Useful Tips

Create a presentation in PowerPoint

Pin
Send
Share
Send
Send


Presentation is a great way to make your report more understandable and interesting to the public. Presentations are now being created mainly in PowerPoint, which comes with Microsoft's office suite. In this article, you can read a small step-by-step guide on creating presentations in Microsoft PowerPoint. The article will be relevant for PowerPoint 2007, 2010, 2013 and 2016.

Step 1. Launch PowerPoint.

To start creating a presentation, just start the PowerPoint program. This can be done using the desktop shortcut.

If on your desktop there is no PowerPoint shortcut, then you can start this program using the search in the "Start" menu. To do this, open the Start menu and enter “PowerPoint” in the search.

Step number 2. Choose the design of the future presentation.

After PowerPoint is launched, you can immediately start creating a presentation. It’s best to start with design, for this go to the “Design” tab. On this tab you will see a large list of ready-made presentation designs. Select one of the available options.

To the right of the list of ready-made designs, there are buttons “Colors”, “Fonts”, “Effects” and “Background Styles”. Using these buttons, you can tailor the selected design to your requirements. You can change the color and font of the text, the background color of the presentation, as well as add additional effects.

If you don’t have ready-made designs, you can search the Internet for other PowerPoint presentation templates.

Step number 3. Creating slides.

After choosing a design, you can start creating slides for a future presentation. This is done using the "Create Slide" button, which is located on the "Home" tab. Click the down arrow below the Create Slide button so that a menu with available slides opens.

In the menu that opens, you will see several types of slides. These are the “Title slide, the slide“ Title and object ”, the slide“ Title of the section ”, the slide“ Two objects ”, etc. Select the type of slide that suits you and click on it with the mouse. For an example we will create a slide “Title and object”. As a result, a new slide will appear with a title at the top of the slide and an empty field at the bottom.

Step No. 4. Filling in the created slides.

After creating a slide, you can fill it with information. To begin with, you can change the title of the slide, for this we double-click on the inscription “Title of the slide” and enter another text.

After the title is entered, you can fill in the empty field under the title. If there should be text under the heading, then just click on the empty field and enter the desired text.

If under the heading there should be some other information, for example, a video or a picture, then you need to use the buttons in the middle of this field. Six buttons are available here for inserting tables, charts, SmartArt drawings, photos, PowerPoint images, and videos.

When creating presentations in PowerPoint, photos are most often inserted, so consider this option. In order to insert a photo from a file, you need to click on the button with the image of the photo. After that, a window for choosing a photo will appear. Select the desired photo and click on the "Insert" button.

After that, the photo of your choice will appear under the heading of the slide.

Thus, you created a PowerPoint presentation from one slide. To add another slide, go back to the “Home” tab, click on the “Create Slide” button again and add another slide to the presentation. After that, it will be possible to fill out another slide. Repeat this process until the presentation is ready.

Step number 5. Preview presentation.

In order to evaluate the presentation created, go to the “Slide Show” tab and click on the “From the Beginning” button there. After that, the presentation will open in full screen, and you can see how it will look in its finished form.

You can also click on the “From current slide” button. In this case, the presentation will not start playing from the beginning, but from the frame you stopped when working with the presentation.

Step number 6. Saving the presentation.

After the presentation is created, it needs to be saved. To do this, open the “File” menu and select the “Save As” option.

As a result, a window for saving the file opens. In this window you need to select a folder and click on the "Save" button. This way you get a PowerPoint presentation file in PPTX format, which you can then open and continue creating your presentation.

If your presentation is already ready for display, then it must be additionally saved in a different format. To do this, you just need to use the “File - Save As” menu, but before saving, change the format to “PowerPoint Demo”.

After such a save, you will receive a file in PPSX format. The advantage of this format is that the presentation starts playing immediately after it is opened, while the PowerPoint interface does not even appear. But, files in PPSX format cannot be edited, so the presentation must be saved both in PPTX format and in PPSX.

Beginning of work

First of all, you need to create a presentation file. There are two options.

    The first is to right-click in any suitable place (on the desktop, in a folder) and select the item in the pop-up menu Create. Here it remains to click on the option Microsoft PowerPoint Presentation.

Now that PowerPoint is working, you need to create slides - frames of our presentation. To do this, use the button Create Slide in the tab "Home", or a combination of hot keys "Ctrl" + "M".

Initially, a title slide is created on which the title of the presentation topic will be shown.

