data presentation in power point

The definitive guide to presenting data in PowerPoint

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Do you work between PowerPoint and Excel , importing tables and graphs for presenting data in PowerPoint , such as business or analytic results? 

I did so when I was working for a multinational company in FMCG. I decided to write this guide as a summary of everything I wanted to know when I was in your shoes, about presenting data in PowerPoint .

Analytics are the base of the strategic decision-making in structured organizations. In business , I believe that you should always use all possible data before making a decision on investment. For example, the most structured organizations have roles dedicated to analyzing and presenting performances.

Nowadays, the hunger for data to support decisions is transversal and affects practically every company function, from line functions to staff functions.

I often work with people in roles such as finance or accounting, who send me complete presentations made exclusively from charts and tables .

They certainly don’t want to add some images to make their tables more appealing!

What are they looking for?

They look for visual effectiveness and communication strategy, because behind a table or a chart , there are messages that could support stakeholders in  making one decision rather than another.

Presenting data in PowerPoint can often make the difference between success or failure.

If, until now, you thought that your role only included numerical presentations and therefore Lean Presentation Design cannot help you, this guide will change your mind.

A presentation made of tables and graphs can be boring, lack design of the visual path (where would you like people to look?), may be missing  an information hierarchy , or simply missing a story , therefore, missing an appealing flow .

Among the many methodologies of data storytelling that you can find online, there is one that has a very close approach to Lean Presentation Design, and it is the Cole Nussbaumer Knaflic.

We can learn from her methodology of effectively presenting data in PowerPoint and improving the strength of your presentations .

In Data Storytelling , Cole presents an optimization process of any chart or table based on 6 simple steps (the book is obviously available on Amazon ): 

Step #1: Understand the Context

Before you even think about graphs, numbers or tables, you need to understand the context in which you operate. The first fundamental distinction is between exploratory analysis and explanatory analysis .

Usually in a process of analysis, synthesis and presentation of data , the phase in which you are presenting is the last one , in which you should expose the results of your work.

The analysis often begins with the exploratory phase . In fact, doing data analysis is a bit like looking for a needle in a haystack: digging through reports, crossing numbers and trying to identify a pattern or insight that allows you to identify or understand the dynamic of a problem, and then make a forecast.

Cole compares the analysis of the data with a search of pearls in shells: to find one, you probably have to open a hundred oysters, and this takes time and effort.

When we do a hard job, we often forget   to present the whole process to support the final discovery, as though you were telling the story of all the time spent in the haystack to look for the needle and all the corners where you looked without success, without finishing the story.

However, your role is   to manage this complexity and present only the solution , not all the work that was behind it. Otherwise you will make the presentation unbearable and extremely tiring for those who listen to you, who will then experience the same frustrations you suffered during the research activity.

Presenting in PowerPoint , you have to share the synthesis and shed light on the discoveries without wasting time , thus focusing on what Cole defines as  the explanatory analysis .

If you have already read the guide “ How to create effective tables in PowerPoint “, it is the same consideration I was explaining, in that you don’t need to show all the steps necessary to get the number you want to present but focus on “actionable numbers”.

By “actionable numbers”, I refer to all the numerical data you need to support the recommendation you want to give the audience .

In short, use only the numbers that you need to convince them to take the decision  you want them to take. Remember that your role, as a presenter, is to recommend one decision over all others .

To convince who ? To do what? And how do you plan to do it?

These are the three fundamental questions you must answer to contextualize your presentation with respect to the people you are facing while presenting data in PowerPoint .

The first step  when you prepare a presentation , is to know the people listening to you well  (WHO).  Cole says that it is not enough to know the job title or their role in the organization and I agree with that.

According to what Peter Cougher, author of the bestseller “ The Art of Pitch “:

It’s a difficult task to know your audience at this level of detail, right?

This is a reading that I highly recommend if you are willing to do a presentation in public for your work ( see the book on Amazon ).

In my opinion, all you really need to know about your audience are the reasons behind their resistance to change .

In Change Management, we talk about resistance to change, referring to all the stakeholders within the organization who oppose a potential change.

After all, we know that people don’t like doing something different than what they’ve always done, because it means getting out of one’s comfort zone and that makes them uncomfortable.

The discomfort often arises from the need to make the right decision ( WHAT ). In business, the stakes can also be very high and the decision can therefore be difficult to make.

Think of a startup  presented to investors to raise funding. Investors are desperate for quality projects in which to invest and multiply their earnings.

What happens if they invest in the wrong startup?

In most cases, they lose their investment.

So, investors want to be sure before making such an important decision. They obviously cannot predict the future, but during the pitch presentation , they will probably try to figure out if the project aims at an interesting market, if the team is solid, if a useful problem is solved, if there is any evidence of the fact that people would pay to solve the specific problem, etc. ( View the ultimate guide to creating a brilliant startup pitch presentation ).

All these doubts must be clarified by those who present , otherwise they will, almost certainly, be the subject of questions and discussions.

In general, all these reflections are the obstacle that exists between the startup and it’s financing , hence the reasons that prevent the investor from making the investment decision.  I call them, “Resistances”.

Why are Resistances so important?

Simple.  If you know them, you can overcome them by including answers strategically within your presentation (see the Act strategically in your presentation with the Lean Presentation Design approach ).

If you are able to overcome   audience resistance during the presentation , you will have a good chance that your recommendation will be accepted.

Once you have clarified the action that you want your audience (WHO) to undertake following the presentation (WHAT), you are able to define a communication flow that allows you to overcome the resistance and communicate effectively (HOW).

Okay, I must always have a goal. Can’t I present just to inform?

I believe that a good presentation always has a goal and therefore a final call to action. Cole points out that, in certain organizational contexts, you may not be in a position to tell your superiors what to do, but that does not mean that you can’t  propose a moment of discussion supported by the results of your analysis (and this could be your call to action ).

I invite you to observe that all this is true, whether you are presenting in person or whether you are sending the document by email.

What changes is the level of detail in the contents.

If you present in person (live), you will have a greater control of the situation, as you will directly manage the interaction with the audience , and therefore you will need much less detail.

Can’t I take advantage of the slides to remember what I have to say later?

Absolutely not!

There is nothing worse than a speaker who does not know his speech and reads the side in front of everybody. What do you think every time someone reads his slides in front of you?

https://youtu.be/RYi8xWLJ8jQ

Do I have to memorize all the presentations I make?

No, after all it would be a hard work and I think that for many, it would be unsustainable . For example, I would have to undertake a huge effort to memorize a presentation .

Also, consider the moment when you are presenting, regardless of your ability to speak in public, as a moment of stress.

Under stress, memory is the first ally to abandon you.  You may find yourself in front of your audience without remembering what you have to say.

For this reason, I suggest you never learn the presentation by heart .

I personally support myself a lot with the PowerPoint presenter view mode.

Do you know how the presenter view works? I find it brilliant!

There were events where I cancelled the presentation due to the absence of the possibility of using this method.

With this mode, PowerPoint projects the current slide on the projector, and on your laptop; this allows you to see both the projected slide and the next one.

Knowing what comes next, it is easy to anticipate and give continuity to the speech . Anticipating the next slide, you will communicate security and ability to lead the discourse, unlike all those speakers who seem to be guided by their own slides.

So, prepare well, because you should have enough information at a glance on the presenter mode to continue talking; you certainly will not stop to look at the screen of your laptop in front of everyone. But do not memorize the presentation , it is both useless and far more risky.

It may happen that you arrive in the meeting room ready to project and come across an instrument called clickshare . When you start the wireless connection with the clickshare, you will not be able to start the presenter view mode and on both the screens (pc and projector), you will see the same slide.

If this is the case, do not despair. I found a simple enough solution to activate the presenter view even if you present with clickshare ( Enable Powerpoint presenter view using clickshare ).

So, focus on your audience , understand their resistance to your proposal, and define a communicative flow valid to overcome them without leaving any doubt.

Step #2: Choose an appropriate view

Cole focuses on 12 ways of presenting data in PowerPoint , commenting on those I think are more frequent in presentations and thus you may meet more frequently.

Simple text

If you have any numbers to present, it does not mean that you necessarily need to use a chart or a table.

Especially when it comes to small numbers, a good alternative is to play with text graphics and take advantage of the typography to solve the problem.

The following example is comparing how many users use the Instragram Stories compared to Snapchat (the numbers are for example).

At the top of the graph you will find a title and a subtitle, and below the graph you will find a comment explaining the message.

I’ll ask you a question: if you need all this text to explain the message, do you think the chart may not be sufficiently explanatory?

The alternative is presenting data in PowerPoint only using text, intelligently formatted.

Thanks to the use of the text, I immediately made the key message clear. I also synthesized the two numbers and highlighted their difference.

I hypothesized that the message was to communicate the strength of Instagram compared to Snapchat and thus, it was not important to keep absolute numbers.

I also highlighted some keywords that made the message stand out right away.

Do you ever have tables in your presentations ? When I was working in the marketing of a multinational in FMCG, it happened to me every day.

Ideally, it is not advisable to use tables within presentations , but my approach is very pragmatic and coming from the business world, I realize that it is a problem to be faced, not to be avoided.

For this reason, I dedicated one of my most read blog guides to this topic: How to create cool PowerPoint tables .

Cole simply suggests cleaning the tables as much as possible by highlighting the contents and eliminating edges and fills as much as possible.

I fully agree with the need to be able to focus on the contents and remove all the disturbing elements.

Excel allows you to apply conditional formatting to tables .

This is a good technique for quickly locating the highest or lowest numbers within the table . The colors will guide you.

I often find myself presenting data in PowerPoint leveraging Excel ‘s conditional formatting, especially in the exploration phase. That is when I analyze the data to find explanations for the events.

They help me extract the message from the numbers right away, and will help your audience understand you at a glance.

Scatterplot

A widespread graphic in the scientific and business fields.

It is mainly used to show the correlation between two variables such as, for example, the correlation between the price of lemonade and the temperature.

In this case, it would be really difficult to understand the correlation between these numbers by analyzing the table.

By plotting the numbers on a Scatterplot, the reports become clear at a glance.

The graph suggests that the price of lemonade grows as the temperature increases .

As you can see, this type of chart can be very useful even during the exploration phase, not just during the presentation phase.

Line charts are useful for comparing multiple sets of data that evolve  over time.

Take the trend of the market shares of a group of competitors.

Line charts can also be optimized by applying a series of small details that we will see later in this article.

Graphic that I have never seen in a presentation so I avoid commenting on it. If, however, you should be interested in further reading I recommend reading  Cole’s book .

A family of numerous charts with different types all very common in the business world and in presentations in general.

First of all, Cole is keen to underline the ethical use of this type of graphics in communication .

If you’re wondering how a chart can be used in an unethical way, that’s exactly what I asked myself the first time I read Data Storytelling .

I found this concept curious and that’s why I want to show it to you.

Imagine having two bars representing two percentages. I could tell you that the change from A to B was radical and brought an important increase.

However, if you look carefully at the axis of the ordinates, you immediately realize that it does not start from zero and this means that the difference between the two bars is much more pronounced.

What happens if I report the ordinate axis on a scale that starts from zero?

The difference between the two bars is greatly reduced.

Clearly, it is up to you to understand when and how to use this technique, Cole invites caution and exposes a rather curious example used in US politics in the second chapter of Data Storytelling .

The vertical bar graph is one of the most common to meet in presentations .

It works very well because it is easy to determine the length of one segment compared to another. The chart becomes more complex when you add more categories .

Another fairly common but more complex readability chart is the graph called “ Stacked vertical bar “.

Cole rightly points out the difficulty in comparing the segments with each other and I find myself in complete agreement.

These graphs can also exist in a horizontal version. Specifically, Cole claims that the horizontal bar graph is to be preferred over the vertical bar chart  because, people read from left to right and they are therefore easier to process.

I add that we, as human beings, are horizontal readers, and thus it is easier for us to read from one side to the other than from top to bottom (at least in the part of the world where I am). Given the importance of learning to lead the audience ‘s gaze in your slides, I spent some time doing eye tracking studies on presentations and published the results in the guide that explains how eye path control can dramatically improve presentations .

Finally, the dreadful waterfall chart, a nightmare of all first-time analysts for its complex feasibility through office apps over the years, can not be missed.

In reality, today it is very easy to carry out both in Excel and in PowerPoint .

One of the use in which I happen to see it often are long-term strategic plans, in which each category corresponds to one year and this chart shows the increases in performance from year to year.

There is also a PowerPoint addin historically known to facilitate the creation of Waterfall, called ThinkCell. See the video below.

Square area

Cole says that almost no area graphics are used, except for rare exceptions, because they are hard to read. I fully agree with the point and add that I almost never find them in a presentation . So let’s proceed with the next example and if you are curious, I encourage you to read Cole’s book .

How could it be that I’m just now talking about the pie chart ?  Didn’t you expect it to be among the first covered?

The reason is simple and is related to the fact that Cole does not fully endorse this type of chart .

Look at the cake below and tell me what the biggest slice between C and D is, in your opinion?

The question is not difficult, it is the answer that becomes very difficult in a situation where you can not match one segment with another unless you insert the data labels on the slices.

For this reason, Cole suggests not using 3D, and I add that 3D is a concept that should be forbidden in presentations in most cases. It does not add value, it wastes time and the results obtained are always mediocre.

If we look at the above chart in 2D, it becomes easier to identify the smaller slice, in my opinion.

For this reason, unlike Cole, I do not completely exclude the use of pie charts , but I invite you to use them, always making a check that you can clearly perceive the relationships between the slices (which is bigger).

