paste and Duplicate Text in PowerPoint?

Copy and paste in PowerPoint are perhaps one of the most important functions in PowerPoint! Furthermore, knowing how to cut and duplicate can also help you move your text around quickly.

I’ve written a detailed guide on how to copy and paste in PowerPoint with visual references. So, make sure you check that article out for the details. For brevity, I’m just sharing the basics here –

  • How to Copy Text in PowerPoint – Copying text allows you to create a photocopy of the selected text. To copy the text in PowerPoint, select the text. Then, use the keyboard shortcut by pressing the “Ctrl + C” keys simultaneously. Alternatively, “Right-click” on the text that you want to copy and press the “Copy” button from the dropdown menu.
  • How to Cut Text in PowerPoint – The “Cut” function allows you to remove a text and then place it again in a different location. It is almost the same as the copy function but copying creates a photocopy while the cut function deletes the object from its original location and places it on the location where you paste it. The keyboard shortcut to cut text in PowerPoint is “Ctrl + X” . Or alternatively, “Right-click” on the object that you want to cut and hit the “Cut” button from the drop-down menu.
  • Paste Text in PowerPoint – The “Paste” function allows you to place the text to a preferred location that has been copied or cut. Hence, it is done after the cut or copy function. You need to paste the text after copying or cutting it to finish the process. The keyboard shortcut of pasting text is “Ctrl + V” . Or alternatively, “Right-click” on the location that you want to paste the object and hit the “Paste” button from the dropdown menu.
  • Duplicate Text in PowerPoint – Duplicating texts is a combination of the copy and paste function. After selecting your texts, if you press “Ctrl + D” then it creates a duplicate of the original. It is, however, not an alternative to the cut function. But, it can be used instead of copy and paste. One drawback, though, of this function is that it can’t duplicate elements across slides. For that, you will need to use copy and paste functions.

12. Using Format Painter to Apply Text Formatting 

Format painter is a tool that allows the user to easily copy the font style, size, and color of a certain text and apply it to another text.

Actually, the format painter has the capability to do much more than just copying the formatting of the text! It can be used to apply the formatting of shapes, text boxes, images, etc. It is a super helpful tool!

In fact, I covered the use of format painter in PowerPoint in a detailed manner in another article. Make sure you check out that article too as it will save you a ton of time while editing your presentation!

Meanwhile, I’ve covered the basics of using the format painter below –

Step 1: Select the text and go to the “Format Painter” option

formatting presentation in powerpoint

At first, you have to select the text you like the font of. This should not be the text you want to paint over. Now below the “Home” tab, and in the “Clipboard” section, there is a paintbrush icon called the “Format Painter” button. Click on it.

Step 2: Format paint the text.

formatting presentation in powerpoint

Your cursor will change into a paintbrush after you click on the “Format painter” button. Now, move the cursor to the text you want to apply the formatting on and click it. It will change to the font of your choice.

This is a single-use format painting because your cursor will change back to normal after one use.

Step 3: Format painting multiple words at a time (optional)

If you want to change the font of multiple texts using the “Format Painter” option, then instead of clicking the icon once, “Double click” on the “Format painter” button.

This time, the cursor will not change back and allow you to format the font of several texts.

Once you are done using the format painter, simply click on the icon again or press the “Esc” key on the keyboard.

13. How to Align Text in PowerPoint?

In this section, I will be describing the different alignments options for text in PowerPoint. I’ve written a detailed article on how to align in PowerPoint where I also talk about aligning objects and shapes with respect to each other and provide tips to save time! So, make sure you check out that article for further details.

Meanwhile, below are step-by-step guides to align text in PowerPoint horizontally or vertically.

Horizontal Align – left, right, centre, justify

The horizontal alignment allows the text to be aligned in the text box on a horizontal axis.

The process of aligning texts in different horizontal styles is described in the simple steps given below:

To change the alignment of text, the first step is to select all the texts inside a “Text box” using your cursor.

Step 2: Choose your desired horizontal alignment

formatting presentation in powerpoint

There are four icons made up of lines in the “Paragraph” section of the “Home” tab. From the left, they are “Align Left” , “Centre” , “Align Right” , and “Justify” .

Click on your preferred horizontal alignment to change the text position inside the text box.

Vertical align – Top, bottom, middle

The vertical text alignment will allow you to align the text in the box in a vertical axis with respect to the text box.

The process of aligning texts in different vertical styles is described in the following steps:

The first step is to simply select the text that you want to change the vertical alignment of.

Step 2: Change the Vertical Alignment

formatting presentation in powerpoint

Next, simply go to the “ Home ” ribbon. Then, click on the “Align” Tool as indicated in the image above. From the dropdown, choose the vertical alignment options from “ Top “, “ Middle “, or “ Bottom “.

14. How to Add Superscript and Subscript to Text in PowerPoint?

Using superscript or subscript text style can be especially helpful when creating a presentation for students or when adding an equation.

I wrote a detailed post explaining the steps to superscript or subscript text in PowerPoint (with images). Make sure you check out that article for full details. I’ll share the brief steps below –

formatting presentation in powerpoint

  • To subscript text in PowerPoint, first, select the text. Then, click on the “ home ” tab, and click on the “ arrow ” button at the bottom right corner under the “ Fonts ” section of the Home ribbon.
  • This will open a “ Fonts ” window dialog box. In the window select the “Subscript” text option. Make sure that the box is checked.
  • You can also add the “Superscript” using the same process. Just make sure that the box before the superscript text is checked.