All further frames will be default by default and have two areas - for the title and content.

A start. Now you just need to fill your presentation with data, change the design, and so on. The order of execution is not particularly important, so that further steps do not have to be performed sequentially.

Customize Appearance

As a rule, even before filling the presentation with data, the design is configured. For the most part, they do this because after adjusting the appearance, the existing website elements may not look very good, and you have to seriously process the finished document. Therefore, most often they do this right away. To do this, use the same name tab in the program header, it is the fourth on the left.

To configure, go to the tab "Design".

There are three main areas here.

    The first is "Topics". It offers several built-in design options that imply a wide range of settings - the color and font of the text, the location of the areas on the slide, the background and additional decorative elements. They do not fundamentally change the presentation, but they still differ from each other. You should study all the available topics, it is likely that some are perfect for future shows.


By clicking on the corresponding button, you can expand the entire list of available design templates.

Next in PowerPoint 2016 is the area "Options". Here, the variety of themes is somewhat expanded, offering several color schemes for the chosen style. They differ from each other only in colors, the arrangement of the elements does not change.

  • "Tune" prompts the user to change the size of the slides, as well as manually adjust the background and design.
  • About the last option is worth telling a little more.

    Button "Background format" opens an additional side menu on the right. Here, if you install any design, there are three tabs.

      "Fill" offers background image customization. You can either fill with a single color or pattern, or insert an image with its subsequent additional editing.

    "Effects" allows you to apply additional artistic techniques to improve the visual style. For example, you can add the effect of shadow, outdated photo, magnifier and so on. After selecting an effect, you can also adjust it - for example, change the intensity.

  • The last point is "Picture" - works with the image installed on the background, allowing you to change its brightness, sharpness, and so on.
  • These tools are quite enough to make the presentation design not only colorful, but also completely unique. If a given standard style is not selected in the presentation by this moment, then in the menu "Background format" will only "Fill".

    Customize slide layout

    As a rule, the format is also configured before filling the presentation with information. There is a wide range of templates for this. Most often, no additional layout settings are required, as the developers have a good and functional assortment.

      To select a blank for a slide, right-click on it in the left side frame list. In the pop-up menu you need to point to the option "Layout".

    A list of available templates is displayed to the side of the pop-up menu. Here you can choose any one that is most suitable for the essence of a particular sheet. For example, if you plan to demonstrate a comparison of two things in pictures, then the option is suitable "Comparison".

  • After selection, this blank will be applied and the slide can be filled.
  • If, nevertheless, there is a need to create a slide in the layout that is not provided for by standard templates, then you can make your own blank.

      To do this, go to the tab "View".

    Here we are interested in the button “Slide Sample”.

    The program will enter the template mode. The header and functions will completely change. On the left now there will be no slides already available, but a list of templates. Here you can choose both available for editing and create your own.

    For the last option, use the button "Insert layout". A completely empty slide will be added to the system, the user will need to add all the fields for the data himself.

    To do this, use the button "Insert placeholder". It offers a wide selection of areas - for example, for the title, text, media files and so on. After selecting, you will need to draw a window on the frame in which the selected content will be located. You can create as many areas as you like.

    After the creation of a unique slide, it will not be superfluous to give it your own name. To do this, use the button "Rename".

  • The remaining functions here are designed to customize the appearance of the templates and edit the size of the slide.
  • At the end of all work, press the button Close sample mode. After that, the system will return to work with the presentation, and the template can be applied to the slide in the manner described above.

    1. Content first

    The first thing you need to do to compose a successful presentation in PowerPoint is to do nothing in PowerPoint, and think about its contents.

    It would be a big mistake to start by discussing the design and animation of the slides of the upcoming presentation. The primary task that must be solved is the composition content. Before you open PowerPoint, write your talk.

    Remember two simple things when you start writing text:

    1. poorly - You start creating a PowerPoint presentation by choosing a beautiful theme and your favorite colors.
    2. Good - put yourself in the shoes of the audience and decide what they learned and felt at the end of the presentation.

    I use simple applications to organize my thoughts, such as Notes for Mac or Evernote. Sometimes I sketch ideas on the peel of a notebook, or even on a napkin. You can take a sheet of paper for the exercise and fill out all the points in the plan of your composition.

    Remember: we need to know the purpose of our presentation before starting a conversation in PowerPoint.

