I like to think of Microsoft PowerPoint as a test of basic marketing skills. To create a passing presentation, I need to demonstrate design skills, technical literacy, and a sense of personal style.
Even if my spoken presentation is well rehearsed, a bad visual experience can ruin it for the audience.
Expertise means nothing without a good presentation to back it up. For starters, grab your collection of free PowerPoint templates below, and use the tips that follow to perfect your next presentation.
No matter your topic, successful PowerPoints depend on three main factors: your command of PowerPoint’s design tools, your attention to presentation processes, and your devotion to consistent style. Here are some simple tips to help you start mastering each of those factors, and don’t forget to check out the additional resources at the bottom of this post.
A presentation is made up of multiple slides, and now that you know how to make one, you can delve deeper into PowerPoint’s capabilities.
If you’ve already created a presentation, double click the icon to open the existing file. Otherwise, open Microsoft PowerPoint, click “File” in the top left corner, and click “New Presentation.” From there, you can follow the prompts to set up a new presentation.
Microsoft offers built-in themes and color variations to help you design your slides with a cohesive look. To choose from these pre-built themes, choose the “File” tab again, select “New”, choose one of the options, and click “Create.”
Otherwise, you can use PowerPoint elements, your design sense, and your brand’s color palette to make your own “theme.”
You don’t want to present the same exact slide, just with different content on it. This would bore your audience. Ensure that you create multiple variations, accommodating some of the common uses for slides. At minimum, you’ll need:
There’s no reason to create these designs over and over again. Now that you have a few to draw from, you can simply duplicate them before inputting your content. Here’s how to do that:
This will automatically add a copy of this slide to the presentation. From there, you can customize it for your needs.
Done well, transitions can add a little bit of movement and showmanship to your presentation. PowerPoint has several transitions built in for you to choose from.
To access them, select the “Transitions” tab from the top ribbon. From there, you can select a transition for it to preview on your screen. To customize it further, click “Effect Options” and play with the features to find something that suits your liking. To remove a transition, select “Transitions” and click “None.”
Like transitions, animations can add movement, reveal information, and help you underscore the points you want to hit during your speech. To animate an element, follow these steps:
Some of the ways to customize animations include:
These describe how you want the effect to behave, so play around with them until you find an effect that suits your liking.
You’ll also have the option to move animations around as you edit your slides with the “Reorder Animation” function in the top ribbon.
Click “File” and “Save”, making sure to specify which folder or destination you want your PowerPoint to be stored.
It’s always good to do a trial run to ensure that your slides are set up properly and your animations fire they way you expect them to.
To present your PowerPoint, go to the “Slide Show” tab and click “Play from Start”. The slide will cover your whole screen, blocking out your desktop and PowerPoint software. This is so your audience (in this case, you for the trial run) is solely focused on the visual elements of your presentation.
When you’re done with one slide and want to show the next in your sequence, click your mouse in presentation mode. This will advance the slide.
Microsoft wanted to provide PowerPoint users with a lot of tools. But this does not mean you should use them all. Here are some key things to look out for:
While you usually can get away with the default slide size for most presentations, you may need to adjust it for larger presentations on weirdly sized displays. If you need to do that, here’s how.
Tip: Resize your slides before you add any objects to them or the dimensions of your objects will become skewed.
Often, it’s much easier to edit your PowerPoint template before you start — this way, you don’t have design each slide by hand. Here’s how you do that.
A significant part of a PowerPoint’s content is text. Great copy can make or break your presentation, so evaluating your written work from a few different angles could make you seem more persuasive. Thinking about how your text is received differentiates good presenters from the best.
Many people underestimate the influence of typeface, but choosing the right font is important — the perception of your font type could influence your audience’s impression of you. The right font is an opportunity to convey consistent brand personality and professionalism.
Some fonts are seen as clean and professional, but this doesn’t mean they’re boring. A common mistake is thinking your font isn’t “exciting” enough, which could lead you to choose a font that distracts from your overall message.
That said, you can still use fun and eccentric fonts — in moderation. Offsetting a fun font or large letters with something more professional can create an engaging presentation. Above all, be sure you’re consistent so your presentation looks the same throughout each slide, so your audience doesn’t become distracted by too many disparate fonts.
Source: Design Shack
Having properly aligned objects on your slide is the key to making it look polished and professional. You can manually try to line up your images … but we all know how that typically works out. You’re trying to make sure all of your objects hang out in the middle of your slide, but when you drag them there, it still doesn’t look quite right. Get rid of your guessing game and let PowerPoint work its magic with this trick.
Format menus allow you to do fine adjustments that otherwise seem impossible. To do this, right click on an object and select the “Format” option. Here, you can fine-tune shadows, adjust shape measurements, create reflections, and much more. The menu that will pop up looks like this:
Although the main options can be found on PowerPoint’s format toolbars, look for complete control in the format window menu. Other examples of options available include:
Many users don’t realize how flexible PowerPoint’s shape tools have become. In combination with the expanded format options released by Microsoft in 2010, the potential for good design with shapes is readily available. PowerPoint provides the user with a bunch of great shape options beyond the traditional rectangle, oval, and rounded rectangle patterns, unlike even professional design programs like Adobe Creative Suite or Quark.
