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Top 3 Ways to Add Icons to a Microsoft PowerPoint Presentation

Maria is a Content Writer with a keen interest in Technology and Productivity Tools. Her articles can be found on sites such as Onlinetivity and Delesign. Outside of work, you can find her mini-blogging about her life on social media.

You can Microsoft PowerPoint more interesting and intuitive by using icons instead of just text. For example, most people know that an exclamation mark within a triangle represents a warning. We also know that a trash icon represents delete.

Not only are icons convenient, but most times, they make a presentation visually appealing. With Microsoft PowerPoint, users can add icons through the methods below.

1. Using the Default Icons on Microsoft PowerPoint

In applying this method, users must have a Microsoft 365 subscription . If you have one, follow this process:

Step 1: Launch the Microsoft PowerPoint app.

Step 2: On the Ribbon, select the Insert tab.

Step 3: Select the Icons tab to bring up the menu containing all the Icons.

Step 4: Browse through the icon offerings and click Insert to select your preferred icon.

Step 5: After that, right-click and select your preferred color for the chosen icon.

This method is easy, straightforward, and time-saving. However, it restricts you to only the options given by the software. In other words, you’ll have limited options.

2. Convert Emojis to Icons

Yes, you read that right. You can convert emojis to icons by following these steps:

Step 1: On the Ribbon, select the Shapes tab.

Step 2: Select the option to Insert a text box.

Step 3: Draw your textbox anywhere on your PowerPoint slide.

Step 4: Press and hold the Windows + . (period) keys together. Then, the emoji menu will pop up.

Step 5: Select your preferred emoji and it should show up in the textbox.

Step 6: Select the Shapes tab and insert a rectangle over the emoji.

Step 7: Right-click the rectangle and click on Select to Back and this should bring the emojis forward.

Step 8: Click on the rectangle, hold down the Ctrl key and click on the text box with the emoji in it.

Step 9: Click on Format, Merge Shapes and Intersect and the emoji becomes an Icon.

Step 10: To change the color of the Icon, simply right-click and select your preferred Fill or Outline color.

You can choose from a wide range of options, and that’s cool. Also, the method is available to both Windows and Mac users. However, this method works only for Window 10 and not the earlier editions.

3. Create Icons Using Shapes

This method is perhaps the most creative as it gives room for innovation and creativity. It involves the use of Shapes and the Merge feature on PowerPoint.

Step 1: Using a search engine, search for an icon you want to create. In our case, we opted to create a warning sign.

Step 2: Break down the components or shapes making up the sign. A simple warning sign has an exclamation mark in the middle of a triangle.

Step 3: Insert the relevant Shapes. In our case we opted for a Triangle, Parallelogram, an Oval and the Delay Flow chart Shape.

Step 4: Combine the relevant Shapes in the form of your envisioned Icon.

Step 5: Highlight the Shapes by holding down your left key and creating a rectangle around them.

Step 6: On your keyboard, click on Ctrl + G to group the shapes.

Since the icons are being created using Shapes, users can create different varieties. The only downside is that you need to know PowerPoint well enough to pull this off for achieving a desired look.

Make Presentations Fun

One or all of the methods mentioned above should be useful in helping you add diversity to your Microsoft Presentations. Alternatively, if none of the above options are up your alley, you can always browse through the Internet for ready-made icons and insert them in your Presentation. However, a downside to this seemingly easy method is that the scalable vector graphics aren’t always free.

Thinking of more cool tricks you can do on Microsoft PowerPoint? Check out this cool method of creating animations on Microsoft PowerPoint .

Was this helpful?

Last updated on 13 July, 2021

The above article may contain affiliate links which help support Guiding Tech. However, it does not affect our editorial integrity. The content remains unbiased and authentic.

The article above may contain affiliate links which help support Guiding Tech. The content remains unbiased and authentic and will never affect our editorial integrity.

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PowerPoint 2016  - Inspecting and Protecting Presentations

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PowerPoint 2016: Inspecting and Protecting Presentations

Lesson 27: inspecting and protecting presentations.

