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15 PowerPoint Tutorials to Help You Master PowerPoint

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By Iveta Pavlova

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PowerPoint is software for presentations that offers many opportunities for creativity. If you want to create visually appealing and engaging presentations, check out this collection of 15 beginner PowerPoint tutorials that will help you step up your game, no matter if you are a regular presenter or a beginner in the software.

In this selection of PowerPoint tutorials, we’ve included tutorials for beginners, intermediate and advanced users. Some are incredibly impressive and will teach you hacks that you never thought were possible in PowerPoint. Let’s begin!

*Last updated July 1st, 2022

2. Tips and Tricks for working with PowerPoint

Level: Intermediate / Advanced

A one-hour web session with PowerPoint guru Tess Ausman. In the video tutorial, she shares advanced tips and techniques for PowerPoint which will take your presentations to the next level. Animations, screencasts, and everything you need to know in order to use and master PowerPoint’s superpowers.

You may also want to check out these amazing  12 PowerPoint Presentation Tips .

3. How to add audio in PowerPoint?

Level: Beginners

PowerPoint is perfect for newbies and experienced presenters and it allows a lot of audio customization. Our guide shows you how to add audio to PowerPoint in a quick step-by-step guide. You will also see how to record yourself, to get the best results. All steps are explained with images, to ensure you understand the concept well. Adding audio is one of the first things you need to do to attract customers’ attention.

4. How to make photos 3D in PowerPoint?

It’s always a good idea to come up with interesting concepts. In this PowerPoint tutorial, you will learn how to use separate images and then add them to PowerPoint, to achieve a smooth 3D look. The video is quite long, so if you want to watch only the PowerPoint part, you can skip to 15:31.

5. How to collaborate in PowerPoint?

Level: Beginner / Intermediate 

Learning how to collaborate with your team is crucial. Fortunately, PowerPoint has advanced a lot over the years and nowadays it’s not hard to work together with your peers. There are many collaboration tutorials for PowerPoint but this one is extremely easy to apply.

6. How to Insert a GIF in PowerPoint?

Level: Beginner

GIFs are a very powerful method to deliver a message. They represent information in a more visual way. Our guide on how to insert GIFs into PowerPoint will help you insert simple animations and attract attention. On top of that, you will learn where you can find resources for inspiration. All steps are visualized for easy access.

7. How to Add Speaker Notes in PowerPoint?

Level: Intermediate

Speaker notes are crucial for all presenters. They let you memorize key phrases during the slides, and avoid any mishaps. In this PowerPoint video tutorial, you’ll learn not only how to add and show speaker notes, but also some of the reasons why people use them.

8. Microsoft PowerPoint Tutorial for Beginners Level 1

If you are a complete beginner to the software, we recommend to start off with a tutorial that covers the basics of working with PowerPoint. Jamie K. from Teacher’s Tech explains the basic functions and the interface options of the software and takes you through the process of creating a basic presentation.

9. Ten Powerful PowerPoint Tips

Level: Beginners / Intermediate

A video of PowerPoint hacks and tricks that will help you create a more appealing presentation design. Again created by Jamie K. from Teacher’s Tech, this video presents you to handy features in PowerPoint that reveal how to craft visually pleasing presentations more easily and quickly.

10. PowerPoint Slide Master tutorial – Placeholders & Basics

Working with Slide Master in PowerPoint requires you to be at least an intermediate user of the software, so we recommend you to check out the PowerPoint tutorials for beginners first. This great tutorial by Andrzej Pach introduces you to the Slide Master tool which will be really useful to you if you’d like to create custom presentation templates. His channel is full of useful videos, so we highly recommend you to check it out.

11. Three PowerPoint Hacks for Instant Improvement

Level: Advanced

A very insightful video tutorial by Leila Gharani who shares advanced hacks on how to instantly improve your presentations in PowerPoint. She talks about working with smart shapes, morph transitions, and advanced morph available in the newest version of PowerPoint. Every step is explained and the final result for your presentation is super impressive.

Need an amazing resume template? Take a look at these  Top Resume Powerpoint Templates to Help You Stand Out .

12. How To Make Videos in PowerPoint?

A tutorial by Michael Kinney who will teach you how to turn your PowerPoint slideshow into a narrated video. The tutorial assumes you are already familiar with the software and explains how to set up your mic, use the recording features in PowerPoint, and later on, export your presentation into a video.

13. Animated 3D Models in PowerPoint – Part 1, The Basics

Thanks to the evolving technologies, incorporation 3D objects in your PowerPoint presentation is now completely possible. The following video will introduce you to the basics of using 3D models in PowerPoint and is a part of a sequence, so if you feel impressed, you can check out the second video which will show you advanced tricks with 3D models in PowerPoint. The video tutorial is made by Lia from Spicy Presentations and for doing it, you will need to have the latest Microsoft Office 365.

You may also be interested in How to Add Audio to PowerPoint: The Quick Step-by-Step Guide

14. How To Create Parallax Effect PowerPoint Step-by-Step?

A video tutorial by One Skill who shows how to create a parallax effect in your PowerPoint presentation. The tutorial is suitable for users who are already familiar with the software and want to make their presentations more attractive and modern. This step-by-step narrated tutorial will help you get there easily!

15. 40 Best Animation Tutorials for PowerPoint

There are so many animation effects you can achieve with PowerPoint that they cannot possibly be gathered into one video tutorial. The YouTube channel The Teacher regularly uploads great PowePoint tutorials which can be achieved by users with at least intermediate knowledge of the software. In the video below, you will see previews of 40 great animation effects. If you like any, just look for it in the description of the video and head over the tutorial itself.

To wrap up,

PowerPoint is a software that offers a lot as long as you know how to use it right. We hope this collection of 15 PowerPoint tutorials was useful to you and helped you learn new tricks and tips. It certainly was useful to us! If you want to recommend PowerPoint tutorials that helped you master your skills, you are welcome to share them in the comments below.