15. How to Add Bullet Points or Numbering to Text in PowerPoint?

Here’s how you can add bullet points or numbered list to your text in PowerPoint –

Step 1 – Select the Text

To add bullet points or numbering to text in your PowerPoint presentation, first, you have to select the text or navigate the blinking cursor in the place where you want the bullet point or numbering to be

Step 2 – Add Bullets from the “Home” Ribbon

formatting presentation in powerpoint

Next, click on the “ Home ” tab. From the “ Paragraph ” section on the home tab, you can choose to add either bullets or numbering in PowerPoint.

You can choose to customize the bullet points if you don’t like the default design. Alternatively, you can also change the bullet style in PowerPoint to create your own design style.

16. How to Add Indent to Text in PowerPoint?

You can also indent text in PowerPoint – meaning you can add some space before the text starts in a new paragraph or a new line. (And no, you don’t need to keep pressing the space bar for that!)

Add or Increase Indent in PowerPoint

formatting presentation in powerpoint

The first step is to move your cursor to the beginning of the paragraph you want to add indent to. It is important to note that the sentence that you want to indent should not be in the middle of the paragraph. Alternatively, you can bring the cursor to the start of a sentence and press “Enter” .

Now, click the icon with lines and an arrow pointing towards the right. This is called the “Increase Indent” button and is used to add or increase an indent level. You can find it in the “Paragraph” section of the “Home” tab. (check the image above for reference)

How to Decrease Indent in PowerPoint? 

formatting presentation in powerpoint

To decrease indent in a paragraph text, click on the button called “Decrease List Level.” The icon will have lines and a left-pointing arrow. It is to the left of the “Increase List Level” icon. Clicking it once will decrease one indent level.

17. Choosing Line Spacing of Text in PowerPoint

Line spacing can help increase or decrease the space between the line of text. You can add a line spacing between lines or between paragraphs. This explanation perhaps requires a detailed article.

[Edit – I’ve written a detailed article on Line Spacing in PowerPoint that highlights the nuances and explains everything in a beginner-friendly manner. Make sure you check it out by click on the hyperlink]

Nevertheless, the basic steps to choosing the line spacing in PowerPoint is described below:

If you want to modify the line space in a single paragraph, at first you have to select the paragraph you want to change the line spacing of using your cursor.

Step 2: Click on the “Line Spacing” button.

formatting presentation in powerpoint

You can find the “ Line Spacing ” button in the “Paragraph” section of the “Home” tab (as showcased in the image above).

After selecting the text, click on the “Line spacing” button to display a drop-down menu. Choose your preferred line spacing and the paragraph will change accordingly.

Step 3: Click on the “Line Spacing Options” button for Advanced Options

formatting presentation in powerpoint

If you want more options to choose from, click on the “Line Spacing Options” button from the drop-down menu. It will open a dialogue box in the middle of the slide. Here, if you want to increase the space above your paragraph, you have to increase the “Before” option.

Or, if you want space after a paragraph, increase the “After” option. These work vice-versa. To change the space between lines, click on the dropdown menu button next to the “Line Spacing” option.

18. How to Add Text in Columns in PowerPoint?

The process of adding text in columns in your PowerPoint presentation is described in 2 easy steps below:

Step 1: Select the text or the text box

At first, select the text where you want to add the columns.

Step 2: Click on the “Add Column” button

formatting presentation in powerpoint

Click on the “ Home Tab “. Then, under the “ Paragraph ” section, click on the “ Add or Remove Column ” button (check out the image above for references). You can usually locate it next to the indent or line spacing buttons. You can also hover over the button and wait for the name of the function to pop-up if you are unsure.

Once the button is clicked, a dropdown menu will appear. From the dropdown, choose the number of columns you would like to add.

formatting presentation in powerpoint

You will notice that the columns have been added to the text immediately!

More PowerPoint Related Topics

  • How to Use a Presentation Clicker to Deliver Presentations Effectively!
  • How to Crop a Picture in PowerPoint? [Complete Step-by-Step Tutorial!]
  • How to Give a Presentation on Zoom? A Helpful Resource!
  • How to Convert a PowerPoint to PDF? [A Simple Guide!]
  • PowerPoint vs Google Slides: Which is Better? [ULTIMATE Test!]
  • How to Change Bullet Style in PowerPoint? A Complete Guide

Credit to Nakaridore (on Freepik) for the Featured Image (further edited) of this Article

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How can I apply a uniform format after finishing a presentation?

I realize that the slide master dictates a certain style on any new slides that are added to the presentation. However, users are free to override the style dictated by the slide master. Once all of the presentation content has been finalized, is there a way to reapply the slide master across the presentation in order to obtain uniform formatting (e.g. consistent bullets and fonts) on all slides prior to finalizing the presentation?

  • microsoft-powerpoint
  • presentations

Pylsa's user avatar

PowerPoint 2003

  • Go to Format > Slide Layout to open the Slide Layout task pane.
  • Select the slides you want to reapply the master layout to.
  • In the Slide Layout task pane, find the layout that you want to reapply.
  • Click the arrow on that layout and then select Reapply Layout .

PowerPoint 2007 / 2010

Select the slides you want to reapply the Slide Master formatting to.

On the Home tab of the ribbon, in the Slides section, click the Reset button.