One last comment goes to the management of the secondary axis, but I will comment it only if you ask about it in the comments of this post. The first one who requests it in the comments will have an explanation and a recommendation.

Step #3: Eliminate the confusion

You are monitoring the performance of your company’s market shares compared to the two main competitors in the 4 quarters of the year just ended.

A and B are the competitors with whom you compare. To better visualize the context, I decide to plot the table using lines.

Does this chart seem clear to you?

If you think about it for a moment, this is exactly the default result that Excel returns to you when you chart that table.

How can you optimize it to improve its visual effectiveness?

Begin by removing the edges of the graph that do not add any value and generate noise.

In the same way, remove the grids .

See how the lines already stand out compared to before, when they seemed to be caged in the grid?

Eliminate markers that do not add any value. As Cole rightly points out, markers are not forbidden and we are not recommending you to always delete them, but to use them only when you really need them.

To delete them, you must change the type of chart .

The result is a much cleaner and slimmer chart .

Now, apply a color that highlights your company over the others.

Emphasizing your company is essential to put the line at the center of attention, but A and B that have remained the background are now virtually indistinguishable through the legend.

Also, reading the legend below and then taking your eyes back to the right curve on the chart is a waste of time .

Do not let the eyes of your audience search, make sure they already have the information close and easy to find .

Give the lines the name , consistent in color , positioned at the end of each line. By doing so you could also eliminate the legend that did nothing but add to the confusion.

Finally, add the numerical labels and delete the ordinate axis .

Make consistent colors , which link numbers, lines and text labels.

Have you seen how, a few simple tricks, can radically change the readability of a chart ? I’ll let you compare the “before” and “after” with the next image .

Clean up your charts following the same logic as Lean Presentation Design : use only the elements that are used for communication, eliminate embellishments.

Step#4: Draw attention wherever you want

The attention of the audience is mainly attracted by the contrast that you can create , for example but not only, with an intelligent use of colors .

As part of this example I have kept the focus on your company by highlighting the curve over time thanks to the application of the main color .

If instead I wanted to talk about the explosive growth of competitor A, how would you have been able to draw attention to its curve?

You could have created a strong detachment thanks to the use of the complementary color to the main orange.

In this example, we can clearly see, like the same graph , the same numbers, can be presented according to certain messages according to the elements that are being highlighted. I’ll let you read Cole’s book which extensively illustrates various techniques to create visibility around certain elements rather than others.

Step#5: Think like a designer

In 1979 James Gibson in “An ecological approach to visual perception” defines the concept of “Affordance” (invitation to use) as the physical quality of an object that suggests to a human being the appropriate actions to manipulate it.

A small cup with a side handle suggests holding the handle as a floor suggests walking on it.

Basically, every object, if properly conceived should not leave doubts about its use.

When you optimize the user experience in your presentations thanks to Neuro Presentation Design you are making slides so intuitive that they could not be understood in any other way.

Can you do the same thing on the charts ?

I would say yes!

Look at the chart we’ve drawn previously

Is the way in which it is to be read absolutely clear? That is, is the message revealed at a glance?

In my opinion, not yet.

Try to reprocess the title as follows.

Take advantage of the main color to create contrast and similarity (How to take advantage of 4 basic design principles to dramatically improve your presentations ).

Finally, Cole suggests using the principle of alignment to create uniformity and cohesion in the chart lines.

For you this translates into the alignment to the left of the title.

Unlike the previous step, thinking like a designer means designing with the needs of the end user in mind.

The goal is to draw so well that you do not leave doubts about the message you want to pass.

  Step#6: Tell a story

By now it is quite recognized that stories have an enormous communicative force in the world of communication.

To be precise, I do not share the idea of ​​always introducing a story within each presentation . Now we see presenters entering the meeting room and telling personal stories, jokes, etc. Thinking this is essential to awaken the audience at the beginning of the presentation .

Although it is certainly correct to try to grab the audience at the beginning because after a few minutes it may already be too late.

The real strength of the stories lies in their narrative structure that, if applied to a presentation or a chart , makes the difference seriously ( Storytelling techniques for presentations – Bosch case study ).

Cole and I use two different storytelling models , but we both agree on the main elements behind an effective narrative structure:

• introduction of a context and a protagonist
• presentation of the crisis , of the problem that forces the protagonist to undertake a path of change
• development of the plot that forces the protagonist to acquire new skills or create a new perspective to solve the problem
• final part of the story

How does this apply to the world of graphics ?

Simply telling the facts in the footsteps of an interesting narrative thread.

Follow me that I show you the example.

Initially you could introduce the context of your company that is not going very well compared to its competitors and that there is one in particular that is growing in a worrying manner.

In reality, competitor A only grows for the launch of a new advertising campaign and you feel that the effect will not last long. Your company, on the other hand, has no structural flaws for which it should cede further market. In fact, already in the second quarter we can see a stabilization of the shares. For this reason you propose to stay focused on the long term and to ignore peaks in the short term .

The long-term strategy gives you reason and rewards

In summary I used two more slides with the slightly modified graph (in PowerPoint ) to tell you the story of what happened.

Conclusions

Charts and tables can be phenomenal tools to presenting data in PowerPoint . However, they are often used inefficiently and this causes frustration in the audience and the ineffectiveness of the communication itself.

In Data Storytelling , Cole offers a methodology that goes well with the Lean approach to presentations .

The approach is based on 6 steps of optimization:

• Understand the context
• Choose an appropriate view
• Eliminate the confusion
• Draw attention wherever you want
• Think like a designer
• Tell a story

Have you already tried this methodology to better presenting data in PowerPoint ? Let’s leave a comment, then we’ll talk about that .

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Maurizio La Cava

About Maurizio

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If you looking for descriptive PowerPoint shapes or tables then these are some of the best one.

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Good and informative . Simple to understamd

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Table of Contents

Home Blog Design Understanding Data Presentations (Guide + Examples)

Understanding Data Presentations (Guide + Examples)

In this age of overwhelming information, the skill to effectively convey data has become extremely valuable. Initiating a discussion on data presentation types involves thoughtful consideration of the nature of your data and the message you aim to convey. Different types of visualizations serve distinct purposes. Whether you’re dealing with how to develop a report or simply trying to communicate complex information, how you present data influences how well your audience understands and engages with it. This extensive guide leads you through the different ways of data presentation.

Table of Contents

What is a Data Presentation?

What should a data presentation include, line graphs, treemap chart, scatter plot, how to choose a data presentation type, recommended data presentation templates, common mistakes done in data presentation.

A data presentation is a slide deck that aims to disclose quantitative information to an audience through the use of visual formats and narrative techniques derived from data analysis, making complex data understandable and actionable. This process requires a series of tools, such as charts, graphs, tables, infographics, dashboards, and so on, supported by concise textual explanations to improve understanding and boost retention rate.

Data presentations require us to cull data in a format that allows the presenter to highlight trends, patterns, and insights so that the audience can act upon the shared information. In a few words, the goal of data presentations is to enable viewers to grasp complicated concepts or trends quickly, facilitating informed decision-making or deeper analysis.

Data presentations go beyond the mere usage of graphical elements. Seasoned presenters encompass visuals with the art of data storytelling , so the speech skillfully connects the points through a narrative that resonates with the audience. Depending on the purpose – inspire, persuade, inform, support decision-making processes, etc. – is the data presentation format that is better suited to help us in this journey.

To nail your upcoming data presentation, ensure to count with the following elements:

• Clear Objectives: Understand the intent of your presentation before selecting the graphical layout and metaphors to make content easier to grasp.
• Engaging introduction: Use a powerful hook from the get-go. For instance, you can ask a big question or present a problem that your data will answer. Take a look at our guide on how to start a presentation for tips & insights.
• Structured Narrative: Your data presentation must tell a coherent story. This means a beginning where you present the context, a middle section in which you present the data, and an ending that uses a call-to-action. Check our guide on presentation structure for further information.
• Visual Elements: These are the charts, graphs, and other elements of visual communication we ought to use to present data. This article will cover one by one the different types of data representation methods we can use, and provide further guidance on choosing between them.
• Insights and Analysis: This is not just showcasing a graph and letting people get an idea about it. A proper data presentation includes the interpretation of that data, the reason why it’s included, and why it matters to your research.
• Conclusion & CTA: Ending your presentation with a call to action is necessary. Whether you intend to wow your audience into acquiring your services, inspire them to change the world, or whatever the purpose of your presentation, there must be a stage in which you convey all that you shared and show the path to staying in touch. Plan ahead whether you want to use a thank-you slide, a video presentation, or which method is apt and tailored to the kind of presentation you deliver.
• Q&A Session: After your speech is concluded, allocate 3-5 minutes for the audience to raise any questions about the information you disclosed. This is an extra chance to establish your authority on the topic. Check our guide on questions and answer sessions in presentations here.

Bar charts are a graphical representation of data using rectangular bars to show quantities or frequencies in an established category. They make it easy for readers to spot patterns or trends. Bar charts can be horizontal or vertical, although the vertical format is commonly known as a column chart. They display categorical, discrete, or continuous variables grouped in class intervals [1] . They include an axis and a set of labeled bars horizontally or vertically. These bars represent the frequencies of variable values or the values themselves. Numbers on the y-axis of a vertical bar chart or the x-axis of a horizontal bar chart are called the scale.

Real-Life Application of Bar Charts

Let’s say a sales manager is presenting sales to their audience. Using a bar chart, he follows these steps.

Step 1: Selecting Data

The first step is to identify the specific data you will present to your audience.

The sales manager has highlighted these products for the presentation.

• Product A: Men’s Shoes
• Product B: Women’s Apparel
• Product C: Electronics
• Product D: Home Decor

Step 2: Choosing Orientation

Opt for a vertical layout for simplicity. Vertical bar charts help compare different categories in case there are not too many categories [1] . They can also help show different trends. A vertical bar chart is used where each bar represents one of the four chosen products. After plotting the data, it is seen that the height of each bar directly represents the sales performance of the respective product.

It is visible that the tallest bar (Electronics – Product C) is showing the highest sales. However, the shorter bars (Women’s Apparel – Product B and Home Decor – Product D) need attention. It indicates areas that require further analysis or strategies for improvement.

Step 3: Colorful Insights

Different colors are used to differentiate each product. It is essential to show a color-coded chart where the audience can distinguish between products.

• Men’s Shoes (Product A): Yellow
• Women’s Apparel (Product B): Orange
• Electronics (Product C): Violet
• Home Decor (Product D): Blue

Bar charts are straightforward and easily understandable for presenting data. They are versatile when comparing products or any categorical data [2] . Bar charts adapt seamlessly to retail scenarios. Despite that, bar charts have a few shortcomings. They cannot illustrate data trends over time. Besides, overloading the chart with numerous products can lead to visual clutter, diminishing its effectiveness.

For more information, check our collection of bar chart templates for PowerPoint .

Line graphs help illustrate data trends, progressions, or fluctuations by connecting a series of data points called ‘markers’ with straight line segments. This provides a straightforward representation of how values change [5] . Their versatility makes them invaluable for scenarios requiring a visual understanding of continuous data. In addition, line graphs are also useful for comparing multiple datasets over the same timeline. Using multiple line graphs allows us to compare more than one data set. They simplify complex information so the audience can quickly grasp the ups and downs of values. From tracking stock prices to analyzing experimental results, you can use line graphs to show how data changes over a continuous timeline. They show trends with simplicity and clarity.

Real-life Application of Line Graphs

To understand line graphs thoroughly, we will use a real case. Imagine you’re a financial analyst presenting a tech company’s monthly sales for a licensed product over the past year. Investors want insights into sales behavior by month, how market trends may have influenced sales performance and reception to the new pricing strategy. To present data via a line graph, you will complete these steps.

First, you need to gather the data. In this case, your data will be the sales numbers. For example:

• January: $45,000
• February: $55,000
• March: $45,000
• April: $60,000
• May: $ 70,000
• June: $65,000
• July: $62,000
• August: $68,000
• September: $81,000
• October: $76,000
• November: $87,000
• December: $91,000

After choosing the data, the next step is to select the orientation. Like bar charts, you can use vertical or horizontal line graphs. However, we want to keep this simple, so we will keep the timeline (x-axis) horizontal while the sales numbers (y-axis) vertical.

Step 3: Connecting Trends

After adding the data to your preferred software, you will plot a line graph. In the graph, each month’s sales are represented by data points connected by a line.

Step 4: Adding Clarity with Color

If there are multiple lines, you can also add colors to highlight each one, making it easier to follow.

Line graphs excel at visually presenting trends over time. These presentation aids identify patterns, like upward or downward trends. However, too many data points can clutter the graph, making it harder to interpret. Line graphs work best with continuous data but are not suitable for categories.

For more information, check our collection of line chart templates for PowerPoint and our article about how to make a presentation graph .

A data dashboard is a visual tool for analyzing information. Different graphs, charts, and tables are consolidated in a layout to showcase the information required to achieve one or more objectives. Dashboards help quickly see Key Performance Indicators (KPIs). You don’t make new visuals in the dashboard; instead, you use it to display visuals you’ve already made in worksheets [3] .

Keeping the number of visuals on a dashboard to three or four is recommended. Adding too many can make it hard to see the main points [4]. Dashboards can be used for business analytics to analyze sales, revenue, and marketing metrics at a time. They are also used in the manufacturing industry, as they allow users to grasp the entire production scenario at the moment while tracking the core KPIs for each line.

Real-Life Application of a Dashboard

Consider a project manager presenting a software development project’s progress to a tech company’s leadership team. He follows the following steps.