/en/powerpoint2016/reviewing-presentations/content/

Introduction

Before sharing a presentation, you'll want to make sure it doesn't include any information you want to keep private. You may also want to discourage others from editing your file. Fortunately, PowerPoint includes several tools to help inspect and protect your presentation.

Optional: Download our practice presentation .

Watch the video below to learn more about inspecting and protecting presentations in PowerPoint.

Document Inspector

Whenever you create or edit a presentation, certain personal information may be added to the file automatically—for example, information about the document's author. You can use Document Inspector to remove this type of information before sharing a presentation with others.

Because some changes may be permanent, it's a good idea to use Save As to create a backup copy of your presentation before using Document Inspector.

To use Document Inspector:

• Click the File tab to go to Backstage view .

• When you're done, click Close .

Protecting your presentation

By default, anyone with access to your presentation will be able to open, copy, and edit its content unless you protect it. There are several ways to protect a presentation, depending on your needs.

To protect your document:

• From the Info pane, click the Protect Presentation command.

Marking a presentation as final will not prevent someone from editing it because they can just select Edit Anyway . If you want to prevent people from editing it, you can use the Restrict Access option instead.

• Open our practice presentation . If you opened our practice presentation in order to follow along with the lesson, be sure to download a fresh copy.
• Use Document Inspector to check and remove any hidden information.
• Protect the document by marking it as final .

/en/powerpoint2016/modifying-themes/content/

why is there an exclamation mark on my power point file?

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How to update PowerPoint preview thumbnail icons

• Written by: Jamie Garroch
• Categories: PowerPoint design
• Comments: 20

Have you ever noticed the PowerPoint icons that show up on your desktop or inside Windows File Explorer? Sometimes the default application icon is shown and sometimes you see a PowerPoint preview thumbnail of a slide from your presentation. You’re about to learn everything you ever needed to know about how these work, how to generate them, and how to get rid of them.

Default PowerPoint application icons

You may or may not know that when you save a presentation it’s saved as a pptx file. When you create a template the extension used is potx. And if you save your presentation as a self-starting slide show then ppsx is used. When you view these three formats in Windows File Explorer, the icon you see reflects that format or file extension:

These icons correspond to the three ‘standard’ formats: presentation, template and slide show. If you add macros to any of these files the formats change to ones ending in ‘m’ and the icons change, illustrating the presence of macros with an exclamation mark (Office 365 / PowerPoint 2016 and 2019):

How to create custom PowerPoint preview thumbnail icons

You might be happy to create and distribute your beloved PowerPoint content using these default icons but when you have a lot of them all in the same place, it’s nice to see a preview of what’s inside the separate files. Providing a visual cue of the file’s content can also help improve accessibility for your users.

Here’s an example of three presentations with the preview thumbnail set in each PowerPoint file:

This makes it easy to see what each file contains! So how do you activate these thumbnails?

Preview thumbnails are created by PowerPoint taking a static capture of your first non-hidden slide. If that slide contains animations, you’ll need to take this into account because the thumbnail will be generated from what you see in the normal view, not the slide show view.

Here’s how you create a thumbnail preview image for your PowerPoint file on Windows (macOS follows):

1. Open your presentation in PowerPoint

2. Click File followed by Info to open what Microsoft call the backstage

3. Over on the right-hand side, click the Properties heading then click Advanced Properties in the drop-down menu

4. Click the Summary tab in the window that opens

5. At the bottom of the window, tick the Save preview picture check box:

6. Click OK and save your presentation.

Back in Windows File Explorer, or your desktop if that’s where your presentation is, press F5 to refresh the view and your preview thumbnail will magically appear. If you don’t see it, you may need to clear your Windows thumbnail cache. Here’s how to do that:

• Click the Windows Start button and type cleanmgr followed by Enter (or click Disk clean-up when it appears)
• Make sure the Thumbnails check box is ticked at the bottom of the list and then click OK followed by Delete Files
• Go back to Explorer (or your desktop) and press F5

Refreshing the preview image

Each time you change the content in your first non-hidden slide and resave your presentation, PowerPoint will automatically update the thumbnail image. To see any changes, make sure you press F5 back in Explorer or your desktop.

