equipment needed for powerpoint presentation

Presentation Checklist: Essential Items for a Presenter’s Laptop Bag

• Dedicated laptop power supply that stays in your bag. Leave the original computer manufacturer version at your desk. Every time I buy a new computer, I also buy an extra AC adapter, but you can find a number of universal power supplies at your local office or computer supply store.
• Presentation remote control; your own equipment which you have used before.  Find out how to choose a remote control .
• Extra AA and AAA batteries for remote, headphones, and other equipment, plus spare 9-volt batteries for the wireless microphones in a meeting room. Although these are often supplied by a hotel or A/V staff, when these go dead, it always seems to be in the middle of a presentation.
• Adapters and dongles: Display adapters and other dongles to ensure you can connect your laptop to the provided projection system. Mac users often need an expanded selection depending on the types of ports on their notebooks.
• Mouse and mouse pad.
• A three-prong extension cord or power strip.
• AV or gaffers tape to tape down cords; duct tape is too sticky and leaves lots of residue.
• Security cable for laptops: although these can be cut, they create a deterrent to a swift thief.
• Portable timer or clock or timer phone app with a readable display to monitor presentation time. I run the Minimalistic Countdown Timer on my iPad and iPhone. Check out CountdownKings   for download details.
• Rubber door stop for a wobbly or uneven projector.
• A backup copy of your presentation on an accessible cloud drive or USB flash drive to transfer it to another laptop if you have equipment failure.
• Hard copies of presentation slide show and presentation handout.
• Presentation notes.
• Playing music? Smartphone or laptop loaded with royalty-free music you can play during walk-ins and breaks in your program, plus your personal playlists of music, movies, and TV shows.  I typically play music directly from my laptop and then connect the sound system to my laptop.
• Notebook or Bluetooth speaker for video audio and music for smaller sessions.
• Cell phone, video camera, surge protectors, and chargers for all mobile devices; adapters and airline chargers for international travel. Bring a tripod with a phone or camera attachment if you want to shoot a video of your presentation.
• Noise-canceling headphones to help buffer noisy plane flights.
• A spare pair of earbuds.
• Copy of AV room setup.
• Copy of your presentation introduction printed in a large font on heavy cardstock.
• Monitor extension cables. Although this may not be needed by many presenters, a monitor extension cord is one of my essentials as I present directly from my laptop and often need to move it further away from the projector.
• Labels with my name and contact information on my laptop and all accessories.
• Cough drops or throat drops; avoid cherry flavored, which will give you an odd red mouth. I also travel with a small, portable throat spray such as Singer’s Saving Grace.
• Pepto-Bismol chewable tablets, Imodium AD, and other first-aid remedies to help you recover from a long flight or strange food.
• Eye mask for airplane naps. Also handy for ending unwanted conversations with annoying seatmates.
• Color copies of your passport and driver’s license. Also, upload to the cloud for easy reference.
• A collection of $5, $10, and $20 bills for tipping hotel setup staff, AV team, and other helpful personnel.
• Starbucks Coffee gift cards for handy thank yous.
• A copy of this checklist for easy reference and to add your own items.

Download your own presentation equipment checklist .

All this, and more, should fit neatly in your carry-on bag. Not only have these essentials saved me multiple times, but I have also rescued a number of my fellow presenters as well.

Were these PowerPoint tips helpful? Discover more PowerPoint techniques and shortcuts at  TheSoftwarePro.com/PowerPoint .

© Dawn Bjork, MCT, MOSM, CSP®, The Software Pro® Microsoft Certified Trainer, Productivity Speaker, Certified Speaking Professional

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Audio Visual Presentation Equipment: 12 Things You Must Have

Creating a great presentation is about more than just making sure your content is in perfect condition. Presenters that want to create effective presentations no matter the venue or audience size will need to carry the right presentation equipment with them at all times, ensuring they can work in any venue at any time.

However, it can be tricky to understand what equipment you need for your business presentations. Don’t worry; we’re here to help. We’ve compiled this guide to 12 essential business presentation equipment so you can take your presentations to the next level!

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How can you make an appealing presentation?

To create an appealing presentation, you must use the right AV equipment . Getting your hands on the right equipment will allow you to create a dynamic presentation that boosts engagement and leaves your audience craving more from your business.

Having the correct equipment also helps you accommodate larger audiences in different venue sizes. This can help you be a lot more flexible with your presenting schedule, which can result in more business opportunities.

How to choose the right equipment for audio-visual presentations

The best way to choose the right audio-visual equipment is to consider your presentation goals and audience size. Your audience size will dictate how extensive you need your supporting AV equipment list to be.

For example, if you’re presenting to hundreds of attendees in a large-scale conference, you’ll definitely need a microphone and a comprehensive sound system. However, if you’re presenting in a small conference room to a select number of colleagues, you probably won’t need to use speakers and microphones!

Your engagement goals will also dictate what equipment you need. For example, if engagement is one of your priorities, then you should choose visual equipment to take your production value to another level!

Business presentation equipment list: what are the 12 things your company needs?

Here’s 12 things that you’ll need for a successful business presentation:

1. Portable speaker

One of the first things you’ll need to include in your business presentation list is a portable speaker.

If you’re presenting in unknown locations on a regular basis, it’s good to bring a portable speaker to account for any venues that might not have access to AV equipment.

With a portable speaker, you can ensure that all of your audience will hear your valuable input, no matter the acoustics!

2. Wireless microphone

Wired microphones make it very difficult to interact with your audience and transport them between locations. So, we recommend using wireless microphones for your business presentations. These are essential pieces of equipment if you’re presenting in an environment that doesn’t carry sound well and catering to anyone with hearing impairment.

Wireless microphones allow you to move freely around your presenting venue, facilitating more audience interaction and engagement.

3. Flipchart

Although simple, flip charts are a great piece of equipment for your presentation. Suppose an audience member makes an amazing suggestion for a product that you want to note down. In that case, you can use a flip chart to note down audience contributions for all your audience to see to make the experience more interactive.

Flip charts are also a must for smaller-scale business presentations, as your presentation is likely to spark group brainstorming sessions. With a flip chart, you can easily map out ideas that you can take to your next presentation for inspiration.

4. Good quality video screen

Having the right video screen and visual technology is a big part of staging an effective business presentation. Your choice of video screen will also have a big impact on your engagement levels, so it’s important to choose a dynamic video display method that engages and excites your audience.

We recommend using a video wall as your primary visual communication method. This wall consisting of multiple monitors is a great way to communicate a high volume of information with ease.

With a video wall, you can separate individual monitors and stream snippets of content in a digestible yet engaging manner. We think this is far more effective than relying on standard interactive whiteboards!

5. Video wall controller

The video wall controller is a must-have for any presenter wanting to use a Windows operating system with a desktop on their video wall. With a video wall controller, you can manage input signals from HDMI, DVI and SDI sources that then transmit to multiple monitors across your video wall.

You can easily control your video wall layout with a controller by dragging and dropping content across the screen into your desired position. We think this is a must for all AV presentation projects!

6. Video wall matrix switcher

A video wall matrix switcher is perfect for any presenter looking for an all-in-one solution. This control box processes input and output signals while seamlessly switching between different input signals.

This system is a must for any presenter managing a demanding AV project, as it provides a single interface for multiple functions. You can also generate fade in and out effects with this switcher, making it the perfect tool for making your presentation more dynamic for your audience.

7. Video wall processor

A video wall processor is a great way to increase your presentation’s production value. A video wall processor is a control box that transforms video signals from HDMI sources into viewable content.

Processors help presenters control their video wall layout by displaying footage over video wall screens, no matter the size or video wall positioning. Processors also allow presenters to create impressive effects like streaming background videos with accompanying text or images, seamless switching and fading in and out.

This can have a positive impact on your audience engagement.

8. HDMI cables

Most audio-visual equipment uses HDMI cables to transmit video signals from the source to the screen. Although necessary, it’s easy to lose a HDMI cable, which can have a devastating impact on your presentation, especially if you routinely use video presentation systems like controllers or processors.

It’s always best to pack a few extra HDMI cables into your bag before heading to a venue. This will mean you can adapt to their AV equipment availability and account for any lost or left-behind HDMI cables from your previous presenting gig!

9. Portable projector

If you’re a presenter on the go, you’ll understand the frustration of having inconsistent visual systems to display your presentation. However, there’s a pretty easy and affordable solution to this.

Portable projectors are a great way of packing a cinematic experience into a relatively small box. With a portable projector, you can use any blank wall in any venue to stream your content, meaning a lack of visual equipment does not restrict you if you’re presenting in an ill-equipped venue.

10. Wireless remote for presentations

Part of creating a seamless presentation is having complete control over your presentation progress, speed and what your video wall displays. Although, this can be tricky if you’re also trying to walk around your presentation space to interact with your audience.

If you don’t want to rely on a lighting, audio and visual technician to control your presentation slides, you can use a wireless remote, also known as a ‘clicker’.

A clicker is a great way to control the speed of your presentation while maintaining full flexibility to walk around your presentation space and interact with your audience. With a clicker, you can discreetly move your presentation forwards and backwards while maintaining full eye contact with your audience. This also gives your presentation a much more professional look!

11. Wireless keyboard

This one's for presenters that flit between venues on a near-daily basis. You might need to use a keyword to switch between slides, navigate Windows desktops from your video wall controller, and interact with your presentation content during your presentation.

However, carrying around clunky wired keywords can interrupt a seamless display and limit your flexibility around your stage. It can also make it very difficult when traveling in between venues.

We recommend using a small wireless keyboard for your presentations to combat this. This is a great way to have more control over your presentations while retaining a seamless look and having more mobility around your stage.

12. Adaptors

When you’re a presenter on the go, and you regularly travel to different locations, you’ll know that not every venue has compatible equipment for your presenting technology. Although this can be incredibly annoying and potentially very stressful, using adaptors is an easy way of ensuring you can continue your regularly scheduled presenting program.

Using an HDMI, VGA or DVI adaptor is a great way to ensure your technology, like your portable projector or speaker, can easily connect to your venue’s AV equipment. This relatively inexpensive bit of kit can save you a lot of time and ensure you can quickly adapt to any new set-up that uses alternating outputs.

If you’re regularly using video wall matrix switchers, processors and controllers, this is a must for your presenting kit!

Final thoughts

At Dexon, we aim to take your presentations to the next level, so that’s why we provide an amazing stock of high-quality video matrix switchers, processors and controllers. Our equipment is the perfect remedy for any presenter wanting to boost their engagement level and transform their presentations into a cinematic experience for their audience.

For versatile AV equipment that is perfect for every presentation, check out our product family where you can find your perfect controller, processor or switcher!

DEXON Systems +36 23 422 804 +36 23 445 199

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Equipment Needed for PowerPoint Presentations

A Presentation Equipment Checklist is essential for anyone that has done more than a few Presentations as you will at some point have been faced with every presenters worst nightmare….technical issues. Imagine this scenario, you have prepared your presentation slide deck and rehearsed it several times to make sure your timings are perfect, you feel really confident that your presentation is going to be a massive success. You turn up for your meeting ready to smash it…. only to find out that the company has an old projector that uses a VGA cable and your new laptop doesn’t connect to it 

The good news is that with a little preparation and the right equipment you really can be prepared for almost everything and ensure your presentation goes really smoothly. in this article I am going to outline what issues you might be faced with, how you can prepare for them and what equipment you need along with some bonus professional presentation tips

2024 Update – I have been asked if I could provide a quick list of the most common bits of equipment that are needed for doing presentations. So here it is:

Quick affiliate disclaimer – If you decide to buy any of the adapters below from Amazon I will receive a really small bit of commission but it won’t change the price you pay at all

Common Presentation Mistakes

PowerPoint presentations can be a really powerful way to convey a message but they can also be a huge distraction if you face issues, you want your audience to remember you for the fantastic message you delivered rather than what went wrong at the start. There are many presentation issues but they can usually be grouped in the following categories.

Laptop issues : The most common issues are always linked to being unable to connect to the projector either because of incorrect laptop ports, cable types, security or even out of date software 

Software Issues : PowerPoint is the most common program but I have seen people prepare presentations in Keynote on an iPad and then find it won’t play on the system they are using

Content Issues : Using videos and finding there is no sound, I have seen people use bespoke PowerPoint formats and fonts, then when presented on a different laptop the formatting all changes making the presentation go all jumbled up. 

Delivering issues : Most people used to load presentations onto memory sticks but many companies now have laptops that cannot use these so presentations need to be emailed, or loaded onto a file sharer ready for presenting

Presenting Issues : Creating presentations with lots of animations that require manual activation (pressing enter) only to find they cannot stand next to the laptop when presenting or having videos in presentations that need internet connection to run on YouTube

How to Avoid the Issues

Good preparation will eliminate almost all of the issues you might face and being prepared for every eventuality will not only ensure you look professional but will also help you to feel more confident when you present. The main areas to prepare are in the same categories as above

Laptop Issues : Make sure your laptop is fully charged and the software is up to date, check which ports you have and if missing any of the following (HDMI / VGA / USB A / USB C) make sure you have an adapter that can convert your laptop or tablet to fit. I carry a small bag of adapters with my laptop for emergency situations that have got me out of some potentially very tricky situations. You should always get to a venue early to allow time to connect your laptop before you are due to present.

Software Issues : If you have been asked to prepare a presentation that will be presented on someone elses device I would recommend that you always use PowerPoint. If you don’t have access to PowerPoint and are using Keynote or another program you should Phone ahead and ask if you can use your own device to present or ask them what programs they can accommodate but also save your final presentation on PDF in case of emergency as this can be presented on any system

Content Issues : When creating your presentation make sure that you use standard themes and fonts, if you use bespoke themes and then have to present using a different computer the layout can completely change and make a mess of your presentation. If you plan on using sound then make sure you have a set of plug in speakers with you as many locations will not have this available or you might struggle to connect. If you plan on using videos that require internet connection then you need to ensure that your laptop or tablet has a sim card for independent internet connection. If not then you can hotspot to your phone but you should set this up in advance and test it before presenting. 

Delivering Issues : Make sure that you have your presentation on your laptop or tablet and on a memory stick, but also email it to yourself so you can forward the email to someone else from your phone if you need to. You can also save it on an online system such as OneDrive so that you can access it from any device if needed, last of all I always print 2 copies if possible so in worst case that there is no way to present it you can hand it out and talk your audience through it.  

Presenting Issues : You should assume that you won’t be able to sit with your laptop when presenting and might have to stand in front of people, doing this requires a remote presenter. I would recommend always having your own so you know that it works and you know which buttons to press you should also make sure it is fully charged or that you have spare batteries if needed. One of the more recent issues is that many venues now have monitors / TVs for presenting rather than white screens, be aware that many laser pointers are not visible when pointed at TV screens so you need to check if yours is. Green pointers are usually better for this than red ones 

PowerPoint Presentation Preparation Tips 

We have covered the issues that might be caused by outside influences but there are also several issues that can be caused or prevented by you:

Presentation design : Poorly designed presentations can be a major turnoff for your audience. Avoid using too much text and instead use bullet points that you can elaborate on, make sure any text used is big enough to read from a distance

Lack of engagement : If your presentation is not engaging, your audience will quickly lose interest, make sure you look at your audience rather than the screen when presenting. Make eye contact so people know you are talking to them and use your voice to change the the tone and speed of your presentation

Going over time : Going over your allotted time can be a real negative in a lot of instances and can be seen as disrespectful of others time. To avoid going over time, practice your presentation ahead of time and time yourself. If you have too much content to finish in time then remove some. 