You may also be interested in these related articles:

• The Best Free PowerPoint Templates to Download in 2022
• 35+ Free Infographic PowerPoint Templates to Power Your Presentations
• 50 Free Cartoon PowerPoint Templates with Characters & Illustrations

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Iveta Pavlova

Iveta is a passionate writer at GraphicMama who has been writing for the brand ever since the blog was launched. She keeps her focus on inspiring people and giving insight on topics like graphic design, illustrations, education, business, marketing, and more.

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Advanced PowerPoint Hacks - Practical Tips to Boost Your PowerPoint Presentation

Simon Sez IT via YouTube Help

- Introduction - Crop and Fill - Transparent Overlays - Selecting and Aligning Objects - Filing Shapes the Right Way - The Morph - Merging Shapes - The Eye Dropper Tool - Replacing Fonts - Setting Default Shape - Slide and Summary Zoom - Using PowerPoint Add-Ins - Removing Backgrounds - Custom Slide Shows - Resource List

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27 Super Hidden PowerPoint Tips and Tricks Only The Pros Know!

Ausbert Generoso

Ever felt like your PowerPoint presentations could use a little magic? You’re not alone. Whether you’re a seasoned presenter or just getting started, there’s a world of PowerPoint tips and tricks waiting for you. In this guide, we’re diving into the nitty-gritty of Microsoft PowerPoint to uncover 30 hidden gems that’ll transform the way you create and deliver slides.

From making your designs pop to streamlining your workflow, these PowerPoint hacks are designed for real-world impact. No jargon, just practical insights that’ll have you presenting like a pro in no time.

Let’s cut through the noise and get straight to the good stuff – your next presentation is about to level up. Ready? Let’s get started.

27 PowerPoint Tips and Tricks That Put The Power in PowerPoint

1. Morph Transition for Seamless Animation

What’s it for:  Elevate your presentation by seamlessly animating objects and creating smooth transitions between slides. Morph transition is your key to a dynamic and visually engaging storytelling experience, allowing you to captivate your audience effortlessly. 

How to do it:

• Position the same object in different parts on multiple slides
• Select all slides, and go to the Transitions tab.
• Choose “Morph” as the transition effect.

2. SVG Image Integration

What’s it for:  Did you think SVG’s only work for websites and professional photo editing tools? They do, too, in PowerPoint! Import high-quality Scalable Vector Graphics (SVG). Maintain image clarity, resize without loss, and enhance your presentations with crisp logos and icons. 

• Save your chosen SVG on your device.
• Click on the Insert tab.
• Choose “Pictures” and select your SVG file.
• Adjust the size without compromising image quality.

3. Designer Feature for Quick Layouts

What’s it for:  Effortlessly create professional-looking slides with the Designer feature. Receive instant layout suggestions based on your content, saving time and ensuring your presentation looks polished. 

• Select a slide.
• Go to the Design tab and click Designer on the far right along the ribbon.
• Select through ready-made slide designs for instant layouts.

4. Insert 3D Models

What’s it for:  Amp up your presentations with manipulable 3D models, adding a dynamic dimension. Whether it’s showcasing products or visualizing data, 3D models bring your slides to life. 

• Click on the “3D Models” dropdown and proceed to Stock 3D Models.
• Search for a 3D model of your choice and insert.
• Manipulate and customize as needed.

5. SmartArt Graphics for Visual Hierarchy

What’s it for:  Convey complex ideas with visual hierarchy using SmartArt graphics. These graphics offer a structured and visually appealing way to organize information, making your content more digestible. 

• Go to the Insert tab.
• Select “SmartArt” and navigate through the available categories.
• Select a graphic template that fits your presentation needs.
• Enter your content and customize as needed.

6. Eyedropper Tool for Color Matching

What’s it for:  Maintain a cohesive design by using the Eyedropper tool to pick colors from images or elements within your presentation. Ensure consistency and professional aesthetics in every slide. 

• Select the editable, native PowerPoint object you wish to customize.
• Go to the Shape Format tab and click on the Shape Fill dropdown.
• Select “More Fill Colors…” and click the eyedropper icon to begin color appropriating.

7. Record and Insert Audio

What’s it for:  Infuse personality into your presentation by recording audio directly within PowerPoint. Ideal for adding voiceovers, explanations, or personal touches that enhance audience engagement. 

• Click on “Audio” and choose “Record Audio.”
• Record your audio and insert it into the slide.

8. Presenter Coach for Rehearsing

What’s it for:  Elevate your presentation skills with Presenter Coach. Receive valuable feedback on pacing, filler words, and more, refining your delivery for a confident and impactful performance. 

• Click on the Slide Show tab.
• Choose “Rehearse with Coach” to start practicing.

9. Hyperlink Navigation for Seamless Transitions

What’s it for:  Streamline your presentation flow by implementing Hyperlink Navigation. This trick allows you to create clickable links within your slides, enabling effortless transitions between related content or external resources, enhancing the overall navigational experience. 

• Select the text or object you want to hyperlink.
• Right-click and choose “Hyperlink” or use the Ctrl+K shortcut.
• Specify the destination, whether it’s another slide, a website, or a file, to create a seamless navigational experience.

10. Alt Text for Accessibility

What’s it for:  Improve accessibility by adding descriptive alternative text to images and objects. Ensure inclusivity for visually impaired individuals, making your presentation accessible to a wider audience. 

• Right-click on the image or object.
• Choose “Edit Alt Text” and enter a descriptive text.

11. Slide Zoom for Dynamic Navigation

What’s it for:  Elevate your presentation’s navigation with Slide Zoom, offering the flexibility to jump to specific slides during a presentation without adhering to a linear sequence. This dynamic feature ensures a more engaging and tailored audience experience. 

• Set a master slide where you’d like to put your “mini slides” altogether.
• Navigate to the Insert tab > Zoom dropdown > Slide Zoom.
• Select the slides you want to link onto your master slide and insert.