Step 1: Defining Key Metrics

To effectively communicate the project’s status, identify key metrics such as completion status, budget, and bug resolution rates. Then, choose measurable metrics aligned with project objectives.

Step 2: Choosing Visualization Widgets

After finalizing the data, presentation aids that align with each metric are selected. For this project, the project manager chooses a progress bar for the completion status and uses bar charts for budget allocation. Likewise, he implements line charts for bug resolution rates.

Step 3: Dashboard Layout

Key metrics are prominently placed in the dashboard for easy visibility, and the manager ensures that it appears clean and organized.

Dashboards provide a comprehensive view of key project metrics. Users can interact with data, customize views, and drill down for detailed analysis. However, creating an effective dashboard requires careful planning to avoid clutter. Besides, dashboards rely on the availability and accuracy of underlying data sources.

For more information, check our article on how to design a dashboard presentation , and discover our collection of dashboard PowerPoint templates .

Treemap charts represent hierarchical data structured in a series of nested rectangles [6] . As each branch of the ‘tree’ is given a rectangle, smaller tiles can be seen representing sub-branches, meaning elements on a lower hierarchical level than the parent rectangle. Each one of those rectangular nodes is built by representing an area proportional to the specified data dimension.

Treemaps are useful for visualizing large datasets in compact space. It is easy to identify patterns, such as which categories are dominant. Common applications of the treemap chart are seen in the IT industry, such as resource allocation, disk space management, website analytics, etc. Also, they can be used in multiple industries like healthcare data analysis, market share across different product categories, or even in finance to visualize portfolios.

Real-Life Application of a Treemap Chart

Let’s consider a financial scenario where a financial team wants to represent the budget allocation of a company. There is a hierarchy in the process, so it is helpful to use a treemap chart. In the chart, the top-level rectangle could represent the total budget, and it would be subdivided into smaller rectangles, each denoting a specific department. Further subdivisions within these smaller rectangles might represent individual projects or cost categories.

Step 1: Define Your Data Hierarchy

While presenting data on the budget allocation, start by outlining the hierarchical structure. The sequence will be like the overall budget at the top, followed by departments, projects within each department, and finally, individual cost categories for each project.

• Top-level rectangle: Total Budget
• Second-level rectangles: Departments (Engineering, Marketing, Sales)
• Third-level rectangles: Projects within each department
• Fourth-level rectangles: Cost categories for each project (Personnel, Marketing Expenses, Equipment)

Step 2: Choose a Suitable Tool

It’s time to select a data visualization tool supporting Treemaps. Popular choices include Tableau, Microsoft Power BI, PowerPoint, or even coding with libraries like D3.js. It is vital to ensure that the chosen tool provides customization options for colors, labels, and hierarchical structures.

Here, the team uses PowerPoint for this guide because of its user-friendly interface and robust Treemap capabilities.

Step 3: Make a Treemap Chart with PowerPoint

After opening the PowerPoint presentation, they chose “SmartArt” to form the chart. The SmartArt Graphic window has a “Hierarchy” category on the left.  Here, you will see multiple options. You can choose any layout that resembles a Treemap. The “Table Hierarchy” or “Organization Chart” options can be adapted. The team selects the Table Hierarchy as it looks close to a Treemap.

Step 5: Input Your Data

After that, a new window will open with a basic structure. They add the data one by one by clicking on the text boxes. They start with the top-level rectangle, representing the total budget.  

Step 6: Customize the Treemap

By clicking on each shape, they customize its color, size, and label. At the same time, they can adjust the font size, style, and color of labels by using the options in the “Format” tab in PowerPoint. Using different colors for each level enhances the visual difference.

Treemaps excel at illustrating hierarchical structures. These charts make it easy to understand relationships and dependencies. They efficiently use space, compactly displaying a large amount of data, reducing the need for excessive scrolling or navigation. Additionally, using colors enhances the understanding of data by representing different variables or categories.

In some cases, treemaps might become complex, especially with deep hierarchies.  It becomes challenging for some users to interpret the chart. At the same time, displaying detailed information within each rectangle might be constrained by space. It potentially limits the amount of data that can be shown clearly. Without proper labeling and color coding, there’s a risk of misinterpretation.

A heatmap is a data visualization tool that uses color coding to represent values across a two-dimensional surface. In these, colors replace numbers to indicate the magnitude of each cell. This color-shaded matrix display is valuable for summarizing and understanding data sets with a glance [7] . The intensity of the color corresponds to the value it represents, making it easy to identify patterns, trends, and variations in the data.

As a tool, heatmaps help businesses analyze website interactions, revealing user behavior patterns and preferences to enhance overall user experience. In addition, companies use heatmaps to assess content engagement, identifying popular sections and areas of improvement for more effective communication. They excel at highlighting patterns and trends in large datasets, making it easy to identify areas of interest.

We can implement heatmaps to express multiple data types, such as numerical values, percentages, or even categorical data. Heatmaps help us easily spot areas with lots of activity, making them helpful in figuring out clusters [8] . When making these maps, it is important to pick colors carefully. The colors need to show the differences between groups or levels of something. And it is good to use colors that people with colorblindness can easily see.

Check our detailed guide on how to create a heatmap here. Also discover our collection of heatmap PowerPoint templates .

Pie charts are circular statistical graphics divided into slices to illustrate numerical proportions. Each slice represents a proportionate part of the whole, making it easy to visualize the contribution of each component to the total.

The size of the pie charts is influenced by the value of data points within each pie. The total of all data points in a pie determines its size. The pie with the highest data points appears as the largest, whereas the others are proportionally smaller. However, you can present all pies of the same size if proportional representation is not required [9] . Sometimes, pie charts are difficult to read, or additional information is required. A variation of this tool can be used instead, known as the donut chart , which has the same structure but a blank center, creating a ring shape. Presenters can add extra information, and the ring shape helps to declutter the graph.

Pie charts are used in business to show percentage distribution, compare relative sizes of categories, or present straightforward data sets where visualizing ratios is essential.

Real-Life Application of Pie Charts

Consider a scenario where you want to represent the distribution of the data. Each slice of the pie chart would represent a different category, and the size of each slice would indicate the percentage of the total portion allocated to that category.

Step 1: Define Your Data Structure

Imagine you are presenting the distribution of a project budget among different expense categories.

• Column A: Expense Categories (Personnel, Equipment, Marketing, Miscellaneous)
• Column B: Budget Amounts ($40,000, $30,000, $20,000, $10,000) Column B represents the values of your categories in Column A.

Step 2: Insert a Pie Chart

Using any of the accessible tools, you can create a pie chart. The most convenient tools for forming a pie chart in a presentation are presentation tools such as PowerPoint or Google Slides.  You will notice that the pie chart assigns each expense category a percentage of the total budget by dividing it by the total budget.

For instance:

• Personnel: $40,000 / ($40,000 + $30,000 + $20,000 + $10,000) = 40%
• Equipment: $30,000 / ($40,000 + $30,000 + $20,000 + $10,000) = 30%
• Marketing: $20,000 / ($40,000 + $30,000 + $20,000 + $10,000) = 20%
• Miscellaneous: $10,000 / ($40,000 + $30,000 + $20,000 + $10,000) = 10%

You can make a chart out of this or just pull out the pie chart from the data.

3D pie charts and 3D donut charts are quite popular among the audience. They stand out as visual elements in any presentation slide, so let’s take a look at how our pie chart example would look in 3D pie chart format.

Step 03: Results Interpretation

The pie chart visually illustrates the distribution of the project budget among different expense categories. Personnel constitutes the largest portion at 40%, followed by equipment at 30%, marketing at 20%, and miscellaneous at 10%. This breakdown provides a clear overview of where the project funds are allocated, which helps in informed decision-making and resource management. It is evident that personnel are a significant investment, emphasizing their importance in the overall project budget.

Pie charts provide a straightforward way to represent proportions and percentages. They are easy to understand, even for individuals with limited data analysis experience. These charts work well for small datasets with a limited number of categories.

However, a pie chart can become cluttered and less effective in situations with many categories. Accurate interpretation may be challenging, especially when dealing with slight differences in slice sizes. In addition, these charts are static and do not effectively convey trends over time.

For more information, check our collection of pie chart templates for PowerPoint .

Histograms present the distribution of numerical variables. Unlike a bar chart that records each unique response separately, histograms organize numeric responses into bins and show the frequency of reactions within each bin [10] . The x-axis of a histogram shows the range of values for a numeric variable. At the same time, the y-axis indicates the relative frequencies (percentage of the total counts) for that range of values.

Whenever you want to understand the distribution of your data, check which values are more common, or identify outliers, histograms are your go-to. Think of them as a spotlight on the story your data is telling. A histogram can provide a quick and insightful overview if you’re curious about exam scores, sales figures, or any numerical data distribution.

Real-Life Application of a Histogram

In the histogram data analysis presentation example, imagine an instructor analyzing a class’s grades to identify the most common score range. A histogram could effectively display the distribution. It will show whether most students scored in the average range or if there are significant outliers.

Step 1: Gather Data

He begins by gathering the data. The scores of each student in class are gathered to analyze exam scores.

After arranging the scores in ascending order, bin ranges are set.

Step 2: Define Bins

Bins are like categories that group similar values. Think of them as buckets that organize your data. The presenter decides how wide each bin should be based on the range of the values. For instance, the instructor sets the bin ranges based on score intervals: 60-69, 70-79, 80-89, and 90-100.

Step 3: Count Frequency

Now, he counts how many data points fall into each bin. This step is crucial because it tells you how often specific ranges of values occur. The result is the frequency distribution, showing the occurrences of each group.

Here, the instructor counts the number of students in each category.

• 60-69: 1 student (Kate)
• 70-79: 4 students (David, Emma, Grace, Jack)
• 80-89: 7 students (Alice, Bob, Frank, Isabel, Liam, Mia, Noah)
• 90-100: 3 students (Clara, Henry, Olivia)

Step 4: Create the Histogram

It’s time to turn the data into a visual representation. Draw a bar for each bin on a graph. The width of the bar should correspond to the range of the bin, and the height should correspond to the frequency.  To make your histogram understandable, label the X and Y axes.

In this case, the X-axis should represent the bins (e.g., test score ranges), and the Y-axis represents the frequency.

The histogram of the class grades reveals insightful patterns in the distribution. Most students, with seven students, fall within the 80-89 score range. The histogram provides a clear visualization of the class’s performance. It showcases a concentration of grades in the upper-middle range with few outliers at both ends. This analysis helps in understanding the overall academic standing of the class. It also identifies the areas for potential improvement or recognition.

Thus, histograms provide a clear visual representation of data distribution. They are easy to interpret, even for those without a statistical background. They apply to various types of data, including continuous and discrete variables. One weak point is that histograms do not capture detailed patterns in students’ data, with seven compared to other visualization methods.

A scatter plot is a graphical representation of the relationship between two variables. It consists of individual data points on a two-dimensional plane. This plane plots one variable on the x-axis and the other on the y-axis. Each point represents a unique observation. It visualizes patterns, trends, or correlations between the two variables.

Scatter plots are also effective in revealing the strength and direction of relationships. They identify outliers and assess the overall distribution of data points. The points’ dispersion and clustering reflect the relationship’s nature, whether it is positive, negative, or lacks a discernible pattern. In business, scatter plots assess relationships between variables such as marketing cost and sales revenue. They help present data correlations and decision-making.

Real-Life Application of Scatter Plot

A group of scientists is conducting a study on the relationship between daily hours of screen time and sleep quality. After reviewing the data, they managed to create this table to help them build a scatter plot graph:

In the provided example, the x-axis represents Daily Hours of Screen Time, and the y-axis represents the Sleep Quality Rating.

The scientists observe a negative correlation between the amount of screen time and the quality of sleep. This is consistent with their hypothesis that blue light, especially before bedtime, has a significant impact on sleep quality and metabolic processes.

There are a few things to remember when using a scatter plot. Even when a scatter diagram indicates a relationship, it doesn’t mean one variable affects the other. A third factor can influence both variables. The more the plot resembles a straight line, the stronger the relationship is perceived [11] . If it suggests no ties, the observed pattern might be due to random fluctuations in data. When the scatter diagram depicts no correlation, whether the data might be stratified is worth considering.

Choosing the appropriate data presentation type is crucial when making a presentation . Understanding the nature of your data and the message you intend to convey will guide this selection process. For instance, when showcasing quantitative relationships, scatter plots become instrumental in revealing correlations between variables. If the focus is on emphasizing parts of a whole, pie charts offer a concise display of proportions. Histograms, on the other hand, prove valuable for illustrating distributions and frequency patterns. 

Bar charts provide a clear visual comparison of different categories. Likewise, line charts excel in showcasing trends over time, while tables are ideal for detailed data examination. Starting a presentation on data presentation types involves evaluating the specific information you want to communicate and selecting the format that aligns with your message. This ensures clarity and resonance with your audience from the beginning of your presentation.

1. Fact Sheet Dashboard for Data Presentation

Convey all the data you need to present in this one-pager format, an ideal solution tailored for users looking for presentation aids. Global maps, donut chats, column graphs, and text neatly arranged in a clean layout presented in light and dark themes.

Use This Template

2. 3D Column Chart Infographic PPT Template

Represent column charts in a highly visual 3D format with this PPT template. A creative way to present data, this template is entirely editable, and we can craft either a one-page infographic or a series of slides explaining what we intend to disclose point by point.

3. Data Circles Infographic PowerPoint Template

An alternative to the pie chart and donut chart diagrams, this template features a series of curved shapes with bubble callouts as ways of presenting data. Expand the information for each arch in the text placeholder areas.