If you don’t see the change then you might be facing a weird Microsoft caching bug whereby the previous/incorrect thumbnail is being restored. To get around this:

• Open your file
• Disable the Save preview picture option*
• Save and close the file (closing appears to be the key!)
• Enable the Save preview picture option*
• Save your file

* File | Info | Properties | Advanced Properties | Summary

How to turn off the preview thumbnail

Should you decide that you don’t want the preview thumbnail to appear in Explorer, turning it off is as easy as turning it on. Just repeat the steps above and in step 5 untick the Save preview picture check box.

What about macOS?

Good news, the same option exists on PowerPoint for macOS, only it’s not named the same. Sometimes one just has to shake one’s head in disbelief!

• Open the file with PowerPoint for macOS
• Click File | Properties | Summary to see the window below
• Uncheck the option Save preview picture with this document  and click OK
• Save the presentation
• Click File | Properties | Summary
• Check the option Save preview picture with this document and click OK

What if this doesn’t work?

If for some reason the above doesn’t refresh the thumbnail image you can forcibly remove it by either using the 7-Zip for Windows app or, if you can’t install that app, Windows File Explorer using the pptx2zip hack (or BBEdit if you’re on macOS). Both are described in our tech corner section next.

Tech Corner

For those of you who want to know what’s going on under the hood of PowerPoint, I’m going to let you in on where the thumbnail file gets created in the Office XML archive. If you don’t know what this is, it’s probably time to grab a cup of your favourite hot drink while we write an article on that! Or you could read this file size reduction article which touches on zip archives.

When the thumbnail image is created by PowerPoint, it’s saved inside the zip archive that makes up the presentation file.

There are several ways to see inside the raw guts that make up a PowerPoint file. You can use the fairly well known method of renaming the file to have a .zip extension or use my preferred method which is to use the free and very powerful 7-Zip application to open the archive without renaming it or having to extract files.

Once you’ve downloaded and installed 7-Zip you can simply right-click on your file and select 7-Zip / Open archive as shown below:

Now you have opened the door to a new and wonderful underworld known as Office Open XML where we can browse and view what makes your PowerPoint presentation tick:

You can navigate the content of your PowerPoint file just as you would with Explorer. To find your preview thumbnail image file you open the docProps folder and there she is, your thumbnail.jpeg image, which can safely delete if you want to:

Double click this file and you can see it in your associated image editing app:

pptx2zip hack

If installing 7-Zip for Windows isn’t an option for you then this will get you to the same result without additional software:

• Make a backup copy of your pptx, just in case!
• Rename the .pptx file as a .zip file
• Use Windows File Explorer to navigate within your zip file to the /docProps folder
• Delete the file named thumbnail.jpeg
• Go back up to the zip file and rename it back to .pptx
• You should now see it in Windows File Explorer with a default PowerPoint icon

To regenerate the thumbnail, follow the instructions earlier in this article i.e. Open | File | Info | Advanced Properties | Save preview picture .

Going even deeper

Because I like to hack PowerPoint both at work and in my spare time (please send help!) I was curious to know if it was possible to programmatically set the Save preview picture option via VBA ( Visual Basic for Applications ) which is a programming language that comes with all Office apps.

There’s no API (Application Programming Interface) that allows this to be done but maybe there’s an XML setting that can be changed? Looking at the Word XML file structure, there is such a setting in the aptly named settings.xml file inside a Word zip archive. It’s the element below called <w:savePreviewPicture/>

Curiously, the setting in the Word UI (User Interface) is slightly different compared to PowerPoint in that it appears to be system-wide rather than per-document:

But on checking the PowerPoint XML structure, there is no such setting with that name or any other name. By opening two files, one with a preview thumbnail and one without, I was able to establish that PowerPoint has no XML setting for this and is instead simply checking for the existence of a thumbnail image file and setting the Save preview picture check box accordingly. It’s a pity because that would have made a very nice BrightSlide feature!

So, there you have it. Everything you ever needed to know – and a little bit more! – about preview thumbnails in PowerPoint.

Jamie Garroch

Principal technical consultant, related articles, how to consistently brand graphs and charts across microsoft office.

