MASTERING
MICROSOFT
POWERPOINT
25 Tips & Tricks
INTRODUCTION
Microsoft PowerPoint is a powerful tool for creating visually appealing
presentations that can captivate your audience, making your business
meetings, conferences, and events more engaging and productive. If you're
a business professional who uses PowerPoint daily, you can leverage the
following tips and tricks to take your presentations to the next level.
1 Start with a compelling
template
Selecting the right template can set the tone for your presentation and help
you convey your message more effectively. Microsoft PowerPoint offers a
variety of built-in templates, but you can also explore third-party options or
even create your own.
2 Keep the design clean
and simple
A cluttered design distracts from your message. Stick to a consistent color scheme,
use limited fonts, and ensure there's enough white space on each slide. This creates
a more pleasant viewing experience for your audience.
3 Use the Slide Master
PowerPoint has built-in grids and guides that help align objects and text.
Enable them by clicking "View" > "Show" > "Gridlines" or "Guides." This helps
create a well-structured and visually balanced presentation.
4 Leverage SmartArt
SmartArt is a PowerPoint feature that lets you create professional-looking
diagrams, including flowcharts, hierarchies, and more. Use SmartArt to
illustrate complex ideas in a clear and visually appealing way.
5 Integrate multimedia content
Incorporate images, videos, and audio clips to make your presentation more
engaging. Be sure to use high-quality media files and cite sources when
necessary. Keep file sizes manageable by compressing images and using
linked videos instead of embedding them directly.
6 Use transitions and
animations wisely
Transitions and animations can add visual interest and help emphasize key
points. However, overusing them can be distracting. Stick to simple
transitions and animations, and use them consistently throughout your
presentation.
7 Optimize text
Use concise, clear language and limit the amount of text on each slide. Stick
to bullet points and short phrases, and use larger font sizes for headings and
key points. Avoid using all caps or excessive bold/italic formatting.
8 Master keyboard shortcuts
Keyboard shortcuts save time and increase efficiency. Some useful
PowerPoint shortcuts include:
F5: Start slideshow
Shift+F5: Start a slideshow from the current slide
Ctrl+D: Duplicate selected object
Ctrl+G: Group set objects
Ctrl+Shift+G: Ungroup selected objects
9 Use
Presenter View
Presenter View displays your slides, notes, and a timer on your screen while
your audience sees only the presentation. This allows you to reference your
notes and manage your presentation without disrupting the flow.
10 Hyperlink slides and elements
Hyperlinks within your presentation can help navigate to specific slides or
external resources. This is useful for interactive presentations or links to
additional information.
11 Embed fonts
If you're using custom fonts, embed them in your presentation to ensure they
display correctly on other computers. Click "File" > "Options" > "Save" > "Embed
fonts in the file."
12 Save as PDF
If you're sharing your presentation, consider saving it as a PDF. This ensures
compatibility, preserves formatting and prevents unwanted edits. Click "File"
> "Save As" > "PDF."
13 Use the "Tell me what you want
to do" feature
PowerPoint's "Tell me what you want to do" feature helps you find tools and
options quickly. Type a keyword or phrase in the search bar (e.g., "insert
video") to get a list of relevant actions.
14 Customize Quick Access Toolbar
The Quick Access Toolbar allows you to add shortcuts for frequently used
commands. Customize it by clicking the small arrow next to the toolbar and
selecting the commands you want to add.
15 Collaborate with others
PowerPoint supports real-time collaboration, allowing multiple users to work
on a presentation simultaneously. Click "File" > "Share" > "Invite People" to
collaborate. Always save your work in a cloud storage service like OneDrive
to ensure accessibility and version control.
16 Utilize sections
Sections help you organize your presentation into logical parts. Use them to
rearrange, hide, or navigate through slides more easily. Right-click on the
slides pane and select "Add Section" to create a new section.
17 Use grids and guides
PowerPoint has built-in grids and guides that help align objects and text.
Enable them by clicking "View" > "Show" > "Gridlines" or "Guides." This helps
create a well-structured and visually balanced presentation.
18 Practice with the Rehearse
Timings feature
To keep track of your presentation's duration, use the Rehearse Timings
feature. It records how much time you spend on each slide, helping you
refine your pacing. Click "Slide Show" > "Rehearse Timings" to start.
19 Use Zoom for PowerPoint
Zoom for PowerPoint allows you to create a non-linear presentation by
zooming in and out of specific slides, sections, or visual elements. This
feature adds interactivity and visual interest to your presentation. Click
"Insert" > "Zoom" to start using this feature.
20 Export presentation to video
Convert your presentation into a video file for easy sharing or viewing on
various devices. Click "File" > "Export" > "Create a Video" and choose your
desired video quality and settings.
21 Leverage PowerPoint
add-ins
PowerPoint add-ins extend the software's functionality by adding new
features, templates, or tools. Explore the Microsoft Store to find add-ins
that can enhance your presentations.
22 Keep accessibility in mind
Make your presentations accessible to all users by using descriptive
titles, alt text for images, and proper formatting. Use PowerPoint's built-in
Accessibility Checker (under "Review" > "Check Accessibility") to identify
potential issues and fix them.
23 Utilize the Morph transition
The Morph transition creates a smooth and dynamic effect between
slides by animating the movement and transformation of objects. Apply
the Morph transition by clicking "Transitions" > "Morph."
24 Use the Eyedropper tool for
color consistency
The Eyedropper tool lets you match the color of any object or text in your
presentation, ensuring consistency. Click "Shape Format" or "Text Format"
> "Shape Fill" or "Text Fill" > "Eyedropper" and then select the color you
want to match.
25 Insert screenshots and screen
recordings
Incorporate screenshots or screen recordings directly into your
presentation by clicking "Insert" > "Screenshot" or "Screen Recording." This
is useful for demonstrating software or displaying examples.
Conclusion
In conclusion, mastering Microsoft PowerPoint's extensive features and
applying the tips and tricks discussed in this guide can significantly
improve your presentations, setting you apart as a business professional.
A polished and engaging presentation not only communicates your
message effectively but also reflects your expertise and commitment to
excellence.
Utilizing design principles, multimedia content, collaboration tools, and
accessibility features ensure your presentations resonate with your
audience and drive results. As you refine your PowerPoint skills, stay up-
to-date with the latest updates and add-ins to enhance your
presentations even further.
Remember that while PowerPoint is a powerful tool, the success of your
presentation hinges on your content's clarity and relevance. Investing
time in planning, researching, and structuring your presentation to meet
audience expectations is crucial.
Ultimately, embracing these best practices and continually refining your
skills will help you deliver captivating presentations that drive results,
contribute to your professional growth, and leave a lasting impact on
your audience.