4. Colorful Metrics Dashboard for Data Presentation

This versatile dashboard template helps us in the presentation of the data by offering several graphs and methods to convert numbers into graphics. Implement it for e-commerce projects, financial projections, project development, and more.

5. Animated Data Presentation Tools for PowerPoint & Google Slides

A slide deck filled with most of the tools mentioned in this article, from bar charts, column charts, treemap graphs, pie charts, histogram, etc. Animated effects make each slide look dynamic when sharing data with stakeholders.

6. Statistics Waffle Charts PPT Template for Data Presentations

This PPT template helps us how to present data beyond the typical pie chart representation. It is widely used for demographics, so it’s a great fit for marketing teams, data science professionals, HR personnel, and more.

7. Data Presentation Dashboard Template for Google Slides

A compendium of tools in dashboard format featuring line graphs, bar charts, column charts, and neatly arranged placeholder text areas. 

8. Weather Dashboard for Data Presentation

Share weather data for agricultural presentation topics, environmental studies, or any kind of presentation that requires a highly visual layout for weather forecasting on a single day. Two color themes are available.

9. Social Media Marketing Dashboard Data Presentation Template

Intended for marketing professionals, this dashboard template for data presentation is a tool for presenting data analytics from social media channels. Two slide layouts featuring line graphs and column charts.

10. Project Management Summary Dashboard Template

A tool crafted for project managers to deliver highly visual reports on a project’s completion, the profits it delivered for the company, and expenses/time required to execute it. 4 different color layouts are available.

11. Profit & Loss Dashboard for PowerPoint and Google Slides

A must-have for finance professionals. This typical profit & loss dashboard includes progress bars, donut charts, column charts, line graphs, and everything that’s required to deliver a comprehensive report about a company’s financial situation.

Overwhelming visuals

One of the mistakes related to using data-presenting methods is including too much data or using overly complex visualizations. They can confuse the audience and dilute the key message.

Inappropriate chart types

Choosing the wrong type of chart for the data at hand can lead to misinterpretation. For example, using a pie chart for data that doesn’t represent parts of a whole is not right.

Lack of context

Failing to provide context or sufficient labeling can make it challenging for the audience to understand the significance of the presented data.

Inconsistency in design

Using inconsistent design elements and color schemes across different visualizations can create confusion and visual disarray.

Failure to provide details

Simply presenting raw data without offering clear insights or takeaways can leave the audience without a meaningful conclusion.

Lack of focus

Not having a clear focus on the key message or main takeaway can result in a presentation that lacks a central theme.

Visual accessibility issues

Overlooking the visual accessibility of charts and graphs can exclude certain audience members who may have difficulty interpreting visual information.

In order to avoid these mistakes in data presentation, presenters can benefit from using presentation templates . These templates provide a structured framework. They ensure consistency, clarity, and an aesthetically pleasing design, enhancing data communication’s overall impact.

Understanding and choosing data presentation types are pivotal in effective communication. Each method serves a unique purpose, so selecting the appropriate one depends on the nature of the data and the message to be conveyed. The diverse array of presentation types offers versatility in visually representing information, from bar charts showing values to pie charts illustrating proportions. 

Using the proper method enhances clarity, engages the audience, and ensures that data sets are not just presented but comprehensively understood. By appreciating the strengths and limitations of different presentation types, communicators can tailor their approach to convey information accurately, developing a deeper connection between data and audience understanding.

[1] Government of Canada, S.C. (2021) 5 Data Visualization 5.2 Bar Chart , 5.2 Bar chart .  https://www150.statcan.gc.ca/n1/edu/power-pouvoir/ch9/bargraph-diagrammeabarres/5214818-eng.htm

[2] Kosslyn, S.M., 1989. Understanding charts and graphs. Applied cognitive psychology, 3(3), pp.185-225. https://apps.dtic.mil/sti/pdfs/ADA183409.pdf

[3] Creating a Dashboard . https://it.tufts.edu/book/export/html/1870

[4] https://www.goldenwestcollege.edu/research/data-and-more/data-dashboards/index.html

[5] https://www.mit.edu/course/21/21.guide/grf-line.htm

[6] Jadeja, M. and Shah, K., 2015, January. Tree-Map: A Visualization Tool for Large Data. In GSB@ SIGIR (pp. 9-13). https://ceur-ws.org/Vol-1393/gsb15proceedings.pdf#page=15

[7] Heat Maps and Quilt Plots. https://www.publichealth.columbia.edu/research/population-health-methods/heat-maps-and-quilt-plots

[8] EIU QGIS WORKSHOP. https://www.eiu.edu/qgisworkshop/heatmaps.php

[9] About Pie Charts.  https://www.mit.edu/~mbarker/formula1/f1help/11-ch-c8.htm

[10] Histograms. https://sites.utexas.edu/sos/guided/descriptive/numericaldd/descriptiven2/histogram/ [11] https://asq.org/quality-resources/scatter-diagram

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Present Your Data Like a Pro

• Joel Schwartzberg

Demystify the numbers. Your audience will thank you.

While a good presentation has data, data alone doesn’t guarantee a good presentation. It’s all about how that data is presented. The quickest way to confuse your audience is by sharing too many details at once. The only data points you should share are those that significantly support your point — and ideally, one point per chart. To avoid the debacle of sheepishly translating hard-to-see numbers and labels, rehearse your presentation with colleagues sitting as far away as the actual audience would. While you’ve been working with the same chart for weeks or months, your audience will be exposed to it for mere seconds. Give them the best chance of comprehending your data by using simple, clear, and complete language to identify X and Y axes, pie pieces, bars, and other diagrammatic elements. Try to avoid abbreviations that aren’t obvious, and don’t assume labeled components on one slide will be remembered on subsequent slides. Every valuable chart or pie graph has an “Aha!” zone — a number or range of data that reveals something crucial to your point. Make sure you visually highlight the “Aha!” zone, reinforcing the moment by explaining it to your audience.

With so many ways to spin and distort information these days, a presentation needs to do more than simply share great ideas — it needs to support those ideas with credible data. That’s true whether you’re an executive pitching new business clients, a vendor selling her services, or a CEO making a case for change.

• JS Joel Schwartzberg oversees executive communications for a major national nonprofit, is a professional presentation coach, and is the author of Get to the Point! Sharpen Your Message and Make Your Words Matter and The Language of Leadership: How to Engage and Inspire Your Team . You can find him on LinkedIn and X. TheJoelTruth

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How to Present Data Effectively

You’re sitting in front of your computer and ready to put together a presentation involving data.   The numbers stare at you from your screen, jumbled and raw.   How do you start?   Numbers on their own can be difficult to digest. Without any context, they’re just that—numbers.   But organize them well and they tell a story.   In this blog post, we’ll go into the importance of structuring data in a presentation and provide tips on how to do it well. These tips are practical and applicable for all sorts of presentations—from marketing plans and medical breakthroughs to project proposals and portfolios. 

What is data presentation?

3 essential tips on data presentation, use the right chart, keep it simple, use text wisely and sparingly.

In many ways, data presentation is like storytelling—only you do them with a series of graphs and charts.  One of the most common mistakes presenters make is being so submerged in the data that they fail to view it from an outsider’s point of view.   Always keep this in mind: What makes sense to you may not make sense to your audience. To portray figures and statistics in a way that’s comprehensible to your viewers, step back, put yourself in their shoes, and consider the following: 

• How much do they know about the topic?
• How much information will they need?
• What data will impress them?

Providing a context helps your audience visualize and understand the numbers. To help you achieve that, here are three tips on how to represent data effectively.  

Whether you’re using Google Slides or PowerPoint, both come equipped with a range of design tools that help you help your viewers make sense of your qualitative data.  The key here is to know how to use them and how to use them well. In these tips, we’ll cover the basics of data presentation that are often overlooked but also go beyond basics for more professional advice. 

The downside of having too many tools at your disposal is that it makes selecting an uphill task.   Pie and bar charts are by far the most commonly used methods as they are versatile and easy to understand. 

If you’re looking to kick things up a notch, think outside the box. When the numbers allow for it, opt for something different. For example, donut charts can sometimes be used to execute the same effect as pie charts. 

But these conventional graphs and charts aren’t applicable to all types of data. For example, if you’re comparing numerous variables and factors, a bar chart would do no good. A table, on the other hand, offers a much cleaner look.

Pro tip : If you want to go beyond basics, create your own shapes and use their sizes to reflect proportion, as seen in this next image.

Their sizes don’t have to be an exact reflection of their proportions. What’s important here is that they’re discernible and are of the same shape so that your viewers can grasp its concept at first glance.  Note that this should only be used for comparisons with large enough contrasts. For instance, it’d be difficult to use this to compare two market sizes of 25 percent and 26 percent. 

When it comes to making qualitative data digestible, simplicity does the trick.  Limit the number of elements on the slide as much as possible and provide only the bare essentials. 

See how simple this slide is? In one glance, your eye immediately goes to the percentages of the donut because there are no text boxes, illustrations, graphics, etc. to distract you.  Sometimes, more context is needed for your numbers to make sense. In the spirit of keeping your slides neat, you may be tempted to spread the data across two slides. But that makes it complicated, so putting it all on one slide is your only option.  In such cases, our mantra of “keep it simple” still applies. The trick lies in neat positioning and clever formatting.  

In the above slides, we’ve used boxes to highlight supporting figures while giving enough attention to the main chart. This separates them visually and helps the audience focus better.  With the slide already pretty full, it’s crucial to use a plain background or risk overwhelming your viewers.  

Last but certainly not least, our final tip involves the use of text.  Just because you’re telling a story with numbers doesn’t mean text cannot be used. In fact, the contrary proves true: Text plays a vital role in data presentation and should be used strategically.  To highlight a particular statistic, do not hesitate to go all out and have that be the focal point of your slide for emphasis. Keep text to a minimum and as a supporting element. 

Make sure your numbers are formatted clearly. Large figures should have thousands separated with commas. For example, 4,498,300,000 makes for a much easier read than “4498300000”. Any corresponding units should also be clear.  With data presentation, don’t forget that numbers are still your protagonist, so they must be highlighted with a larger or bolder font.  Where there are numbers and graphics, space is scarce so every single word must be chosen wisely.   The key here is to ensure your viewers understand what your data represents in one glance but to leave it sufficiently vague, like a teaser, so that they pay attention to your speech for more information.  → Slidesgo’s free presentation templates come included with specially designed and created charts and graphs that you can easily personalize according to your data. Give them a try now! 

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How to Present Data in PowerPoint

PowerPoint has become an essential tool for anyone looking to present data in a clear and engaging way. But it’s not just about throwing numbers onto a slide and hoping for the best. Effective data presentation is a skill that takes practice and careful consideration to master. In this article, we’ll take you through everything you need to know about presenting data in PowerPoint, from understanding your audience to designing engaging slides and everything in between.

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Why Effective Data Presentation is Important in PowerPoint

Before we dive into the nuts and bolts of PowerPoint data presentations, let’s take a moment to understand why it’s so important. The main goal of any data presentation is to deliver information in a clear, concise way that engages your audience and helps them understand the significance of the data. This isn’t always easy – data can be complex, and if not presented effectively, it can lead to confusion, boredom, or even worse – disengagement.

By mastering the art of data presentation in PowerPoint, you can ensure that you’re delivering information in a way that your audience will respond to positively. This not only helps build credibility with your audience, but it can also be the difference between your message being heard and remembered, or ignored and forgotten.

Understanding Your Audience: Tailoring Your Data for Maximum Impact

One of the most important aspects of presenting data in PowerPoint is understanding your audience. Before you begin designing your presentation, take some time to think about who will be viewing it, and what their needs and expectations are.

For example, if you’re presenting to a group of executives, they’re likely to be interested in high-level, big-picture data that shows the overall direction of the company. Conversely, if you’re presenting to a team of analysts, they’ll be looking for more granular data that they can use to make specific decisions or recommendations.

By understanding your audience, you can tailor your data and presentation style to make the biggest impact. This might involve using different chart types, adjusting your tone of voice, or changing your visual style to better connect with your audience.

Choosing the Right PowerPoint Template for Your Data Presentation

The first step in designing an effective PowerPoint data presentation is choosing the right template. With so many options to choose from, it can be overwhelming to know where to start. Here are a few things to keep in mind when choosing a template:

• Consider your brand: Your presentation should reflect your brand’s visual identity, so look for templates that align with your brand standards.
• Simplicity is key: You want your data to be the star of the show, so avoid templates that are busy or overly complicated.
• Think about your audience: Consider the preferences and expectations of your audience when choosing a template. For example, if you’re presenting to a creative team, a more visually engaging template might be appropriate.

Ultimately, the goal of your template is to provide a clean, consistent backdrop for your data and visualizations to shine.

Top Tips for Designing Engaging PowerPoint Slides

Once you’ve chosen your template, it’s time to start designing your PowerPoint slides. Here are some tips to keep in mind:

• Use clear, legible fonts: Your data won’t be effective if it can’t be read, so choose fonts that are easy to read on-screen.
• Keep it simple: Avoid cluttering your slides with unnecessary bells and whistles. Your audience should be able to focus on your data without being distracted by overly complicated design elements.
• Use visuals to support your data: Visuals like charts, graphs, and images can help illustrate your data in a more engaging way than text alone.
• Be consistent: Use consistent formatting and design elements throughout your presentation to create a cohesive look and feel.

Remember, the goal of your PowerPoint slides is to support your data, not distract from it. Keep things simple and clear, and let your data do the talking.

