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How to Format PowerPoint Slides: A Complete Tutorial

Complete Tutorial: How to Format PowerPoint Slides

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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.

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.

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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MCQ on Powerpoint for Class 5

MCQ on Powerpoint for Class 5. Practice Powerpoint for Class 5 Multiple Choice Questions and Explanation.

(1) ______ is used to reuse the template that we recently used.

(b) Duplicate

(a) Article

Ans: (c) .ppt.

(8) Editing tab has following feature

Ans: (b) Powepoint presentation.

(13) Which shortcut key use for slideshow

(a) Start → programs all program→ Microsoft PowerPoint

(a) Graphical list

(17) In PowerPoint only one template is available. (TRUE / FALSE?)

Ans: (d) All of above mentioned.

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MS PowerPoint

Introduction

With respect to class 5 MS PowerPoint, PowerPoint is a presentation program developed by Microsoft. It is a part of the Microsoft office.

It provides facilities to create digital slide shows. You can include multimedia contents like pictures, audio, video clips and animations in it.

Like a movie consists of various scenes, a presentation consists of a number of slides. Each slide can contain text, graphics, audio and video to convey the idea.

Creating a Presentation

You can create a presentation, starting with a blank slide and developing further by adding contents as well as backgrounds and applying font formatting.

Developing the title slide

With respect to class 5 MS PowerPoint, how to develop the title slide:

Step 1:  click on the placeholder where  ' click to add title' is mentioned. Type the main topic of your presentation here.

Step2: Click on the placeholder where ' click to add subtitle' is mentioned. Type more matter about the presentation.

Changing font properties of the text

With respect to class 5 computer lessons, the text you type can be formatted in a number of ways to look attractive. Many types of font formatting like font style, size, color and effects can be applied.

To change Font properties of the text:

Step1: select the text.

Step2: click on the home tab.

Step3: click on any button in the Font group to get the desired result.

Inserting Smart Art

A smart art graphic is a visual representation of your information and ideas.

With respect to class 5 computer lessons, how to insert smart art graphic in a slide:

Step1: in the content placeholder, click the insert SmartArt graphic icon.

Step2: the SmartArt gallery opens. Select a category and the SmartArt type.

Step3: The SmartArt will get inserted. Add text in the placeholders of the SmartArt graphics.  

Adding clip art

PowerPoint has its own collection of Cliparts. However, you can also select them through the internet.

With respect to class 5 MS PowerPoint, how to add a clipart, Click on the clipart button in the Illustrations group of the insert tab. A dialog box will appear on the right side of the window, search the clipart that you want to insert and click OK button.

Adding the picture from a file

With respect to class 5 computer lessons, you can add your own pictures which you have scanned or downloaded from the internet by clicking on the insert picture from the file icon in the content placeholder. 

Adding shape to your presentation

With respect to class 5 computer lessons, to insert a shape, place the cursor where you want to insert it. Click on the shape button in the Illustrations group of the insert tab. select the shape from the drop-down list that you want to insert and click OK button. You can adjust the size of the shape according to your need.

Working with the textbox

The placeholder containing the text is called the textbox. To move the text box, click on the text in the placeholder. A border will appear around the text. Position the pointer on the border, drag the mouse to move the text enclosed in the border.  

Adding header and footer

• To insert a header, click on the header and footer button in the text group of the insert tab. A dialog box will appear. Select the type of header that you want to insert and then, click on the header placeholder and type the text.
• To insert footer, click on the header and footer button in the text group of the insert tab. Select the type of footer from the drop down that you want to insert and then, click on the footer placeholder and type the text.

With respect to class 5 MS PowerPoint, various views of the presentation

Your presentation can be viewed through various views options in the PowerPoint. Each view has its own use. You can then view buttons at the bottom right corner of the PowerPoint window.

Normal view:

It is the main editing view, in which you type and design your presentation.

This view has three working areas:

• on the left, there is an outline pane.
• on the right, the slide pane displays a large view of the current slide.
• at the bottom, in the notes pane, you can type notes that are required to accompany a slide.