Reset button in PowerPoint 2007

  • Awesome! This is extremely helpful. –  Puneet Lamba Commented Apr 20, 2011 at 11:59
  • Note for future users: Although, the later versions of PowerPoint look somewhat different, the steps are identical to the PowerPoint 2007 / 2010 instructions above. –  Mathematician Commented Oct 31, 2023 at 19:10

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formatting presentation in powerpoint

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Effective PowerPoint

PowerPoint is common in college classrooms, yet slide technology is not more effective for student learning than other styles of lecture (Levasseur & Sawyer, 2006). While research indicates which practices support learning and clarifies students’ attitudes toward PowerPoint, effective PowerPoint is not an exact science; few rules can be applied universally. Instructors should consider their audience and their pedagogical goals.

What Students Think

Although students do not necessarily learn more when PowerPoint is used, students prefer slide technology and think they learn better from it (Suskind, 2005). Students also rate instructors who use PowerPoint more highly. One study found about a six percent bump in student ratings of instructors who use PowerPoint over those who don’t (Apperson et al., 2006). Students indicate that what they like most about PowerPoint is that it organizes information, keeps them interested, and helps “visual learners” (Hill et al., 2012). They also, however, critique PowerPoint when slides have too many words, irrelevant clip art, unnecessary movement or animations, and too many colors (Vanderbilt University).

Research-Supported Methods

Like all teaching methods, the use of PowerPoint requires that teachers consider and make use of students’ need for variety. If used as one tool among many, lecturing with PowerPoint adds variety to a course, possibly minimizing student distractions (Bunce et al, 2010).

Minimal Text

In the interest of variety, PowerPoint lectures should not be excessively long, but the number of slides used in lectures has no direct impact on teaching effectiveness. However, the amount of text  per slide  is consequential. One study found that slides containing  three or fewer bullet points  and  twenty or fewer words  were more effective than slides with higher density (Brock, et al., 2011). Less text on each slide also reduces the amount of simultaneous delivery of material in text and speech, that is, presenters reading out loud the text on the slide, which is an additional barrier to comprehension. Studies show that audiences comprehend less when the same material is simultaneously delivered by text and speech and that for many settings, audio-only delivery of text is more effective.

This process is explained by the  cognitive load theory , which states that since working memory is limited and each form of presentation of new material (written text, audio instruction, visual diagram, etc.) requires its own allotment of working memory to process, the amount of working memory available for learning is hindered by unnecessary redundancies in presentation. These effects are more pronounced when multiple presentations of information are processed in the same cognitive domain—such as audio instructions and visual text, both processed in the language domain, known as the “phonological loop” (Kalyuga et al., 2004).

Assertion-Evidence Method

The traditional use of PowerPoint, determined mostly by software programming defaults, involves crafting slides with a topic, question, or theme in the upper banner, followed by text bullet points in the body of the slide. A more effective way to present material is with the  Assertion-Evidence   Method  (see graphic), in which the top banner makes an assertion, written in sentence form (think of crafting the assertion in the style of a newspaper headline). The body of the slide then contains visual evidence of the assertion—if possible, in the form of a simple chart, but pictures and brief text can also serve as evidence. This method has been linked with better understanding and long-term retention (Garner & Alley, 2013).

Traditional Topic and Bullet-Point Method

PowerPoint Slide 01

Practical Tips

The research above—as well as research about learning in general—encourages certain practices when using PowerPoint:

  • For variety, use the hyperlink or embed features of PowerPoint to incorporate audio or video media.
  • To reduce cognitive load, blank out the projector when answering a question or dealing with an issue not directly related to the slide.
  • Also to reduce cognitive load, don’t talk while students are writing. If you have minimal text, the instructor should be able—without much disruption in the flow of oration—to display the text and let students silently read before proceeding to elaborate.
  • To encourage  interactive learning , incorporate questions into PowerPoint presentations. These can be used for discussion, pause-and-ponder, brief writing exercises, etc.

Apperson, J., Laws, E., & Scepansky, J. (2006). The impact of presentation graphics on students’ experience in the classroom.  Computers & Education 47 , 116-126.

Brock, S. Joglekar, Y., & Cohen, E. (2011). Empowering PowerPoint: Slides and teaching effectiveness.  Interdisciplinary Journal of Information, Knowledge & Management, 6 , 85-94.

Bunce, D. M., Flens, E. A., & Neiles, K. Y. (2010). How long can students pay attention in class? A study of student attention using clickers.  Journal of Chemical Education ,  87 (12, 1438-1443.

Garner, J. K., & Alley, M. P (2013). How the design of presentation slides affects audience comprehension: A case for the assertion-evidence approach.  International Journal of Engineering Education, 29 (6), 1564-1579.

Hill, A., Arford, T., Lubitow, A., & Smollin, L. M. (2012). “I’m ambivalent about it”: The dilemmas of PowerPoint.  Teaching Sociology, 40 (3), 242-256.

Kalyuga, S., Chandler, P., & Sweller, J. (2004). When redundant on-screen text in multimedia technical instruction can interfere with learning.  Human Factors, 46 (3), 567-581.

Levasseur, D. G., & Sawyer, J. K. (2006). Pedagogy meets PowerPoint: A research review of the effects of computer-generated slides in the classroom.  The Review of Communication, 6 (1/2), 101-123.

Making better PowerPoint presentations (n.d.). Vanderbilt University, Center for Teaching (webpage). Retrieved from .