Using Color and Contrast to Make Your Data Pop

Another important design consideration when presenting data in PowerPoint is color and contrast. These elements can help draw attention to key pieces of data and make your presentation more visually engaging.

Here are some tips for using color and contrast effectively:

• Use contrasting colors to highlight key data points: For example, you might use a bright color for a data point that demonstrates a significant change or achievement.
• Stick to a consistent color palette: Using too many colors can be distracting. Stick to a consistent color palette throughout your presentation to create a cohesive look and feel.
• Use color to create visual hierarchy: By using color to differentiate between headings, subheadings, and body text, you can create a visual hierarchy that guides your audience’s attention and helps them navigate the presentation more easily.

Remember, the goal of your use of color and contrast is to make your data more engaging and to help your audience understand its significance in a more visual way.

How to Choose the Right Chart Type for Your Data

When presenting data in PowerPoint, choosing the right chart type is essential. Different chart types are better suited for different types of data, so it’s important to choose one that accurately represents the story you’re trying to tell.

Here are some common chart types and when they might be appropriate:

• Line charts: Line charts are great for showing trends over time or for comparing multiple data sets.
• Pie charts: Pie charts are useful for showing how a whole entity is divided into different parts.
• Bar charts: Bar charts are ideal for comparing different entities or for showing changes in data over time.
• Scatter plots: Scatter plots are helpful for showing the relationship between two variables.

By choosing the right chart type, you can help your audience better understand the story your data is telling.

Creating Clear and Concise Labels and Titles

When presenting data in PowerPoint, it’s essential to use clear and concise labels and titles. This not only makes your data easier to read and understand, but it also helps your audience quickly identify the most important points in your presentation.

Here are some tips for creating effective labels and titles:

• Make it clear: Use labels and titles that accurately reflect the data you’re presenting.
• Keep it concise: Avoid long titles or labels that take up too much space and distract from your data.
• Be consistent: Use a consistent format for all of your labels and titles throughout the presentation to create a cohesive look and feel.

By creating clear and concise labels and titles, you can help guide your audience through your presentation more effectively.

Adding Animation and Transitions for a Professional Touch

Animation and transitions can be a great way to add a professional touch to your PowerPoint data presentation. However, it’s important to use them sparingly – too much animation can be distracting and take away from the data itself.

Here are some tips for using animation and transitions effectively:

• Keep it simple: Use subtle animations and transitions that enhance your data, rather than detracting from it.
• Use animation to highlight key data points: For example, you might use animation to draw attention to a particularly important data point or to show the progression of data over time.
• Be consistent: Use a consistent set of animations and transitions throughout your presentation for a cohesive look and feel.

By using animation and transitions effectively, you can make your data presentation more engaging and dynamic.

Presenting Your Data with Confidence: Tips for Public Speaking in PowerPoint

Finally, it’s important to remember that presenting data in PowerPoint is not just about the slides – it’s also about your delivery as a speaker. Here are some tips for presenting your data with confidence:

• Practice, practice, practice: The more familiar you are with your data and presentation, the more confident you’ll be when it’s time to present.
• Engage with your audience: Make eye contact, use positive body language, and speak clearly and confidently to keep your audience engaged.
• Use data to support your arguments: Use your data as evidence to support the points you’re making, rather than relying solely on your own opinions.

By following these tips, you can deliver a confident, engaging presentation that will leave a lasting impression on your audience.

Common Mistakes to Avoid When Presenting Data in PowerPoint

Now that we’ve covered some best practices for presenting data in PowerPoint, let’s take a look at some common mistakes to avoid:

• Cluttered slides: Too much information on a slide can be overwhelming and make it difficult for your audience to understand what’s important.
• Overly complicated charts: Choose charts that accurately represent your data, but avoid charts that are too complex or difficult to read.
• Too much text: Use visuals to support your data, and limit the amount of text on each slide to keep your audience engaged.

By avoiding these mistakes, you can ensure that your data presentation is engaging, clear, and effective.

Best Practices for Saving and Sharing Your PowerPoint Presentation

Once you’ve put the finishing touches on your PowerPoint data presentation, it’s important to make sure it’s saved and shared correctly. Here are some best practices to keep in mind:

• Save often: Make sure you save your presentation regularly to avoid losing any work.
• Compress images and videos: Large images and videos can make your presentation file size very large. To avoid this, compress any images or videos you include in your presentation.
• Save in different formats: Depending on who you’ll be sharing your presentation with, you may want to save it in different formats, such as PDF or JPEG.

By following these best practices, you can ensure that your presentation is saved and shared safely and effectively.

Creative Ways to Present Complex Data in PowerPoint

Presenting complex data in PowerPoint can be a challenge, but there are creative ways to make it more engaging. Here are some ideas:

• Use infographics: Infographics can be a great way to make complex data more visually engaging and easy to understand.
• Use animations and transitions: Animations and transitions can help break down complex data into more digestible chunks.
• Use storytelling: Telling a story with your data can help it feel more relatable and engaging.

By using creative techniques like these, you can make even the most complex data more engaging and approachable.

How to Use Infographics and Visuals to Enhance Your Data Presentation in PowerPoint

Finally, let’s take a closer look at the ways you can use infographics and visuals to enhance your PowerPoint data presentation. Here are some tips:

• Use icons to illustrate points: Icons can help illustrate complex points in a simple, engaging way.
• Use diagrams and flowcharts: Diagrams and flowcharts can help illustrate processes or systems more clearly than text alone.
• Use images and videos: Images and videos can help bring your data to life and make it more engaging and relatable.

By using visuals strategically, you can create a PowerPoint data presentation that is both informative and engaging.

Resources for Further Learning on Presenting Data in PowerPoint

If you’re interested in learning more about presenting data in PowerPoint, there are many resources available to help you improve your skills. Here are a few to get you started:

• Microsoft’s PowerPoint training center: Offers courses and tutorials on presenting data in PowerPoint.
• Lynda.com: Offers a wide variety of courses on PowerPoint data presentation.
• Data Presentation Tips: A blog devoted to tips and techniques for presenting data in a way that is engaging and effective.

By taking advantage of these resources and continuing to refine your skills, you can become a master of presenting data in PowerPoint.

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From Data to Insights: Data Visualization in PowerPoint

Effective Data Visualization in PowerPoint - Tips and Techniques for Presenting Data Effectively

Data visualization is a critical part of any presentation. It helps to convey complex information in a concise and attractive way, thereby making it easier for the audience to understand and engage with the content. PowerPoint, with its wide range of tools and features, is one of the most popular software choices for creating slideshows. In this blog post, we will explore some tips and techniques for presenting data effectively using PowerPoint.

1. Choose the Right Chart Types

The first step in effective data visualization is to choose the right chart types to represent your data accurately. PowerPoint offers a variety of chart options, including bar charts, line charts, pie charts, and more. Consider the type of data you want to present and choose a chart that best represents the relationship between different variables. Ensure that your chart is easy to read and understand at a glance.

2. Keep it Simple and Clear

Simplicity is the key to effective data visualization. Avoid cluttering your slides with too much information or excessive decoration. Use a clean and uncluttered design that highlights the key message you want to communicate. Limit the number of data points and focus on the most important insights. Use a clear and legible font size and color scheme that is easy on the eyes.

3. Use Visual Elements to Enhance Understanding

Incorporate visual elements such as colors, icons, and images to enhance understanding and engagement. Use color coding to differentiate data sets or highlight important points. For example, you can use a different color for the bars in a bar chart to represent different categories. Include relevant icons or images to provide context and make your data more relatable.

4. Use Animation and Transitions Wisely

PowerPoint offers various animation and transition effects that can add interest and engagement to your data presentation. However, use them sparingly and purposefully. Avoid excessive animations that can distract or overwhelm the audience. Instead, use subtle animations to emphasize key points or reveal data gradually, keeping your audience engaged throughout the presentation.

5. Tell a Story with your Data

One of the most effective ways to present data is by telling a story. Instead of simply displaying numbers and figures, create a narrative that guides the audience through the data. Start with an introduction that sets the context, present the data in a logical order, and conclude with a summary and actionable insights. Use transition words and phrases to smoothly guide your audience from one point to another.

6. Make it Interactive

Engage your audience by making your data presentation interactive. PowerPoint offers features like hyperlinks, clickable buttons, and slide navigation that can be used to create interactive elements. Incorporate quiz questions, polls, or interactive charts that allow your audience to actively participate in the presentation. This not only makes the presentation more engaging but also helps to reinforce key messages and ensure better retention of information.

Effective data visualization is crucial for delivering a powerful and engaging presentation. By choosing the right chart types, keeping the design simple and clear, using visual elements wisely, incorporating animations, telling a story, and making the presentation interactive, you can create impactful slides using PowerPoint. At ChatGPT, you can even create slides with AI using the PowerPoint generator AI feature. So, next time you have to present data, make sure to follow these tips and techniques to captivate your audience and deliver a memorable presentation.

Posted on: Sept. 20, 2023, 7:58 p.m.

How to Present Data in PowerPoint Presentations Like a Pro

Data can be fascinating, but translating it into a captivating and clear presentation can be a challenge for many people. In this article, let’s explore some effective strategies which you can use to transform dry statistics into engaging visuals that inform, impress, and inspire your audience.

First, Know Your Audience.

Before you present data in your PowerPoint presentations, take some time to know your audience. 

Use this knowledge to tailor your approach. Consider your audience’s level of data literacy and adjust the complexity of your data visualizations and explanations accordingly.

Remember, don’t just present data. Try to tell a story using it. What I mean is, highlight trends , relationships and insights based on your data. This makes your presentation resonate better with your audience.

Choose the Right Chart .

When you’re presenting data in your PowerPoint presentations, don’t force a specific chart type. The data should dictate the most effective visual representation. Each type of charts are best at different things. Pie charts are great for proportions, bar charts for comparisons, and line charts for trends.

It Does Not Have to Be Boring:

You can even choose to go beyond basic charts. Feel free to explore infographics, data maps, and even interactive charts to make your data visually compelling and easier to understand.

Another thing you can try is using colors. You can use colors strategically to highlight key points. But be sure to avoid flashy color palettes, which can be distracting and off-putting, especially in professional presentations. In such cases, make sure you stick to the same color palette as your presentation. Also, here’s a sketch by Sketchplanations that’s relevant:

You can also add data labels, callouts, and trendlines to guide your audience’s eye and emphasize key takeaways. 

How to Copy and Paste Charts from Excel:

When copying charts from Excel, you have the following options:

Link or embed: Link allows you to link the chart to the original excel file, and this automatically updates your charts whenever the values in the Excel file changes. You can also embed it, which adds it as a static image, completely independent from the Excel file.

When you right click the chart in Excel, choose Copy Chart and then in PowerPoint, right click and paste as per your preference.

Focus on Clarity and Conciseness:

Always use clear labels and titles. This ensures that your charts are easy to understand without referring back to your explanations. This also helps prevent you yourself from being confused when you’re delivering your presentation. 

Limit text on slides that have charts. Opt for concise headings, bullets, and annotations instead of lengthy paragraphs.

Prioritize key insights and don’t overwhelm your audience with every data point; focus on the most significant findings and conclusions. 

While presenting data you can also engage your audience. Here are a few tips:  

Include interactive elements in your presentations. Utilize interactive features like hover effects or animation to add dynamism and encourage exploration. 

You can also ask questions and invite your audience to engage with your data by posing thought-provoking questions and encouraging discussion. 

Remember to always provide context. Explain the data’s source, methodology, and limitations to build trust and transparency.

Bonus Tips:

Don’t clutter your slides; allow visuals and data to have breathing room for better impact.

It’s easy to overload charts with too much data, and too many confusing labels. As with most things related to presentations, less is often more.

By following the tips and strategies mentioned above, you can ensure that whenever you need to present data in your presentations, you do it well. Ultimately, its your presentation skills that can unlock the true potential of your presentations. So don’t forget to practice well in advance! Good luck on your presentation! 

At SlideBazaar, we help you create engaging and memorable presentations. Choose from our collection of professional templates or opt for our custom design services for a personalized touch. Your presentations deserve to be elevated to new heights, and we’re here to help you achieve just that!

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Creative Ways To Present Data In PowerPoint That Engage Audiences

Table of contents.

There’s no shortage of creative ways to engage your audience when presenting data. It’s easy to slap numbers into a bar graph, present the information and call it a day! But will that have the desired impact on those you are presenting to?

In this article we are going to explore the options you have available to you using PowerPoint templates, what creativity can bring to the mix with regard to data presentation, and our recommendations on the next steps you should take if you need a presentation that is data heavy.

Always Understand Your Target Audience

Before you start constructing your presentation, ask yourself – how well do I know the audience I am presenting to? This understanding is critical as you want to produce a presentation that they will connect with. A financial analyst will consume data differently than a sales professional. You need to present data the way the room will connect with it best.

What Options Do You Have When Presenting Data In PowerPoint?

There’s  no shortage of options when creating a PowerPoint presentation  that will be showcasing numbers, PowerPoint has a wealth of charts and diagrams you can insert. 

You need to consider your options for the type of data that you will be presenting, so your point gets across. By knowing your audience and the type of data you want to use in your presentation, you are well on your way to selecting the right format in which to present it in. Below are a few common options PowerPoint offers:

Let’s start with a classic, charts! Charts come in many forms that are available to you. Read on as we explore the best DIY options you have to present your data in PowerPoint.

Line Charts

Line charts, everybody has seen a line chart! However, this always begs the question – are they overused? It’s hardly the sexiest way of displaying data, but it’s a clear and easy way of displaying trends. Up is positive, and down is negative. It certain instances, this is just what the doctor ordered.

