Creating a PowerPoint presentation: tips for beginners

A good presentation can make the difference between an audience that listens with interest and one that looks away bored. Microsoft PowerPoint has been the most widely used presentation program for decades, and for good reason. It is powerful enough for professionals, yet accessible for beginners too. In this article you'll learn step by step how to create an effective presentation.

Opening PowerPoint and getting started

When you open PowerPoint, you'll see several options. You can choose from blank presentations, templates or recently opened files.

Starting a new presentation

For your first presentation, choose Blank Presentation. You'll then see a single slide with two text boxes: one for the title and one for the subtitle. This is your starting point.

Using a template

Templates are predesigned presentations where you only need to fill in your own content. They contain professional designs with matching colors, fonts and backgrounds. Templates are an excellent choice for beginners because they let you focus on the content.

The basic parts of PowerPoint

Let's first explore the most important parts of the PowerPoint screen.

The ribbon

At the top you'll find the ribbon with tabs such as Home, Insert, Design, Transitions and Animations. Each tab contains related features.

The slide overview

On the left you'll see thumbnails of all your slides. Here you can select, reorder, copy or delete slides.

The work area

In the middle you edit the active slide. Click elements to select and edit them.

The notes area

At the bottom you can add speaker notes that only you see during the presentation. Handy as memory aids.

Adding and managing slides

A presentation consists of multiple slides. Here you'll learn how to add and manage slides.

Adding a new slide

There are several ways:

  • Click New Slide on the Home tab
  • Press Ctrl+M
  • Right-click in the slide overview and choose New Slide

Choosing slide layouts

When you add a new slide, you can choose a layout. PowerPoint offers standard layouts such as:

  • Title Slide: for the start of your presentation
  • Title and Content: the most commonly used layout
  • Two Content: for comparisons or multiple topics
  • Title Only: for slides with lots of images
  • Blank: complete freedom

Reordering slides

Drag slides in the overview to another position to change the order. Or use cut and paste.

Deleting slides

Select a slide and press Delete, or right-click and choose Delete Slide.

Adding and formatting text

Text is the foundation of most presentations. Learn how to use text effectively.

Entering text

Click in a text box and start typing. Most slide layouts have predefined text boxes for titles and bullet lists.

Formatting text

Select text and use the formatting options on the Home tab:

  • Change the font and size
  • Make text bold, italic or underlined
  • Adjust the color
  • Choose the alignment

Bullets

Bullet lists help you present information clearly. PowerPoint automatically creates bullet lists in content boxes. You can change the bullet type via Home - Bullets.

Text hierarchy

Use the Tab key to create sublevels in bullet lists. Shift+Tab moves back one level. This helps you structure your information.

Adding images and media

Visual elements make your presentation more attractive and easier to understand.

Inserting images

  1. Go to Insert - Pictures
  2. Choose Insert Picture From This Device
  3. Browse to your image and click Insert
  4. Adjust the size by dragging the corners

Images from the internet

PowerPoint can also search for online images via Insert - Online Pictures. Keep copyright in mind if you share the presentation externally.

Shapes and icons

Via Insert - Shapes you add geometric shapes. You'll find icons via Insert - Icons. These elements are ideal for diagrams and illustrations.

Video and audio

You can insert videos and audio clips via Insert - Video or Audio. This can liven up a presentation, but use it sparingly.

Choosing a design and theme

A consistent design makes your presentation look professional.

Applying a theme

Go to the Design tab. You'll see a range of themes with different colors, fonts and backgrounds. Click a theme to apply it to all slides.

Theme variants

To the right of the themes you'll find variants. These are color variations of the selected theme.

Customizing the background

For more control, right-click a slide and choose Format Background. Here you can set a solid color, gradient, picture or pattern.

Editing the Slide Master

For advanced users: via View - Slide Master you can customize the base designs. Changes made here apply to all slides that use that master.

Transitions between slides

Transitions are visual effects that play when you switch slides.

Adding a transition

  1. Select a slide in the overview
  2. Go to the Transitions tab
  3. Click a transition effect to apply it
  4. Set the length with the Duration option

Applying a transition to all slides

Click Apply To All to use the same transition for the entire presentation. This gives consistency.

A tip about transitions

Less is more. Choose one or two subtle transitions and use them consistently. Overusing effects distracts from your message.

Adding animations

Animations are effects for elements within a slide, such as text that appears or images that slide in.

Adding an animation

  1. Select the element you want to animate
  2. Go to the Animations tab
  3. Choose an animation effect
  4. Set the order and timing via the Animation Pane

Types of animations

  • Entrance: the element appears on the slide
  • Emphasis: the element draws attention while it is visible
  • Exit: the element disappears from the slide
  • Motion Paths: the element moves along a specific path

Animation order

Open the Animation Pane to manage the order of animations. Drag items to change the order.

Giving the presentation

Now that your presentation is ready, you'll learn how to present it.

Starting the slide show

  • Press F5 to start from the beginning
  • Press Shift+F5 to start from the current slide
  • Or go to Slide Show - From Beginning
  • Click or press Space/Enter for the next slide
  • Press Backspace or P for the previous slide
  • Type a number and press Enter to jump to that slide
  • Press Esc to stop

Presenter View

If you have a second screen, turn on Presenter View via Slide Show - Use Presenter View. You'll then see your notes, a timer and a preview of the next slide, while the audience only sees the presentation.

Tips for effective presentations

Tip 1: Keep slides simple

Follow the 6x6 rule: at most 6 bullet points per slide, at most 6 words per point. Slides support your story, they are not the story itself.

Tip 2: Use large fonts

At least 24 points for body text, 36 points or larger for titles. That way everyone in the room can read along.

Tip 3: Contrasting colors

Make sure there is enough contrast between text and background. Dark text on a light background usually works best.

Tip 4: Rehearse in advance

Run through your presentation several times. That way you know the order and timing, and you'll feel more confident.

Tip 5: Make a backup

Save your presentation in multiple places: your computer, a USB stick and possibly the cloud. Technical problems always strike at the worst moment.

Saving and sharing

You can save and share your presentation in several ways.

Saving as a PowerPoint file

Press Ctrl+S or go to File - Save. The default format is .pptx.

Saving as a PDF

Go to File - Export - Create PDF/XPS Document. Anyone can open a PDF, even without PowerPoint.

Sharing by email or cloud

Via File - Share you can send the presentation by email or save it to OneDrive for online access.

Frequently asked questions

How can I make my presentation play automatically?

Go to the Transitions tab and set the After option on each slide to the number of seconds you want. The presentation then advances automatically without you having to click. This is handy for information kiosks or continuous presentations at events.

Can I open PowerPoint files without PowerPoint?

Yes, there are free alternatives. Google Slides can open PowerPoint files via Google Drive. LibreOffice Impress is a free desktop program that reads .pptx files. You can also use PowerPoint online for free via Office.com with a Microsoft account.

How do I make a presentation that looks the same on every computer?

Use standard fonts that are available on every computer, such as Arial, Calibri or Times New Roman. If you want to use special fonts, you can embed them via File, Options and then Save, by checking Embed fonts in the file. Exporting to PDF is even safer.

How large can a PowerPoint file be for email?

Most email providers accept attachments up to 25 MB. To make your file smaller, compress images via File, then Options and then Advanced, by choosing a lower resolution under Default resolution. Or use a service such as WeTransfer for larger files.

Looking for an email address? View our offer.