Suskind, J. E. (2005). PowerPoint’s power in the classroom: Enhancing students’ self-efficacy and attitudes.  Computers & Education, 45 (2), 203-215.

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PowerPoint Timeline

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Using a PowerPoint timeline template is crucial when it comes to showcasing important project plans, schedules or workflows to clients or stakeholders. The benefits of a PowerPoint template when creating timelines are clear and concise:

  • Speeds up the presentation-building process as you work right inside PowerPoint.
  • Simplifies the efforts to create a clear, crisp timeline by providing an already professionally-designed format to your data.

Including timeline graphics that allow you to represent different activities and milestones within a specified time period, a PowerPoint timeline template may prove useful for a range of cases:

  • Giving an overview of major tasks;
  • Tracking the status of a project;
  • Visualizing how long specific activities/phases are going to take;
  • Highlighting important achievements.

In other words, a PowerPoint timeline template is a very effective way to ensure visibility and communicate a project’s story to those who need to stay in the loop.

Effectively visualize your next project plan with the help of our professional, crisp PowerPoint timeline template that you can download and use for free. As an additional resource, we also offer you the answers to some of the most commonly asked questions about this type of project visuals.

Using the PowerPoint timeline template

This free PowerPoint timeline template has been designed for professionals who need to quickly make high-level timeline presentations to important audiences. Clients and executives expect to see clear, intuitive, easy-to-follow visuals when reviewing any project plans, programs, or business summaries. They also expect to see these communications in a way that is familiar to them and in a tool that they are comfortable using. A tool like Microsoft PowerPoint.

Complex Gantt charts or other visuals created by project management software or stand-alone planning applications are complicated, challenging to follow, and hard to work with. The Microsoft PowerPoint timeline can be easily shared and edited by teams, customers and management who use PowerPoint. It will showcase your work in a way that will be easy for them to understand and pay attention to.

The PowerPoint timeline template will be a refreshing alternative for anyone who has been presented typical Gantt charts and project schedules in the past. Once updated with your own information, it will turn into a high-level visual that is clear enough even to those who aren’t involved in the daily detail of your project plan. You can edit the template right inside PowerPoint either by manually adding your project data or automatically, using the free timeline creator from Office Timeline.

This timeline template has been built to work with Office Timeline’s free timeline creator app for Microsoft PowerPoint . The tool is a plug-in, which means you can edit our timeline sample or create other similar ones directly in PowerPoint. Simply add your milestones and tasks to its automated layout engine and see the changes applied instantly. Thus, you will be able to repeatedly update your timeline PPT slide as fast as clients and executives expect you to, without having to rebuild the visual from scratch each time.

Office Timeline Pro also integrates with project management applications such as Microsoft Project. It enables you to import all of your existing project data and create a timeline slide in PowerPoint automatically.

FAQs about PowerPoint timeline templates

Find here the answers to the most frequently asked questions about making project timelines in PowerPoint.

How do I create a timeline in PowerPoint?

You can create a timeline in PowerPoint in two ways:

Manually – by using one of the PowerPoint’s in-built Smart Art graphics and formatting it as a basic timeline.

Automatically – by installing the free PowerPoint timeline maker add-in called Office Timeline, choosing one of its timeline templates and customizing it to fit your needs.

To learn more about what each of the methods above entails, check out our step-by-step tutorial on how to make a timeline in PowerPoint .

How do you insert a timeline in PowerPoint?

To insert a timeline in PowerPoint, follow the simple steps described below:

Open a new presentation in PowerPoint.

From the PowerPoint ribbon, go to Insert > SmartArt > Illustrations .

Within the dialog box that pops up, click on the Process category.

Select the Basic timeline option.

PowerPoint will automatically add to your slide a default graphic with placeholder text and three milestones that you need to manually edit in order to turn it into a proper timeline. Double-click on the placeholder text to type in yours and add more milestones using the Text Pane of your basic timeline graphic.

Alternatively, you can skip all the formatting struggle and easily customize our pre-formatted PowerPoint timeline template that was designed as a native PPT slide. If you want to explore more examples of such ready-to-use visuals, check out our gallery of PowerPoint timeline templates .

Is there a timeline option in PowerPoint?

Yes, there is – actually Microsoft PowerPoint offers you two timeline options that you can use to create such a graphic. These are:

Inserting a default Basic Timeline in your slide from Insert > SmartArt (Illustrations) > Process .

Using one of the in-built timeline templates that you can find by typing “timeline” in the search box at the top of the New section on PowerPoint’s Home screen.

Is there a timeline template in PowerPoint?

Yes, PowerPoint does have a series of native timeline templates that users can manually format and adjust to create a simple timeline. You can access them from the New section of PowerPoint’s Home screen, after you type in “timeline” in the search box at the top.

However, these in-built PowerPoint timeline charts can prove limited or unsuitable for visually representing more complex plans that need to be regularly updated.

To offer you more flexible and diverse options, we’ve created this customizable PowerPoint timeline slide along with an entire collection of other professionally designed timeline templates .

You can alter any of these PowerPoint timeline samples manually or automatically by using the free timeline maker add-in for PowerPoint called Office Timeline . Automating the entire process of creating, updating, and customizing a timeline chart, the tool helps you save time and effort. It also provides you with additional pre-built timeline examples right inside the presentation platform.

Does Microsoft Office have a timeline template?