Lack of preparation : Failing to prepare adequately for your presentation will leave you open to all of the issues above. Make sure that you have rehearsed your presentation ahead of time, and have a clear understanding of your key talking points. Additionally, prepare for questions that may come up after your presentation. The best way to be fully prepared is to create a presentation preparation checklist and work through it in advance

Equipment List

Being prepared is the most important part but having the right equipment is essential, below is a list of the main tools mentioned for PowerPoint presentations

• Laptop / Tablet – Fully charged and updated
• Power adapter socket if presenting in a different country
• Memory Stick – Formatted and blank apart from your presentation
• Adapter cables for HDMi, VGA, USB A and USB C connections
• Portable speakers if needed
• Internet access if needed – Sim card or hot spot
• Remote control for presenting with laser pointer (green for TV screens)
• Flip chart pens (many venues don’t have them)
• Presentation on paper / PDF for emergencies

All of the Essentials are in the table at the top but below are some extras that are nice to have but not absolutely necessary

You Can Avoid the Drama by Being prepared

Reading all of the potential issues that you might face when presenting may seem a bit daunting but there is no need to worry as most of these issues can be avoided with proper preparation and practice. By being aware of common issues, and taking steps to avoid them, you can ensure that your presentation goes smoothly and effectively conveys your message to your audience. When you face issues but are able to calmly deal with them this actually makes you look even more professional, so prepare well and then enjoy yourself and have fun.

I hope you enjoyed this and found some useful tips but if you have any questions or would like more information on any of the points covered let me know, if you have some ideas or want to add anything that I have missed then please feel free to leave a comment below as it would be great to hear from you. 

6 thoughts on “Equipment Needed for PowerPoint Presentations”

Good recommendations you have there. Let me add one more. Save often. One thing I have learned with everything concerning Microsoft is how buggy their programs are. I have lost count how many times I was preparing a presentation only for Powerpoint to crash and lose all my work. Now every couple of minute I click on the save button just to be on the safe side.

Thanks for your feedback Stratos and that’s a great tip, it’s so easy to get in the flow when creating a presentation and forget to save your progress at regular intervals. This is particularly relevant if you are adding animations and slide effects as you can’t always see these without checking. 

Pete, thank you for this incredibly insightful article! It’s like a comprehensive roadmap for anyone looking to conquer the challenges of PowerPoint presentations. Your practical tips and equipment checklist are pure gold for both novice and seasoned presenters.

The nightmares you’ve described, from incompatible laptops to content formatting gone awry, are all too familiar to many of us. Your emphasis on preparation and adaptability is spot-on – it’s the key to turning potential presentation disasters into smooth and engaging experiences.

I particularly appreciate your focus on engagement and time management within the presentation itself. These are often overlooked aspects that can make or break the effectiveness of a presentation.

Your article is not just informative; it’s a confidence booster for anyone who’s ever had to face a room full of expectant eyes. It’s clear that you’ve walked the talk and gathered a wealth of knowledge from your own experiences. Thanks for sharing it with us!

Hi AnaD, Thank you for your really kind feedback, you are right that I have walked this path a few times myself and is actually what led me to write the post. So many times I have watched presentations turn to disaster over a really small issue such as a missing cable, it has become the standard response at work that if someone needs an adapter they should talk to me as I will usually have what they need :-). The one bit of advice I always give to new presenters is that preparation breeds confidence.

Thank you and i am glad that it might be useful for you

Hi Pete, I really appreciate your article about the equipment needed for PowerPoint presentations. As someone who has been involved in making presentations, I understand how important it is to have the right equipment and to use it effectively, and what are the most common problems you can face, and that can turn into a stressful moment in a minute.

Your article provides valuable tips and examples of how to choose and use different types of equipment needed, and how to be prepared to face the most common challenges you may encounter.

I think your article is very informative and practical, and it can help anyone who wants to deliver a professional and effective presentation. Thank you for sharing your knowledge and experience with us.

Hi Pablo, Thank you for your kind feedback, the main reason that I wrote this post was after seeing a colleague really struggle with a presentation over an issue that could have been avoided. I decided to share what I have learnt to hopefully prevent someone else having to go through a similar painful experience. I now always have a small kit of adapters and cables in my laptop bag at all times, i even keep some small remote batteries just in case.

Many thanks and I am really happy that you found my post useful

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Essential Presentation Equipment Checklist

In our busy world, having the right equipment for presentations is super important to communicate well. It doesn’t matter if you’re a grown-up or a student, being ready with the right tools can make your message awesome and get everyone interested.

Our comprehensive checklist covers the must-have equipment for both in-person and virtual presentations. From projectors to audio systems, discover how to amplify your message and leave a lasting impact.

Importance of Using Proper Presentation Equipment

When it comes to showing things with pictures and sound, it’s really important to use the right equipment. Having the right tools can make you look more professional, make people trust what you say, and make your presentation more successful.

• To have a successful presentation, you need the right equipment. It’s like building a strong base for a house. When you talk to people or show things, using good tools makes everything go smoothly. It’s like having a clear and colorful screen, good sound, and no technical problems. This way, people will pay attention to what you’re saying and won’t get bored.
• Enhancing Professionalism and Credibility: When you have really good presentation equipment, it shows that you take your job seriously and want to do a great job. It’s like having special tools that make you look professional and reliable. When you use these top-notch tools, people can see that you’re well-prepared and pay attention to even the smallest details. Whether you own the equipment or rent it, using high-quality visuals and sound makes your presentation look really polished and memorable. It’s like having a shiny badge that says you’re really good at what you do.

Must-Have Presentation Equipment

To make your audio visual presentation awesome, you need the right tools. We’ll give you a presentation equipment checklist of important things you should have.

These items will make your presentations even better. We’ll talk about projectors, laptops, clickers, and cables, and explain why they’re useful. We might also suggest some other options or give you advice.

Checklist of Essential Presentation Equipment:

A high-quality projector is a cornerstone of any audio-visual presentation. It allows you to display your content on a large screen, making it visible to the entire audience. Consider a projector with sufficient brightness and resolution to ensure clear and vibrant visuals.

Alternatives include portable projectors or even using a large TV screen if the venue permits. Projector and screen rental can help you with this.

A reliable laptop is essential for storing and displaying your presentation slides. Opt for a model with sufficient processing power and storage capacity. Ensure it has compatible ports for connectivity with other devices. For those who prefer a lightweight option, consider a tablet with presentation capabilities or a hybrid laptop-tablet device.

Wireless Clicker

A wireless clicker is a cool gadget that helps you change slides without being stuck to your laptop. It’s like having a magic remote control. Find one that feels nice to hold and has easy buttons. If you don’t have a clicker, you can also use some special apps on your smartphone instead. It means you won’t need another device to control your slides.

Cables and Adapters

Having different cables, adapters, and docking stations is really important. They help you connect different devices together seamlessly. For example, HDMI, VGA, and USB-C cables are often used to connect laptops to projectors or screens. Sometimes you might need an adapter to make devices with different ports work together. In this regard,   look here  for options like an HP laptop docking station or one from another reputable brand to streamline your presentation setup even further. It’s like having special tools that let you connect things that don’t fit directly .

Audio Equipment

Depending on the size of your audience and the venue, audio equipment may be necessary to ensure clear and audible sound. Consider a portable speaker system or microphones for larger spaces. For virtual presentations, a good-quality headset or microphone can enhance the audio experience for remote attendees.

Audio-Visual Considerations

When you’re showing things to people, how they look and sound is really important. It’s like when you watch a movie or a cool video.

In this part, we’ll talk about why the things you see and hear are so important. We’ll also explain why having good sound is crucial for making a presentation that people will remember and really like.

The Significance of Audio-Visual Elements

Using cool things you can see and hear makes your presentation better. It’s like when you watch a movie with awesome pictures and great sound. In your presentation, you can use things like slides, videos, and pictures to help explain your ideas.

Audio visual presentation makes it easier for people to understand. At the same time, having clear and good sound makes your presentation more interesting and captures people’s attention. It’s like having a soundtrack that makes the story more exciting.

The Importance of Sound Quality

Having good sound is really important when you’re doing a presentation with things you can see and hear. Bad sound can make people not pay attention and make your message less powerful. To have great sound, think about using really good microphones or speakers.

If you’re speaking to a big group of people, having a special microphone, like one you hold or clip on your clothes, can make your voice louder and clearer.

And having good speakers can make the sound reach everyone in the room and make it feel like they’re inside the presentation. When you’re choosing sound equipment, remember these things:

• Venue Size: When you’re picking sound equipment, think about how big the place is where you’ll be doing your presentation. You want to make sure everyone can hear you well. If it’s a big room, you might need more powerful speakers so the sound reaches everyone. But if it’s a small room, you might not need such big speakers. It’s like using the right size of speakers for the right size of room, so everyone can hear you clearly.
• Virtual Presentations: Pay attention to the audio quality for remote participants. Use a good-quality headset or microphone to enhance the audio experience and minimize disruptions.
• Test and Adjust: Prior to your presentation, conduct thorough sound checks to identify any issues and adjust the volume levels accordingly. This ensures a seamless and uninterrupted flow of sound during your presentation.

Tailoring Presentation Equipment for Specific Audiences

To give a really good presentation, it’s important to know who you’re talking to and what they want. Different people, like businessmen, teachers, or students, have different things they expect and need.

In this part, we’ll talk about how you can choose the right presentation equipment for different types of audiences. This way, you can make sure they stay interested and really like what you’re saying.

Businessman and Agent

• Portable and lightweight equipment: When people in business need to travel to different places, it’s important to have equipment that’s easy to carry. Things like small projectors and thin laptops are great because they don’t take up much space and are light to carry. It’s like having things that can easily fit in a small bag and won’t make your luggage heavy. So, it’s easier to take them with you wherever you go!
• Wireless connectivity: People who work in business or as agents sometimes need to connect their devices, like laptops or phones, to big screens or projectors. They want to do this without any problems like things not working or getting stuck. Having wireless connectivity means they can connect their devices easily and make their presentations without any technical issues. It’s like having a special way to connect things without using any wires that can cause trouble.

Teacher and Student

• Interactive whiteboards or smartboards: Educators and students benefit from interactive presentation tools that allow them to engage with the content actively. Interactive whiteboards or smartboards enable collaboration, annotation, and dynamic visual displays.
• Document cameras: Teachers often need to display physical documents or objects. A document camera allows for real-time projection of these materials, making it easier to demonstrate concepts and engage the students effectively.

Event Planner

• Audiovisual systems for large venues: When event planners have to give presentations in big places, they use special equipment so everyone can see and hear everything well. They have really loud and clear speakers for sound, big screens for the pictures, and strong projectors that make the images really bright. It’s like having super powerful tools to make sure everyone in the big place can enjoy the presentation without any problems.

Sometimes, people who work in business or as agents need to show things from their devices on big screens. They want to do this easily, without any problems.

Wireless connectivity helps them connect their devices to screens or projectors without any wires. It’s like magic, making things work smoothly without any hassles.

Additional Tips for Successful Presentations

Besides having the right stuff for your presentation, there are some other things you can do to make it even better. In this part, we’ll give you some helpful ideas to make sure everything goes well.

By following these tips and making sure your setup is good, you’ll be ready to impress your audience and give a presentation they won’t forget. It’s like having some extra tricks up your sleeve to make your presentation super awesome.

Practical Tips for Successful Presentations

• Prepare Backup Files: Always have backup copies of your presentation files on multiple devices or cloud storage platforms. This ensures that you can access your content even if there are technical issues with your primary device.
• Arrive Early and Set Up: It’s a good idea to get to the place where you’ll be doing your presentation early. This way, you can look around and get used to the space. You’ll also have enough time to set up your equipment without feeling in a hurry. If there are any problems with the technology, you’ll have time to fix them. It’s like getting to a party early so you have time to get comfortable and make sure everything is ready.
• Practice with the Equipment: Before you do your presentation, practice using the equipment. Try out the clicker and see how it works. Test the projector and make sure the sound is good. Check that all the cables and connections are working properly. Doing this will help you feel more comfortable and sure of yourself when you actually do your presentation. It’s like practicing with your tools before a big game, so you know they work well.
• Double-Check Your Setup: Before you start your presentation, make sure everything is set up correctly. Check that all the equipment is connected the right way and that you’ve adjusted the settings how you like them. Make sure your slides, videos, and other things you want to show are appearing on the screen correctly. Also, check that the sound is working as it should. It’s like making sure everything is good to go before you start so there are no surprises. Never forget about this on your presentation checklist.

Elevate Your Presentations with the Right Equipment and Preparation

To make your presentation really awesome, you need to have the right visual presentation tools and follow some helpful tips. It’s like having a secret recipe for success! By using the checklist we gave you and following the tips, you’ll look more professional, make people trust you, and be really good at presenting.

It’s also important to use things that your audience will like. For example, if you’re talking to businessmen or teachers, use things that they’ll find interesting. And don’t forget about sound quality and using pictures and videos in a cool way.

RentForEvent can help you get all the things you need to make your presentation amazing. So, get ready to impress your audience and give them an experience they won’t forget! 

A maestro of understated eloquence, Alexander crafts words that echo with silent profundity. Exploring the vast landscapes of thought and emotion, he channels the unspoken essence into every piece.

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The 7 Best Projectors for PowerPoint Presentations (2024)

All done with your PowerPoint presentation, and now it’s time to rock the stage🎙

But have you checked on your projector? Does it do your presentation justice?

Going out in the market – you’ll find an endless variety of projectors that range from $100 to $5000 and even more. But not every projector is meant for you.

To find the best projector for PowerPoint presentations, we went on researching and testing the top projectors on the market. And finally, we have pulled together the best 7. 

Spoiler Alert

Before you go through the features of each of our 7 picks below – let me tell you my favorite pick.

Our top pick on this list is the Epson Powerlite X49 🏆 We love it because it is packed with all the great features you can expect on a modern projector. And considering the features it offers, its price tag won’t leave you sobbing in a corner.

But you must not stop here. Going through the complete list below may find you a better projector for your needs.

A quick note of how we test each projector

To assess each projector, we are going to evaluate it on 5 main parameters.

Image Resolution, Brightness, Connectivity, Portability, and Value-for-Money.

All of these features make the most important considerations for a business projector.

So here come the 7 best PowerPoint projectors on the market👇

Projectors Reviewed

1: Epson PowerLite X49 (Best Overall)

2: BenQ MW560 Business Projector (Best for Large Rooms)

3: AAXA P7 + (Best Portable)

4: ViewSonic M1 + Projector (Best Battery Charged)

5: Optoma GT1080HDRx (Best Short Throw Projector)

6: Epson Powerlite 2250U (Best Brightness)

7: ViewSonic PA503W (Best on Budget)

1. Epson PowerLite X49 (Best Overall)

The modern-day Epson PowerLite X49 makes our favorite projector on this whole list. It brings you outstanding features for a very pocket-friendly price. 

What do you generally need in a PowerPoint projector? Great, crisp pictures that make sure the text doesn’t go blurry when too small. Fine brightness, easy wireless connectivity, and a reasonable price tag.