Slide sorter view with respect to MS PowerPoint

• Slide sorter view is a view of all slides in a presentation in thumbnail form.
• It gives you an overall picture of the presentation, making it easy to reorder, add, or delete slides.
• Reordering of slides is easy in the slide sorter view as you can see the thumbnails of all the slides together. You just need to drag and drop the slides to the reorder.

Slideshow view:

• Slideshow view is the full-screen view in which you see your presentation the way your audience will see it.
• You can see how your graphics, animation effects and timings look during the actual presentation.
• When you click on the slideshow view button, the slideshow starts from the current slide.

How to Run a Slide Show?

• After completing your presentation, click on the slideshow tab.
• Then, click on the ' from the beginning' tab. Your slideshow will start.
• Then press Esc key when your presentation ends to return to normal view.

Recap with respect to class 5 MS PowerPoint

• PowerPoint is a presentation program which facilities to create digital slide shows. Each slide can contain text, graphics, audio and video to convey the idea.
• You can create a presentation, starting with a blank slide and developing further by adding contents.
• To change Font properties of the text: select the text, click on the home tab and click on any button in the Font group to get the desired result.
• To insert a picture, clipart, shape and SmartArt in your presentation, click on the respective button in the Illustrations group on the Insert tab.
• To insert header and footer, click on the header and footer button in the text group in the Insert tab.
• Various views of the presentation are a normal view, slide sorter view and a slideshow view.
• To run a slideshow, click on the 'from the beginning' button of the slideshow tab.

Quiz for MS PowerPoint

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Team Presentation Theory: The Five Formats

Wednesday, Aug 21, 2024 • Jeremiah Valentine : [email protected]

Team Presentations are routinely used in academia. However, there is a significant lack of published research outlining a framework for team presentation strategies and techniques that can be applied to students, faculty and business professionals. 

Dr. Daniel Usera, Clinical Marketing Professor, walks readers through the dynamic task of presenting as a team with different examples . W hile comparing and contrasting different styles that are well explained and easy to understand. The article instructs and informs readers about transitions styles and presentation styles. 

Initially, he highlights the speech writing five-point outline. Typically starting with an introduction, three main points, and a conclusion. After highlighting topics, he explains various speaker's roles. T he opener who delivers the introduction, each following speaker presents a main point, and a closer who finishes with the conclusion. 

Each group member should access and lean into their strengths during the presentation to complete the experience. Usera mentions in the article that speaker roles should depend on talent, subject matter experience, and the size of the team. To facilitate a team ’ s transitional periods between speakers, Usera spotlights four different options which are Hosted, Un-hosted, Overhand, and Topical transitions. 

Two students pitch during a group pitching event on Dec. 13, 2022.

Transitions

Hosted Transitions

A host conducts the handoff between two team members

Un-hosted Transitions

Transitioning speakers conduct their hand-off without a host

Overhand Transitions

Preceding speaker says the transitions statement before handing off the microphone or microphone

Topical Transitions

The next point is set up without a hand-off

The article f o cuses on presentation styles and how teams interact internally during a presentation . Usera presents 5 different presentation options including Hosted, Relay, Hybrid, Popcorn, and Duo. Each format can utilize the same material while presenting a different way . 

Team Presentation Formats

Hosted Format

Relies on one speaker to open and end the presentation and conduct transitions between main point speakers (uses hosted transitions)

Relay Format

Spreads speaking responsibilities equally between all group members

Three Advantages: most common and natural format that audiences might expect speakers to use ; one speaker is not emphasized over the rest; un - h osted transition style can be quicker than hosted ones

Hybrid Format

Uses the same speaker to open and close while executing un -h osted transitions

Benefits of Hybrid method

Opener/closer engage the audiences with their strong speaking skills establishing a connection and credibility

Reengaging with the audience can create a memorable ending

Popcorn Format

Creates a more conversational and casual presentation

All speakers can participate in the introduction, main points, and conclusion

No distinct speak roles; can be completely improvised 

For teams of two; both speakers conduct the introduction, main points and the conclusion