12. Live Captions and Subtitles

What’s it for:  Foster inclusivity by enabling live captions and subtitles in multiple languages. This feature enhances accessibility, making your presentation more engaging and comprehensible for a diverse global audience. 

• Go to the Slide Show tab.
• Select “Always Use Subtitles” and choose your language.

13. Password Protection for Security

What’s it for:  Safeguard your presentation’s sensitive content by adding a password. This security measure ensures that only authorized individuals can access and view the information, adding an extra layer of protection. 

• Navigate to the File tab.
• Select “Info” and click on “Protect Presentation.”
• Choose “Encrypt with Password” and set your password.

14. Animation Painter for Consistent Animations

What’s it for:  Maintain a polished and consistent look throughout your presentation by using the Animation Painter. Copy and apply animations across different objects with ease, ensuring a cohesive visual experience. 

• Select the object with the same, desired animation as the others.
• Go to the Animation tab.
• Click on “Animation Painter” and apply to other objects.

15. Linked Excel Charts for Real-Time Updates

What’s it for:  Integrate linked Excel charts for real-time updates in your PowerPoint presentation. Any modifications made to the linked Excel file automatically reflect in your slides, ensuring data accuracy. 

• Copy your Excel chart.
• In PowerPoint, use “Paste Special” and choose “Microsoft Excel Worksheet Object.”

16. Custom Slide Sizes

What’s it for:  Tailor your presentation to various screen dimensions by customizing slide sizes. This feature, accessible through the Design tab, ensures your content fits seamlessly across different display settings. 

• Navigate to the Design tab.
• Click on the “Slide Size” dropdown and choose “Page Setup”.
• Change “Slide sized for” to Custom.

17. Grid and Guidelines for Precision

What’s it for:  Achieve precise object alignment with gridlines and guides. This feature, essential for creating visually polished and organized presentations, ensures your content is visually appealing and professionally structured. 

• Go to the View tab.
• Check the “Grids” and “Guidelines” toggles for display options and customization.

18. Slide Master for Consistent Design

What’s it for:  Establish a cohesive presentation design by utilizing the Slide Master. This time-saving feature enables you to set consistent layouts, fonts, and colors throughout your presentation. 

• Click on “Slide Master” to access and customize master slides.

19. Quick Access Toolbar Customization

What’s it for:  Streamline your workflow by personalizing the Quick Access Toolbar with your most-used commands. This customization ensures quick access to essential tools, enhancing efficiency during presentation creation. 

• Click on the dropdown arrow on the Quick Access Toolbar.
• Select “More Commands” to customize your toolbar.

20. Ink Annotations for Handwriting

What’s it for:  Personalize your presentations with a touch-enabled device using ink annotations. This feature allows you to draw or write directly on slides, adding a unique and handwritten touch to your content. 

• Go to the Draw tab and click on Draw to begin drawing.
• Choose “Ink to Text” or “Ink to Shape” for handwriting annotations.

21. Crop to Shape for Image Customization

What’s it for:  Unleash your creativity by utilizing the Crop to Shape feature, allowing you to create custom image shapes. This adds a distinctive flair to your presentation, providing a visually dynamic and engaging experience. 

• Select the image.
• Navigate to the Picture Format tab.
• Click on “Crop” and choose “Crop to Shape.”
• Select the shape you want your image to have as frame.

22. Slide Show Recording with Narration

What’s it for:  Capture your entire presentation, including narration and animations, by recording a self-running slideshow. This feature is invaluable for sharing presentations with a wider audience, ensuring a consistent and engaging delivery. 

• Click on “Record Slide Show” and choose recording options.

23.  Dynamic Color Scheme Switch for Vibrant Slides

What’s it for:  Infuse energy into your presentation by dynamically switching color schemes. This handy trick allows you to quickly experiment with various color palettes, giving your slides a vibrant and fresh appearance in just a few clicks. 

• Explore different color options by selecting “Colors” and experimenting with the available palettes. Instantly transform the look of your presentation to match your desired mood and style.

24.  Smart Alignment and Distribution for Pixel-Perfect Precision

What’s it for:  Attain pixel-perfect precision in your presentation design with the Smart Alignment and Distribution trick. This technique allows you to not only align objects with accuracy but also evenly distribute them horizontally, ensuring a polished and visually appealing layout. 

• Select the objects you want to align.
• Navigate to the Format tab.
• Click on “Align” to access options like Align Left, Center, or Right for precise alignment.
• Further refine your layout by choosing “Distribute Horizontally,” ensuring equal spacing between objects and achieving a professional design.

25. Insert Online Videos

What’s it for:  Seamlessly integrate online videos directly into your presentation. This feature eliminates the need for external players, offering a smooth and immersive viewing experience for your audience. 

• Click on the “Video” dropdown and select Online Movie.
• Paste the video link and your video should be embedded onto your PowerPoint slide.

26. Embed Fonts for Portability

What’s it for:  Ensure consistent visual appeal on any device by embedding fonts in your presentation. This is particularly useful when sharing your work with others who may not have the same fonts installed, enhancing portability. 

• Go to the File tab.
• Select “Options” and go to the Save tab from the window popup.
• Check “Embed fonts in the file” as well as “Embed all characters”.

27.  Text Transformation

What’s it for:  Uncover the elegance of text transformation with the Shape Format trick. This hack allows you to access a myriad of text transformation designs, offering a swift and sophisticated way to elevate the visual appeal of your presentation. 

• Select the text you want to transform.
• Navigate to the Shape Format tab.
• Click on “Text Effects” and explore the “Transform” options for a variety of stylish text designs. Instantly apply a transformation that suits the tone and style of your presentation.

5 Critical Best Practices to Implement These Pro PowerPoint Tips and Tricks for a Technically Proficient Presentation

Enhance the technical brilliance of your presentation by focusing on these crucial best practices:

1.  Streamlined Font Selection

• Practice:  Limit your font styles to a maximum of three per slide.
• Why:  Simplifying fonts enhances readability, maintains visual consistency, and prevents distraction, ensuring your message is clear and impactful.