Microsoft Office does feature a few simple timeline templates within its suite of programs (MS Word, Excel, PowerPoint). However, these graphics need further manual editing and formatting in order to create a basic timeline, which often proves time-consuming.

To get started faster with using these pre-formatted samples, check out our series of free tutorials on how to make a timeline using Microsoft Office tools.

How do I create a timeline from Excel to PowerPoint?

You can create a timeline from Excel to PowerPoint using the free timeline maker add-in from Office Timeline. With its help, you will be able to copy-paste your Excel data straight into PowerPoint and automatically generate a stylish timeline based on the input.

To get a detailed walk-through of the process, check out our tutorial on how to make a timeline in Excel . It demonstrates the easiness of the Excel-to-PowerPoint option as compared to building a timeline from scratch directly in the spreadsheet platform.

How do I make a timeline slide in PowerPoint?

The easiest way in which you can make a timeline slide in PowerPoint is to use one of the platform’s in-built timeline templates. Here is what you need to do:

Open a new PowerPoint presentation.

From the Home screen, go to New .

Enter “timeline” in the search box at the top and choose your preferred model from the returned results.

Double-click to open your preferred model and replace the placeholder text with your own specific details.

If you want more timeline examples and more professional layouts to choose from, simply customize our PowerPoint timeline template or browse our gallery of free project timeline templates . All these are designed as presentation-ready PPT slides that can be customized with just a few clicks.

Another method of creating a timeline slide in PowerPoint is to manually format a Basic Timeline default chart from PowerPoint’s SmartArt Process illustrations (under the Insert tab). Our tutorial on how to make a timeline in PowerPoint documents all the steps of the process, along with a more automated alternative.

What is the best Microsoft program to create a timeline?

Out of Microsoft’s suite of standard office programs, PowerPoint is the best one to use in order to create a timeline . Microsoft Project, Excel, and Word can also be used to produce such a graphic, however the final output may not be that professional looking, easy-to-follow, and suited for an executive presentation.

Given that timelines serve as an efficient tool to clearly visualize and showcase a sequence of events in chronological order, the presentation software gives you the means and format to do so.

Check out our comprehensive tutorials and easily learn how to make a timeline with each of Microsoft’s office platforms and other tools as well.

How do I create a project plan in PowerPoint?

Before you create a project plan in PowerPoint, make sure you have the following elements well defined:

Project scope, goals, deliverables, and critical tasks required to achieve your set objectives.

Requirements and resources (that is, the supplies you will need to finish your project on time).

A designated team to carry out your project’s tasks.

A clear project schedule that illustrates the desired course of action once the project is initiated.

Once this information is ready, you can simply download our free PowerPoint project plan template and customize it with your own data. Built as a native PowerPoint slide, our pre-designed project plan sample can be easily shared and updated by anyone who has the popular presentation tool.

How do I make a project timeline for free?

Here are the main ways in which you can create a project timeline for free:

By using standard office tools like Microsoft Project, Excel, PowerPoint, or Word.

Our step-by-step tutorials on how to make a timeline with various productivity tools will help you get started faster.

By simply customizing any of our pre-formatted project timeline templates .

Just download your favorite sample, open it in PowerPoint, and automatically update it according to your own data and style preferences using the free 14-day trial of the Office Timeline add-in .

Weekly Work Schedule


Blank Timeline


1-Year Plan


Updating your template is simple and fast.

Use the Office Timeline PowerPoint add-in to quickly update any of these timeline templates or create your own project visuals. Easily change the texts, dates, colors, shapes and styles of your timeline, right from inside PowerPoint.

Free PowerPoint Timeline and Swimlane Maker

Download Free Timeline Maker

Or try our online timeline maker .

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How to create PowerPoint slides from R

Learn how to generate powerpoint slides straight from an r markdown document. plus, create interactive html slides in r with the xaringan package..

Do More With R [video hero/video series] - R Programming Guide - Tips & Tricks

There are lots of ways to share results of your R analysis: Word documents , interactive apps , even in the body of an email .

But sometimes, you want a slide presentation. It’s easy to generate a PowerPoint file from your R code – complete with charts and graphs – directly from an R Markdown document.

Create a PowerPoint from R Markdown

To create a PowerPoint from R, you need three things on your system:

  • PowerPoint or OpenOffice,
  • The rmarkdown package, version 1.9 or later, and
  • Pandoc version 2.0.5 or newer.

Pandoc isn’t an R package. It’s not R at all; it’s a separate piece of open source software designed for file format conversions.

RStudio ships with Pandoc, so you probably have a version of it installed if you use RStudio. You can run the rmarkdown package’s pandoc_version() function to see if you’ve got it installed and, if so, what version. If your pandoc is too old, try updating RStudio (or install pandoc directly from ).

RStudio menu choice showing PowerPoint as a file format option

There is an option to create a PowerPoint file from R Markdown when you create a new markdown file in RStudio.

Next, create an R Markdown document. If you do that from RStudio’s menu with File > New File > R Markdown, you’ll have a few choices . If you click on the second choice, Presentation, you should see an option for PowerPoint under Default Output Format.

The resulting R Markdown file created by RStudio includes examples for mixing text and R code results. If you save that file and then “knit” it by clicking the knit button in RStudio, you’ll get a PowerPoint presentation with the same information.

How did R know where to break the content into new slides? The default is “the highest level of headline that’s not followed immediately by another headline.” In this case that’s headline level two, or all titles starting with ## .