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We love PowerPoint at BrightCarbon. It’s such a versatile application which can be used for so much more than ‘just’ designing presentations. You can create videos, printed collateral, interactive eLearning, even animated GIFs and so much more. But did you know you can even create games? We’ve built one for you, using VBA, and it’s free to download and adapt.

I made the whole procedure , but the thumbnail did not appear !!!

Hi Paolo. Can you see the thumbnail in the archive? What version of PowerPoint are you using? Can you share the title slide with us by emailing a pptx to [email protected] ?

Thanks for the tutorial. I tried this but it didn’t work for me. I’ve always had the thumbnails displayed until I bought a new computer two months ago. Now I can’t them to display. It only shows the PowerPoint icon. I just spent two hours with Microsoft support and they were unable to help. Do you know how I can get them back?

Hi Jodi. When you bought your new computer did it have Office preinstalled? I’m wondering if this is a side effect of the Windows Store version that has some limitations. What version of PowerPoint do you have and are you able to send us an example pptx file to [email protected] ?

Thank you Jamie! I was able to follow along and set the thumbnail for my powerpoint presentation. Question … can I set a different slide as the thumbnail instead of the first slide? Say I want the graphics on slide 5 to appear as the thumbnail.

Thanks in advance for your time!

Hi Sissy. Unfortunately PowerPoint uses the first slide by default and it’s not possible to specify another slide as the one used to generate the thumbnail.jpeg file inside the archive of the pptx file.

Oh… are you going to release a Mac version? thanks!

Good Morning It’s crazy how difficult it can seem and just after the explanation, everything becomes simple …! Thank you very much, sir! Best Regards

Hi Jamie, Thanks for sharing this! I have a query not 100% related but you might be able to help me. I’ve created a video out of my power point presentation and have inserted it in Sway for a training session… Both the PowerPoint thumbnail and video thumbnail show the first slide of the presentation (which is what I wanted), when I insert it onto Sway it picks a random slide as preview image…. any tips? Cheers!

Hi Elena. I don’t believe Sway offers that level of control. Is there something in your training environment preventing your from using PowerPoint where there are far greater capabilities when you present your content either in the browser or desktop version? Recently added new features such as Presenter Coach and AI-driven subtitling are revolutionising the presenter experience.

Sometimes it worked for me sometimes it didn’t..

Hi Trevor. If is doesn’t work for you, try the option we added in the “pptx2zip hack” section.

Yes, I would love a MAC version as well. Thank you.

Thanks for the suggestion Karen. On PowerPoint for macOS you can find the same option under File | Properties | Summary | Save preview pictures with this document. And, if that doesn’t work then you can use your favourite Zip application to use the technique recently added in the “pptxtozip hack” section above.

Great article

Hi Jamie, thanks for this tutorial. I was configuring my new laptop and really missed those preview thumbnails. One more question about that. I like to put some shortcuts of powerpoints I’m working on or frequently use on my desktop. On my old laptop these shortcutlink-thumbnails also held the preview image. I’m still not able to get working on my new laptop. You got any suggestions? Thanks

I tried all your suggestions, including the disk cleanup and turning the save preview off and then on again, being sure to close the file in between. But even after I untick the save preview box and close the file, the next time I open it, it’s ticked. What next?

Re displaying PowerPoint thumbnail in file. Thanks very much for all the info on this. it’s very helpful. Best wishes.

Thanks for this tutorial! What if I want to change all the slide thumbnail previews on the right? I have a pres with a lot of animations so if they preview without the presentation mode all the slides do not make sense. The only workaround I have found is taking a screenshot of the final state and making it the first image to disappear before the animation but that has been confusing for people who may want to edit something. Is there a way to customize any slide preview. Thumbnail?

Oh i forgot to say im working off a Mac.

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Exclamation Mark On PowerPoint Presentation

Modified on: Thu, 19 Nov, 2020 at 11:37 AM

If you are trying to import a PowerPoint presentation into EasyWorship and it loads with an exclamation mark, this is most likely due to EasyWorship not having access to your PowerPoint program that is installed on the computer.