2.  High-Resolution Images

• Practice:  Source HD images from reputable free resource websites like Freepik or Unsplash .
• Why:  High-resolution images prevent pixelation, ensuring clarity and professionalism. Crisp visuals contribute to a visually appealing presentation.

3.  Cohesive Color Palette

• Practice:  Stick to a consistent color palette throughout your slides; use the eyedropper tool for precise color matching.
• Why:  A unified color scheme enhances visual harmony, reinforces brand identity, and elevates the overall aesthetics of your presentation.

4.  Efficient Data Visualization

• Practice:  Use charts and graphs for data-driven slides, choosing appropriate chart types for different data sets.
• Why:  Visualizing data through charts improves comprehension, making complex information more accessible and engaging for your audience.

5.  Transitions with Purpose

• Practice:  Apply slide transitions judiciously. Choose transitions that complement the content and avoid excessive animations.
• Why:  Subtle transitions maintain audience focus, while excessive animations may distract from the core message.

Final Thoughts

In presentation-making, technical practices harmonized with thoughtful design is the key to delivering an impactful message. Whether it may be as simple as considering font choices, to incorporating high-resolution visuals, you do not only get to enhance the aesthetics but also ensure your audience’s undivided attention.

Remember, a technically proficient presentation is not just a showcase of information, but also one that leaves a rather immersive experience for those who will see. But at the end of the day, it comes down to your delivery. So, no sweat! You’re doing amazing, rockstar!

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• TECHNOLOGY Q&A

5 advanced PowerPoint tips for awesome presentations

Q. I've been using Microsoft PowerPoint for years, but I feel like there's so much more I could be doing with it. Do you have any tips that could help even an experienced PowerPoint user?

A. Almost 35 years after it was first released, the application known today as Microsoft PowerPoint continues to be a go - to presentation software for accountants worldwide. Yet many of those users, even ones who regularly make presentations, haven't scratched the surface of PowerPoint's real power.

Think of PowerPoint as a guide companion. You are sharing your expertise on a certain subject, and PowerPoint is there to help you drill home the details. Keep in mind that your attendees need to pay attention to what you're saying, not to flashy images or extensive text on the screen.

For the greatest success, keep your presentations clean and consistent and follow these general best practices that even the best and brightest among us still ignore:

• Use a theme to ensure consistency.
• Limit the on - screen content.
• Avoid excessive animations.

With the proper principles in place, you can make the most of PowerPoint's many features. The following five tips may help in that process. To watch them in action, download this sample PowerPoint file with short, non - narrated videos of each tip.

1. Create a master slide

Some of us, myself included, have been guilty of building one decent slide and simply duplicating it over and over to create an entire presentation. This creates a lot of extra work when you want to go back and change the font or adjust your logo positioning on all the slides. We've got to stop doing this.

Using PowerPoint's master slide section allows you to be consistent throughout your entire presentation. Apply your logo, set your font sizes and colors, and create background styles all in one place. If you need to make a change later, one simple edit to the master slide will update your entire deck. This is much better than the old copy/paste route.

Master slide can be accessed by going to Master Views > Slide Master , which will take you to the Ribbon shown in the screenshot below.

As you get comfortable with the master slide, you can build out a fully personalized template of master slides for all layout options.

2. Use the Selection Pane to manage multiple boxes

Even if you follow my advice and keep your presentations minimal, you'll still probably have some trouble with items overlapping on your slide. This can make editing a pain. The Selection Pane tool is much easier to use than trying to click at just the right angle to get to that object box.

To access the Selection Pane, click any item on your slide, then select the Picture Format (or Shape Format ) Ribbon on the top menu. From there, you can choose Selection Pane from the Arrange group, as shown in the screenshot below.

This tool is great for testing animations and hiding elements you don't need at the moment. By clicking the small eyeball on the right side, you can temporarily hide an object from view. You can also rename objects by double - clicking the name on the right, or simply use the pane to easily select the item that you need.

3. Make super smooth transitions with the Morph tool

OK, I know I've preached simplicity and minimalism already, but some animations and transitions are acceptable and can even improve your delivery and your audience's attention span.

Morph transitions are more than just a "slide in from right" option. They allow you to dynamically move individual objects on the slide in whatever way you'd like, and even animate multiple objects simultaneously.

To get started, create a slide containing the objects you want to "morph" and duplicate it. After that, select the second (duplicate) slide, click Transitions , then Morph , as shown in the screenshot below. Select Effect Options and choose the words, characters, or objects that you would like to animate. Move the items you want to animate to where you'd like them to end up, and you're done.

Be sure to check your slideshow after doing this, to ensure the morph effect has worked as you expected. If done correctly, this can really add something special to your presentation. It takes some time to fully grasp, but once you give it a shot, you'll be hooked on the Morph.

4. Dive deeper with the Zoom option

Much like the Morph transition, the Zoom tool adds awesome dynamics to your presentation if used properly. I tend to use the Slide Zoom option and think of it as a "learn more" button. This method allows me to have a slide that acts as an overview slide with multiple subjects. As slides advance, PowerPoint will zoom into the slide thumbnail as if zooming into a deeper layer of the slide.

To use the Zoom tool (not to be confused with the videoconferencing application), select a slide you would like to use to add slide thumbnails. Under the Insert ribbon, select Zoom and then choose Slide Zoom , as shown in the screenshot below.

On the ensuing prompt, select the slides you would like to embed a thumbnail of into the main slide and then arrange as desired.

If you are familiar with using Sections in PowerPoint, the Section Zoom option is a simple way to approach using this feature. This can really help a slideshow feel like a fluid learning experience.

5. Fine-tune your presentation with Presenter Coach

No one around to provide feedback on your presentation? The Presenter Coach is available in the online version of PowerPoint, provided you are using a compatible browser (i.e., Microsoft Edge version 15 or later, Chrome version 52 or later, or Firefox version 52 or later). Once you have access to the Presenter Coach, it can help you with everything from your delivery to your timing.