You don’t need to use that default rule, though. You can specify another headline level to auto-divide your document into new slides. That’s done in the doc’s YAML header  with the slide_level option, such as

But if you don’t want to fiddle with all that, you can divide content into new slides manually with three dashes. Make sure the three dashes are on a completely new line.

Presenting the weather

Here is an R Markdown file that’s a bit more interesting than the default doc, at least for me: One with weather data.

Notice the R chunk options I’ve set.  echo = FALSE  means my R code won’t show up in my slides. warning and message set to FALSE makes sure any warnings or messages from my code don’t appear in the slides either. I’ve also set a default figure width and cache = TRUE  . (I don’t usually cache results for a file I want to update regularly, but I did so to save time on the accompanying video.)

Get National Weather Service forecast data via R

My R Markdown setup code chunk also sources a separate file on GitHub that includes two functions for fetching weather data. Here is that code, if of interest:

The first function pulls a forecast data frame from the National Weather Service API using the city name and the city’s forecast URL as function arguments. 

You need to know the API’s forecast URL for a location in order to get its forecast data. If you don’t know that URL, you can get it from another National Weather Service API using the format 

The initial API result from the httr GET request is a list. The function adds code that returns only the portion of the list with the data I want, formatted as a data frame.

The second function takes that forecast data frame and generates a ggplot line graph for high and low temperatures.

Change the PowerPoint default font

If you want a different default font or font size for your R-generated slides, you can set those with a reference PowerPoint document and add info about that document in the R Markdown YAML header. I did that for these slides, as you can see in this portion of the YAML document header:

My reference file, CorporateStyle.pptx ,  is a regular PowerPoint file and not a PowerPoint template. To turn it into a reference file, I went into the file’s Master Slide view and set some styles. You can edit any PowerPoint file’s Master Slide view in the PowerPoint menu with View > Slide Master.

Whenever I want an updated version of that forecast PowerPoint, I just need to re-knit the document. I could even set this up to run automatically using Windows scheduler or launchd on a Mac.

Create HTML slides from R

There might be many times when you specifically need or want a PowerPoint file. One thing PowerPoint slides lack, though, is interactivity. For example, you can’t roll over a graph and see underlying data.

You could if these were HTML slides, though.

There are a few ways to generate HTML slides from R. One of the most popular is with the xaringan R package . xaringan is built on top of the remark.js JavaScript library. There is a bit of a learning curve to do more than the basics, but the look and feel are extremely customizable.

xaringan would need its own series to cover all you can do with it. But even basics can work for a lot of use cases. Below is an example of an R Markdown document with just a bit of customization.

Three dashes create a new slide. That first slide after the title slide won’t display; it’s setting defaults for the other slides. layout: true means “this is a slide setting up layout defaults.” class: center centers everything – header text, graphics – unless I specifically code it otherwise. 

The xaringan::moonreader output option regenerates the slides each time you save the file so you don’t need to click the knit button. 

The body of the file includes a graphing function I wrote using one of my favorite dataviz packages, echarts4r , to visualize my weather data. You can hover over lines on the graphs in these slides to see underlying data, as well as click legend items to turn lines off and on.

Line graph of predicted high and low Boston temps, including a pop-up with that data.

An HTML slide presentation lets you interact with visualizations, such as hovering over a graph to see underlying data.

There is a ton more you can do with xaringan, from adding your own CSS file to creating your own theme to animating slides. Here are some resources to learn more:

  • xaringan slide presentation about xaringan by creator Yihui Xie
  • Incremental slides with xaringan by creator Yihui Xie
  • xaringan presentations from R Markdown: the Definitive Guide by Yihui Xie, J. J. Allaire, and Garrett Grolemund
  • xaringan gallery of examples and themes by Emil Hvitfeldt
  • Meet xaringan: Making slides in R Markdown by Alison Hill (RStudio Conference 2019 workshop slides)
  • xaringanExtra package (enhancements and extensions to the xaringan package) by Garrick Aden-Buie
  • xaringanthemer package (lots of xaringan styling options)  by Garrick Aden-Buie

And for more R tips, head to the Do More With R page .

Related content

Beyond the usual suspects: 5 fresh data science tools to try today, generative ai won’t fix cloud migration, hr professionals trust ai recommendations, safety off: programming in rust with `unsafe`.

Sharon Machlis is Director of Editorial Data & Analytics at Foundry (the IDG, Inc. company that publishes websites including Computerworld and InfoWorld), where she analyzes data, codes in-house tools, and writes about data analysis tools and tips. She holds an Extra class amateur radio license and is somewhat obsessed with R. Her book Practical R for Mass Communication and Journalism was published by CRC Press.

More from this author

Maker of rstudio launches new r and python ide, 5 easy ways to run an llm locally, how to run r in visual studio code, posit lays off r markdown, knitr creator yihui xie, 8 chatgpt tools for r programming, openai devday: 3 new tools to build llm-powered apps, python pandas creator wes mckinney joins posit, 6 generative ai python projects to run now, most popular authors.

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Presentation at Army base labeled anti-abortion groups as terrorist organizations

U.S. Army personnel at Fort Liberty in North Carolina were given a training seminar in which certain prominent anti-abortion groups were labeled as “terrorist groups,” according to information leaked from within the base.