Please make sure you do have PowerPoint installed on the computer before trying to import PowerPoint presentations into EasyWorship. EasyWorship uses the PowerPoint program to access the presentation files and present them on your live output.

If you add a PowerPoint to your schedule from an external drive, like a USB flash drive and unplug it before saving the schedule, that can create this issue. In this case, you'll only have the PowerPoint thumbnails and the slideshow will not play.

Follow the steps below to resolve the issue:

• Reconnect the flash drive,.
• Add the PowerPoint presentation to the schedule.
• Save the schedule.
• Then you may remove the flash drive from the computer.

You could also receive the exclamation mark if you only have Microsoft Office Desktop Apps installed on your computer, but do not have the full desktop version of Microsoft Office installed.

Here is a link to another article that will help you check for this and help resolve this issue: 

PowerPoint showing as a black screen in Live Output window

If you do have the full desktop version of Office or PowerPoint installed on the computer and are still getting that exclamation mark on the PowerPoint presentation, you will need to run a Quick Repair on your installation of PowerPoint or Microsoft Office to fix this issue. 

To run the Quick Repair, please follow the steps below:

• Close out of EasyWorship.
• Open your Windows Control Panel.
• In the Windows Control Panel, select the option to Uninstall a program.
• In the list of installed programs, find your Microsoft Office or PowerPoint program and click on it.
• After you highlight the program select the option to Change or Repair.
• In the Change Office window, select the option to do a Quick Repair and select Continue.
• Allow the Repair process to complete and restart the computer if you are prompted to do so.
• Once the computer reboots, launch EasyWorship and try importing a PowerPoint presentation again.

In some cases, the Presentations database of EasyWorship could be corrupted.

Only follow these steps if other attempts to resolve the issue do not work:

• If you have any EasyWorship presentations, in EasyWorship, click on the Presentations tab, and then select the EasyWorship presentations, right-click on each one and export them to the Desktop. 
• Rename the Presentations folder located at C:\Users\Public\Documents\Softouch\EasyWorship\Default (your EW Profile folder)\Resources\ to Old Presentations.
• Then go to the data folder C:\Users\Public\Documents\Softouch\EasyWorship\Default (your EW Profile folder)\v6.1\Databases\Data.
• Rename the presentations files: Presentations.db, PresentationLayouts.db and PresentationKeys.db by adding a 1 to the end of the filenames. (Ex. Presentations1.db, PresentationLayouts1.db, and PresentationKeys1.db)
• Open EasyWorship and add the presentations from the Old Presentations folder and any EasyWorship Presentations you exported.

If this does not resolve your issue, please contact EasyWorship Support.

Create Support Ticket

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Exclamation Mark Powerpoint

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Red exclamation mark in powerpoint

• 1 year ago 21 September 2022

I have a red exclamation mark appearing in my powerpoint, I have logged into my account which was sucessful and it tells me to open powerpoint but the exclamation mark still appears.  I have uninstalled and re-installed, but still having the same problem.    Slido is enabled, I have checked that.  Is there anything I am missing?

• troubleshooting
• powerpoint troubleshooting

• Meggie from Slido
• 343 replies
• 1 year ago 22 September 2022

Hey @CJAP1 ,

Would you be able to share a screenshot of the sidebar in PowerPoint? Just click on the green S in the top menu and the sidebar will open. 

The problem might be that the PowerPoint deck isn’t connected to an event correctly but I’d need to see the sidebar.

• 1 year ago 18 April 2023

I have this as well on my PowerPoint.  Can you please let me know if this is an issue?  

• Carly from Slido
• 324 replies
• 1 year ago 20 April 2023

Hey @GregC  ,

This exclamation mark is usually visible when:

• There is a Slido in the presentation and you are not logged in

• There is a Slido in the presentation and you are logged in to an account which does not have access to the event

Could you check the Slido that is linked to the presentation and be sure it is one you have access to or own?

We also have our Troubleshooting PPT article which may be useful for you.

If these do not work, please email [email protected]  to troubleshoot with them so we can take a closer look at what might be happening here.

Let us know if you have any other questions!

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