    Let's take a look at my steps when writing presentations using Microsoft PowerPoint:

    Step 1. Describe the purpose of the speech

    I confess, I threw my data and ideas into PowerPoint to see how everything will look in the end.

    This aimless wandering is a sure recipe to inspire boredom and lose audience attention during a performance. Therefore so important immediately determine the purpose of the presentation.

    Here are some examples of goal setting:

    • To train an audience of the latest developments in the Swift programming language.
    • Refresh the knowledge of my team about the development of a major project in the company.
    • To convince an audience to use your product to grow their freelance business.
    • Presentations

      The main types of presentations can be divided into smaller tasks and this will be a simple and reliable way to determine the goal.

      Before you open PowerPoint, write (or indicate) the task of your presentation.

      Before you start writing text or compiling data with illustrations.

      Do the following: indicate the purpose of the presentation on a piece of paper or in the app, to choose from. Keep it in front of your eyes while composing your content so you don’t dodge the end goal.

      Step 2. Define the composition of students

      Who will listen to you and what do they know about the proposed topic?

      It seems to be obvious, but many speakers to any audience come up with the same standard. While all information should be adapted to the level of listeners and their knowledge of the subject.

      If I speak in a meeting of doctors of economics, the presentation about the blockchain will be different than in front of a group of high school students. Adapting content to the audience will help her make the most of the presentation.

      Do the following: describe your audience under the goal specified in the first step. Write down the level of her acquaintance with the topic, and what may interest them.

      After assigning a goal, add the audience to the plan.

      To determine your audience, consider the following:

      • How familiar are they with the topic before the presentation announcement?
      • What do they know before the presentation about you? If it's colleagues, one thing. Other if a company of strangers.
      • What are their expectations from the presentation: find a solution to the problem, gain knowledge or have some fun?

      Everything should be taken into account when writing the text. The approach to familiar listeners should be different than to an unfamiliar audience.

      It is better to have several options for speaking per different audience. Each audience has its own presentation.

      Consider the needs of the audience and how to make an excellent PowerPoint presentation that will convince and remember:

      Step 3. Identify the key points of the presentation

      We set a goal for the performance and recognized our listeners. Now you need to write presentations based on these introductory notes.

      I didn’t record my performances before. I thought it would be sufficient to have the main points in my head. Unfortunately, this is a false idea, we understand ourselves much better than strangers.

      After identifying the audience, write down the main thoughts of the presentation. Four to five key points that will be the cornerstones of the theme of the presentation.

      Put highlight markers - in your note taking app.

      For a speech to be convincing, each statement must emphasize the main idea. Again, everything written should be connected with the indicated purpose.

      Since there is no single rule for recordings, do not bother with this. It is necessary to organize the content and indicate the exact direction of thoughts with stops at key points.

      Step 4. Create yourself anchor points

      Let's work with the recordings. When we specified the main thing, it's time to take a deeper look.

      Every the main we will write a thought in more detail. These will be reference points of the main points or the second level of entries.

      We will build a pyramid of content composition. Its design will add integrity to the presentation. This will be the outline with the anchor points leading to the target.

      You can read more about the process of writing a presentation in useful lessons:

      You can say the hard work is behind. Now we have all the components of an excellent PowerPoint presentation - it remains to assemble it.

      2. Complete your content

      You should have four recorded theses of the speech, we will take them as a basis. You have:

      • Presentation purpose - the driving force and reason, for which you are collecting listeners.
      • Specific audience - who is going to? What do they know about the performance?
      • Abstract - The route of your presentation, which you will follow throughout your speech.
      • Support - individual facts, thoughts and data, what you share with your audience.

      With this baggage you can go to PowerPoint to build a presentation. Open the application and get started.

      Step 1. Work in PowerPoint with an abstract

      Since you have an abstract written on paper or in an application, it will serve to create a presentation in PowerPoint. You can safely upload it to PowerPoint.

      To access it, find the tablet View in PowerPoint ribbon and click on Outline view. In the left part of the window, click on one of the white squares.

      To add a new section, click Enter. After adding the subtitle of the abstract, PowerPoint will update the slide.

      Click Control + enter to add a second level of abstract. Enter the points and PowerPoint will fill the slides with your data.

      You create PowerPoint slides using the traditional presentation layout in the sidebar.

      Use your diagram from the first part of the lesson to create PowerPoint slide content. Of course, some of the initial notes will have to be rewritten, made shorter in order to focus the audience.

      Step 2. Make hints for each slide

      We have seen enough presentations where the speaker read out his speech verbatim.