Images circulating on social media and confirmed by the Fort Liberty Garrison Public Affairs Office for the Washington Examiner showed a presentation to soldiers manning access control points at the base that characterized National Right to Life and Operation Rescue as terrorist groups.

The presentation slide, photographed by an anonymous person in the briefing room on Wednesday and published on social media by a pseudonymous account, highlights common tactics used by anti-abortion activists as possibly dangerous, including “demonstrations and protest,” “truth display,” “picketing,” and sidewalk counseling. 

It’s not clear who gave the presentation. The presentation slide included the insignias of the Directorate of Emergency Services at Fort Liberty and the XVIII Airborne Corps.

The leaked image of the presentation slide also included a picture of a “Choose Life” license plate, which is sold in 34 states, according to the Guttmacher Institute, an abortion-rights group. 

A spokesperson from Fort Liberty Garrison Public Affairs Office told the Washington Examiner that the slides “were not vetted by the appropriate approval authorities, and do not reflect the views of the XVIII Airborne Corps and Fort Liberty, the U.S. Army or the Department of Defense.” 

“The slides were developed by a local garrison employee to train Soldiers manning access control points at Fort Liberty ,” the spokesperson said. “These slides will no longer be used, and all future training products will be reviewed to ensure they align with the current DoD anti-terrorism guidance.”

An anti-terrorism brief was held on Fort Liberty (Bragg) today where they listed several Pro-Life organizations as “terrorist organizations.” The slide you see here followed right after a slide about ISIS, a terror group in the Middle East. The organizations labeled by the… — Shoe (@samosaur) July 11, 2024

Founded in 1968, the National Right to Life is a 501(c)(4) lobbying organization whose mission is primarily legislative and political. Operation Rescue, established in 1986, is more well known for grassroots activism and protests outside of abortion clinics, as well as exposing the work and identifying information of abortion providers. 

Both groups were associated in the presentation with “bombings of clinics” and “attempted murders,” according to the presentation slide.

Troy Newman, the president of Operation Rescue, told the Washington Examiner that the slides appeared to be between 10 and 15 years old, repurposed from a similar presentation for the FBI exposed by a Freedom of Information Act request by the organization. Newman said he no longer had documentation from the FOIA for corroboration.

“We have morons running the DOJ and the FBI,” Newman told the Washington Examiner , saying he is deeply concerned that the federal government is “turning its eyes inward to peaceful, patriotic individuals with different views.”

“In a presentation that is deeply offensive to pro-life Americans across the nation, Fort Liberty promoted outright lies about National Right to Life in a demonstration of lazy scholarship,” said Carol Tobias, president of National Right to Life. “In our over 50-year history, National Right to Life has always, consistently, and unequivocally, condemned violence against anyone.”

“Only under the Biden Administration can peaceful law-abiding citizens and their peaceful activities be considered ‘terrorism,’” Tobias said in a statement to the Washington Examiner . “The Biden Administration promotes the deaths of preborn babies and advocates for unlimited abortion, but peaceful pro-life Americans are labeled ‘terrorists.’”


The insider report follows efforts from top brass in the Department of Defense to root out right-wing extremism from within the ranks, drawing criticism from Republicans.

Fort Liberty is one of the largest military installations in the world, with approximately 53,700 troops and 14,000 civilians working on the post. It contains nearly 10% of all U.S. Army forces.

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formatting presentation in powerpoint

Tips for creating and delivering an effective presentation

In this article.

Creating an effective presentation

Delivering an effective presentation

Tips for creating an effective presentation

Choose a font style that your audience can read from a distance.

Choosing a simple font style, such as Arial or Calibri, helps to get your message across. Avoid very thin or decorative fonts that might impair readability, especially at small sizes.

Choose a font size that your audience can read from a distance.

Try to avoid using font sizes smaller than 18 pt, and you may need to go larger for a large room where the audience is far away.

Keep your text simple and minimize the amount of text on your slides

Use bullets or short sentences, and try to keep each to one line; that is, without text wrapping.

You want your audience to listen to you present your information, rather than read the screen.

Some projectors crop slides at the edges, so long sentences may be cropped.

You can remove articles such as "a" and "the" to help reduce the word count on a line.

Use art to help convey your message.

Use graphics to help tell your story. Don't overwhelm your audience by adding too many graphics to a slide, however.

Make labels for charts and graphs understandable.

Use only enough text to make label elements in a chart or graph comprehensible.

Make slide backgrounds subtle and keep them consistent.

Choose an appealing, consistent template or theme that is not too eye-catching. You don't want the background or design to detract from your message.

See .

For information about using themes, see .

Use high contrast between background color and text color.

Themes automatically set the contrast between a light background with dark colored text or dark background with light colored text.

See .

Check the spelling and grammar.

To earn and maintain the respect of your audience, always check the spelling and grammar in your presentation.

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Tips for delivering an effective presentation

Show up early and verify that your equipment works properly.

Make sure that all equipment is connected and running.

Don't assume that your presentation will work fine on another computer.

Disk failures, software version mismatches, lack of disk space, low memory, and many other factors can ruin a presentation.

Turn off screen savers, and ensure you have the appropriate files and versions of software that you need, including PowerPoint.

To ensure all files are accounted for when you copy them to a USB drive and carry them to your presentation location, see 

Consider storing your presentation on OneDrive so it can be accessible to you from any device with an internet connection.

Verify that the projector's resolution is the same as the computer on which you created your presentation.

If the resolutions don't match, your slides may be cropped, or other display problems can occur.