Let me tell you, this projector brings you all these features in a package.

The visual performance of this projector is simply beyond excellent. You won’t see the image quality going down even on a 300 inches screen💁‍♀️

Specifications of this Model

• Connectivity : USB, HDMI, Wireless connectivity
• Image Resolution: 1024 * 768
• Brightness : 3600 Lumens
• Special Feature: Built-in moderation feature that allows easy sharing by up to 50 people

Score on Review Parameters

Image Resolution: Simply perfect. X49 is designed to offer large-scale presentations with a crisp and compelling image resolution. It can project up to 1.07 billion colors (we’re still counting the zeros in the said figure). Brightness : Perfect digital light processing. 3600 Lumens of color brightness together with the 3LCD technology. Native XGA resolution, and a contrast ratio of 16000:1. This brings excellent visuals even in well-lit environments. Connectivity : Network capability (using RJ-45) allows users to connect to the projector wirelessly using the Epson iProjection App. Additionally, it offers USB and HDMI ports. And the best part – you can project wirelessly from your PC, MacBook, Chromebook, iOS, and other Android Devices. Longevity : The life of the X49 lamp spans up to 6000 hours under normal mode and 12000 hours under Eco mode. That means if you use it for 4 hours straight every day, it will last for more than 8 years (at least). Portability : Manual horizontal and automatic keystone correction makes it very flexible to move and place the projector anywhere around the room. Moderator Function: We didn’t pick this up as a review parameter because most of the projectors on the market won’t have this function. But this is worth mentioning that this projector allows up to 50 users to connect to the display simultaneously. This makes it perfect for business conferences and other idea-sharing meetings. Value-for-Money: So many modern features for under $500. Great value for money.

Overall Spreadsheeto Rating: 💚💚💚💚💚💚 6/6

The Epson PowerLite X49 is a projector with all the latest features that you can expect from a projector. And the fact that it doesn’t come for a very hefty price tag – this one’s certainly my top pick.

2. BenQ MW560 Business Projector (Best for Large Rooms)

This one’s for your meeting room needs🤝

Have an important presentation, and you just can’t afford anything less than excellent image quality?

For big hall meetings (yes, those with tens of people) where you want the screen to be visible to the last person in the hall, too – you need the BenQ MW560 .

• Connectivity : VGA, HDMI
• Image Resolution: 1280 * 800
• Brightness : 4000 Lumens

Image Resolution: The BenQ MW560 is designed for rendering crystal-clear presentations that will win the day. It comes with the finest precision lenses that offer a lucid picture quality. Brightness: This projector outputs a brightness of 4000 ANSI Lumens and a 20,000:1 contrast ratio giving the projector a higher light resistance even in ambiently lit rooms. Connectivity: Dual HDMI ports for multiplatform digital connectivity. That’s expanded faster connectivity. Additionally, you get USB Type-A, USB Mini-B, and RS-232 ports, too. Longevity: Smart Eco Mode allows you to save up to 70% of the lamp’s life – taking it to a total of 15,000 hours of projection. It shuts off automatically after 20 minutes of inactivity to save power. Portability: Not a very portable projector. But there are many features in-built into it for better alignment like Auto Vertical Keystone, Kensington Lock, etc. Value-for-Money: The price for BenQ MW560 ranges from $400 to $800 – depending on the lamp and throw type. Good value for money.

Overall Spreadsheeto Rating: 💚💚💚💚💚🤍 (5/6)

The BenQ MW560 comes in four variations – LED and Lamp type. Short throw / Normal throw. Choose the one that suits your business needs the best.

3. AAXA P7 + (Best Portable)

Not all meetings take place in a formal office with all the top-notch equipment in place.

Sometimes, you can expect it to be simply out of the ordinary (maybe on the road😆). And that’s where you just can’t carry a full-size projector + stand + screens and whatnot.

That’s where you need something as compact and portable as the AAXA P7+ . This one will fit inside your pocket (not kidding)🤏

• Connectivity : Bluetooth, Wi-Fi, USB, HDMI
• Image Resolution: 1920 x 1080
• Brightness : 550 LED Lumens

Image Resolution: Features the DLP technology that delivers a crisp, native resolution of 1920 by 1080. Can upscale this to 4K. Brightness : 550 lumens (when connected to power) and 400 (when used on battery). It can deliver images for a 200-inches screen but only in dark areas. Brightly lit rooms will wash out the image. Connectivity : Wireless screen mirroring for your iPhone and Android (we love that). Also has 5G and Wi-Fi compatibility. Supports Type-C cables, Micro SD Card, USB, and a HDMI cable too. Longevity : Only under 3 hours of battery life which might not be very sufficient. Also, the battery life diminishes as the projector ages. Comes with a charger. Portability : Perfect in terms of portability. No wiring, setting up, and installation needs. Grab it and take it wherever you want like your cellphone. Value-for-Money: For $331, you get a smart, super advanced projector that fits into your palm. Average value for money.

They call it “The world’s smallest option (in terms of portable projectors) on the market”. And guess what? That’s not even wrong. In my view, that’s the best compact projector you can get in this size.

4. ViewSonic M1 + Projector (Best Battery Charged)

No time to do a lot of wiring before you start presenting? Get your hands on M1+ from ViewSonic . This is our favorite battery-operated, portable business projector.

With a 6-hour battery life (on full power mode), you can easily manage at least 2 meetings without having to recharge it in between 🔋

Additionally, integrated Wi-Fi connectivity allows you to stream content from the internet too. The best part? It’s compact and super lightweight. This makes it easily portable – just grab it by the handle and move it indoors or outdoors.

2500 Lumens brightness promises detailed imagery in dark rooms or low-lit rooms.

And did I mention it? It has a very smart, built-in safety turn-off feature. It temporarily turns off the lens upon sensing objects too close to the projector. This is particularly to protect the eyes of users if they mistakenly come too close to the lens👀

• Connectivity : Bluetooth, HDMI 1.4 (HDCP1.4), Wi-Fi, USB 3.1 Type C, USB 2.0 Type A
• Image Resolution: 1920 * 1080
• Special Feature: Short throw range and Built-in dual Bluetooth speakers (Harman Kardon)
• Brightness : 2500 Lumens

Image Resolution: 1920*1080 enables excellent resolution. Brightness : 2500 Lumens brightness will work well in dark-lit rooms. However, in brightly lit environments, the image might wash out. Connectivity : HDMI, USB C, USB, and MicroSD drive and Wi-Fi connectivity. Has 12GB of local storage. Battery/Longevity: The built-in rechargeable battery runs up to 6 hours under full power mode. That means you can easily make at least 1-2 presentation sessions in one charge. It claims to have a 30,000-hour operational life. Portability : Super portable with WVGA LED projector, a built-in battery, and compact size. It only weighs 2 pounds. Supports a short throw range of 5.2 to 8.5 feet (screen size of 60 to 100 inches). Speakers : It features built-in dual Harman Kardon Bluetooth speakers. Value-for-Money: Comes for $339. Too good for this product.

Overall Spreadsheeto Rating: 💚💚💚💚💚💚 (6/6)

You can also charge your phone or any other device using the USB type C. However, to do so, the projector must be plugged in. This is not much suggested – but in emergency times, why not?

5. Optoma GT1080HDRx (Best Short Throw Projector)

This projector is the optimal choice for smaller meeting rooms🎯

Unless you have a short-throw projector, setting up the projector at a shorter distance will shrink the screen size.

This short throw projector by Optoma is particularly designed for an optimal throw distance of 1.3 feet to 4.4 feet. That’s literally like 4-5 steps away from the screen.

And yes, don’t worry about the picture quality. 3800 Lumens, a 50,000:1 contrast ratio, and a native 1080p HD resolution will deliver super detailed images.

• Connectivity : USB, HDMI
• Brightness : 3800 Lumens

Image Resolution: 1920*1080 resolution enables excellent resolution. Brightness : 3800 Lumens, 50,000:1 contrast ratio, and HDR compatibility with 4K HDR input will produce darker blacks and brighter whites. Excellent color depth. Connectivity : Compatible with media devices and HDMI devices. Longevity : Enjoy an extended lamp life of 15,000 hours. That’s more than 10 years with an average viewing time of 4 hours per day. Throw Range: Experience an ultimate short throw range of 1.3 feet (minimum) to 4.4 feet (optimal). Placing it at a distance of 4 feet will still produce a 120-inch image. Small meeting rooms are no longer a problem. Special features: 10-watt built-in speaker and a fast response rate of 8.4ms. Value-for-Money: The price tag for this projector is $818. For so many top-notch features, this product brings great value for money.

It is very important to know the throw range a projector supports. Among short-range projectors, the Optoma GT1080 is a great choice to make.

6. Epson Powerlite 2250U (Best Brightness)

Need a projector that won’t fail under brightly lit rooms? This needs power lightning.

In other words, this needs the Epson Powerlite 2250U . This projector is a powerhouse in itself. With 5000 Lumens of brightness, the light of this projector won’t dim even under the sun☀

It comes with the 3 LCD, 3-chip technology to deliver High Color Brightness and a High color gamut. To make sure the picture is not washed out, the contrast ratio is set to a high of 15,000:1. This makes it a great option for large conference rooms.

• Connectivity : Optional Wireless networking. Mobile device mirroring with MHL
• Image Resolution: WUXGA (widescreen) Resolution (1920*1200 pixels)
• Special Feature: Built-in external speakers
• Brightness : 5000 Lumens

Image Resolution: Get bright, widescreen images up to 300 inches in size screen. You get a full HD 1080p support. Brightness : This projector features 5000 ANSI Lumens white and color brightness. This paired together with a contrast ratio of 15,000:1 brings you crystal-clear and crisp images in well-lit rooms. Connectivity : Supports HDMI, MHL, and USB A/B. However, based on installing an optional module, you get wireless networking, too. Longevity : Lamp life of 10,000 hours under Eco Mode and 5000 hours under normal mode. Slightly less than other projectors. Portability : No complicated setups. Automatic Vertical and Horizontal Keystone Correction. Value-for-Money: With 5000 Lumens and a fantastic image resolution, the price tag of $1,575 isn’t too much. Good value for money.

The projection method can take any dimension: Front, Rear, or Ceiling mounted. The Epson PowerLite 2250U is designed to deliver crystal-clear pictures from every dimension.

7. ViewSonic PA503W (Best on Budget)

This projector shines at 3800 ANSI Lumens. Not that it is the highest number of lumens you’ll find in a projector. But for this price, it’s just great💰

If your room has ambient light coming in and it’s not possible to pull the blinds or curtains. No worries. The PA503W stands out for daylight viewing too.

• Connectivity : HDMI, VGA, USB ports
• Image Resolution: 1280 * 800 WXGA Resolution

Image Resolution: 1280 * 800 Pixels with WXGA Resolution. The image won’t blur out even on a wider screen. Brightness : 3800 Lumens make this projector stand out even in brightly lit rooms. This makes it an attractive choice for daylight use. Connectivity : Supports HDMI, VGA, and mini USB. It connects with PCs, Macs, and other mobile devices pretty seamlessly. However, it doesn’t support Bluetooth connectivity as it is engineered to deliver crisp and clear visuals. Longevity : The lamp life of this projector is simply outstanding. Under the SuperEco mode, expect the lamp to run for up to 15,000 hours. No frequent lamp replacements. Portability : A 1.1x optical zoom and 40-degree vertical keystone correction make it easy to set up. So even if you want to relocate it sometime, it won’t be that big of a deal. Value-for-Money: Here is the best part about this projector. Such excellent brightness features for $387. Excellent value for money.

Other projectors with similar features (3000+ ANSI Lumens, a high contrast ratio, and better than basic SVGA resolution) would cost you somewhere between $1000 to $5000. ViewSonic PA503W is a reliable and high-performance projector. And at this price, is a deal not to miss.

Wrapping things up…

These are the 7 best projectors on the market (for different needs). However, there is no end to the varieties you’ll find out there once you begin searching.

To make sure you make an efficient purchase, be clear on your needs.

What do you need? A projector that works through bright daylight? Perfect for a large conference room? Want better image resolution? Or something more compact and portable?

Once you have your choices aligned, know your budget. Based on this, your options will be narrowed down to only a few. Buying is then no longer a hectic thing💪

After you get the right projector for your PowerPoint presentation – the next device you need is a PowerPoint clicker.

Read our review here to get yourself one of the best 7 PowerPoint clickers on the market.

Written by Kasper Langmann

Hi, I'm  Kasper Langmann 👋

I'm the co-founder of Spreadsheeto, a certified Microsoft Office Specialist, and a Microsoft MVP.

With over 10 years of experience, I’ve taught Excel to millions of people worldwide.

I spent over 19 hours researching, testing, and writing this review.

Last updated on August 30th, 2024.

Before you go, sign up for my free Excel course (+100,000 students) ->

Presentation Guru

10 essential items for the presenter on the go.

If you are a professional presenter, motivational speaker or someone who has to give presentations frequently, you might want to use your own presentation kit. In a previous post we pointed out various tech problems for presenters and how to avoid them, as well as a comprehensive guide to use a mobile device to give a presentation . This time we will provide you with a list of the 10 essential presentation items that you can keep in your presentation kit to avoid running into an embarrassing situation due to technical problems or the absence of critical equipment at a venue.

1) Portable Projector

I was at a seminar a few days back and the only presenter that stood out among the rest was the one who had some visual aid. Speeches can be boring and keeping your audience attentive without a visual aid can be hard. This is why it is useful to make presentation slides or to use videos, diagrams or charts to explain your presentation topic. However, not every presentation venue has projectors, and sometimes you can be left with no choice but to opt for an oral presentation.

What can help you avoid missing out on that critical piece of visual aid is the use of a pocket / portable projector. Not only can a portable projector be a lifesaver in meetings and conferences but also when there might not be any projector available for presenting your content; or when the available projector might be busted.

If you’re looking for a portable projector, you might want to look into a tripod pocket projector or a model like the Magnasonic mini video projector , which works with smartphones, tablets and cameras.

2) HDMI / DVI / VGA Adapter

Projectors and computers are not always the happiest couple. Sometimes you can end up with a projector which has no HDMI input (e.g. a legacy model), which means your laptop will not be able to connect to it, as modern Windows based laptops usually don’t have a VGA port. If you’re a Mac guy, you would know how Apple took excruciatingly long to add an HDMI port. Either way, having a portable adapter with multiple ports can help you avoid a massive headache.

A few adapters you can look into include; Cable Matters DisplayPort to HDMI/DVI/VGA Adapter , which supports 4K Resolution (via HDMI), as well as has DVI and VGA ports. Another good option can be the Belinda 3in1 Mini Displayport to HDMI DVI VGA Adapter (among other models).

3) Presentation Remote

This is one of the most common device many presenters carry. Not only can a presentation remote help you move freely on the stage as you manage your slides, but also provide you with additional features; such as the Satechi Bluetooth Smart Pointer Mobile Presenter , which also provides a laser pointer, remote control for multiple devices, such as a Mac, iPhone, iPad, iPod Touch and Android smartphone (specific models).

Also check out these highest rated presentation remotes on Amazon .

4) Mini Wireless Keyboard

It’s hard to imagine typing without a keyboard of some sort. What’s perhaps even harder is to carry a large keyboard everywhere you go. This is why you might find it handy to carry a mini wireless keyboard. One of the models you might want to check out is the Rii Mini Wireless 2.4GHz Keyboard , which works with not only PCs or Macs but also Xbox 360, Xbox One, PS3 and PS4, Google Android TV Box, HTPC and IPTV.