The duo format allows group members to take turn s speaking throughout the presentation, moving through topics rather than speakers

Risks Associated 

Requires additional coordination or rehearsal

Can be imbalanced towards one team member over the other

The presentation styles can be used dynamically , a llowing a team to keep the audience engaged with different topics, multiple speakers and keeping a constant pace throughout the presentation. Usera mentions, “ An essential strategic decision that all teams must make is how they deploy their speaking talent. The five team presentation formats offer different approaches and trade-offs to this question. ” Talent and strengths should be considered as a team choose s a format to work with. 

Dr. Usera, Clinical Associate Professor of Marketing at The University of Texas at Arlington, published this article titled “ Team Presentation Theory I: The Five Formats ” in the Business and Professional Communication Quarterly academic journal in January 2024.

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Textbook Solutions: Formatting a presentation | IT Elements Class 5: Book Solutions, Notes & Worksheets PDF Download

A. Tick (✔) the correct answers.

1. Which tab is used to create a Slide Master? (a) View tab (b)  Insert tab (c)  Design tab Ans:  (b)

2. Which dialog box is used to apply Fill effects? (a)  Format Background (b) Fill shapes (c)  Effects Background Ans:  (a)

4. Which alignment is used to align the text to both the right and left margins of the text box? (a)  Center (b)  Justify (c) Left Ans:  (b)

5. Where is the selected Clip Art inserted on a slide by default? (a)  Right (b) Left (c) Center Ans:  (c)

B. Fill in the blanks.

2. The _______ placeholder option is used to insert text box. Ans:  Text 

3. You can create your own color scheme using the _______ tab. Ans:  Custom

4. Clicking on  _______ option adds a shadow behind the selected text. Ans:  Text Shadow

5. The Rotate button exists in the  _______ group of the Format tab. Ans:  Arrange

C. Write T for True and F for False.

1. Any changes made to the Slide Master are applied to all the slides of the presentation.  Ans:  T

2. You cannot rotate objects in MS Word.  Ans:  F

3. The Insert tab is used to insert bullets and numbers. Ans:  F

4. The Strikethrough option is used to draw a line through the middle of the text.  Ans:  T

5. Vertical alignment is of four types. Ans:  F

D. Answer the following questions.

1. What is Slide Master? What is its role in MS PowerPoint 2010? Ans:  The Slide Master in MS PowerPoint is the guiding slide that stores information on fonts, colors, effects, backgrounds, placeholder sizes, and positioning. Any changes made to the Slide Master are applied to all the slides of the presentation. It helps in maintaining a consistent theme throughout the presentation.

2. Mention the different types of placeholders that you can choose in PowerPoint 2010. Ans: Different types of placeholders in PowerPoint 2010 include Text, Content, Picture, Table, Chart, SmartArt, Media, and Clip Art.

3. What are the different fill effects used under the Fill option? Ans: The different fill effects under the Fill option are Solid Fill, Gradient Fill, Picture or Texture Fill, and Pattern Fill.

4. Explain the different types of alignments. Ans:  There are two main types of alignments: Vertical Alignment and Horizontal Alignment.

• Vertical Alignment: It aligns the text in relation to the top, middle, or bottom margin of the text box.
• Horizontal Alignment:  It aligns the text in relation to the left, center, right, or justified margins of the text box.

5. What are bullets? Why do we need to insert bullets? Ans: Bullets are special characters or symbols used to mark the beginning of items or paragraphs in a list. They are typically small dots, circles, squares, or other shapes that help visually separate and highlight each item in the list. We need to insert bullets for the following reasons:

• Visual Organization: Bullets make it easier for the audience to visually organize and understand information presented in a list format.
• Emphasis:  Bulleted lists draw attention to key points, making the information more impactful and easier to remember.
• Readability:  Bullets enhance the readability of the content, especially when dealing with multiple points or steps.
• Presentation Style:  Bulleted lists are a common and effective way to present information in a clear and structured manner during a presentation or in written documents.

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