Column Charts

Ah, column charts. Not to be confused with its older sibling the bar chart. Again, it’s a way of displaying data that is frequently used as it’s easy to digest and displays the data cleanly . It really doesn’t leave much to the imagination.

Pie charts are great, I mean who doesn’t love a good pie…chart? Ideal for segmenting items into a visual format. It’s typically a breeze to identify opportunities using a good old-fashioned pie chart.

Bubble Charts

Bubble charts are a brilliant way for you to highlight the distribution of data. Arguably one of the more visually appealing stock formats to display information available in PowerPoint.

Indicators, a simple and effective way of showing information through progression, targets that need to be met or showing a focus on where you want your company to be in the future.

Venn Diagrams

We love Venn diagrams for how simple but effective they are for displaying information like similarities, differences and the cross-overs between all the information. A simple, yet effective way to showcase your information and keep your audience’s focus on the detail that matter.

Use an area map if you want to put your information into the real world for your audience to engage with. Do you have locations you need to present? Any geography that would be beneficial for your presentation? This is where we recommend area maps as an interesting way of presenting data in PowerPoint.

Venturing Beyond PowerPoints Stock Features

The reason we wanted to lead you through the world of PowerPoint options is to highlight its versatility. Heck, we didn’t even cover them all off. With that being said, i t can take a significant amount of time to gain the experience you need just to work with the options everyone has available to them.

However, when you really want to make some noise, you need to venture outside what is available to EVERYONE and craft something unique . Check out below the difference that custom graphic design can make.

Here's One We Made Earlier For Dynamic Funds

Don't Be Afraid To Mix It Up. Think Outside The Spreadsheet!

It’s quite popular at the moment in PowerPoint design to mix up how you present data. Don’t feel restricted to a single format. Instead, perhaps use two different types of data presentation on one slide. It will make the data more attractive and interesting to the audience. For example, try using a bar chart on the left and a pie chart for different data on the right. Mixing and matching different styles is engaging.

Incorporate Motion Graphics

You can’t overstate the importance of movement in today’s presentation arena. We are inundated on a daily basis with motion and movements, from social media to streaming services everywhere. Knowing this, displaying a static chart on your next presentation could leave your audience not as captivated as they shoud be. It’s a simple solution, but adding motion graphics and animation to existing data can elevate your professionalism and “wow-factor.”

Check out a quick data visualization animation we created from a 2D static line graph.

Brand Consistency Is Key

It’s easy to get overly excited about your presentation and load it up with more information, graphs and pictures than you need. This is where your talking comes in handy, as we recommend that you display your data in a way that is easy for your audience to process through your unique style while talking about your information as you present. Keep your colours, fonts and graphs consistent throughout your entire presentation.

The financial industry understands the importance of data, figures, and graphs. Although a financial audience may be very savvy, it’s still important to present data in a powerful and meaningful way.

Here’s a great example of consistency that we created for ING Financial.

Only Draw Attention To Key Data Points

Stay focused, your presentation doesn’t need to contain every number you have in your database. Your slides are there to contain key information that supports the point you are there to make. It’s understandable that in certain situations a little more will be required, but on the whole, keep it simple. A crowded slide is an ineffective one. After all, you are there to tell the story , the presentation is your supporting act.

Overlay Data On Top Of Images

It’s incredibly simple, yet incredibly effective. A little creativity can go a long when it comes to bringing your point to life on the screen. Engaging presentations that contain financial information often contain an image or a video to provide context. Placing data over the top of an image that it represents helps to humanize it . Your audience makes the logical connection with the point you are trying to make as you’ve removed barriers. Check our the presentation we created for Brandpoint that did just that!

Creative Ways To Present Data In PowerPoint - Our Key Takeaways

Customized presentations are key when you want to connect with your audience. Investing time in learning PowerPoint, or any other presentation software is only going to get you so far. Usually, the time invested isn’t worth the product you get, if you do it alone. Your audience is savvy, they can tell how seriously you take yourself by what you present them.

It’s true, not all data needs to be over complicated and sometimes a simple chart is enough. However, consistency, intent, and sublime execution is noticeable. An investment in your sales/marketing/ financial presentation is an investment in you or your business and makes all the difference.

Need Help With Your Next Presentation?

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Author:  Content Team

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10 Ultimate Data Visualization Techniques to Make your PowerPoint Presentation Stand Out!

Getting audience attention towards your PowerPoint presentation is a feat in and of itself.

To achieve this feat possibly you have spent hours crafting a winning PPT to get that attention.

Perhaps many of you likely have spent hundreds of bucks too.

But despite all efforts, you still struggle to get that desired applause from viewers. You have done all that was required to make a PPT standalone. So, the million dollar question is what went wrong?

Rest easy! We have figured out the culprit.

Well, we all know that figures or data are imperative to make an impact. The problem is that with each passing day data or figures are becoming bigger and bigger. Managing and presenting huge data or figures in an engaging manner especially the big ones is a challenge in itself.

That’s exactly the weak link where every second presenter fails to hit the captivating chord.

Even skipping data or figures calculatedly is not going to serve the purpose. In fact, such a strategy may backfire and perhaps will do more harm than benefit. 

All you need to do is to understand the science of Data Visualization. Data visualization means the depiction of information in the form of visuals, chart and diagrams.

Well, we know many of you must be already applying charts, bar graphs and pie charts etc. to represent data. Frankly speaking, nowadays every second presenter is using such old data visualization tricks. These are good enough. But to create a jaw-dropping effect now you need to master new data visualization tricks. 

To help you out, here are 10 data visualization techniques or tricks to make your PowerPoint stand out.

Data Visualization Techniques for PowerPoint Presentations

1. Speedometer Dashboard

An automobile dashboard provides information about various parameters of vehicles. In the business world, it can be applied as a metaphor of Key Performance Indicator (KPI). To put in other words, a dashboard helps to visualize figures related to sales, production, efficiency, planning, client satisfaction level or key market trends.    

Download Speedometer PowerPoint Template

2. Batteries

A metaphor of battery may seem simple, but it has the potential to boost audience engagement. Presenters can apply battery visuals to symbolically represent figures related to employee satisfaction surveys, energy, motivation level of employees, strength, resources, time and financial state. Best is, instead of using traditional pie charts metaphors of batteries look trendy and are easy to comprehend. 

Download Batteries PowerPoint Template

3. Cylinders

Like batteries, the metaphor of cylinders perfectly fits to symbolize figures related to targets and goals. In short, different levels of cylinders can be applied in a presentation slide to depict various business figures.

Download Cylinders PowerPoint Template

4. Thermometer

Thermometer is a perfect symbol to portray figures related to sales growth, target, production and customer base in which level of mercury represents current value, while the top of the thermometer signifies figure or goal to be achieved. Good thing is that temperature color or level can be used to exhibit or compare different business variables.

Besides this, presenters can also incorporate thermometer metaphors to depict total funds, available funds and used funds.

Download Thermometer PowerPoint Template

5. Circular Infographics

Circular infographics are the most popular and widely used designs in presentation templates. Circular shapes fit well to depict processes that are cyclic in nature thereby making them easy to understand and retain. Best is by applying circular shapes it is easy to portray even complex figures or concepts and hence have a definitive edge over other visuals.

Download Circular Infographic PPT Template

6. Innovative pie-charts

Pie-charts or area diagrams are simple but time tested visual techniques to symbolize different categories of data. In pie-charts arc length is directly proportionate to data and hence resonates perfectly with audience attention. Now, by reducing and increasing the size of each arc proportionately to data a little arty twist can be given to make it more impactful. 

Download Pie-Chart PPT Template

7. Progress Bars

Giving a much richer experience progress bars are a powerful visual tool to illustrate weekly or monthly sales report. Showing completion percentages, progress bars inform spectators how close they are to complete a specific task. In short, as an indicator progress bar lay emphasis that a work is in process. In one line, easily comprehensible colorful visual representation greatly augments audience engagement.

Here’s the sample slide having progress bars to give a picture of various tasks advancement or progression.

Download Progress Bars Diagram

8. Measuring Scale

Every business house undertakes studies to analyze market trends and demand graphs. Here visuals of measuring scales can prove handy to lay emphasis on different findings or values of a survey. Data presented using measuring scale supports audience to make a quick and precise assessment.  

For example, in the sample slide below measuring scale graphics are used to highlight business performance.

Download Measuring Scale PPT Template

Easier to read and understand an icon is a graphical pictogram to indicate a specific subject, thing or expression. Now, icons can also be used to show data in an eye-catching image format. The best thing is that with icons without relying on words presenters can explain data or figures with abstract shapes only.  

For instance, in the slide below icons of humans are used to depict percentages.

Download Icons Chart PowerPoint Template

10. Creative Column Charts

Every second presenter applies vertical bars called column charts to represent data. Each vertical bar in a column chart is proportional to the data value. Application of the column chart is a great choice to show comparisons or data changes. Now, by bringing little arty effects a presenter can make them more likeable.

Download Column Chart PPT Template

Concluding thoughts

Driving audience attention seems harder than ever before. Therefore, a presenter just cannot afford to ignore even the smallest aspect of a PPT like figures or data.

We all know that it takes a lot of efforts to generate authentic figures or data. But getting such figures and presenting them in a PPT presentation is not enough. Presenting figures as such doesn’t mean the job is done.

In fact, that’s when the real work starts – presenting them in a striking manner is also important.    

To conquer this roadblock, a presenter needs to understand the power of data visualization techniques. Key is start using data visualization tricks to make figures or data easily comprehensible even for an ordinary audience.      

To help you out here we have casted a spotlight on ultimate data visualization tricks. Apply them to make your PowerPoint presentation a winning one.

Tell us what your favourite data visualization trick is to make the figures look interesting.  

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Why presentation of data is important?

With the digitalization era, data went from scarce, expensive, and challenging to find to abundant, cheap, and complicated to process. That’s when the need for statistics presentation of data has emerged. Reliable and reasonable amounts of information were so vast that they were challenging to seize, store, understand, and analyze with traditional methods.

What Is Data Presentation?

Terabytes of unused data in a data center is a burden. If correctly processed, it can become digital gold. Similarly, your company or startup has valuable data, and data analysis presentation is the most convenient and attractive way to demonstrate your growth projections, monthly expenditures, revenue achievements, etc.

To present data effectively, you need to:

• Know how to illustrate the different methods of presentation of data;
• Determine the different types of graphs and diagrams and their uses;
• Represent a set of data using various data presentation methods.

If you feel or exactly realize that you lack knowledge and expertise in these points, we advise contacting a presentation design agency to have all numbers formatted and drawn in attractive pie charts, bar graphs, and all kinds of diagrams.

How to Present Data in a PowerPoint Presentation?

Methods of data presentation.

There are 3 main methods of data representation in PowerPoint:

We are here for a data PowerPoint presentation, so let’s focus on the last method. Graphical representation of data enables your audience to study the cause and effect relationship between two variables. It helps in easy and quick understanding of data for listeners of different preparation and knowledge levels.

Kinds of Graphs/Diagrams

Numbers have an important story to tell, and using a correct graph or diagram will nail this story:

• A bar graph is used to show relationships/comparisons between groups;
• A pie or circle graph shows the percentage effectively;
• A line graph is most useful in displaying data that changes continuously over time;
• Pictograph uses small figures of objects called isotopes in making comparisons (each picture represents a definite quantity).

This variety keeps your hands open to choice and improvisation. However, if this factor, on the contrary, restrains you from presentation design, you should address presentation services that make both PowerPoint and Google slides design .

Data Presentation Tips

Presenting data on slides should follow specific principles to remain informative while visually attractive:

• Only show the data you’re talking about;
• Don’t just copy and paste a big Excel table;
• Never present a single number;
• Highlight 1 focal point per slide;
• Charts and graphs are pictures and should tell stories;
• Use colors;
• Use consistent formatting;
• Use appropriate chart types;
• Use stickers to protect yourself.

Nobody likes too many boring numbers, and data by itself is useless. Use these tips to make it more friendly to the audience, and your audience will appreciate your effort.

Let’s Sum up

Presenting data seems like a complex task, but mastering it will show your diligence and expertise. Remember, your job as a presenter is to help your audience cut through all the noise. You must help them interpret the data in a meaningful way. Use today’s information when it comes to visualizing data by incorporating charts and graphs into a presentation everybody understands and story persuading anyone.

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• Presenting techniques
• 50 tips on how to improve PowerPoint presentations in 2022-2023 [Updated]
• Present financial information visually in PowerPoint to drive results
• Keynote VS PowerPoint
• Types of presentations

How to make a presentation interactive

Line, bar and pie charts

How to start and end a presentation: top tips and tricks from professionals (+ special focus)

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• eBook & Digital Report Design Your digital content supercharged
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• AI Consulting Maximize AI with tailored strategies

Data Reporting in PowerPoint

Nov 23, 2021 | Articles , DataPoint , DataPoint Automation , Evergreen

Technology has heavily influenced our daily life, making our lives easier in every aspect. Daily necessities have become easily available and affordable. In the corporate world, where people often have to track and play with numbers, technology has created different ways through which you get the result you require. All you have to do is input your command.

Handling data, creating reports and presentations have always been a hectic jobs. Well, now, it is not anymore, you can have your own presentation templates, reports and integrate the data you require. You can create multiple reports and presentations using just one template, and whatever data you want, you can get it from one single database.

Nowadays, presentation is needed to convey information, data, reports and project directives, etc. but creating a presentation or report is a time-consuming process. Especially when you have to manually process the relevant data and then put them into order to create a suitable report.