5) Wireless Microphone

How often have you seen a microphone malfunction? Probably more often than you can remember. Then there are microphones that somehow aren’t loud enough due to technical issues or the negligence of event organizers. To be on the safe side, you might want to use a wireless microphone.

You can opt for something like the Nady DKW DUO Dual Wireless Headmic Microphone VHF System or something more inexpensive like the Shure PGA31 Headset Condenser Microphone .

6) Portable Speakers

I have seen some presenters carry portable speakers and they do tend to come in handy every now and then to play videos and other digital content if and when there is an issue with the default sound system. You can either opt for something a bit more loaded like a presentation speaker and amplification System or perhaps a cheaper option like a portable wireless Bluetooth speaker .

7) Presentation Timer

If you need to organize events where multiple speakers need to speak, or wish to time your own presentations perfectly, a portable timer might be a good addition to your presentation kit.

While you can use a basic timer to guide you with the time needed to finish your presentation, you can also opt for something more feature-rich, such as a presentation timer with red-yellow-green stop lights . This type of timer usually comes with additional features like a beeper, clock and connectivity for multiple timekeepers.

8) Laptop Security Cable

You might not know this but most laptops come with a slot to use a security cable to protect your computer. To protect your data from theft, and to add an extra layer of security to your device, you can use a laptop security cable. If you handle sensitive, confidential data on your laptop (e.g. corporate data), then you might want to ensure you add a laptop security cable to your presentation kit.

9) Smartpen

While this is not a commonly used device by most presenters, however, its utility to presenters can be immense. A smartpen can allow you to write freely using a digital pen on a piece of paper or a digital screen, as your written or drawn content is revealed on the big screen.

One of the most famous Smartpen brands is LiveScribe , which comes packed with a plethora of handy features for writing and freehand drawing, with the ability to record everything you say and hear.

10) MYO gesture Control Armband

MYO is a really cool gadget which lets you remotely control different devices using hand gestures like a Jedi. Not only can you control PowerPoint slides with hand gestures but your music, games, and even an actual drone!

We think the MYO Gesture Control Armband is still a bit too ambitious, hence we placed it at the bottom of the list but make no mistake, but this device is the closest thing you will ever be to Darth Vader or perhaps Luke Skywalker. Personally, I always liked Obi Wan Kenobi.

We hope our list above will help you be at top of your game, and be prepared for the dark side of presentation malfunctions with your own presentation kit. May the force be with you!

• Latest Posts

Farshad Iqbal

+farshad iqbal, latest posts by farshad iqbal ( see all ).

• Let’s look at Interactive Digital Whiteboards - 6th March 2018
• Six of the Best Laptops for Presenters - 16th January 2018
• Where Can I Find Great Clip Art and More for Powerpoint? - 12th December 2017
• The Best Digital Whiteboards for Presenters - 21st November 2017
• The Best Screen Mirroring Apps and Technology for Every Occasion - 24th October 2017

2nd April 2021 at 4:55 am

Greetings, I’m interested in a bundle package. Can you recommend a free?

CAS Webb Webbcatcher & Associates 324-373-6432 [email protected]

7th April 2021 at 2:34 am

Very helpful 👍👍 Thankyou

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The Only PowerPoint Templates You’ll Ever Need

Anyone who has a story to tell follows the same three-act story structure to...

.css-1qrtm5m{display:block;margin-bottom:8px;text-transform:uppercase;font-size:14px;line-height:1.5714285714285714;-webkit-letter-spacing:-0.35px;-moz-letter-spacing:-0.35px;-ms-letter-spacing:-0.35px;letter-spacing:-0.35px;font-weight:300;color:#606F7B;}@media (min-width:600px){.css-1qrtm5m{font-size:16px;line-height:1.625;-webkit-letter-spacing:-0.5px;-moz-letter-spacing:-0.5px;-ms-letter-spacing:-0.5px;letter-spacing:-0.5px;}} Best Practices 5 essential preparation steps for a successful presentation

by Tom Rielly • June 15, 2020

Keeping your presentation visuals minimalistic, simple, and clear is just one important step to remember when designing a hit presentation. Leaving nothing to chance, great presenters prove quite methodical as they prepare. Here’s a checklist for everything you need to keep in mind before your next presentation:

1. Choose the right software for your needs

The easiest way to select the right presentation software for you is to simply find the one that is native to your device. For example, if you have a Mac, use Apple Keynote, if you work on Windows, use PowerPoint. Google Slides is recommended if you’re working with someone, as it makes collaboration very easy. Another software option is Prezi: a specialty tool called Prezi that creates a presentation using motion, zoom, and panning across one giant visual space.

2. Organize your files

As you develop your script and visuals, you will need to start assembling all the assets for your slides. Create a unique folder on your computer to hold these items. Keep the folder organized by media type (presentation drafts, photos, videos, scripts) and back them up frequently to the Cloud or external disk. Label each file with a specific descriptive name, e.g. “Susan Johnson singing magpie 2020”, as opposed to “IMG_4043.jpg”, which can make it confusing to find your assets. The more organized you are up front, the easier preparing for your presentation will be.

3. Prepare your presentation materials

Make sure your presentation materials (script, graphics, actual slides) are saved in at least two safe spots (for example, your computer and an external USB drive) and are backed-up frequently. If you are using an online presentation software, such as Google Slides, be sure to also download a copy of your presentation in case the internet connection is unreliable. Having all the individual assets on hand in addition to your presentation slides can be helpful if you experience tech issues before presenting, or if you need to make any last minute changes. Make sure to label your final presentation with the title and your name so it’s easy to find.

4. Practice, practice, practice!

Remember, practice makes perfect. People often run out of time making their presentations and have no time to practice. Most TED speakers practice at least ten times. Neuroscientist Jill-Bolte Taylor gave one of the most successful Talks in TED history with nearly 27 million views. How did she do it? She practiced her Talk over 40 times! By rehearsing multiple times you will naturally memorize your Talk, which means you won’t need note cards when you give your final presentation.

5. Do a final test run

Before presenting, make sure the equipment you need is working properly. It’s generally good practice to rehearse standing on the exact stage with the exact lighting using the exact computer that you will be using in your final presentation.

Here’s a quick checklist of what to look for when testing your equipment:

• If you're not using your own computer, the one provided might be slower and have trouble playing media. If you have videos or other media, make sure they play correctly
• Test the projector to make sure it’s HD
• Make sure images are clear
• Test the sound of any clips you use, as this is what goes wrong most frequently
• If you’re using a mic, test the volume

Don’t let technical issues or other blunders overshadow your presentation. By following these guidelines, and with a little preparation, you can engineer out the problems BEFORE they happen.

Ready to learn more about how to make your presentation even better? Get TED Masterclass and develop your ideas into TED-style talks

© 2024 TED Conferences, LLC. All rights reserved. Please note that the TED Talks Usage policy does not apply to this content and is not subject to our creative commons license.

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10 things you should have in your presentation kit

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A good presenter has a mental bag of tricks to rely on. In fact, the presenter is the presentation. Add a powerful visual element, such as a PowerPoint show, and you can’t go wrong… until something goes wrong. A presentation kit with most of the following items could help you quickly recover from or even avert a disaster. ( Note : This article about the 10 things you should have in your presentation kit is available as a free PDF download .)

1: The presentation accessories

Many things you’ll want in your kit are specific to the presentation at hand. The following items belong on your checklist, even though the tangibles will change with each presentation:

• Handouts for the audience
• A printout of your presentation and notes using large fonts (for you)
• A backup copy of the presentation on CD or thumb drive
• A map of the conference room and your layout design
• Evaluation forms
• Contact information for the site’s technical support personnel

2: The equipment

Your laptop is an obvious choice, but a few other vital pieces of equipment might be easy to forget. Be sure to pack the following:

• Projector and replacement bulb
• Mouse and mouse pad
• Remote (the ones with the built-in laser pointer are nice)
• Headphones (if you use them)
• Appropriate cables, including a dual mini plug if you use a boom box for sound (#9)
• Video adapter (many projectors want VGA) if your laptop doesn’t output VGA

Most conference facilities will supply some or all of these items, but working with your own equipment has its advantages: You’ll be more at ease with your own equipment and you’ll be able to quickly troubleshoot most problems. Also consider the addition of a portable screen. A blank wall works in a pinch, but it isn’t the best way to present yourself, your product, or your company.

3: Electrical access

One extension cord is probably enough if you also have a power strip (carry at least one). The cord’s length is up to you, but the longer the better. Just be prepared to secure it (#5) and stow the coiled up excess in a safe spot, perhaps under your table or on a podium shelf. Also carry a plug adaptor; older buildings still have two-prong outlets.

4: A battery of batteries

Carry a second battery for your laptop, even if yours is new and promises a long life. (They all do.) The day you don’t have the extra is the day your battery will die and an electrical source won’t be handy. Better yet, invest in a universal power supply; they’re cheap and getting smaller and lighter.

You’ll also want an extra set or two of batteries for every battery-powered device you use. Take inventory and have plenty of extras on hand. If your client or conference room staff agrees to supply these devices, ask if they also supply fresh batteries.

5: Duct tape

You can purchase duct tape in travel-size rolls. At the very least, you should secure electrical cords in high-traffic areas. Don’t forget your own small space either. Tripping on a cord in the middle of a presentation is embarrassing and could displace equipment or even bring the presentation to a halt while you replug, reboot, and regroup.

6: Rubber doorstop

Always stash a rubber doorstop in your kit. Projectors are notorious for being uneven and wobbly. A doorstop will quickly put things right and steady.

7: Portable timer

Most monitors display the time, but it’s a small indicator and not easy to see from a distance. If it’s critical that you stay on track to accommodate time restrictions, use a portable timer — something with a large display but that’s otherwise discreet.

8: Security cable

Consider using a security cable to protect your laptop if you know you’ll be in and out of the conference room. A cable won’t stop a truly determined thief, but it’ll slow one down.

9: Sound equipment

Sound files will usually feed directly into the room’s sound system. If not, consider external speakers. The larger the room the more powerful the speakers should be. Nowadays, you can purchase small speakers with a lot of power without spending a lot of money. A boom box with auxiliary input might also do the trick. You’ll need a cable with mini plugs on both ends; plug one end into the headphone jack on your laptop and the other into the auxiliary jack in the boom box. (Not all boom boxes have an auxiliary jack.)

10: Bottled water

This last one sounds a bit contrived: You can get water anywhere, can’t you? Usually, you can. But if you can’t, you’ll be miserable. Put a couple of sealed bottles in your kit. If you don’t have access to water, you’ll have a backup, and any headache will be the result of thunderous applause and not dehydration!

More presentation survival tips

• 10+ keyboard shortcuts to help you deliver a smooth PowerPoint presentation
• Preflight checklist for your PowerPoint presentations
• Five PowerPoint add-ons that go beyond ordinary slide shows
• 10+ things to check when your presentation runs into technical problems

Other essential items?

What else do you make sure to take with you when you’re delivering a presentation? Share your recommendations with fellow TechRepublic members.

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A step-by-step guide to captivating PowerPoint presentation design

november 20, 2023

by Corporate PowerPoint Girl

Do you often find yourself stuck with a lackluster PowerPoint presentation, desperately seeking ways to make it more engaging and visually appealing? If your boss has ever told you to "please fix" a presentation and you didn't know where to start, you're not alone. In this article, we'll walk you through a straightforward method to transform your PowerPoint slides into a visually captivating masterpiece. 

Let's dive right in! 

Clean up your slides 

The first step in this journey to presentation excellence is all about decluttering your slides and elevating their impact. Say goodbye to those uninspiring bullet points that often dominate presentations. Instead, focus on what truly matters – the key call-out numbers. By increasing the font size of these numbers, you ensure they take center stage, immediately drawing your audience's attention. 

To make those numbers pop, consider breaking the text after the numbers into the next line and adding a touch of color. The contrast created by pairing a dark color with a lighter shade, like dark teal and light teal or burnt orange with peach, can work wonders. This simple adjustment makes your data more engaging , enhancing the overall impact of your presentation. 

Add dimension with boxes 

Now, let's introduce an element of depth and organization to your slides. By adding boxes, you'll create a visually pleasing structure that guides your audience through the content. In the "Insert" menu, select "Table" and opt for a one-by-one table. Change the table color to a light gray shade, elongate it, and position it neatly to the left of your text. 

To improve readability and aesthetics, increase the spacing between text phrases. A small adjustment in the before spacing setting (setting it to 48) significantly enhances the visual appeal of your slides. 

Insert circles 

To further enhance the visual appeal and engagement of your slides, let's introduce circles. In the Insert menu, navigate to Shapes and choose the circle. Adjust the circle's height and width to 1.2, ensuring it complements your content seamlessly. Match the circle's shape fill color with the corresponding text color for a harmonious look. 

Avoid using colored outlines for the circles, as they may distract from the overall aesthetic. This simple addition of circles adds an element of visual interest to your presentation, making it more captivating. 

Choose icons 

Now, it's time for a touch of creativity. Selecting icons to complement your text can elevate the clarity and appeal of your slides. In the "Insert" menu, you can search for relevant keywords to find the perfect icon from PowerPoint's extensive library . 

For instance, if your text discusses investment portfolio yield, search for "growth" and choose an upward arrow growth icon. These icons add an extra layer of visual appeal and clarity to your content, making it more engaging and informative. 

Final touches 

To wrap up the transformation process, we come to the final touches that give your presentation a polished, professional finish. Align your icons with their corresponding circles and change the shape fill color to white. This simple adjustment creates a crisp, cohesive look that ties everything together seamlessly. 

In conclusion, by following these steps, you've embarked on a journey to enhance your PowerPoint presentation . These initial steps are just the beginning of your exploration into the world of design elements and styles that can cater to your specific presentation needs. The key to a stunning PowerPoint presentation lies in the details. By following these steps, you can turn a lackluster set of slides into a visually engaging and dynamic presentation that will captivate your audience. So, the next time your boss says, "Please fix," you'll know exactly where to start. Happy presenting! 

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8 tips to make the best powerpoint presentations.

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Table of contents, start with a goal, less is more, consider your typeface, make bullet points count, limit the use of transitions, skip text where possible, think in color, take a look from the top down, bonus: start with templates.

Slideshows are an intuitive way to share complex ideas with an audience, although they're dull and frustrating when poorly executed. Here are some tips to make your Microsoft PowerPoint presentations sing while avoiding common pitfalls.

It all starts with identifying what we're trying to achieve with the presentation. Is it informative, a showcase of data in an easy-to-understand medium? Or is it more of a pitch, something meant to persuade and convince an audience and lead them to a particular outcome?

It's here where the majority of these presentations go wrong with the inability to identify the talking points that best support our goal. Always start with a goal in mind: to entertain, to inform, or to share data in a way that's easy to understand. Use facts, figures, and images to support your conclusion while keeping structure in mind (Where are we now and where are we going?).

I've found that it's helpful to start with the ending. Once I know how to end a presentation, I know how best to get to that point. I start by identifying the takeaway---that one nugget that I want to implant before thanking everyone for their time---and I work in reverse to figure out how best to get there.