Each time you rehearse, you'll get a report with your summary information about your presentation and suggestions to help you improve for the next time. These can include things like "try to avoid using filler words," or "try adding more context to your slide rather than reading the screen."

To access the Presenter Coach, go to the Slide Show ribbon and select Rehearse with Coach , as shown in the screenshot below.

My advice is to practice your presentation once alone and then rehearse it again with the Presenter Coach turned on. After you read the Presenter Coach report and make adjustments to your presentation as needed, go through it one more time. Odds are you'll notice a great improvement over when you started.

As an additional tip, if you are like me and like to stand up and pace the room, use Presenter Coach on the Office mobile app, as shown in the screenshot below. This will give you the freedom to walk around and ensure the coach hears you loud and clear.

I hope these tips help you to get more out of PowerPoint. Remember to keep your slide decks precise and clean.

Byron Patrick, CPA/CITP, CGMA , is general manager at Botkeeper.

Submit a question Do you have technology questions for this column? Or, after reading an answer, do you have a better solution? Send them to [email protected] . We regret being unable to individually answer all submitted questions.

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Where to find August’s digital edition The Journal of Accountancy is now completely digital.  SPONSORED REPORT 4 questions to drive your audit technology strategy Discover how AI can revolutionize the audit landscape. Our report tackles the biggest challenges in auditing and shows how AI's data-driven approach can provide solutions. FEATURED ARTICLE Single-owner firms: The thrill of flying solo CPAs piloting their own accounting practices share their challenges, successes, and lessons learned. Financial Consultants Market Sizing Experts Market Research Analysts Equity Research Analysts Valuation Specialists Fundraising Consultants Financial Forecasting Experts Investment Bankers Advanced PowerPoint Presentation Tips and Hacks Many have a love-hate relationship with Microsoft’s PowerPoint. While super flexible, the tool can also be manual, tedious, and all-consuming, especially for the uninitiated. Authored by a former management consultant and finance expert, this article will help every user—from the beginner to the advanced operator—smooth out some of their points of friction and become an expert-level user of the application. By Melissa Lin Melissa has worked in ECM, tech startups, and management consulting, advising Fortune 500 companies across multiple sectors. Key Highlights Keep Your Presentations Simple: Minimize cluttered, distracting slide-decks that are overly saturated with content; they will lose or confuse your audience more often than not. Seek to Communicate One Takeaway per Slide: Streamline your message and its supporting content to one key takeaway per slide. Much more tends to reduce engagement, comprehension, and retention by your audience (think "diminishing economies of content"). Leverage Illustrations in Place of Text: Prose-heavy presentations tend to induce content fatigue, which again induces a loss of engagement on the part of your audience. Relevant, high-quality images have proven themselves useful in maintaining engagement, especially for longer presentations. Understand That Formatting Is King: Clean, simple and consistent formatting, complete with discernible themes, colors, fonts, shapes and sizes perform wonders where creating a polished, professional, and finished product is concerned. Customize Your Quick Access Toolbar: The Quick Access Toolbar (QAT) is a customizable toolbar that sits above the PowerPoint ribbon, and where one can add frequently used commands. Effective use of the toolbar is a PowerPoint trick that eases friction for power users and saves hours in the long run. Use PowerPoint Shortcuts in Place of Your Mouse: Understand the functions that you use most frequently and memorize their keyboard shortcuts. This PowerPoint hack will cut hours of manual work from your PowerPoint experience. Create Your Own Go-to Templates: Using the "Slide Master" view in PowerPoint, you can create personal, pre-formatted, and pre-fabricated templates, complete with font choices, font sizes, color schemes, and more, that will minimize your formatting load in the "polishing" phase of your presentation. Work alongside you as a thought partner to design, create, and deliver a polished and professional PowerPoint presentation/pitch ahead of your meeting. Draft and clean up the content (literary) that will be featured in your slide deck, including your personal speaking points and audience takeaways. Create the financials, models, infographics, and outputs that will be featured in your slide deck. Assist you with dry-runs, rehearsals, and other preparation assistance ahead of the presentation date, with expert feedback and tips regarding performance. Love It or Hate It… Love it or hate it, PowerPoint is ubiquitous when it comes to formal presentations. Perhaps you are pitching a new proposal. Or perhaps you’ve spent weeks number-crunching or conducting intensive research and it’s time to communicate your findings to the relevant stakeholders. Whatever your purpose, PowerPoint is arguably one of the most important components of your success. When I was a management consultant I lived in Microsoft Excel and PowerPoint, toggling between the two programs every day. I loved that PowerPoint’s flexibility allowed me to illuminate and transform data into a story—a story of financials, an industry’s growth trajectory, or recommendations for restructuring a business process. However, especially as I was just starting out, this flexibility often proved to be a double-edged sword. It was frustrating how tedious slide design could be, and how long it took to aesthetically perfect a slide. I often found myself choosing between effective slides that took hours to create and a more basic deck that was quick to produce but less effective in communicating the data and the message. It wasn’t until I mastered some essential PowerPoint tips and tricks that I no longer experienced this dilemma. This article showcases a selection of advanced PowerPoint hacks and presentation tips and tricks that will enable you to use the tool with ease. It will hopefully also prevent you from sacrificing effective messaging in an effort to save time. While many PowerPoint articles provide qualitative advice around effectively delivering a message, this piece focuses on the technical components of how to make an advanced PowerPoint presentation. It utilizes functionalities and commands in Microsoft Office PowerPoint 2016 and 365 for PC. Let’s get started. The Basics of Creating Effective PowerPoint Presentations Though this article is designed for users with more advanced PowerPoint skills, it may be useful to kick off with a refresher of some basic do’s and don’ts for creating effective PowerPoint presentations. Subsequently, we may