      This is the fastest way to lose listeners attention. Если я могу прочитать подписи к слайдам, я так и сделаю, пропустив комментарии мимо ушей.

      Узловые точки это не предложения целиком из конспекта. Они выражение сути идей, которые вы продвигаете во время выступления.

      Чтобы удержать внимание публики, делайте шрифт побольше, а предложения покороче. Сжато излагая узловые моменты, вы сделаете незабываемую презентацию PowerPoint.

      Step 3. Convenient layout of PowerPoint layouts

      Layouts serve as placements for content items, images, and media accompaniment. When they are arranged in the correct order, a good PowerPoint presentation turns into an excellent one.

      To select them, find the button Layout in the table Home PowerPoint Ribbons. Go through the list of options to place the desired layout in the appropriate place for its content.

      These are layouts of different ways to arrange content. Regardless of the volume of the abstract, the changes will affect only its placement, and the content will be preserved.

      Layout layout of elements on a PowerPoint slide.

      In accordance with the theme PowerPoint presentation theme, you arrange the layout elements in the desired order. If I know that an image is needed on a slide, I choose a layout with a place for it.

      For an outstanding PowerPoint presentation, choose the best layout that matches the content of the slides and the overall presentation.

      4. Add visibility to your presentation.

      Visualizations (visualization) the best way to dilute the monotony of your narrative. A well-placed diagram or picture will attract the attention of the audience and present the fact clearly.

      Check out the tutorials below to learn the secrets of PowerPoint's display technique and how to use them for visual impact:

      5. Prepare in PowerPoint and show

      The finale is near, all the hard work of writing the text and putting it in an attractive shell is about to pay off.

      Let's look at preparing a presentation in PowerPoint. For many, this is the most troubling moment - the approach of the show.

      PowerPoint has some great features to protect you from unnecessary worries. Do not forget about them during preparation.

      Step 1. Prepare cheat sheets (speaker notes)

      Since the slides do not contain the entire text of our presentation, Speaker Notes.

      At the bottom of PowerPoint, click on the button Notesto open speaker notes. The place to enter replicas or keywords of your speech.

      Use PowerPoint cheat sheets.

      Learn how to quickly add Speaker Notes to your PowerPoint presentation:

      Where will they be seen? They will appear in presentation mode (more on that in a minute) or if you print a copy of the slides. In any case, I use them for tips and remembering the main points of speech.

      Step 2. Running Presenter View in PowerPoint

      Presentation mode is ideal when you connect your device to an external display. What you see on your monitor may differ from what your audience sees on the screen.

      To enter the mode, select Use presenter view in the tablet Slide show on a PowerPoint tape. Entering the slide show mode (keyboard shortcut F5), you can change the view.

      Use Presenter View in PowerPoint.

      In slide show mode, you will have your own view complete with cheat sheets below.

      An example of cheat sheets on a speaker’s monitor.

      If you have a second screen, it will be even more convenient. You can keep prompts before your eyes and catch a glimpse of the next slide.

      Summary & Learn to Make a Powerful PowerPoint Presentation

      I teach at Envato Tuts + because I love helping readers in areas that will help grow their business and career. At first, presentations can be a little annoying, but in reality it is just a set of skills that you can master with a little effort and time.

      The materials in this lesson are a good foundation for starting presentations. Repeat these steps to use them in today's PowerPoint presentation preparation.

      Remember, your PowerPoint presentation serves your exact goal and captures your audience. Read more about how to be creative in your presentation and inspire viewers here:

      In addition, we are creating a PowerPoint library and presentation skills on Envato Tuts +. Find more great PowerPoint tutorials for development:

      Your best advice on how to make great PowerPoint presentations? Let me know in the comments.

      Filling data

      Whatever was described above, the main thing in the presentation is filling it with information. You can insert anything you want into the show, as long as it harmoniously blends with each other.

      By default, each slide has its own title and a separate area is allocated for this. Here you should enter the name of the slide, the topic, which is discussed in this case, and so on. If the series of slides says the same thing, then you can either delete the title, or just do not write anything there - an empty area is not displayed when the presentation is shown. In the first case, you need to click on the border of the frame and click "Del". In both cases, the slide will not have a name and the system will mark it as "nameless".

      Most slide layouts use text and other data formats for input. Content Area. This section can be used both for entering text and for inserting other files. In principle, any content brought to the site automatically tries to occupy this particular slot, adjusting in size independently.