Today’s shapes include a highly functional Smart Shapes function, which enables you to create diagrams and flow charts in no time. These tools are especially valuable when you consider that PowerPoint is a visual medium. Paragraphing and bullet lists are boring — you can use shapes to help express your message more clearly.
When you create a shape, right click and press “Edit Points.” By editing points, you can create custom shapes that fit your specific need. For instance, you can reshape arrows to fit the dimensions you like.
Another option is to combine two shapes together. When selecting two shapes, right-click and go to the “Grouping” sub-menu to see a variety of options.
By using these tools rather than trying to edit points precisely, you can create accurately measured custom shapes.
Besides creating custom shapes in your presentation, you can also use PowerPoint to crop existing images into new shapes. Here’s how you do that:
Learn more about creating images for your marketing channels in the video below.
Tradition says that if you want to show a website in a PowerPoint, you should just create link to the page and prompt a browser to open. For PC users, there’s a better option.
Third party software that integrates fully into PowerPoint’s developer tab can be used to embed a website directly into your PowerPoint using a normal HTML iframe. One of the best tools is LiveWeb, a third-party software developed independently.
By using LiveWeb, you don’t have to interrupt your PowerPoint, and your presentation will remain fluid and natural. Whether you embed a whole webpage or just a YouTube video, this can be a high-quality third party improvement.
Unfortunately, Mac users don’t have a similar option. Agood second choice is to take screen shots of the website, link in through a browser, or embed media (such as a YouTube video) by downloading it directly to your computer.
GIFs are looped animated images used to communicate a mood, idea, information, and much more. Users add GIFs to Powerpoints to be funny or quickly demo a process. It’s easy to add GIFs to your slides. To do so, simply follow these steps:
PowerPoint is an excellent tool to support your presentation with visual information, graphics, and supplemental points. This means that your powerpoint should not be your entire presentation. Your slides — no matter how creative and beautiful — shouldn’t be the star of the show. Keep your text and images clear and concise, using them only to supplement your message and authority.
If your slides have dense and cluttered information, it will both distract your audience and make it much more likely that you will lose their attention. Nothing in your slides should be superfluous! Keep your presentation persuasive by keeping it clean. There are a few ways to do this:
One constant problem presenters have with PowerPoint is that fonts seem to change when presenters move from one computer to another. In reality, the fonts are not changing — the presentation computer just doesn’t have the same font files installed. If you’re using a PC and presenting on a PC, then there is a smooth work around for this issue. (When you involve Mac systems, the solution is a bit rougher. See Tip #11.)
Here’s the trick: When you save your PowerPoint file (only on a PC), you should click Save Options in the “Save As …” dialog window. Then, select the “Embed TrueType fonts” check box and press “OK.” Now, your presentation will keep the font file and your fonts will not change when you move computers (unless you give your presentation on a Mac).
In PowerPoint for Mac 2011, there is no option to embed fonts within the presentation. So unless you use ubiquitous typefaces like Arial or Tahoma, your PPT is likely going to encounter font changeson different computers.
The most certain way of avoiding this is by saving your final presentation as JPEGs, and then inserting these JPEGs onto your slides. On a Mac, users can easily drag and drop the JPEGs into PPT with fast load time. If you do not use actions in your presentation, then this option works especially well.
If you want your presentation to appear “animated,” you’ll need to do a little tinkering. All you need to do is save JPEGs of each “frame” of the animation. Then, in your final presentation, you’ll just display those JPEGs in the order you’d like the animation to appear. While you’ll technically have several new slides in place of one original one, your audience won’t know the difference.
An important consideration: If your PPT includes a lot of JPEGs, then the file size will increase.
PowerPoint allows you to either link to video/audio files externally or to embed the media directly in your presentation. You should embed these files if you can, but if you use a Mac, you cannot actually embed the video (see note below). For PCs, two great reasons for embedding are:
Note: Mac OS users of PowerPoint should be extra careful about using multimedia files.
If you use PowerPoint for Mac, then you will always need to bring the video and/or audio file with you in the same folder as the PowerPoint presentation. It’s best to only insert video or audio files once the presentation and the containing folder have been saved on a portable drive in their permanent folder. Also, if the presentation will be played on a Windows computer, then Mac users need to make sure their multimedia files are in WMV format. This tip gets a bit complicated, so if you want to use PowerPoint effectively, consider using the same operating system for designing andpresenting, no matter what.
Between operating systems, PowerPoint is still a bit jumpy. Even between differing PPT versions, things can change. One way to fix these problems is to make sure that you have the right hardware — so just bring along your own laptop when you’re presenting.
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 2010 (or 2011 for Mac). 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 use a crutch. 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!
With style, design, and presentation processes under your belt, you can do a lot more with PowerPoint than just presentations for your clients. PowerPoint and similar slide applications are flexible tools that should not be forgotten. With a great template, you can be on your way to creating presentations that wow your audience.
Editor’s note: This post was originally published in August 2019 and has been updated for comprehensiveness.