Your mileage, of course, may vary. But it's always going to be a good idea to put in the time in the beginning stages so that you aren't reworking large portions of the presentation later. And that starts with a defined goal.

A slideshow isn't supposed to include everything. It's an introduction to a topic, one that we can elaborate on with speech. Anything unnecessary is a distraction. It makes the presentation less visually appealing and less interesting, and it makes you look bad as a presenter.

This goes for text as well as images. There's nothing worse, in fact, than a series of slides where the presenter just reads them as they appear. Your audience is capable of reading, and chances are they'll be done with the slide, and browsing Reddit, long before you finish. Avoid putting the literal text on the screen, and your audience will thank you.

Related: How to Burn Your PowerPoint to DVD

Right off the bat, we're just going to come out and say that Papyrus and Comic Sans should be banned from all PowerPoint presentations, permanently. Beyond that, it's worth considering the typeface you're using and what it's saying about you, the presenter, and the presentation itself.

Consider choosing readability over aesthetics, and avoid fancy fonts that could prove to be more of a distraction than anything else. A good presentation needs two fonts: a serif and sans-serif. Use one for the headlines and one for body text, lists, and the like. Keep it simple. Veranda, Helvetica, Arial, and even Times New Roman are safe choices. Stick with the classics and it's hard to botch this one too badly.

There reaches a point where bullet points become less of a visual aid and more of a visual examination.

Bullet points should support the speaker, not overwhelm his audience. The best slides have little or no text at all, in fact. As a presenter, it's our job to talk through complex issues, but that doesn't mean that we need to highlight every talking point.

Instead, think about how you can break up large lists into three or four bullet points. Carefully consider whether you need to use more bullet points, or if you can combine multiple topics into a single point instead. And if you can't, remember that there's no one limiting the number of slides you can have in a presentation. It's always possible to break a list of 12 points down into three pages of four points each.

Animation, when used correctly, is a good idea. It breaks up slow-moving parts of a presentation and adds action to elements that require it. But it should be used judiciously.

Adding a transition that wipes left to right between every slide or that animates each bullet point in a list, for example, starts to grow taxing on those forced to endure the presentation. Viewers get bored quickly, and animations that are meant to highlight specific elements quickly become taxing.

That's not to say that you can't use animations and transitions, just that you need to pick your spots. Aim for no more than a handful of these transitions for each presentation. And use them in spots where they'll add to the demonstration, not detract from it.

Sometimes images tell a better story than text can. And as a presenter, your goal is to describe points in detail without making users do a lot of reading. In these cases, a well-designed visual, like a chart, might better convey the information you're trying to share.

The right image adds visual appeal and serves to break up longer, text-heavy sections of the presentation---but only if you're using the right images. A single high-quality image can make all the difference between a success and a dud when you're driving a specific point home.

When considering text, don't think solely in terms of bullet points and paragraphs. Tables, for example, are often unnecessary. Ask yourself whether you could present the same data in a bar or line chart instead.

Color is interesting. It evokes certain feelings and adds visual appeal to your presentation as a whole. Studies show that color also improves interest, comprehension, and retention. It should be a careful consideration, not an afterthought.

You don't have to be a graphic designer to use color well in a presentation. What I do is look for palettes I like, and then find ways to use them in the presentation. There are a number of tools for this, like Adobe Color , Coolors , and ColorHunt , just to name a few. After finding a palette you enjoy, consider how it works with the presentation you're about to give. Pastels, for example, evoke feelings of freedom and light, so they probably aren't the best choice when you're presenting quarterly earnings that missed the mark.

It's also worth mentioning that you don't need to use every color in the palette. Often, you can get by with just two or three, though you should really think through how they all work together and how readable they'll be when layered. A simple rule of thumb here is that contrast is your friend. Dark colors work well on light backgrounds, and light colors work best on dark backgrounds.

Spend some time in the Slide Sorter before you finish your presentation. By clicking the four squares at the bottom left of the presentation, you can take a look at multiple slides at once and consider how each works together. Alternatively, you can click "View" on the ribbon and select "Slide Sorter."

Are you presenting too much text at once? Move an image in. Could a series of slides benefit from a chart or summary before you move on to another point?

It's here that we have the opportunity to view the presentation from beyond the single-slide viewpoint and think in terms of how each slide fits, or if it fits at all. From this view, you can rearrange slides, add additional ones, or delete them entirely if you find that they don't advance the presentation.

The difference between a good presentation and a bad one is really all about preparation and execution. Those that respect the process and plan carefully---not only the presentation as a whole, but each slide within it---are the ones who will succeed.

This brings me to my last (half) point: When in doubt, just buy a template and use it. You can find these all over the web, though Creative Market and GraphicRiver are probably the two most popular marketplaces for this kind of thing. Not all of us are blessed with the skills needed to design and deliver an effective presentation. And while a pre-made PowerPoint template isn't going to make you a better presenter, it will ease the anxiety of creating a visually appealing slide deck.

• Microsoft Office

10 Tips to Make Your PowerPoint Presentation Effective

You may have heard of the famous 10/20/30 rule , devised by Guy Kawasaki , for designing presentations. This rule states that using 10 slides in 20 minutes at a 30 point minimum font size is the most effective presentation strategy—but what does this really mean?

The most important thing to remember, particularly if you’re using PowerPoint to convey your message, is to keep your audience in mind when preparing your presentation. Your audience wants a relevant presentation, not just something that is visually appealing .

A common mistake speakers make when designing PowerPoint presentations is being too passionate about it that they put everything they know into it. In trying to get their point across, presenters tend to use complex jargon and impart too much information, leaving the audience confused about the actual purpose of the presentation.

So how can you simplify your information but still convey a powerful message to your audience?

Here are 10 suggestions:

1) Cut out the wordiness

Ironic as it may seem, an essential part of proving a point is to use a minimal amount of words per slide so that the audience is focused on you, not on the screen. It’s rather difficult for any kind of audience to read texts and listen to you at the same time. If you have longer statements, break them down into multiple slides and highlight the key words. This doesn’t mean you limit your content to dull, boring facts. Feel free to incorporate anecdotes or quotes as long as they’re relevant and support your message.

2) Add pictures

Instead of more words, supplement your ideas with vivid imagery. Again, the key is not overusing photos to the point that it makes your presentations look unprofessional. Photos should only be used if they promote or emphasize the main idea of your slide.

3) Use appropriate animation

Like pictures, use animation only when appropriate and only if you’ve completely rehearsed your presentation with the animation flow. Otherwise, they will be distracting and will make it appear that you’ve designed your presentation in poor taste.

4) Don’t overuse numbers

As with words, minimize the amount of numbers you present in each slide. If you have charts that summarize the total figures toward the end, then you no longer need to fill up your entire chart with the little numbers on the scale.

5) Use large fonts

Aside from the obvious reason that larger fonts are more readable, size dictates the impact of your message and a larger one makes it easier for your audience to clearly grasp what you’re saying or want to highlight. Aside from font size, pay attention to the spacing between paragraphs, rows, and columns; you don’t want your text to appear jumbled.

6) Maintain consistency

The whole objective of your presentation is to drive home a point, not to make your presentation look cheesy. Keep your font sizes and the size and format of a box on one page consistent throughout your slides.

7) Limit bullet points

Keep your bullet points to a maximum of 5-6 per slide. In addition, the words per bullet point should also be limited to 5-6 words. It’s also wise to vary what you present in each slide, such as alternating between bullet points, graphics, and graph slides, in order to sustain the interest and focus of your audience.

8) Choose colors and contrast effectively .

Use bold colors and high contrast. A color may look completely different on your monitor than it will when projected on a large screen.

9) Tell a story

Everyone loves a good story , especially if it’s something that they can easily relate to. A good story begins with a problem and the more irritating the problem is for the audience, the more effective your presentation will be once you’ve provided a possible solution for them.

10) Be flexible

In order to develop a strong connection with your audience, you need to be flexible with your slides. During your speech, you may feel that some slides have become unnecessary; therefore you want to prepare your presentation in such a way that you can easily interchange or eliminate them. Conversely, prepare some optional slides in anticipation of questions or ideas you expect from your audience. This will give your presentation the “wow” factor.

When using PowerPoint to deliver a PowerFUL point, your goal isn’t to design the best presentation but the most effective one. This means creating a presentation that your audience can connect with through interest, participation, memory recall, and ideally, learning something useful.

Create professional presentations online

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Preparation is the single most important part of making a successful presentation. It is an absolutely crucial foundation, and you should dedicate as much time to it as possible, avoiding short-cuts. Good preparation will ensure that you have thought carefully about the messages that you want (or need) to communicate in your presentation and it will also help boost your confidence.

There are a number of aspects that you need to consider when preparing a presentation. They include the aim of the presentation, the subject matter, the audience, the venue or place, the time of day, and the length of the talk. All these will affect what you say and how you say it, as well as the visual aids that you use to get your point across.

The Objective

Whenever you are asked to give a presentation or speak to a group of people, you need to start by asking the purpose of the presentation.

In other words, what is the presentation expected to achieve, and what outcome(s) do the organisers and the audience expect?

These outcomes will shape your presentation, because it must be designed to achieve the objective and deliver the desired outcomes.

For example, you might be asked to give a talk to a gardening club. You might be told that the purpose of the talk is to fill a regular meeting slot, and that the members of the club have expressed a desire to learn more about pruning. You therefore know that your talk needs to be entertaining, fairly light, but knowledgeable, and that your audience wants to learn something new.

As you prepare your presentation, make sure you keep asking yourself:

“How is saying this going to help to achieve the objective and outcomes?”

The Subject

The subject of your presentation or talk about comes from the objective. They are linked, but they are not necessarily exactly the same thing.

For example:

The subject may be given to you by the organisation that has invited you (such as talking about pruning to the gardening club).

You may be knowledgeable in a particular field (perhaps you have an interest in local history).

The subject may be entirely your choice within certain limitations (you might, for example, be asked to give a presentation at an interview on a project which you feel has particularly developed your skills).

The Audience

Before preparing material for a presentation, it is worth considering your prospective audience.

Tailoring your talk to the audience is important and the following points should be considered:

The size of the group or audience expected.

The age range - a talk aimed at retired people will be quite different from one aimed at teenagers.

Gender - will the audience be predominantly male or female?

Is it a captive audience or will they be there out of interest?

Will you be speaking in their work or leisure time?

Do they know something about your subject already or will it be totally new to them?  Is the subject part of their work?

Are you there to inform, teach, stimulate, or provoke?

Can you use humour and, if so, what would be considered appropriate? If you are in any doubt about this, it is probably best to avoid anything even remotely risqué.

It is important to have as much advance information as possible about the place where you are going to speak.

It can be helpful to arrange to see the venue before the event. It does much to quell fear if you can visualise the place while you are preparing your talk. However, even if you cannot visit, you will probably find it helpful to know:

The size of the room;

The seating arrangements (for example, theatre-style, with rows of seats; or round-table);

The availability of equipment, e.g., microphone, laptop and projector, flip chart;

The availability of power points and if an extension lead is required for any equipment you intend to use;

If the room has curtains or blinds. This is relevant if you intend to use visual aids, and so that you can ensure the correct ambiance for your presentation;

The position of the light switches.  Check if you need someone to help if you are using audio/visual equipment and need to turn off the lights;

The likelihood of outside distractions, e.g., noise from another room; and

The availability of parking facilities so you do not have a long walk carrying any equipment you might need to take.

If this information is not available ahead of time, it will help to get there a bit early, to give you time to set up.

There will often be no flexibility in the time of day that a presentation is made. However, it does affect what you can do, and how you might organise your presentation, because of the likely state of your audience (see box).

How time of day can affect your audience

The morning is the best time to speak because people are generally at their most alert. However, as it gets towards lunch time, people begin to feel hungry and lose concentration. This is particularly true if the event has not included a coffee break.

After lunch, people often feel sleepy and lethargic. If you are given a slot immediately after lunch, it is a good idea to get your audience involved. A discussion or getting your audience moving about will work a lot better than simply presenting a lot of slides. A flip chart may also be a more useful tool than a laptop and projector, especially if it means you can open blinds and use natural light.

Towards the end of the afternoon, people again tend to lose concentration as they start to worry about getting home, the traffic or collecting children from school.

Evening or Weekend:

Outside regular office hours, people are more likely to be present because they want to be rather than because they have to be there.  There is a better chance of audience attention in the evening. However, if the presentation goes on for too long, people may have to leave before you have finished. People will also be less tolerant of a poor presentation because you are in their time, not their employer’s.

Length of Talk

Always find out how long you have to talk and check if this includes or excludes time for questions.

Find out if there are other speakers and, if so, where you are placed in the running order.  Never elect to go last.  Beware of over-running, as this could be disastrous if there are other speakers following you.

It is important to remember that people find it difficult to maintain concentration for long periods of time. This is a good reason for making a presentation succinct, well-structured and interesting. Aim for 45 minutes as a maximum single-session presentation, and preferably leave at least 10 or 15 minutes for questions. Nobody minds finishing a session early.

Providing Information in Advance

Always check what information you will need to provide in advance.

Organisers of big events and conferences often like to have all the PowerPoint presentations several days ahead of the event. This gives them time to load all the presentations, and make sure that they are properly branded for the event.

Some events also need speakers’ biographies ahead of time, to put in conference literature. When you are asked to give the presentation, make sure you ask what is needed by when—and then supply it.

You will not be popular if you turn up on the day and announce that you have completely rewritten your presentation on the train. It is entirely possible that the organisers may even not be able to accommodate that, for example if the audio-visual is being supplied by a separate company or by the venue.

And finally…

Being asked to give a presentation is an honour, not a chore.

You are representing your organisation or yourself, if you are self-employed. You are also not there by right, but by invitation. It is therefore important that you put in the time and effort to ensure that you deliver what your audience wants. That way, you may just be invited back another time.

Continue to: Organising the Presentation Material

See also: Can Presentation Science Improve Your Presentation? Preparing for Oral Presentations Managing the Presentation Event Coping with Presentation Nerves

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13 Things to Include in Your Next PowerPoint Presentation

Your visual presentation can be improved with these 13 tips and tricks.

Table of Contents

When putting together a presentation or deck for a big meeting, including a visual component is key. Creating and sharing a PowerPoint presentation can help you drive home key concepts with the support of text, images, graphs and tables and other multimedia elements. Having a tangible and concrete slide deck can also anchor you while also keeping your audience engaged, which can help increase your confidence as a presenter, especially if you aren’t the most extroverted person in the room.

Of course, developing an effective PowerPoint requires plenty of consideration, from determining the structure and design to navigating the technical aspects. To help, here are 13 things to include in your next PowerPoint as well as key dos and don’ts to ensure your presentation goes off without a hitch.

>> Learn More: 5 Types of Presentations Every CEO Needs to Have

What to include in your PowerPoint presentation

A strong PowerPoint presentation should include the following components.

1. Who you are

When presenting to an unfamiliar audience — for example, if you’re speaking at an academic conference or giving a pitch to investors — it’s crucial to introduce yourself. Establish credibility and trust by briefly discussing your line of work, past accomplishments or related projects you have worked on.

2. Your logo

While you may have included your logo in your introduction, you can also put it on each slide of the presentation. This helps your brand “stick” and can be particularly effective when speaking about or on behalf of your company. [Read more about creating a small business marketing plan .]