Turn your screen saver off.

Keep your audience focused on the content of your presentation.

Check all colors on a projection screen before giving the actual presentation.

The colors may project differently than what appears on your monitor.

Ask your audience to hold questions until the end.

Questions are an excellent indicator that people are engaged by your subject matter and presentation skills. But if you save questions until the end of the presentation, you will get through your material uninterrupted. Also, early questions are often answered by ensuing slides and commentary.

Avoid moving the pointer unconsciously.

When you are not using the pointer, remove your hand from the mouse. This helps to stop you from moving the pointer unconsciously, which can be distracting.

Don't read the presentation.

Practice the presentation so that you can speak from bullet points. The text should be a cue for the presenter rather than the full message for the audience.

Stay on time.

If you plan a certain amount of time for your presentation, do not go over. If there is no time limit, take less time rather than more to ensure that people stay engaged.

Monitor your audience's behavior.

Each time that you deliver a presentation, monitor your audience's behavior. If you observe people focusing on your slides, the slides may contain too much data or be confusing or distracting in some other way. Use the information you learn each time to improve your future presentations.

Practice makes perfect.

Consider rehearsing your presentation with .


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Counterfeit & Fraud Industry Presentation - June 27, 2024 (PowerPoint)

This is the PowerPoint from the webinar on June 27.  This presentation provides more details on Quality Shipper score and USPS recommended systems.

Quick Links

  • Counterfeit Postage and Fraud Prevention Information

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Jul 11, 2024

Introducing dynamic watermarking for Word, Excel, and PowerPoint

Camille Birch

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Hi, Microsoft 365 Insiders! My name is Camille Birch, and I’m a Product Manager on the Office Purview team. I’m excited to announce the introduction of dynamic watermarking, a new feature for sensitivity labels in Word, Excel, and PowerPoint for Windows, Mac, and the web that can both deter users from leaking sensitive information and attribute leaks if they do occur.

If you work with sensitive or confidential documents, you know how vital it is to prevent any leaks of information from these documents. Sensitivity labels from Microsoft Purview Information Protection offer a highly effective way to limit access to sensitive files and prevent people from taking inappropriate actions with them, such as printing a document, while still allowing for full collaboration.

However, it’s still possible for someone to take a picture of a sensitive file on their screen or of a presentation being shared either online or in-person. (Some forms of screenshotting cannot be blocked with existing technology.) This loophole presents a simple way to bypass the protections that sensitivity labels place on a document. Dynamic watermarking can be a potent weapon in combatting these kinds of leaks.

How it works

1. To apply a sensitivity label with dynamic watermarking, select the file name in the title bar or click the Sensitivity button on the ribbon, and then select a label from the dropdown list.

Screenshot showing how to apply a sensitivity label in Word.

2. When the label is applied, the watermarks will appear on the screen shortly afterwards.

Screenshot showing dynamic watermarking from a sensitivity label in Word.

3. When you open a file protected with a sensitivity label that has the dynamic watermarking setting enabled, you will see tiled watermarks superimposed across the file content. These watermarks will contain the email address for the account you’re using to view the file. 

Tips and tricks

  • You’ll be able to work with your file like normal — viewing, editing, and collaborating — with the watermarks always visible on top of your file content. You won’t be able to remove these watermarks unless you have IRM usage rights that allow you to change the file’s label to one that doesn’t have dynamic watermarking.
  • If you attempt to open a file labeled with dynamic watermarks in a version of Microsoft 365 that does not support the feature, you will get an “access denied” message (unless you are the owner of the file). This is to prevent files that should be shown with dynamic watermarks from being viewed on Microsoft 365 clients that cannot show the watermarks.
  • If you need to open a file with dynamic watermarking but your client does not support it yet, open the file in Microsoft 365 for the web instead. You’ll be able to view, edit, and collaborate on your document there with full support for dynamic watermarking.
  • Watermarks are included when you print a file but are not included if you export it to another file format. Remember this when deciding whether to export a file.
  • File views outside of Word, Excel, and PowerPoint do not support dynamic watermarking. This means that certain experiences, such as PPT Live, will not render watermarks.


  • To access this feature, you must be in an organization that is licensed for sensitivity labels in Microsoft 365 and that has enabled dynamic watermarking on a sensitivity label that you can access.
  • You can only apply a label with dynamic watermarks if your admin has enabled the setting on a sensitivity label available to you.


This feature is currently rolling out to users on the web and to Current Channel Preview users running:

  • Windows: Version 2407 (Build 17830.20000) or later 
  • Mac: Version 16.87 (Build 24070110) or later

Don’t have it yet? It’s probably us, not you.   

Features are released over some time to ensure things are working smoothly. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as an Insider, have had the opportunity to try it.

We want to hear from you! Please click Help > Feedback to submit your thoughts about this feature. Be sure to use the hashtag #DynamicWatermarking in your comments so that we can quickly identify feedback about this feature.

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  1. Basics of Text Formatting in PowerPoint

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  3. Powerpoint

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  4. Change Slide Formatting in PowerPoint

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  5. How to Format PowerPoint Slides: A Complete Tutorial

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  6. How to Format Text in PowerPoint? [A Complete Tutorial!]

    formatting presentation in powerpoint


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  19. How to Format Text in PowerPoint? [A Complete Tutorial!]

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  22. How can I apply a uniform format after finishing a presentation?

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