then delve into some of the nitty-gritty of PowerPoint’s more advanced features. Throughout my career, the following four rules have served me well: Rule 1 - Keep Your Deck as Simple as Possible: Likely the most important PowerPoint rule, “less is always more” with great presentations. Avoid clutter; minimize flashy, complex slides with distracting clipart in motion; and always focus on delivering a clear and succinct message. Rule 2 - Keep Each Slide to Just One Key Takeaway: Resist the temptation to throw the kitchen sink at your audience, in general, but especially on a per-slide basis. You will hold your audience’s attention far more easily and leave them with more tangible, digestible takeaways simply by limiting the scope of your content to just one key point per slide. Rule 3 - Use Simple, High-Quality Graphics Often and in Place of Words: As an addendum to Rule 1, too many words on a page tend to be both tedious and a bore for your audience, often resulting in a loss of focus, or “content fatigue,” during your presentation. GIFs, graphs, charts, and other informative and relevant illustrations tend to be great ways to break up tedium and add dimension to your flow. Rule 4 - Clean and Simple Formatting Will Take You Far: Clean bullet points, consistent color themes, soft font styles, and legible font sizes all go the distance in leaving a great, professional impression on your audience as you present a polished finished product. Calibri (font), in metallic grey (primary color), punctuated by sky-blues (secondary color) have worked wonders for me over my career. Feel free to adopt them. Customizing the Quick Access Toolbar The first step to becoming a PowerPoint expert is building your Quick Access Toolbar. It’s a customizable toolbar sitting above the ribbon, where you can add your favorite and most frequently used commands. Invest five minutes to set it up, and you won’t regret it—it’ll pay dividends each time you use PowerPoint thereafter. Here’s a quick lay of the land before we delve into the logistics: To customize your toolbar’s functionality and ordering according to your preference, simply click the white downwards-facing arrow above your ribbon. Then click “More Commands” → Choose Commands from “All Commands” → Select and add your favorite commands. If you want to remove any commands, simply select the command and hit “Remove.” My “must-haves” for the ultimate quick access toolbar (QAT): Align: The alignment tool is hands-down my favorite tool in PowerPoint. Bypass the futile, manual effort and instead highlight the shapes you want to align, and choose which direction to align them. You can align objects to the middle, right, left, top, and bottom of each other. Keep in mind that the positions of the objects are all relative to each other. If you want to use this tool outside of your QAT: Highlight your desired objects → Format tab in the ribbon → Click Align → Select your preferred alignment direction → The objects will be aligned. Distribute: If you have multiple objects or shapes that you want to make equidistant from each other, this tool will be your new best friend. Before distributing objects, it’s best to first align them. Then, to distribute, simply highlight the objects you want to distribute, and select “distribute horizontally” or “distribute vertically.” If you want to use this tool outside of your QAT: Highlight your desired objects → Format tab in the ribbon → Click Align → Select Distribute Horizontally or Distribute Vertically → The objects will be distributed. Format painter: Allows you to copy the formatting from one object and apply it to another one. It is essentially copying and pasting , but for formatting and not content. One click on format painter: Applies the formatting from the original object to the next object you select/click on. Two clicks on format painter: Locks in the format painter. After double-clicking, any object you select will convert to the formatting of the first object. To unlock format painter, click on any white space on the slide (not an object). If you want to use this tool outside of your QAT: Select the object you want to mimic → Click Format Painter once or twice in the Home tab in the ribbon → Click on the object you want to change → The formatting changes will be applied. Rotate: As the name implies, this feature enables you to rotate objects, in increments of 90 or 180 degrees. You can rotate a text box, shape, WordArt, or picture. This includes rotations to the right 90 degrees, to the left 90 degrees, vertically, and horizontally. If you want to use this tool outside of your QAT: Highlight your desired object(s) → Format tab in the ribbon → Click Rotate → Select your preferred rotation option → The objects will be rotated. Life-changing PowerPoint Keyboard Shortcuts You might think I’m exaggerating, but once you realize you don’t have to manually perform these actions, you won’t look back. Generally, utilizing PowerPoint does not require memorizing as many hot keys as Excel does , but there are a few that you should be aware of. Easily change the order and indent level of bulleted text in text boxes: Change the order of bulleted text in text boxes: ALT + SHIFT + Up/Down Arrow Key Change the indent level of bulleted text in text boxes: ALT + SHIFT + Right/Left Arrow Key Resize an object while keeping them regular and in proportion: Hold SHIFT while you’re resizing an object with your pointer/mouse Micro-nudges (small nudges for your objects): Select the object and hold CTRL + Up/Down/Right/Left Arrow Key to move it Duplicate your shape or object without copy & paste: CTRL + Drag the shape with your pointer/mouse Ensure that your lines are actually straight: For vertical lines: Insert the shape → Right click → Format Shape → Size & Properties → Set “Height” to “0” → Perfectly straight line For horizontal lines: Insert the shape → Right click → Format Shape → Size & Properties → Set “Width” to “0” → Perfectly straight line Transform a number into a footnote superscript: Type in the number of the footnote (e.g., 1, 2, 3) → Highlight the number → Hold CTRL + SHIFT + the equal sign (=) → Your number will now be a footnote superscript Adjust the case of your text by toggling between text cases (lowercase, title case and all caps): Highlight the desired words and use the SHIFT + F3 shortcut. Each time you hit F3, the highlighted text will change to all lowercase, all caps, or title-style where only the first letter of a word is capitalized. PowerPoint Design Tips for Common, Frustrating Situations If you’ve worked in PowerPoint consistently, you’ve likely encountered the following conundrums. Instead of spending an unnecessary 15-30 minutes Googling the issue for a workaround, here’s how to navigate the situation every time: How to convert text to SmartArt Example Situation: I’ve got a list of boring bullets and I need inspiration to make them more polished. Solution: Leverage the “Convert to SmartArt” tool. Select the text box with the bullets → Under “Home” in the ribbon, Select “Convert to SmartArt” → Hover over different SmartArt options to see your bullets transformed → Select