3. An agenda

Next, write an agenda slide. Not only does this set expectations for your audience and maintain the flow of the presentation, but it can also keep you on track in both drafting and presenting your information.

4. A clear roadmap

In addition to establishing an agenda early on, you can also break down that agenda further with a clear roadmap for your presentation, which is especially helpful for longer PowerPoints with multiple sections. Don’t be afraid to return to the roadmap as needed to allow your audience to follow along better.

5. Information not on your slides

Your PowerPoint slide deck is designed to supplement and enhance your oral presentation, not replace it. Ensure your verbally-presented information adds value by including information that is not on your slides. Keep written text to a minimum, focusing on key words and main ideas. You can expand on these concepts in greater detail as you present.

6. Engaging visuals

The primary benefit of a PowerPoint is the ability to add visuals. In addition to any text on-slide and your verbal presentation content, enhance your message with engaging visual elements, such as graphs and infographics. Relying less on text helps ensure the focus remains on you, the presenter, while also illustrating your key takeaways effectively.

7. Updated data

There’s nothing wrong with reusing or repurposing a slide deck you’ve already created — as long as you keep everything current. If your PowerPoint includes statistics, industry trends , information on your business or other data, check every number and update as necessary before presenting.

8. The answer to ‘so what?’

Even if you include the most compelling and clear information in your presentation, it won’t make an impact if your audience doesn’t understand the bigger picture. Aim to answer the unspoken question of “so what?” by clarifying why the message is important and why it is relevant to your listeners.

9. Key takeaways

Your key takeaways are arguably the most important part of your presentation. Highlight these main points at the end of your PowerPoint ― or, for longer presentations, at the end of each section ― to help your audience remember them. Generating your key takeaways in the outlining stage can also help you structure your slide content.

10. Backup slides

Because a presentation is designed to be clear and concise, you may not always have the time or opportunity to go in-depth on certain topics or audience questions. Having backup slides with additional information can encourage further audience understanding — without letting the presentation veer off-track or run over time.

11. An objection slide

Depending on your presentation topic, your audience may have objections. Get ahead of these objections by dedicating a section to it in your PowerPoint. Give people the opportunity to raise any concerns and address known or anticipated issues directly.

12. A call-to-action slide

Consider what you want your audience to do after listening to your presentation. Are there specific actions to take, ideas to consider or a person to contact? Lay this out for your audience in a call-to-action slide.

13. Contact information

Display your contact information on the last slide to encourage your audience to reach out to you. They will likely appreciate the opportunity to reach out to you should they wish to discuss further and you may also make a valuable connection in the process. [Read more about how to improve customer service for e-commerce sites .]

Dos and don’ts of PowerPoint presentations

If you’re planning to use PowerPoint as a business tool, here are some key dos and don’ts to keep in mind:

• Do use speaker notes to your advantage: While your slides should be relatively clutter-free and light on text, you can include speaker notes at the bottom of the page that are only visible to you, the presenter. Use this section to include any facts, examples or questions you want to highlight in the presentation.
• Do keep your slide backgrounds subtle and consistent: Selecting a background or color scheme that’s too bold or busy can make your presentation hard on the eyes. Ensures sufficient visual contrast between the background and text colors so you and your audience can see it clearly. Microsoft has developed several built-in themes with this visual contrast in mind, though you can also create your own template if you have an eye for design.
• Do have a backup plan: Technology can fail us at the most inopportune times. Should the PowerPoint or your computer have issues, you’ll want to have a backup of your presentation on a memory stick, a CD or on the cloud. In the worst-case scenario, the tech won’t work and you won’t have any visuals to present. If that happens, take a deep breath, then deliver your presentation with a focus on the message. [Related article: Top 10 Cloud Storage Services for Business ]
• Don’t read your PowerPoint word for word: When presenting, your goal is to engage your audience and maintain their attention throughout. Reciting information verbatim from your slides can limit your connection with your audience and hurt your ability to “read the room.” Use the PowerPoint to guide and illustrate as needed but let you and your verbal presentation be the focus.
• Don’t go overboard on transitions and effects: It can be tempting to add slide transitions and sound effects for some visual excitement. However, these special effects rarely enhance your message and can be distracting or even come off as “gimmicky.” Additionally, PowerPoints with effects tend to run more slowly than those without, particularly if you’re presenting on a different computer than the one used to create the slide deck.
• Don’t include too many slides or too much information: People should not spend the entirety of your presentation reading, nor should there be so much information that they become overwhelmed and tune out altogether. Limit the number of slides in your presentation, as well as the amount of text on any given slide. Use your oral presentation to expand on key points and engage with your audience.

Scott Gerber contributed to this article.

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• Presentations

30 PowerPoint Presentation Tips to Make Good PPT Slides in 2024 (+ 6 Expert Tips)

• Bahasa Indonesia

Here are 30 quick PowerPoint presentation tips to help you improve your presentations. 

Plus, get PowerPoint tips on changing your slide design to make your content shine. We've even called on six presentation experts for their best tips.

How to Make a Good PowerPoint Presentation (Watch & Learn)

This screencast is a speed round of my very favorite PowerPoint tricks. It's a great resource to learn how to make a presentable PowerPoint. I'll walk you through ten of my favorite PowerPoint tips and tricks to create a better presentation.

Keep reading for an illustrated version of these good PPT tips (and more) that you can use to improve your PowerPoint presentations. You'll see 30 of our favorite PowerPoint presentation tips and tricks, including techniques to update slide master PowerPoint 2024 designs.

Jump to content in this section:

• How Do You Give a Memorable PPT Presentation?
• Practice Makes Perfect
• Adapt Your Presentation to the Audience
• Use a Custom Font
• Use Contrast
• Avoid Too Many Animations
• Use the Rule of Three
• Use a Custom PPT Theme Design
• Make Use of Charts and Graphs
• Use the Built-in Slide Layouts
• Align Text Consistently
• Make Your Exports User-Friendly
• Try a Different Color Scheme
• Edit Slide Masters for Consistency
• Use the Alignment Feature
• Use Stock Assets
• Reduce Your Content
• Rethink Your Slide Order
• Use PowerPoint Animations
• Invite Collaborators
• Add Supporting Video Clips
• Use Infographic Templates
• Use Impactful Closing Techniques
• Include Data in the Appendix
• Alternate Between Solid Color and White Slides
• Present Information With Maps
• Keep the Design Best Practices in Mind
• Set a Time Limit
• Test Your Content Everywhere

30 Tips: How to Make Good PowerPoint Presentation Designs Fast in 2024

A few tried and true tips can help you speed up your PowerPoint presentation design. Check out 30 of my favorite PowerPoint tips to do just that. Each of these give you PowerPoint slideshow help to create good PowerPoint slides:

1. How Do You Give a Memorable PPT Presentation?

If you're learning the top PowerPoint presentation tips and tricks, you're probably asking yourself: how do I give a presentation that won't be forgotten?

We all want to be remembered. The best PowerPoint slideshow help to make a mark on the audience. There are tried-and-true ways to do just that, and expert Neil Tomlinson shares expertise on being remembered:

Get your main point into the presentation as early as possible (this avoids any risk of audience fatigue or attention span waning), then substantiate your point with facts, figures etc and then reiterate your point at the end in a ‘Summary’.

2. Practice Makes Perfect

Also, don’t forget to practice your presentation. Go through your slide deck a few times to make sure you know it like the back of your hand when the big day arrives. Doing so helps you feel more confident. It'll reduce any anxiety and nervousness you might feel as the presentation day approaches.

What's the best way to rehears for a good PowerPoint? Here's one of the top PowerPoint presentation tips from expert presenter Sandra Zimmer :

Once slides are ready, practice one slide at a time aloud until you feel like you know it and like the flow of speech. Be willing to change anything that does not feel in flow. At the end of learning all your slides, practice the whole talk.

If you want even more great PowerPoint presentation tips and tricks, check out the following post:

3. Adapt Your Presentation to the Audience

Let's say that you're a seasoned presenter with a pretty standard set of presentation topics. Maybe you're an expert in your field, and you're asked to give a PPT presentation frequently on similar topics.

That's the value of being an expert. You might have a standard spiel that you give your audiences, and your content won't totally change from one presentation to another. That's why it helps to make only slight tweaks to adapt your presentation to each audience.

Leading presentation expert Suzannah Baum offered up this advice:

Different audiences will have different needs and different challenges, which requires me to re-sequence the slides, or create new ones. I tend to do a lot of research on my audiences – via surveys, interviews, and conversations with the hiring manager – to help me better understand what information would be most relevant to them.

How do you adapt to your audience? Here are a few more tips:

• Learn about them. If you're asked to speak, talk to the curator of the presentation to learn more about the audience and their background.
• Ask about them! With contact details, send out a survey or a response link to ask for feedback and preparation info. Ask leading questions like "what do you want to learn?"
• Consider the environment.  If you're presenting via Zoom, your style will differ from presenting in person. The key is to acknowledge the difference and adapt to your environment.

Learn everything you can about your audience. Learning how to make a presentable PowerPoint is all about thinking of the recipient, not the presenter!

4. Use a Custom Font

A PowerPoint presentation tip that'll make your slideshow more interesting and more engaging is to use a custom font.

Fonts set the tone for your presentation. So, when you use a premium font, you’re opting for a high-quality font while also adding a personal or creative touch. 

When choosing a font, remember that you want everyone to read your text easily. 

5. Use Contrast

One PowerPoint trick is to use contrast to make some of your text stand out or make it easier to read.

If you’re putting text over an image on our PowerPoint slide, you may need to use a white box with black text in it to make your text easier to read. You can also use contrasting colors to highlight important text.

6. Avoid Too Many Animations

Another PowerPoint tip is to avoid having too many animations or transitions.

When you've got too many animations, it can be distracting to the audience. It’s not only distracting, but it's unprofessional.

It’s best to stick to one or two animations throughout your presentation. Also, if you've got any animations in your presentation, make sure to test them to see if they work before presenting.

7. Add Audio

Include audio on a slide on PowerPoint to increase audience engagement. Audio can be anything from fun sound effects to interview clips. You can even add an audio clip of your voice.

Audio gives you a break from speaking while also engaging the audience. Envato Elements has hundreds of premium audio clips if you want to add some.

8. Use the Rule of Three

One PowerPoint tip and trick is to follow the rules of PowerPoint.

One of those rules is the rule of three. It's where you start by dividing your presentation into thirds. Everything should come in thirds, so if you use bullet points, you should only have three. If you use icons, you should only have three.

When things come in threes, it's easier to remember them. For more information, read this informative article:

9. Use a Custom PPT Theme Design

Above all, consistently use custom PowerPoint themes. Microsoft has built-in themes that you can use for free, sure. But the premium themes that are on Envato Elements   are a major step-up from PowerPoint's built-in themes. 

When you subscribe to Envato Elements, you'll have access to unlimited downloads of all the PowerPoint themes. Right now, Envato Elements has almost 4,000 PowerPoint themes and that number is always growing. You'll learn tips for a good PowerPoint presentation by using the best templates.

10. Make Use of Charts and Graphs

Illustrate your data with the use of charts and graphs. Not only will you be able to make your presentation more visually appealing, but you'll also help your audience remember the information better.

Many PowerPoint templates already include chart and graph elements. Easily customize them to make your data and stats more interesting and easier to understand.

Want to learn more about how to use data? Turn to expert Adrienne J ohnston , a presentation professional:

When it comes to visualizing data in presentations, we have to remember that our audience does not need all the fine details of the data - they need the main takeaway and we need to make sure that's evident to them when looking at the slide.

11. Use the Built-in Slide Layouts

Inside of PowerPoint themes, you'll find layouts , which are custom slide designs.

Most themes include a selection of content layouts that you can use as a starting point for your own slide designs. You can leverage slide master PowerPoint 2024 designs with the help of layouts.

Layouts are like a starting point for your PowerPoint presentation slides. They contain combinations of placeholders for text boxes, images, and more.

Instead of clicking and drawing individual objects onto the slide, use one of these layouts to start your slide off. It's one of the top PowerPoint presentation tips and tricks to save time.

12. Align Text Consistently

When you're working with text on your slide, it helps to ensure that it aligns consistently. Keeping your text aligned in the same orientation really makes a slide look clean. 

In the example below, I've basically got three text boxes:

• list of bulleted points

Notice that all this text is aligned left. 

Aligning text was the " aha " moment that I learned when I started studying slide design. It's one of those steps that makes a slide look much neater and professional, so keep it in mind when designing.

13. Make Your Exports User-Friendly

No matter how great your PowerPoint presentation slides look, you need to think about how your user will use the presentation file. 

Any of these are likely scenarios if you're regularly sending presentations to other users:

• The viewer may not have PowerPoint installed on their computer.
• The recipient may be using a version of PowerPoint that renders the presentation differently.
• Maybe you don't want the user to be able to make any edits or see your notes in the presentation file.

In this case, my favorite tip is to export the presentation as a PDF. To do that, go to File > Export > Create PDF , and then save your presentation as a PDF.

This is sure to help most of your users see the presentation just the way you intended.

14. Try a Different Color Scheme

Many PowerPoint themes have more than one color scheme that you can apply to your presentation. On the Design  tab, click on the drop-down next to Themes to try out a different color scheme.

Typically, these will restyle your entire presentation. Premium themes that you might get from Envato Elements, for example, may have many versions inside the original presentation zip file.

15. Edit Slide Masters for Consistency

The slide master controls the design for your PowerPoint slide. Instead of making the same change to each slide, apply a change to a slide master. It'll affect all the PowerPoint presentation slides that use the same master.

It's ideal to apply a logo to the slide master itself, for example. This keeps the logo the same size and in the same position on each slide.

To do that, go to View > Slide Master.  On the right side, you're likely to see a variety of slide masters that control designs for many slides. Drop the elements that you want to remain consistent onto one of the slide masters.

16. Use the Alignment Feature

PowerPoint presentation slides look better when the objects on them are in line with one another. There's a certain visual rhythm that occurs when objects line up in the center or along certain boundary lines.

When you start dragging objects on your slide, you'll see guiding lines that pop up. These are very intuitive, and you'll likely notice that they help you line up your objects. You might seem them pop up when you've got a box that's equidistant between two other objects on the slide, for example.

This is one of the best tricks for improving the look of your PowerPoint slide. Spend some time making sure that your key elements line up cohesively.

17. Use Stock Assets

Earlier, I mentioned using Envato Elements to grab PowerPoint themes. But there's more that comes with an Envato Elements subscription for presentations.

That includes a wide variety of stock photos, graphics,  and custom designed fonts  that you can use in your presentation. Instead of reusing the same stock photo or clip art, Envato Elements has everything you need to supplement a presentation. 

Again, Envato Elements is the perfect subscription if you build presentations. It's a one-stop-shop that you can use to fill content.

18. Reduce Your Content

There's nothing that makes an audience tune out faster than being overloaded with slide content. Sometimes we try to make so many points that the audience misses all of them due to information overload.

Less is truly more. When you cut the weaker points of your presentation, the audience's attention will follow your key points accordingly.

It seems like cheating, but one of the best steps that you can take for your slide is to simply reduce the number of items that are on it. Convert some of your typed points to things you'll speak verbally.

19. Rethink Your Slide Order

Sometimes, I find that my presentations are out of order. I might spend too much time explaining my decision before I get to the conclusion.