      If we talk about the text, it is calmly formatted using standard Microsoft Office tools, which are also present in other products of this package. That is, the user is free to change the font, color, size, special effects and other aspects.

      As for adding files, the list is wide. It can be:

      A variety of methods are used to add all this. In most cases, this is done through the tab "Insert".

      Also, the content area itself contains 6 icons for quickly adding tables, charts, SmartArt objects, computer images, Internet images, and video files. To insert, you need to click on the corresponding icon, after which the toolbox or browser will open to select the desired object.

      Insertable elements can be freely moved around the slide with the mouse, choosing the necessary layout by hand. Also, no one prohibits resizing, position priority, and so on.

      Transition Setup

      This item is half about the design and appearance of the presentation. It does not have such paramount importance as setting the external, so it does not have to be done at all. This toolkit is located in the tab "Transitions".

      In the region of "Transition to this slide" There is a wide selection of different animation compositions that will be used to transition from one slide to another. You can choose the presentation you like best or the one that suits your mood, as well as use the setup function. To do this, use the button “Effect Parameters”, there for each animation has its own set of settings.

      Region "Slide Show Time" is no longer related to visual style. Here you can configure the duration of viewing one slide, provided that they change without the author’s command. But it’s also worth noting here the button important for the last paragraph - Apply to All allows you to not impose the transition effect between slides on each frame manually.

      Animation Setup

      You can add a special effect to each element, be it text, media file, or anything else. He is called "Animation". The settings for this aspect are in the corresponding tab in the program header. You can add, for example, an animation of the appearance of an object, as well as the subsequent disappearance. Detailed instructions for creating and configuring animations are in a separate article.

      Hyperlinks and control system

      In many serious presentations, control systems are also configured - control keys, slide menus, and so on. The hyperlink setting is used for all this. Not in all cases there should be such components, but in many examples it improves perception and systematizes the presentation well, practically turning it into a separate manual or program with an interface.

      Based on the foregoing, we can come to the following most optimal presentation creation algorithm, consisting of 7 steps:

        Create the desired number of slides

      Not always the user can say in advance about how long the presentation will be, but it is best to still have an idea. This will help in the future to harmoniously distribute the entire amount of information, configure various menus and so on. Customize visual design

      Very often, when creating a presentation, authors are faced with the fact that the data already entered does not fit well with further design options. So most professionals recommend developing a visual style in advance. Distribute slide layout options

      To do this, either existing templates are selected, or new ones are created, and then distributed separately for each slide, based on its purpose. In some cases, this step may even precede the setting of the visual style, so that the author can adjust the design parameters just for the selected arrangement of elements. Enter all data

      The user brings all the necessary text, media or other types of data into the presentation, distributing them into slides in the desired logical sequence. Immediately editing and formatting all the information. Create and customize additional items

      At this point, the author creates control buttons, various content menus, and so on. Also, quite often individual moments (for example, creating slide control buttons) are created at the stage of working with the composition of frames, so that you do not have to manually add buttons each time. Add secondary components and effects.

      Set up animations, transitions, music, and so on. Usually done at the last stage, when everything else is ready. These aspects have little effect on the finished document and you can always refuse them, which is why they are dealt with last of all. Check and fix bugs

      It remains only to double-check everything by running a scan and make the necessary adjustments.

      Additionally

      In the end, I would like to stipulate a couple of important points.

      • Like any other document, the presentation has its own weight. And the bigger it is, the more objects are inserted inside. This is especially true for music and video files in high quality. So you should take care once again to add optimized media files, since a multi-gigabyte presentation not only provides difficulties with transportation and transfer to other devices, but in general it can work extremely slowly.
      • There are various requirements for the design and content of the presentation. Before starting work, it is best to find out the regulations from the management so as not to make a mistake and not come to the need to completely redo the finished work.
      • According to the standards of professional presentations, it is recommended not to make large piles of text for those cases when the work is intended to accompany the presentation. Nobody will read it all, the announcer must pronounce all the basic information. If the presentation is intended for individual study by the recipient (for example, instruction), then this rule does not apply.

      As you can understand, the procedure for creating a presentation includes much more opportunities and steps than it might seem from the very beginning. No tutorial will teach you how to create demonstrations better than experience. So you need to practice, try various elements, actions, look for new solutions.

      Thank the author, share the article on social networks.

      Pin
      Send
      Share
      Send
      Send