Starting from academics, researchers, evaluators, scientists and corporate world professionals, everyone uses presentations and makes reports on various topics, including finance, food and beverage, healthcare, index, marketing, retail and more. The main reason data reporting takes a lot of time to create is because individuals have to research a lot about the contemporary data, pile them up together, make sense out of them and then present it to the audience. As you can see, the process requires a lot of work.

But all of this can be avoided if you use a single and reliable data source like DataPoint. Let us discuss how automated reporting can take one step ahead of the game:

Normally what you do is collect and analyze the data and finally create a presentation or report where you mention your own insights. Sometimes you also include the expert opinion of any individual or any team. All of this is conducted and completed in PowerPoint. But PowerPoint is a tool that also has its own limitations. People have to do tedious tasks such as visualization, chart creation manually. Reports and presentations created manually have high chances of encountering errors. Datapoint exactly addresses these issues and makes the information of the reports reliable and up to date.

This way, the feature to automatically update data of your reports and presentation will save not only your mental health but also your money and time. With clever automation processes, your data will be automatically updated when you open the report or presentation.

Here are four prime characteristics of automated data reporting in PowerPoint:

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How to Create a Funnel Diagram in PowerPoint (+ FREE Templates)

Funnel diagrams or funnel charts are one of the best tools to visually represent a wide range of data . They definitely are a significant improvement over text-dense slides and can be an excellent resource for your business presentations.

With our easy-to-follow guide, you'll learn how to create a funnel diagram in PowerPoint in no time. So… let's get into it!

Or, you can jump to your preferred section:

• What is Funnel Chart in PowerPoint?

How do I make a funnel chart in PowerPoint?

Easiest way to create funnel graphic for powerpoint: use templates, how to create powerpoint funnel graphics using shapes, how to create funnel chart in powerpoint with smartart, powerpoint funnel variations.

• Horizontal Funnel PowerPoint Graphic
• How to make a 3D funnel in PowerPoint

Expert Tips to Design the Best PowerPoint Funnel Diagram Slides

Check out the best funnel powerpoint templates [free download].

• Master the Art of Marketing Data Presentation Your Vision, Our Expertise

Starting with the basics: What is Funnel Chart in PowerPoint?

A funnel chart is a data visualization tool that shows how data moves through a process . It is often used when the data goes through a series of stages, and there is a clear reduction in each of them, as it is in sales funnels, sales management, order fulfillment, and recruitment.

Visually, the data in the stages is reflected in horizontal bars , organized in decreasing order, creating a funnel-like shape. Here’s an example:

As you can see, the sales funnel is one of the best examples of when to use this type of chart. It allows the team to see the progression in each stage and identify areas where they can improve to optimize their sales process.

You can create a sales funnel diagram using various tools, such as Microsoft Excel, PowerPoint, and more. However, PowerPoint does offer some additional benefits when trying to showcase your date. For example, it allows you to create completely customized funnel charts, allowing you to tailor the chart's appearance to match your branding or any style you want.

Making a funnel chart in PowerPoint is extremely easy! You can create them in three different ways: using templates, shapes, and SmartArt . Let’s take a look at each one of them:

The easiest way to create a funnel diagram is to use a template. Luckily, at 24Slides, we have many funnel slide templates at your disposal. And guess what? You can download them for free!

Check out: 24Slides Funnel PowerPoint Template Free Download

The best thing about using templates? You can customize them as you wish, write your content, put your brand's colors, and add any other branding elements. Essentially, you'll have a tailor-made funnel presentation without the need to start from scratch . It's quick, easy, and guarantees a seamless, professional, and creative outcome.

Now, let’s check out the step-by-step of editing a funnel PowerPoint template:

• Sign up for free on Templates by 24Slides to access and download all templates.
• Choose the funnel design template that best suits your needs.
• Download the template, open the presentation , and click on the funnel slide.
• Click on a text box to select the existing text, then type in your content . Repeat this step until you have written all your content.
• Make any other changes: Add your branding or any other design elements.

And you're done!

Go to the Insert Tab, click Shapes , and insert a trapezoid shape .

Now, you need to rotate it so the thinner part faces downward. Go to the Shape Format Tab , select Rotate , and click Flip Vertical .

At this point, you should be able to see an inverted trapeze:

The next step is to insert a circle and adjust its size to fit on top of the inverted trapezoid. Choose a darker shade for the circle compared to the trapezoid for a better visual effect.

Then, select the shape you created and press Ctrl+D to duplicate the shape as many times as the number of stages you have. Adjust their size and position to create the funnel-like shape, and select the color of your choice for them. The result will be something like this:

Go to the Insert Tab and click on SmartArt .

Choose the Relationship section. Then, select the Funnel Diagram and click Ok to add it to your presentation.

Now, you'll see a funnel graphic added to your presentation and, next to it, a text box with bullet points. The first three bullet points represent the items inside the funnel, and the fourth represents the summarizing idea. Edit the text box to include your content.

Finally, edit the graphic to match your branding. To change the colors, go to the SmartArt Design tab and select Change Colors .

There are many ways to portray a funnel graphic besides the ones we've already seen. Some of the most common variations are the Horizontal Funnel and the 3D Funnel. Let's see how to create them in PowerPoint.

How to Create a Horizontal Funnel PowerPoint Graphic

Follow these steps to create a horizontal funnel PowerPoint graphic:

First, go to the Insert Tab, click Shapes , and insert a trapezoid shape .

Then, select the color you want it to be and remove the outline. Go to Shape Format , and select Shape Fill and Shape Outline to make the changes.

Now, in the same Tab, click Rotate , then Rotate Right 90° and Flip Vertical .

You should be able to see this shape:

You can use the yellow button to make the smaller part of the trapezoid even steeper.

The next step is to insert a circle and adjust its size to fit the wider part of the trapezoid. Choose a darker shade for the circle compared to the trapezoid for a better visual effect, and remove the outline.

Now, insert another circle and adjust its size to fit the smaller part of the trapezoid. Make it the same color as the trapezoid, and then remove the outline.

Repeat the process to create as many shapes as the number of stages you have or want. Adjust their size and position to create the funnel-like shape, and select the color of your choice for them. The result will be something like this:

How to make a 3D Funnel in PowerPoint

Go to the Insert Tab, click Shapes , and insert a Circle . Now, in the Shape Format Tab , click on Shape Fill and select No Fill .

The next step is to select the shape, right-click, and choose Format Shape . Then, select Shape Options and open the dropdown menu for 3-D Format .

In that section, you will see the measurements for your shape, both for the Top Bevel and the Bottom Bevel. You just need to focus on the Height of the Top Bevel , experimenting with values between 80-125 pt. , and adjust as needed. Make sure the rest of the measurements are set as 0pt.

Now, close the dropdown menu for 3-D Format and open the one for 3-D Rotation . Open the Presets options and select Perspective: Relaxed .

You’ll be able to see your 3-D shape. In case you want the bottom part to be smaller so the funnel shape is more pronounced and steep, go back to the 3-D Rotation dropdown menu. Under Perspective , click the down arrow until you achieve your desired shape.

The next step is to duplicate the shape as many times as you have stages or as many times as needed to achieve your desired visual effect. Press Ctrl+D to duplicate it, then right-click and choose Send to Back . Repeat this process until you have the number of shapes you need.

Now, adjust their size and position to create the funnel-like shape, and select the color of your choice for them. And finally, to align them, go to the Shape Format tab, select Align, and click on Align Center .

The result will be something like this:

Now that you've learned how to create funnel diagrams, we'll give you the secrets to make them look professional and create a lasting impression on your audience. Let’s take a look at some insights from expert designers.

Tip #1: Keep it simple and clear

The key for data visualization tools is that they should be practical. They should help you visualize something that is going on in your business, not add more confusion. So make sure your labels are clear and have just the right information . Don’t try to include ALL your data; instead, use speaker notes to have it available.

Tip #2: Consider the colors you’ll use

Remember that this is a presentation you’ll do for an audience, so they should be able to tell the difference between the bars or stages. So, when designing the funnel, consider how it will be seen from the screen you’ll be presenting, and choose colors that will support your presentation . However, keep in mind the importance of using your brand colors to maintain brand consistency .

Tip #3: Think about the number of stages

When creating funnel charts for presenting data , it’s essential to consider the number of stages in your process. Funnel charts are most effective when you have data that passes through at least three stages . If your process has fewer stages, it might be more appropriate to use other types of charts, like pie charts or bar charts.

Ready to create amazing funnel diagrams? Here are 6 of the best funnel chart PowerPoint Templates for your next project. And what’s best, you can download them for free!

Business Funnel Presentation Template

Check out this Business Funnel Presentation Template. If you want to create a professional, corporate, yet creative presentation, this design could be the perfect fit.

Funnel Slide Template

If you want a simple but professional funnel slide design, this template is for you. Download it for free!

Ribbon Funnel PowerPoint Template

If you’d like a visually appealing and creative template, this ribbon funnel template is for you. Download it for free, and adapt it to your needs: change its colors, typography, content, and more!

Corporate Hierarchy Template

If you want to display information in different levels or categories that follow an order of importance, our Corporate Hierarchy Template will come in handy to explain each section piece by piece.

4 Step Color Funnel Design PowerPoint Template

Check out this Marketing Analysis PowerPoint Presentation as a starting point for amazing marketing initiatives! It includes not only a market analysis funnel template, but also many visual tools and appealing slides for your next business presentation.

Free Editable Horizontal Funnel PowerPoint Template

The best thing about funnel charts is that you can easily customize them to what you’re working on. For example, email conversions, e-commerce checkouts, b2b sales, etc. And what’s best? This presentation includes 8 different funnel templates you can choose from!

Check out more Free Funnel PowerPoint Templates:

Master the Art of Marketing Data Presentation: Your Vision, Our Expertise

Data presentation is a big deal in business presentations, especially when you want to impress an audience or close deals. How you present your data, the tools you use, and how it all looks can make a big difference in how your audience sees you – it can turn an okay presentation into a great one.

So…don't take chances with data presentation; let the experts handle it! Our designers are here to help. Just tell us whatever you need – your ideas, content, branding – we'll take care of it all. You'll be amazed by the results. Ready to give 24Slides a try?

You might also like:

• PowerPoint Charts, Graphs, & Tables Made Easy | Tips & Tricks
• 20 Free PowerPoint and Google Slides Templates for Data Presentations
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• Presentations

How to Learn PowerPoint Quickly (Complete 2024 Beginner's Guide + Video)

Trying to figure out how to use PowerPoint? This PowerPoint tutorial for beginners will help get you started. Learn basic tools as well as how to use PowerPoint templates in this PowerPoint beginner's guide. 

In this PowerPoint tutorial for beginners, I'll help you get up and running in Microsoft PowerPoint. Ever wanted to know how to use PowerPoint templates? You'll learn how to use PowerPoint to build a presentation in less time than you ever thought possible. We'll also cover some PowerPoint best practices to make sure you're doing things the easy way.

Remember to check out Envato Elements. One low price gets you unlimited access to thousands of professional PowerPoint presentations —as well as fonts, stock photos, audio, and much more! It's the ultimate resource for fast, simple, and professional assets.

Guide to Making Great Presentations (Free eBook Download)

Before you read on, be sure to grab our free eBook:  The Complete Guide to Making Great Presentations . It'll help you master the presentation process, from initial idea through to writing, design, and delivering with impact.

How to Learn PowerPoint Quickly (Beginner Tutorial With Tips Video) 

Are you ready to start learning PowerPoint? Watch this quick screencast to learn all about what PowerPoint is and how to use it . It's a perfect PowerPoint tutorial for beginners. 

Or study the complete written tutorial below.

Jump to content in this section:

What Is PowerPoint?

How to use powerpoint's ribbon, the steps to create a powerpoint presentation for beginners, how to power up powerpoint, how to customize a premium ppt template quickly (in 5 simple steps), powerpoint tools to learn (for presenters), 5 tips and tricks for a successful powerpoint presentation, more beginner powerpoint tutorials (free to learn online).

Microsoft PowerPoint is undoubtedly the most popular app used to give presentations. You're likely to see PowerPoint presentations being used for everything from presentations at the world's largest companies to grade schoolteachers sharing lessons.

PowerPoint is often the butt of the joke. Many decry PowerPoint as boring and a crutch for poorly prepared speakers.

Only a bad carpenter blames the tools. And like any tool, PowerPoint is incredibly useful when used properly. Use it as an aid on your speaking engagements to build comfort and drive points visually with your audience.

In this tutorial, we're going to focus on working inside of PowerPoint to build a presentation. This PowerPoint guide has everything you need to get comfortable in the app. To master the app, we'll talk about and cover the most common steps a rookie PowerPoint user needs to know.

Here are the key actions you'll need to take to build a PowerPoint presentation:

• You'll need to add  slides,  the individual pages in the presentation.
• You'll add  content  to the slides, such as text boxes, images, charts and graphs.
• Change themes and styles  to make your presentation look professional and fit the occasion at hand.
• Prepare presentation aids like  Speaker Notes  and Presenter View to help you feel comfortable with presenting.

We'll cover each of these in this PowerPoint tutorial so that you can get up and running quickly. 

To get up to speed with PowerPoint, it helps to understand the layout of the app. Let's walk through the key menu options so that you can learn PowerPoint quickly. If you understand the way that the app is laid out, you're likely to find any feature you need quickly.

This part of the PowerPoint guide will focus on the interface. Note that these previews are in Microsoft PowerPoint for Mac OS, but the same will apply for PC.