whichever SmartArt strikes your fancy, and continue to edit from there How to Resize Multiple Objects/Shapes at Once Example Situation: I used multiple shapes/images in the slide and I want to change their collective size without messing up the proportions. First, group all the objects together. To group, highlight all objects and either right click → Group, or highlight and hit ALT + G. Then, adjust the size with your mouse while holding SHIFT to keep the proportion. This will help you resize and fit multiple objects without distorting the original proportions and shapes. How to Identify and Match Exact Colors Example Situation: You need to utilize a specific, custom color but you can’t seem to find it in the color palette. Solution: The eyedropper tool quickly identifies the exact color you are looking to match, and applies it to the text or object you are trying to change. While format painter can be helpful for applying the exact same formatting (size, coloring, etc.) from one object to another, sometimes you might only be looking to apply the same color. In these cases, the eyedropper tool is very helpful. A common use case for this tool is for pitch decks. If you are looking to match the theme of the deck to the potential client/partner’s logo, the eyedropper tool can prove invaluable. Select the text box you want to change → Click on the coloring format → Select the eyedropper tool → Using the eyedropper tool, hover over the color you want to mimic → When the color’s identification appears, click the color you want How to Leverage Arrows with Elbow Connectors Example Situation: I’m trying to draw arrows from one shape to another, but the arrows are crooked and look unprofessional. Solution: Use the arrows with an elbow connector (90-degree angles). They automatically snap to the center of an object and can be formatted in different colors and sizes. These are especially helpful when building organizational charts. Go to the Insert ribbon → Insert a shape → Under the “Lines” category, select the arrows with elbow connectors → Once selected, use the arrow to connect the center of one shape to the center of another shape → Repeat until completion How to Fit Text into a Shape Example Situation: I’m typing a text label into a shape, but the text doesn’t fit and breaks the word into two lines. Solution: There are two ways to go about it: Option 1: Right-click the shape → “format the shape” → Change the text margins to “0” from the left, and “0” from the right. Nine times out of ten, this will solve your issue. Option 2: Forget about dealing with the original shape. Instead, insert a text box over the original shape (text box should use a transparent background) and type directly into the text box. The text will show up over the shape, but nobody will know it was a manual workaround. How to Remove the Background of a Picture Example Situation: I used an image from the web in a slide and I want to change the background image color but can’t figure out how to do it. Solution: This technique is most effective when used on images with high contrast. First, you must remove the original background color of the image. Click on the image you want to change → Select the “Format” tab in the ribbon → Click “Remove Background” → Fix any portions that were not perfectly removed → Click outside the image when you’re ready Next, you will want to add in the new background color of the image. As you can see, the perfect execution of this does require a steady hand (that I clearly do not quite have). Still, it’s a helpful trick to have in your back pocket. How to Convert a Table to Text Boxes Example Situation: You want to convert a datatable into different formatting on another slide, but you don’t want to manually type the numbers in and risk a mistake. Solution: Break your table into multiple text boxes and objects, which saves you the trouble of retyping the data and will be easier to manipulate Copy the entire table → Paste special (paste as picture enhanced metafile) → Ungroup it → Answer “yes” to the dialog box → Ungroup it again → Answer “yes” again. Voila, now your table has been broken into text boxes and shapes. You can now copy and paste the data you need into another slide and re-format as you like. How to Make a Table’s Rows or Columns the Same Size Example Situation: You’ve created and filled a table with data, but the size of some rows or columns do not match the others. Your OCD starts to kick in but you can’t figure out how to get them to match perfectly. Solution: Use the “Distribute Rows” and “Distribute Columns” tools. Select the entire data table → “Layout” tab in the Ribbon → Click “Distribute Rows” and “Distribute columns.” Other PowerPoint Features and Best Practices Create custom deck templates using Slide Master, which can be found under the “View” tab in the ribbon. Slide Master allows you to quickly modify the slide design in your presentation. You can either customize the slide master, which will affect every slide in the presentation, or you can modify individual slide layouts, which will change any slides using those layouts. Rely less on your eyesight when moving objects around with the Guides or Gridlines view. First, you should adjust your settings to utilize the “Snap-to-Grid” function. Here’s how to do so: “View” tab → Click on the “Grid Settings” next to the word “Show” → Enable “Snap objects to grid. If you’d like to view the actual guides or gridlines, you can select these options under the “View” tab in the ribbon; they can easily be turned on and off. Please note that you can move guides around, while gridlines are set. Link a chart from your Excel workbook to your PowerPoint presentation to enable dynamic updating of numbers. When your chart is ready in Excel, copy the chart → Toggle to PowerPoint → In the “Home” tab in the ribbon, click “Paste” → Select “Paste Special” → Select “Paste Link” and “Microsoft Excel Chart Object” → Now when you update the numbers in Excel, the chart in PowerPoint will update dynamically. This feature works best when both programs are open in tandem. If you close the Excel document and then update the figures in the table, remember to go back to your PowerPoint chart, right-click the chart, and select “Update link” to ensure that the data is refreshed. On busy slides crowded with data, visually highlight your main takeaway at the bottom. A rectangular box (as shown below) is common. Remember to include keys with your graphs and charts to help orient your audience. Slide Templates and Presentation Graphics for Common Concepts Have you ever felt déjà vu when designing a new PowerPoint deck? It’s probably because we often create new slides to convey similar concepts, even if the content is different—be it a process, progress, or an organizational chart. At the end of the day, it makes sense to reuse a slide structure even if the actual content refreshes. To communicate these common concepts, many of the largest consulting firms repeatedly utilize the following slide components: Project Schedule: Gantt Chart Organizational Structure: Organizational chart Process: Arrows leading into one