In these cases, I like to use Slide Sorter View  to re-sequence the slides in my presentation. To access this view, go to View > Slide Sorter  on PowerPoint's ribbon.

From Slide Sorter view, you've got a top-down view of all the slides in your presentation deck. It sometimes becomes obvious that the slides can be reordered into a better sequence from this view.

20. Use PowerPoint Animations 

One of my favorite PowerPoint presentation tips is to complement your major points with a bit of animation. Using animation can bring a key point onto your slide with style!

Check out ten of the best PowerPoint tips for how to use animation from expert Sven Lenaerts below:

21. Invite Collaborators

Building a presentation often benefits from a second set of eyes. That's why it helps so much to invite a collaborator to work with you side-by-side in Microsoft PowerPoint.

Pushing your presentation up to OneDrive and inviting collaborators is easy. Thanks to the cloud-based approach, more than one user can edit a slide deck in real time. Learn how to do that in the tutorial below:

22. Add Supporting Video Clips

Building impactful presentations is all about adding other perspectives and angles to the content. One of my favorite ways to do that is to add a video clip. Maybe that's a production that you built on your own or found on sites like YouTube.

Either way, learn how to add and auto play a video clip in the quick tip below:

23. Use Infographic Templates

More presentations than ever will feature visuals that tell stories with data. But it's easy for an audience become overwhelmed with data. 

That's where infographics come into play. Learn to use them in PowerPoint in the tutorial below:

24. Use Impactful Closing Techniques

I've sat through many presentations in my life. I can only remember a few that really stick out, thanks to techniques that highlighted key points. You need PowerPoint tips and tricks that help leave your audience with an impact.

To do just that, make sure you use some of the techniques highlighted in the article below:

To do that, just drag and drop the thumbnails into the order you want. When you return to Normal view, the PowerPoint presentation slides will be in the resequenced order you set here.

25. Include Data in the Appendix

Many PowerPoint presentations include data in the form of charts and graphs. That means that you'll condense specifics into a few easy-to-follow charts.

But what if your audience wants more of the backing details? Maybe they want to validate and review the detail for themselves. In that case, a   set of  appendix slides  with extra data is sure to help.

Appendix slides are included at the end of a presentation deck for backup purposes. You might not present them, but your audience is certain to appreciate that you included them. That helps your presentation continue to be useful even after you leave the room.

Here's a great tip from: pro presenter  Graeme Thomas of Johnny F Designs:

If (my clients) are sending the deck straight to clients however, I would then put all the information on the slides but will often use more slides so that they aren't too cluttered. In cases where there is a lot of content, like financial statements, I would use  appendix slides.

Including an appendix helps your audience understand data  without  overwhelming them with that data. Follow these tips so that you get the best of both worlds.

26. Alternate Between Solid Color and White Slides

Alternating between solid color and slides with a white background can produce an interesting visual effect and engage your audience. You can use the solid-colored slides to signify a new section in your presentation.

Not to mention, solid-colored slides are the perfect way to re-enforce your brand colors and build your brand recognition.

27. Present Information With Maps

If you’re trying to make a case for a global expansion or need to report on how other branches are performing, consider using a map to help your audience visualize the data.

There's no shortage of quality PowerPoint templates with maps built in so be sure to take advantage of them.

28. Keep the Design Best Practices in Mind

The design of your presentation matters just as much as the content of your presentation. That’s why you need to devote an equal amount of time to making sure the design of your presentation is on point as you do to the actual content.

Familiarize yourself with best design practices and keep them in mind as you go about customizing your template.

29. Set a Time Limit

How many slides is the right number for you? Well, it all depends on the time limit you set for your presentation.

Believe it or not, setting a time limit is helpful to create good PowerPoint slides. If you want to learn how to make a presentable PowerPoint, it's a must to lock in the time limit and ensure that your slides support that timeframe. 

Expert presenter Stephanie Ottavan offers one of our top tips for a good PowerPoint presentation based on time limits:

A presenter is usually limited to a specific time frame and you want to adhere to that as closely as you can. If you have animations and transitions in your deck, these take added time so make sure to rehearse in “show mode” of PowerPoint or Keynote and time yourself.

Believe it or not, setting a time frame is one of the most important part of creating a PPT presentation. It helps you influence how many good PowerPoint slides you should design.

30. Test Your Content Everywhere

PowerPoint in 2024 could take place anywhere. Maybe you present, online, in-person, or beam it to mobile devices. It's important to remember that the content will appear differently on each device.

PowerPoint Online is a different medium than many other apps. Make sure that your presentation design appears the same by testing it with the help of this tutorial. It shows you how your PPT presentation appears even in a browser:

Discover Great Premium PowerPoint Templates With Google Slides (For 2024)

Creating a great presentation starts with a great template. And a great PowerPoint slide design use the best presentation practices, for example:

• Use high-quality photos and graphics to help tell the story.
• Keep text to a minimum.
• Stick to one idea per slide.

Designing a great template doesn’t mean you've got to start from scratch, though. Take a look at some of the best PowerPoint templates we've got on Envato Elements.

1. Neo PowerPoint Template

The Neo PowerPoint template features a modern and bold design and includes five color variations to get you started. Along with this, you'll also get 10 master slides and 30 individual slides for all your presentation needs.

2. Vexana PowerPoint Template

The Vexana template is a great choice for brands that need a touch of elegance. This template works with PowerPoint and Google Slides and comes with a grand total of 150 slides. It also has five color variations and includes infographic elements and photo placeholders.

3. Sprint PowerPoint Template

The Sprint PowerPoint template features a professional and modern design. The template is easy to customize. You'll find 20 masters in the standard 4:3 size, allowing you to choose the best layout for your information.

4. Travelicious PowerPoint Template

For any presentation that deals with the topic of travel, check out the Travelicious template. This template is compatible with both PowerPoint and Google Slides. It includes three premade color variations as well as 30 unique slides.

 As you can see from the examples above, there's no shortage of beautiful and professional PowerPoint slide designs on Envato Elements . What’s more, Envato Elements allows you to download as many PowerPoint templates as you want. Plus, get thousands of other design assets such as fonts, photos, and icons—all for one low monthly price.

Want to see even more great PowerPoint template examples? Be sure to check out our related roundup:

Need Help? Grab Our Making Great Presentations eBook (Free)

We've got the perfect complement to this tutorial. You can find more information in our eBook on making great presentations . Download this PDF eBook now for FREE with your subscription to the Tuts+ Business Newsletter. 

It'll help you master the presentation process from initial creative ideas through to writing, design, and delivering with impact.

PowerPoint Frequently Asked Questions (FAQ)

Now that you’ve read about PowerPoint tips and tricks, if you want to learn more about PowerPoint, here are some FAQs:

1. What Is a Placeholder?

Placeholders in your slide on PowerPoint help you easily add text or images to your slide without changing your design.

In a template, sometimes the placeholders have prompts such as “Click to insert a picture” or “Click to add text.” These prompts let you know what kind of placeholder it is. To learn more about placeholders, read this article: 

2. How Can I Automatically Play a Video?

A PowerPoint tip is to insert an automatically played video in your presentation. When you've got a video that'll play automatically, it saves you the trouble of starting your video manually.

Videos can illustrate topics or specific points. They're also a great way to keep your audience engaged. If you want to learn how to play a video automatically, read this tutorial:

3. How Can I Add a Map to my Slide?

Another PowerPoint trick is to add a map to your slide. If you're discussing a specific location, then a map can help your audience visualize the location you're presenting. To learn how to add a map to your PowerPoint slide, read this tutorial:

4. How Do I Add a GIF to My Presentation?

Adding a GIF to your slide on PowerPoint is one way you can grab your audience's attention. To add a GIF to your slide, you’ll need to download a GIF.

Once you download it, upload it into PowerPoint and use it on your slide. For more information about how to add a GIF to your slide on PowerPoint, read this article:

5. Can I Recover My Unsaved Presentation?

Another PowerPoint trick is to learn how to recover unsaved PowerPoint files so that you can be prepared in case of an emergency. If you want to learn more, read this tutorial:

Learn More About How to Make Presentable PowerPoints

These quick PowerPoint Presentation tips are some of my favorite ways to rapidly improve a presentation. Keeping them in mind while you build a presentation can help you build a deck that you'll be confident about presenting.

Check out these tutorials to keep learning more about PowerPoint. These tutorials will give you more ideas for fixing up your PowerPoint presentation slides efficiently:

Find More Templates

Didn't see a template you like? Here are some more:

Use These PPT Presentation Tips on Your Next Presentation

Now that you've studied some of our best PowerPoint tips, it's time to put them to use. Download one of our top-notch PowerPoint themes from Envato Elements to get started. These PowerPoint presentation tips and tricks give you confidence to make you a skilled presenter.

Editorial Note : This post was first published in February of 2019. Our staff updates this post regularly — adding new, exciting PowerPoint tips and templates (with special help from Brenda Barron , Andrew Childress and Sarah Joy ).

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Presentation Checklist: What to do Before and After Delivery

October 27, 2017 - Dom Barnard

Before you give a presentation, you might want to work through this checklist to make sure you haven’t missed anything.

Purpose of the presentation

• What is the purpose of your presentation?
• What is the end goal?
• What would you consider a successful outcome?

Presentation preparation

• Check how long your presentation slot is
• Check that your presentation doesn’t overrun on time
• Rehearse your presentation to friends or colleagues
• Rehearse your presentation using  virtual reality  to reduce nerves
• Prepare speaker notes or cue cards
• Take a  presentations training course  to improve your skills
• Think about where to breathe and pause
• Number your notes in case you drop them
• Ensure  your introduction  explains your objectives and grabs the audiences’ attention
• Clearly define the points of the presentation
• Check the main points are in  logical order  and flow well
• The conclusion should be clear, concise and tie with the introduction
• Make sure you are knowledgeable about the topic you are presenting

Presentation slides

• Keep slide designs  simple and concise  – use minimal text and high quality pictures
• Make sure there are no grammar or spelling errors on the presentation slides
• Check and facts you display and make sure you can back them up
• If appropriate, post slides to the web, include URL at end of talk
• Saved your presentation onto two different formats (USB, cloud storage, etc.)
• Confirmed that the audio-visual equipment you require will be in the room
• Ensure you  practice with your presentation slides  to get the correct timings

Visual aids and handouts

• Check the  visual aids  are easy to read and understand
• Make sure they tie into the points you are trying to communicate
• Ensure they can be easily seen from all areas of the room
• Prepare any handouts  you want to give out and proof read them
• Make sure you have sufficient handouts
• Double check the visual aids are working (especially if it’s a demo)

Audience analysis

• Think about  who will be in the audience
• Determine if there will be decision makers
• Think about their knowledge of the topic
• Think about if their native language is the same language as the presentation
• Check if the organiser can provide a rough demographic

Audience questions

• Think about possible  questions you will be asked  and have spare slides to address them
• Decide how long you will leave for questions at the end
• Decide if you want to specify areas you are willing to answer questions on

Other speakers at the event

• Found out who else will be speaking and what they will be speaking about
• Check if other speaker topics are related to yours
• Check if someone else will introduce you or if you need to do it yourself
• Determine whether you will be presenting alone or as part of a group

Location and type of event

• Check the floor, room and location of the event
• Find a contact persons email or number in case you are running late
• Get directions to the venue, including parking vouchers if required
• Try to find last year’s programs to determine the style of the event
• Check if there are reviews of the event on blogs or social media
• Check the type of event – is it an industry event where you’re expected to address professionals? Is it a seminar for aspiring leaders looking for inspiration and motivation?
• Check the style of presenting you’ll be doing (indoors, outdoors, standing, sitting, etc.)
• Understand the size and layout of the room you will be presenting in

Your appearance

• Make sure you are dressed and groomed appropriately and aligned with the audience’s expectations
• First impressions  are very important for credibility, maintain a polished and professional look
• Practice your speech paying close attention to your body language and posture, both of which will be assessed by the audience
• Decided what to wear the day before
• As a rule of thumb, dress slightly better than your audience members

On the morning of the event

• Eat a good breakfast to give you energy on stage
• Get some light exercise in
• Check your laptop is charged
• Check you have your slides ready on your laptop
• Avoid unnecessary stress by getting to the venue early

Bring with you to the event

• Bottle of water in case your throat goes dry
• Your laptop and any necessary cables
• Backup slides on a USB or hard drive
• A remote to  control your slides  if required
• Extension cord if required
• Any physical demo, handouts, or other visual aids if required
• Your presentation notes or cue cards

At the event

• Register and let the organiser know you’ve arrived
• Find your room and watch another speaker present
• If time allows, mingle and  meet people  who might be in your audience
• Return to the room before the speaker before you finishes, maximising your time to set up
• Get your laptop hooked up to projector immediately – most problems occur here
• Test your slides and any videos
• Walk around on stage and get comfortable with the room
• Run through the first couple of minutes of your presentation
• Make sure you have a glass or bottle of water with you
• Sit in the back row and make sure your text is readable
• If you’re nervous, distract yourself by going for a walk
• Turn your mobile on silent

After the event

• Make yourself visible so people can find you to ask questions about your talk
• Write questions from attendees on their business cards so you can answer in email later
• Post slides online or to  SlideShare  if appropriate
• Email people who gave you their cards, answering their questions
• Thank the organiser and ask for any feedback
• If your talk was filmed, ask for a copy so you can learn from it

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9 Presentation Aids to Use to Make Your Presentation Stand Out

Written by: Caleb Bruski

Looking for a way to make your presentation stand out from the crowd?

When it comes to presentations, your ultimate goal is to communicate clearly and effectively with your audience.

By adding visual aids to your presentations, your audience will more easily understand and connect with your ideas.

Throughout this article, we’re going to cover what presentation aids are, why you should consider using them plus nine different types of presentation aids to test.

Here’s a short selection of 8 easy-to-edit presentation templates you can edit, share and download with Visme. View more templates below:

Table of Contents

What are presentation aids, why use presentation aids, 9 types of presentation aids.

Presentation aids, or sensory aids, are any additional resources used to enhance your speech. 

On a very basic level, a presentation is a bunch of words used to convey ideas to an audience. Presentation aids are additional devices, techniques, resources or materials used to enhance the presentation. 

For example, this four-step process model can be a great presentation aid to showcase a step-by-step guide to your audience.

Rather than just talking about the process, a diagram like this actually details it out, making it easier for your audience to understand.

Visual aids help clarify and contextualize your points for your audience.

Whether you deliver your presentation in person or over the web, the goal is to clearly communicate with your audience. Presentation aids help achieve this goal.

Visual aids also help a presenter stay on a predefined train of thought while presenting. 

The entire experience of presenting can be rather nerve-wracking. Studies show that one of the greatest phobias throughout the world  is public speaking. 

When our words fail us, a clear presentation aid can help fill in the gaps and help us be understood. 

Take this slide example. It can be a great way to walk an audience through features. Each bullet can be clicked to take viewers to a video that provides even more information.

Presentation aids help the presenter stay within an allotted set of time. 

For those of us who have a hard time sticking to the main points, visual presentation aids help us progress forward in our thought process and give a good presentation .

Here, we have a second illustration of a presentation aid — this time in the form of a timeline. Mapping out your content like this helps make it even more digestible and can help your audience learn and remember it.

A sense of authority and trust can also be established when using visual aids.