1. The Ribbon

The ribbon menu is found across many of Microsoft's apps, such as Word, Excel, and PowerPoint. It lives above the main area of the application. In this example, "Home" is the selected tab in the Ribbon.

The ribbon contains a series of tabs that you can switch between. Each of these have a unique set of tools to work with your presentation differently. When you switch tabs on the ribbon, you'll see new buttons and options to change your presentation:

• Home . A general-purpose collection of the most common tools that you'll use in PowerPoint.
• Insert . An all-in-one tool to add every imagine-able type of content, such as tables, pictures, charts, video, and more.
• Draw. Use this tab to draw elements in your presentation.
• Design . Controls the look and feel of your presentation with theme and style settings.
• Transitions . Add animations when you switch slides.
• Animations . Controls the order and style that objects will enter or exit your slide with.
• Slide Show . Control settings related to the way your presentation appears when sharing it with an audience.
• Review. Check spelling, check accessibility, and leave comments on your presentation here.
• View. You can choose multiple ways to view your work from this tab. 
• Record. Record video, audio, or take a screenshot here.
• Acrobat. You can create PDF files using Adobe Acrobat from this tab.
• Tell Me. Click this to ask a question—it's an easy access help space.

Now that you understand the layout, you've got a better idea of how you can jump to the feature you need. Let's dive a bit deeper into how you can use several of these key tabs.

2. The Home Tab

Use it for: a general selection of the most popular tools in PowerPoint.

I usually stay on the Home tab when I'm working in PowerPoint. The reason is because it's got practically every tool you need. From adding a new slide to changing text and paragraph settings, the Home tab is the default for most users.

3. The Insert Tab

When you're working on adding content to a slide, the  Insert  tab has every possible tool to add new content to a slide. Choose one of these types of objects to add it to the slide.

PowerPoint has a variety of views that are simply different ways to work with the same presentation. Change the view to get a different perspective on your content.

Use views for a different way to edit and build your PowerPoint presentation.

In the screenshot below, you can see the difference between the default  Normal  view and  Slide Sorter  view. Normal view shows each slide front and center. Slide Sorter view creates thumbnails that you can drag and drop to reorder the presentation. 

Normal View in Microsoft PowerPoint

Slide Sorter View in Microsoft PowerPoint

5. The Design Tab

An attractive presentation can really grab your audience's attention. We use themes and styles in PowerPoint to add visual appeal to the presentation, and the  Design  tab really controls these settings.

On the Design tab, click one of the themes to restyle the presentation. Or try out a different Style thumbnail to overhaul the color theme.

We've tackled the interface of PowerPoint, so you should be feeling comfortable with how to get around the app. Now, let's talk about the actions you'll find yourself using repeatedly and how you can do that in PowerPoint. Whether you want to know how to use PowerPoint templates or how to build a presentation from scratch, these will be handy.

1. How to Add Slides

Think of  slides  as the individual units in your presentation that you can fill with content. To insert a new slide, go to the  Insert  tab on PowerPoint's ribbon. Then, click on the  New Slide  button to add a new slide to your presentation.

Each of the thumbnails that you'll see on the sidebar represents a slide. Then, you'll add content to each slide.

There's no practical limit to the number of slides that your PowerPoint file can contain. But you should consider how many slides it actually takes to make your point. It's often the 

2. How to Add Content

Content is what defines each slide. PowerPoint accommodates a wide range of content like text, graphs, tables, charts, and more.

The easiest way to add content is to start off by choosing a  Layout,  which you can choose from the  Home  tab. This PowerPoint template comes with premade layouts we can choose from too.

These layouts have content boxes that are easy to add your own content to. Simply choose a layout, and then start adding your content.

3. How to Choose a Theme and Style

After you build out your presentation's content, it's a great idea to think about adding visual style. For this, you'll jump over to the  Design  tab, and click on one of the thumbnails for a theme. Choosing a new theme in this PowerPoint template made it easy to switch from an orange to a green theme. Check it out. 

Using a PowerPoint theme is the preferred alternative to adding backgrounds, color and type styles to each slide. Changing the theme typically will adjust the entire presentation simultaneously. This greatly reduces the time involved with building a presentation.

With just these three steps, you've got the repeatable sequence of actions needed to build a presentation. 

With every creative app I've ever learned, there are always those insider tricks of the trade that you learn many months later. They make you wish that you had known them all along and think about the many hours you wasted on the learning curve.

PowerPoint is no exception to this rule. It's especially important that you can cut to the chase when you're rushing to prepare for your presentation.

The best way to save time on your presentation is to start with a pre-built PowerPoint theme .  And you can find those on Envato Elements, which is an unlimited download service for creatives.

Discover  simple PowerPoint template designs with powerful features on Envato Elements. The right premium PPT template  will help you make a great presentation quickly. 

Browse through these  simple professional presentation designs  that you can use today:  

Now, most of the files that you'll grab from the Elements PPTX themes will appear to be finished presentations. You might be wondering how to use these pre-built presentations for your own needs.

Curious about how to use PowerPoint templates? To use Elements themes, it's really all about cutting it down to the slide designs that you'll use. A premium theme is really about the ideas  that are included as part of it. Simply use these ideas as starting points that you can add your own content to.

Again, the value of Elements is that you can download as many files as you want while you're a subscriber. And if you stop subscribing, you'll still have the right to use the creative assets you grabbed. It's much faster than building every slide from scratch.

When you contemplate how to use PowerPoint, don’t imagine building slide decks from scratch. That’s where premium PPT templates come in. They take the hard work out of using PowerPoint. 

You can take advantage of designer styles in a simple format. That’s the ultimate PowerPoint lesson to take to heart. Let’s look at just how easy it is to customize premium PPT templates in this quick PowerPoint training tutorial!

If you want to follow along, download the beautiful Agio PowerPoint template from Envato Elements.

Let's get started:

1. Choose Slides for Your Presentation

Premium PowerPoint PPT templates often include hundreds of handcrafted slides. For you, it’s best to select only a handful to build a slide deck. In PowerPoint, find Slide Sorter on the View tab. 

In Slide Sorter view, click and drag on the slide thumbnails to reorder them. Hold down Shift , click, and press Delete to remove unwanted slides. Jump back and start working by clicking Normal on the View tab.

2. Add Your Own Text

The PowerPoint basics include text and images. Adding custom text is one of the easiest and most common edits to make. 

Pre-built layouts include text boxes already arranged on the slide. To add your own words, highlight the contents of any text box. Then, simply start typing. Repeat throughout the presentation. 

3. Add Images

Wondering how to add PowerPoint presentation images? The easiest way is to turn to premium templates with image placeholders. Identify them by finding the image icons on a given slide. Jump to where images are stored on your computer. 

Then, simply drag and drop them onto the placeholder. Not only will all your photos import automatically, they’ll also size and scale to fit perfectly!

4. Change Object Colors

Changing theme colors is a fast way to adjust the visual look of your slides. For example, change object colors to add a bit of contrast. 

To get started, click on any object, like a shape, to select it. Choose Format at the top menu, to view your formatting options. Try Format Object to open the Format Pane .

In the Format Pane, you can choose things like a new Fill Color for this shape. 

5. Customize Fonts

No Microsoft PowerPoint tutorial would be complete without customizing fonts. Sometimes, it’s easy to overlook text as a design element, but with a few quick edits you can make your words really stand out. 

Highlight a block of text, then go up to the Font section of the Home tab. You’ll see drop downs to change the font style, size, and color. After that, add quick effects like bold letters, italics, and more!

The content and design will vary greatly from one presentation next. But, no matter what the goal of your presentation is, there are common tools that every presenter can benefit from using. We've developed PowerPoint lessons for those tools.

Let's focus on the most valuable tools for speakers in this PowerPoint tutorial. I always mention these tools as a way to build confidence and comfort for presenters.

1. Speaker Notes

Forget writing out note cards or keeping a printed outline nearby. Speaker notes are a way to add the things you need to say to each slide.

Speaker notes are added to each individual slide, and the best way to add them is from  Normal  view. Click on  Notes  below the presentation area and type your slide-specific notes.

Speaker notes will show up in printed copies of your presentation. So, it's easier to build them into PowerPoint instead of scribbling note cards you may lose.

2. Presenter View

Another feature that's a must-use is Presenter View , which is perfect for two screen setups while presenting. While your audience will see the presentation you've built on the projector or LCD screen, you'll have your own private view with speaker notes, upcoming slides, and more.

Turn on Presenter View from the slideshow tab by clicking  Use Presenter View.

Check out a full guide below on getting the most from Presenter View:

3. Spelling and Grammar Check

There's nothing worse than missing a key typo before you give your presentation. To avoid this problem, it's a great help to run a spelling and grammar check before you give your presentation.

To check for common spelling issues, simply jump to the  Review  tab and click Spelling . PowerPoint will check for the most common issues and allow you to correct them as needed.

4. Insert Multimedia

You can use multimedia in your PowerPoint presentations, and they can really enhance the experiences. Remember, you can find these tools in the Ribbon, via Insert . For example, how about inserting a short audio clip of a quote or maybe a short video relevant to your topic? If you'd like to make these additions, Insert makes it very easy to do.

Want to learn more about adding Multimedia to your PowerPoint presentations? Check out these free tutorials to learn more:

5. Add Bullet Points 

How you organize your content can make a huge difference—both for your audience and for you, as the presenter. Presenting a long passage of text can be difficult and even boring for the viewer. Consider breaking your content up into easy to read and easy to digest bullet points. 

PowerPoint makes this easy. When you edit your text, select Home in the Ribbon. There, again, you'll see your text options. Need some extra help with bullet points? Check out this easy-to-follow walkthrough:

6. Transitions and Animations

PowerPoint has so many different options, when it comes to transitions and animations. You can have specific transitions from slide to slide. You can animate specific elements in your presentations.

Looking the PowerPoint Ribbon, remember to turn to the Animations section. There, you can find a host of options that you can apply to your presentation.

Never used these tools before? Check out these walkthroughs. They'll show you how it's done.

In this PowerPoint tutorial for beginners, you’ve learned how to use PowerPoint presentation templates. We walked through a quick PowerPoint lesson to customize them. But you may be wondering: is that enough to deliver a winning PowerPoint presentation? 

Part of PowerPoint training comes from adopting the tips and tricks used by the best presenters. Follow these, and you’ll have a happy (and engaged) audience every time!

1. Have a Clear Objective

Let’s face it: we’ve all endured lengthy, boring PowerPoint presentations that seem to drift without a clear purpose. When you build your own PowerPoint, start with a goal in mind. Typically, that goal will be to inform or persuade an audience. It pays to outline that goal in advance and work towards your objective with a series of clear and concise slides.

It may sound daunting, but you can learn the technique in moments with our full PowerPoint training to help build persuasive slide decks:

2. Illustrate Concepts With Infographics

A key PowerPoint lesson for beginners is this: never get bogged down trying to talk through concepts. Visual aids are essential, and audiences demand them today. Infographics are a successful presenter’s best friend. Infographics combine information and graphics to create stunning visuals. 

Learn to build them yourself. Or sample from the very best pre-built PPT templates today in our infographic-centric set of PowerPoint instructions:

3. Be Subtle Animations and Transitions

Animations and transitions: fundamental elements of any deck, they should be used sparingly. When carefully applied, they create beautiful segues between slides. They can also help introduce new ideas in exact sequence. But use too many, and they become obnoxious distractions guaranteed to annoy an audience. 

Moderation is the name of the game here. Read our full Microsoft PowerPoint tutorial on animations to use them with confidence:

4. Be Interactive to Engage the Audience

No matter how compelling your narrative, you can’t simply talk to an audience and expect full participation. Instead, you need to engage your audience. A quick and fun way is with a quiz slide. They get the audience involved and help your slide deck stay focused. 

Even better: pre-built templates make it a breeze. They're PowerPoint instructions inside a PPTX file. Get started building interactive quizzes in PPT today with our guide on how to create PowerPoint quizzes:

5. Close Strong for an Enduring Message

The very best PowerPoint presentations make a great first impression. But equally (and perhaps even more) important is the winning last impression. It’s critical to conclude with a strong close. Leave on a memorable anecdote, recap your key points, or make a big “ask.” All these techniques and more help to ensure a strong close.

Don’t go it alone. We’ve created expert PowerPoint training on building a strong close. Check it out here:

This PowerPoint tutorial helped you get off the ground with using Microsoft PowerPoint. You learned the steps for creating slides and the shortcut to a better presentation with pre-built themes.

At Tuts+, we've been building out a series of PowerPoint tutorials that can help you build your presentation skills. Check out all these PowerPoint tutorials for free. One ideal place to start is the PowerPoint Ultimate Tutorial Guide that we've developed. If you're feeling nervous about giving a presentation for your job or freelance practice, try out more of these tutorials like the ones below.

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

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.

Get Started Using PowerPoint Today

Presentations can be daunting to take on, but a bit of knowledge about Microsoft PowerPoint can ease the process. We've got tutorials that show you how to create a PowerPoint presentation, for beginners. Jump to the following links to speed up your learning process and spend less time in PowerPoint:

• Envato Elements is the best place to grab premium PowerPoint templates  that save you hours of design work and leave you with a finished presentation that you'll feel confident in.
• Courses included with Envato Elements are complete walkthroughs of how to build a presentation. They're perfect PowerPoint tutorials for beginners.
• The PowerPoint Ultimate Tutorial Guide  is a complete learning resource with the top tutorials to take you from beginner to expert. 

Editorial Note : This post was originally published in 2017. It's been comprehensively revised to make it current, accurate, and up to date by our staff—with special help from Andrew Childress and Daisy Ein .

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