another Indicating the degree to which a particular item meets a criterion: Harvey Balls Final Thoughts Thus, As I began, so shall I finish. PowerPoint presentations don’t have to be painful. Like most personal and professional skills, practice, consistency, and attention will get you most of the way there. Once you become familiar with the application as a powerful productivity and storytelling tool, gain comfort with its nuances and logic/flow, and, dare I say, begin to leverage this article as a how-to companion, you might actually find yourself beginning to enjoy building PowerPoint presentations as you transition toward mastering them. In the interim, if you are interested in reviewing some top consulting presentations that put a lot of my content into practice, feel free to browse 30 McKinsey presentations and a mix of Mckinsey, Boston Consulting Group and The Parthenon Group decks . With that, happy building! Understanding the basics How do i customize the quick access toolbar in powerpoint. Click the white downward-facing arrow above your ribbon; 2. Click “More Commands”; 3. Choose Commands from “All Commands”; 4. Select and add your favorite commands; 5. If you want to remove any commands, simply select the command and hit “Remove.” What makes for an effective PowerPoint presentation? Adhere to the following: (1) Err toward simplicity, in message and illustration; (2) Limit the use of prose (bullets are more succinct); (3) Use high-quality illustrations in place of text; (4) Use video or audio; and (5) Be sure you have a clear objective, point, and/or use-case for the end output. How do I link an Excel chart to PowerPoint? Copy your Excel chart; 2. In PowerPoint’s “Home” tab, click “Paste”; 3. Select “Paste Special”; 4. Select “Paste Link” and “Microsoft Excel Chart Object” → The numbers are dynamic; 5. If you close Excel and then update the raw data, right click the PowerPoint chart, and select “Update link” to refresh the data. BestPractices World-class articles, delivered weekly. By entering your email, you are agreeing to our privacy policy . 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Become a member to get ad-free training and master the presentation skills. Advanced PowerPoint Hacks: Practical Tips to BOOST Your ... Download your instructor file here ️ https://www.simonsezit.com/article/advanced-powerpoint-hacks/In this recorded webinar from Simon Sez IT, Microsoft ex... PowerPoint 2021 Advanced Tutorial PowerPoint 2021 Advanced TutorialGet Ad-Free Training by becoming a member today!https://www.youtube.com/channel/UCqyBfm_H9ugGirk1ufYA2YA/joinExercise Files:... 15 PowerPoint Tutorials to Help You Master PowerPoint 2. Tips and Tricks for working with PowerPoint. Level: Intermediate / Advanced. A one-hour web session with PowerPoint guru Tess Ausman. In the video tutorial, she shares advanced tips and techniques for PowerPoint which will take your presentations to the next level. PowerPoint Advanced Tutorial Elevate your presentation skills with this comprehensive 2-hour PowerPoint Advanced Tutorial. Master essential techniques and explore advanced features to create impactful presentations. Begin with customizing the ribbon and optimizing settings, then delve into Slide Master for efficient design management. PowerPoint for Windows training Training: Watch and learn how to use PowerPoint in Windows. Explore PowerPoint training guides, articles, and how-to videos. Online Course: Advanced PowerPoint Training from Udemy Grab it. PowerPoint Training That Actually Works. NEW and UPDATED for Microsoft 365 (PowerPoint 2019). What you'll learn: SHORTCUT 80% of everything you do in Microsoft PowerPoint. ELIMINATE 40% of your daily PowerPoint tasks using my proven system. LEVERAGE hidden commands and features to build your PowerPoint presentations faster. Effective Business Presentations with Powerpoint The eight-step approach to prepare for a presentation • 3 minutes. Step 1 - Know your audience and Step 2 - Know your purpose • 6 minutes. Step 3 - Structure the body of your presentation • 7 minutes. Step 4 - Plan how you will start your presentation • 3 minutes. Step 5 - Plan how you will end your presentation • 2 minutes. PowerPoint: Advanced Tips, Tricks, and Techniques PowerPoint has become an indispensable platform within higher education and the work force, as it is easy to use without requiring extensive experience. Howe... Best Powerpoint Courses Online with Certificates [2024] A certificate in PowerPoint can open up various career opportunities in business, education, marketing, and communication roles. Common roles include presentation designer, marketing specialist, training coordinator, and executive assistant. These positions involve creating and delivering presentations, designing visual content for marketing ... Free Course: Advanced PowerPoint Hacks Discover advanced PowerPoint techniques and hacks in this recorded webinar from Simon Sez IT. Learn practical tips to enhance your presentations, including crop and fill techniques, transparent overlays, object alignment, shape filling, morph transitions, shape merging, color matching with the eyedropper tool, font replacement, default shape settings, slide and summary zoom features ... 27 Super Hidden PowerPoint Tips and Tricks Only The Pros Know! Ensure consistency and professional aesthetics in every slide. How to do it: Select the editable, native PowerPoint object you wish to customize. Go to the Shape Format tab and click on the Shape Fill dropdown. Select "More Fill Colors…" and click the eyedropper icon to begin color appropriating. 7. 5 advanced PowerPoint tips for awesome presentations The following five tips may help in that process. To watch them in action, download this sample PowerPoint file with short, non - narrated videos of each tip. 1. Create a master slide. Some of us, myself included, have been guilty of building one decent slide and simply duplicating it over and over to create an entire presentation. 30 Ultimate PowerPoint Tips and Tricks for 2020 The ultimate compilation of PowerPoint tips and tricks to enhance your skills using Microsoft PowerPoint. I've combined long-established tips and tricks feat... Advanced PowerPoint Presentation Tips and Hacks In PowerPoint's "Home" tab, click "Paste"; 3. Select "Paste Special"; 4. Select "Paste Link" and "Microsoft Excel Chart Object" → The numbers are dynamic; 5. If you close Excel and then update the raw data, right click the PowerPoint chart, and select "Update link" to refresh the data. Microsoft Powerpoint Please find the practice file and our FREE 100 Most-Useful Excel Tips below. This webinar is for anyone ready to take their Microsoft PowerPoint design skill... 60 Effective PowerPoint Presentation Tips & Tricks (Giant List) Research, plan, and prepare your presentation professionally. It helps you deliver an effective message to your target audience. Designed Correctly. Your visual points should stand out without overwhelming your audience. A good PowerPoint visual shouldn't complicate your message. Practiced to Perfection. assignment essay homework paper phd report resume review speech thesis