By delivering hard facts and data in a simple way, trust is established with the audience. The authority and expertise of the presenter is also established. 

Visual aids should help your audience understand the data in your presentation.

When used correctly, presentation aids increase the chance of receiving a positive response when making a call to action. 

In summary, presentation aids are useful for the presenter, the audience and all other parties involved. Best of all, using them is easy and effective.

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Ready to wow your audience with your next presentation? We’re here to help. In this list, you’ll find nine different types of presentation aids that you might consider using to help demonstrate your main points.

1. Charts and Graphs

Charts and graphs are a form of presentation aid used to visually compare statistics and figures. These are some of the most used forms of visual aids in the business world.

Listening to long strings of numbers can be a challenging task. Comparing long strings of numbers without reference can be near impossible. Overwhelmed with this type of data, most audience members will mentally check out.

Comparing simple shapes or lines is an easier task for most people. 

Consider adding a chart like the one below as a presentation aid for your audience.

A simple chart or graph will drastically help your audience comprehend numbers in a way that is easier to understand.

It’s important to select a chart or graph that helps exemplify your point. Not all charts can communicate with clarity the same information. Learn more in our guide on how to create a chart .

2. Handouts

Handouts are physical objects given to the audience that contain information related to the presentation. 

The greatest advantage of using a handout is the physical interaction your audience has with your presentation.

Your audience has the freedom to interact with these handouts during the presentation — they can touch, smell, read, etc., giving them an edge in actually retaining the information.

The more senses your audience uses during a presentation, the better. 

A handout also lets your audience revisit parts of your presentation that were not clear. This helps everyone stay on the same page.

A bonus to using handouts is that these objects don’t just magically disappear. Long after the presentation is over, the handout will still be around. Your audience will remember your presentation every time they see your handout.

3. Demonstration

Demonstrations are actions performed to exhibit or illustrate a point. The goal of a demonstration is to take an abstract point and anchor it in reality, as well as to ensure your audience comprehends a speaking point.

Demonstrations aren’t limited to just physical demonstrations. Demonstrations may also include allegorical stories or proofs used to prove a point. Sharing personal stories or case studies could be categorized as a demonstration. 

Here’s an example of a presentation slide with a demo video embedded. If you don’t have the resources to perform a live demonstration, using a tactic like this can be a great alternative.

To understand the full potential of demonstrations, think back to your old science teacher. A science teacher's job was to teach to a room filled with easily distracted children. 

Science is one of the most complex subjects to teach and the audience is a tough crowd. How did they do it?

With demonstrations! Or more specifically, with science experiments.

Physical demonstrations are some of the most memorable moments of an entire school year. 

The reason demonstrations are more memorable than a simple speech is because demonstrations invite more of your audience’s senses to take part in the demonstration. 

Not only do you hear the lesson, but you can see, touch, smell and sometimes even taste it as well. 

The audience is also involved when the demonstration is a personal story. When the audience hears the story, they imagine it. By recreating the scenario using their own imagination, the memory lasts longer.

Demonstrations are also powerful communication tools. They have the potential to make your presentation go from mediocre to  memorable. 

While powerful, demonstrations can work for or against you. Adding too many, too large or unrelated demonstrations can distract your audience from the actual topic. Ensure that your demonstrations are connected to and accentuate your main points.

4. Diagrams

A diagram is a visual graphic or sketch focused on presenting the inner workings or relations of a subject. A diagram is different from a basic sketch. While a sketch aims to accurately depict an object's shape, a diagram aims to explain and define its functions and relations. 

Diagrams give you the freedom to list, describe, explain and map out your subject matter in a way that is not limited to its physical form. 

While mixing a diagram and physical sketch together can be cool, it’s not necessary. Diagrams ought to be chosen based on their effectiveness in explaining the subject's construction and relation to other objects.

Diagrams help explain complex relations between objects without the need for physical properties. Diagrams are great to use when sketches, photographs and videos can not capture all the attributes of an object. 

Before settling on which diagram to use, it’s best to experiment with different types of diagrams. Your decision should rely upon which diagram will aid your audience the most.

Diagrams are also great for describing and defining things that do not have form. Instead of giving a long and complex definition that no one will remember, consider using a diagram. 

Diagrams can show how this new thing relates to something familiar to your audience. This will help your audience understand and remember complex portions of your presentation.

5. Video or Audio

Audio and video clips are presentation aids used to expand the dynamic range of input in your speech.

Your audience will find it easier to engage with your presentation when you diversify your method of delivery. 

An easy way to increase audiences’ sensory input is by transitioning from a simple speech into a video or audio clip.

Videos allow you to convey information in a fast and rehearsed manner. Professional camera work captures prearranged images, audio and speech. This means video is capable of conveying emotion and information more effectively than speech. 

For this reason, a short video clip may do a better job at summarizing the main points of a presentation than a speech alone. 

While the benefits of  video are high, there are also some potential problems. The most common issue with video usage in presentations being technical compatibility issues.

A smooth transition between speech and video is necessary for your presentation. 

Rough or elongated transitions can be a major distraction for your audience. If this happens, your audience may find it difficult to reinvest in your presentation.

To ensure smooth transitions, your presentation software must be capable of integrating videos clips directly into your presentation. 

It is important to have dependable presentation software .  By doing so, you’ll be able to transition between video clips and other presentation aids.

The transitioning issue is most noticeable at the end of a presentation. Especially when a speaker attempts to transition from a slide-show into a video clip. 

Consequently, many presentations do not have a strong and official close. Lacking a strong close leaves your audience without a clear understanding of what to do next. Check out this article to ensure you know how to end your presentation on a strong and impressionable note.

Quotations are a type of presentation aid that appeal to outside authority and expertise. Quoting others helps establish a positive rapport with your audience.

Many people fear quoting others makes them appear unoriginal.

The opposite is actually true. Quoting outside sources tends to drastically improve the overall appeal of your presentation.

Quoting others shows that you have listened to others on this subject. This makes the presenter appear as a well thought out and considerate listener. 

It’s recommended that you quote those who both agree and disagree with your conclusion. By doing so, you establish a sense of trust and expertise with your audience.

Quoting those who disagree with your conclusion shows that you have taken the time and effort to engage their thought process. 

Quoting those who agree with you shows your conclusion to be a recurring conclusion.

However, always give credit where credit is due. Not only is plagiarism immoral and possibly illegal, it also damages your personal reputation. This may destroy any trust you established with your audience. Check out this guide about plagiarism to learn more.

Maps are visual representations, generally two-dimensional diagrams, that show the relative position and orientation of something. 

Maps are powerful presentation aids capable of showing valuable information beyond basic geography. 

Because maps are a form of diagram, they can deliver valuable relational information. This is especially true when used in combination with animations or graphical overlays.

Proper presentation software will allow you to update your dataset for your map. The changes should immediately update the output of your map without having to manually manipulate the image.

Visme automatically generates these scalable maps and makes the process of customizing your map easy. With just a few clicks, you can generate and customize maps with your own datasets.

8. Photographs

Photographs are still images captured on a film or digital medium and are a powerful visual aid. When used correctly, photographs can add color and shape to the speech in your presentation.

The saying "a picture is worth a thousand words" is a true statement. A picture is priceless when it’s able to capture and accentuate a point relevant to your presentation.

Photographs are unique presentations aids that give you the power to make a window for your audience to look through. This allows your audience to see and experience particular aspects of your presentation.

While the color red can be described with many words, there’s an experiential gap. Once seen, you can experience the color red.

When a presentation is given, words can help describe an idea, but not experience the idea. Presentation images give you the possibility to close that visual experiential gap.

Even in a world that sells pocket-sized HD 4k 60fps video cameras, the photograph is still the visual aid of choice for most people.

While videos are powerful in their own right, photos give you the power to capture and highlight one particular moment. 

Photos can be less distracting than videos. Videos may have background noises or other distractions. Photographs let you capture and present one image without any distractions.

When presenting, it’s important for your main speaking points to be aided, not hindered, by the presentation aid. 

While planning out your presentation, consider using photographs more frequently than video. This will help your audience experience your presentations without distractions.

Images are also much cheaper and easier to professionally edit than their video counterparts. Capturing and editing a high-quality video may take hours, days or even months. A professional-looking photo can be captured with ease and edited in a matter of minutes. 

Or, you can take advantage of a free stock photo library like you get with Visme. This way, you can ensure your presentation photos are copyright protected and free to use.

9. Volunteers

Volunteers are people selected from the general population to participate in a demonstration. 

Using volunteers in demonstrations is one of the most effective presentation aids available. Using this tactic efficiently comes with all the advantages of a classic demonstration, and so much more.

Human interaction is hardwired into us. We tend to remember faces, body shapes, expressions and emotions. A demonstration with volunteers lets you instantly change the dynamic of the speech.

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Demonstrations with volunteers encourage audience interaction with your subject matter. 

When the audience sees a volunteer interact with your presentation, the barrier to entry is lowered — plus, it gives your audience the chance to become a volunteer that’s doing the interaction themselves.

This makes your subject more approachable and your call to action more likely to succeed.

Be sure your interactions with the volunteer are somewhere between professional and semi-professional. Most people are already afraid to be on stage. An unprofessional or condescending demeanor will only make things even more uncomfortable.

Ensure that your volunteer’s role has a strong connection to your main point. Like all good demonstrations, make sure it is contributing to your presentation. If a particular portion of the presentation is not related to the main point, your audience's mind may begin to wander. 

At the end of the demonstration, be sure to thank and dismiss your volunteers when they are done contributing. There is nothing more distracting for the audience than having an extra person nervously lurking around on stage. 

If done correctly, your audience will remember the demonstration done with volunteers and recall the driving points of your presentation. The volunteer will likely also remember the event for a longer period of time and may even share parts of your presentation with others.

Try Presentation Aids in Your Next Presentation

Creating and utilizing presentation aids can help your presentation go from acceptable to phenomenal. With proper physical and mental preparation, your presentation is sure to impress.

The best way to mentally prepare yourself for your presentation is to be physically prepared. 

Visme makes presentation preparation easy and takes all the guesswork out of the design process. Visme has thousands of high-quality templates for you to customize and choose from. We are certain that with the right tools, you can make an awe-inspiring presentation.

Create a free account and see why Visme is one of the best and easiest ways to create a stunning and engaging presentation.

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About the Author

Caleb is a freelance writer, frontend web developer and photographer who is passionate about all things tech.

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PowerPoint  - Presenting Your Slide Show

Powerpoint  -, presenting your slide show, powerpoint presenting your slide show.

PowerPoint: Presenting Your Slide Show

Lesson 12: presenting your slide show.

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Introduction

Once your slide show is complete, you'll need to learn how to present it to an audience. PowerPoint offers several tools and features to help make your presentation smooth, engaging, and professional.

Optional: Download our practice presentation .

Watch the video below to learn more about presenting your slide show.

Presenting a slide show

Before presenting your slide show, you'll need to think about the type of equipment that will be available for your presentation. Many presenters use projectors during presentations, so you might want to consider using one as well. This allows you to control and preview slides on one monitor while presenting them to an audience on another screen.

To start a slide show:

There are several ways you can begin your presentation:

To advance and reverse slides:

You can advance to the next slide by clicking your mouse or pressing the spacebar on your keyboard. You can also use the arrow keys on your keyboard to move forward or backward through the presentation.

You can also hover your mouse over the bottom-left and click the arrows to move forward or backward.

To stop a slide show:

You can exit presentation mode by pressing the Esc key on your keyboard. You can also click the Slide Show Options button in the bottom-left and select End Show .

The presentation will also end after the last slide . You can click the mouse or press the spacebar to return to Normal view.

Presentation tools and features

PowerPoint provides convenient tools you can use while presenting your slide show. For example, you can change your mouse pointer to a pen or highlighter to draw attention to items in your slides. In addition, you can jump around to slides in your presentation or access other programs from your taskbar if needed.

To show the taskbar:

Sometimes you may need to access the Internet or other files and programs on your computer during your presentation. PowerPoint allows you to access your taskbar without ending the presentation.

• Locate and select the Slide Options button in the bottom-left corner.

Slide options

You can also access any of the menu items above by right-clicking anywhere on the screen during your slide show.

To skip to a nonadjacent slide:

You can jump to slides out of order if needed.

• The selected slide will appear.

To access drawing tools:

Your mouse pointer can act as pen or highlighter to draw attention to items in your slides.

• Locate and select the Pen Tools button in the bottom-left corner.

You can also use the laser pointer feature to draw attention to certain parts of your slide. Unlike the pen and highlighter, the laser pointer will not leave markings on your slides. To use the laser pointer, select it from Pen Tools, or press and hold the Ctrl key and the left mouse button.

To erase ink markings:

When you end a slide show, you'll also have the option to Keep or Discard any ink annotations made during your presentation. If you keep ink markings, they'll appear as objects on your slides in Normal view.

Presenter view

If you're presenting your slide show with a second display—like a projector—you can use Presenter view . Presenter view gives you access to a special set of controls on your screen that the audience won't see, allowing you to easily reference slide notes , preview the upcoming slide , and much more.

To access Presenter view:

Start your slide show as you normally would, then click the Slide Options button and select Presenter View . You can also press Alt+F5 on your keyboard to start the slide show in Presenter view.

Click the buttons in the interactive below to learn more about using Presenter view.

End Slide Show

Click here to end the presentation.

Display Settings

From here, you can customize your d isplay settings , including the option to duplicate—or mirror—the slide show on two screens and swap the monitors if Presenter view is appearing on the wrong screen.

Show Taskbar

Click here to show the taskbar and access other programs without closing the presentation.

Here, you can see how long you've been giving the presentation. You can also pause and restart the timer if necessary.

Current Slide

This is the current slide being shown to the audience.

Slide Options

Here, you can access the same slide options you would find in normal presentation mode, including the Pen Tools and See All Slides buttons.

Advance and Reverse Slides

Use the arrows to move forward and backward through your presentation.

Here, you'll see any speaker notes for the current slide. You can use the Increase and Decrease buttons below to make the notes larger or smaller.

Here, you can preview the next slide that will appear in the presentation.

Slide show setup options

PowerPoint has various options for setting up and playing a slide show. For example, you can set up an unattended presentation that can be displayed at a kiosk and make your slide show repeat with continuous looping.

To access slide show setup options:

• The Set Up Show dialog box will appear. From here, you can select the desired options for your presentation.

Click the buttons in the interactive below to learn about various options for setting up and playing a slide show.

Here, you can choose a show type .

Show Options

Here, you choose playback settings and disable certain features if desired.

Show Slides

Here, you can choose which slides you want to show during the presentation. All is selected by default, but you can choose to show only certain slides or use any custom shows you have created from your original presentation.

Advance Slides

If you have set timings in your slide show, they will play automatically. However, if you want to disable the timings and control the slides yourself, select Manually .

Multiple Monitors

If you have more than one monitor, you can choose which one to display the slide show on. It's usually best to leave this setting on Automatic .

To advance slides automatically, you'll need to customize the slide timing on the Transitions tab. Review our lesson on Applying Transitions to learn how.

• Open our practice presentation .
• In the Set Up Slide Show options, change the pen color to purple.
• Start your slideshow, then access Presenter view .
• Advance to slide 8.
• Use the pen tool to circle the fundraising amounts for the 2015-2016 school year. These are the amounts over the green bars.

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