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10 Popular PowerPoint How-To Questions Answered in One Place

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Abhijeet Kumar
A woman confidently presents a PowerPoint on her laptop, emphasizing its potential. PowerPoint: a powerful tool often underestimated by professionals worldwide.
10 Popular PowerPoint How-To Questions Answered in One Place

PowerPoint is a powerhouse for professionals across the globe, yet it is often underutilized due to common misunderstandings about its capabilities.

Lots of people don't really get PowerPoint. Even though many use it every day at work, some really don't like it. In fact, some companies have even said no to using it.

But here's the thing: PowerPoint is actually pretty cool when you know how to use it right. It's not just for fancy designers – even regular folks can make awesome slides. With its features, you can create custom slides that help you share your message and show off your company's style. It's not as bad as some people think!

To unlock the true potential of PowerPoint, here are ten how-to questions answered, ensuring your presentations shine.

1. How to Turn a PowerPoint Into a Video

Turn your presentation into a video effortlessly. Share it with others, add visuals and videos. Export it as a video and easily distribute it to your audience. A convenient feature in PowerPoint that many are unaware of.


Ever needed to share your presentation beyond the boardroom? Turning it into a video is simple.

Creating a training presentation that you want to share with others? Or maybe you're putting together a press release for a new product launch and want to add pictures and videos? Well, did you know you can turn your presentation into a video? All the top presentation designing company does it. It's a cool feature in PowerPoint that not many people know about. You can do it with or without recording your voice – just export it as a video and share it easily!

Navigate to File > Export > Create a Video and customize your settings. A step-by-step export process from PowerPoint to video. Remember, consistency in slide timing is key, and checking transition effects in the final video is crucial.

2. How to Make a PowerPoint Image the Background of a Slide 

 Background options: 1) Click on "Format Background" in the Design tab. 2) Select "Picture or texture fill". 3) Choose a high-quality, evocative image that resonates with your content.

A full-slide image can dramatically enhance your message. Format Background options showing the steps to insert an image. For a deeply moving presentation, use high-quality, evocative imagery that resonates with your content.

3. How to Make a PowerPoint Timeline

 Logo design in Adobe Illustrator - A creative and professional logo design created using Adobe Illustrator software.

Timelines are essential for demonstrating progress or history.

How often do you find yourself needing a timeline in your presentations? It's a common request from my clients and workshop participants, especially when they have to explain project milestones or process steps. Sure, you could use the premade SmartArt shapes in PowerPoint, but if you want a more unique timeline tailored to your presentation, here's a simple way to do it:

1. Go to the Home tab and click on Shapes.

2. Under "Lines," choose the first option.

Now, to create straight lines:

3. Hold down the shift key on your keyboard.

4. Drag your cursor across the slide.

You can use the same technique to create other perfect shapes. For instance:

5. To make a perfect circle, select the circle shape and hold down shift while drawing it.

To duplicate shapes along the timeline:

6. Duplicate the circle by selecting it.

7. Hold down Ctrl+shift as you drag it along the line.

To maintain even spacing:

8. Duplicate again with the same distance by clicking F4 (this repeats your last action).

Another method for even spacing:

9. Set your first and last points.

10. Select all the circles.

11. Go to the Home tab, click Arrange, and choose Align.

12. Click on Distribute Horizontally (for a horizontal line) or Distribute Vertically (for a vertical line).

That's it! You've created a customized timeline with evenly spaced points in your presentation.

4. How to Make an Image Transparent in PowerPoint

Sophisticated transparent image showcasing layered elements, allowing visibility of text, icons, and other images behind it.

Transparent images add a layer of sophistication.

Making things see-through in your presentation is called transparency. This is handy when you want stuff behind an image—like text, icons, or other images—to show through.

Here's how you can do it:

1. Click on "Shapes" on the Home tab and create any shape on your slide.

2. Right-click your shape and choose "Format Shape."

3. In the Format panel, pick the "Picture or texture fill" option.

4. Choose a file, and PowerPoint will put it into the shape.

5. To keep the shape's proportions, click "Tile picture as texture" and adjust the scale and offset until the part of the image you want shows.

6. Lastly, move the slider under the "Transparency" section to the right to make the image more see-through.

And there you go! Now your shape has a cool transparent effect in your presentation.

5. How to Create a PowerPoint Master Layout

PowerPoint presentation displayed on screen, showcasing professional design and layout.

Master layouts are the backbone of a consistent look and feel.

PowerPoint Master Layouts set the baseline structure of a presentation, defining common elements like color, fonts, and layout. The best presentation design company uses this feature.

 To access Slide Master, click View, then Slide Master. The first layout (Parent Master) influences all below it (Child Masters). Make global changes in the Parent Master, and unique ones in Child Masters.

To streamline design, add placeholders in Slide Master for repeated elements like quotes. Right-click any layout (except the first), select Insert Layout, and customize placeholders. Exit Slide Master by clicking Close Master View. Access it quickly by holding shift and clicking “Normal” view. Your customized layout becomes an option in the layouts catalog (Home > New Slide), ensuring consistent formatting on new slides.

6. How to Add and Customize Animations in PowerPoint

Step-by-step guide on adding a photo to a PowerPoint presentation. Enhance your slides with captivating animations.

Animations, when used sparingly, can captivate your audience.

Adding and customizing animations in PowerPoint can bring your presentation to life. Here's a step-by-step guide:

Adding Animations:

1. Select Object:

   - Open your presentation and click the object you want to animate.

2. Access Animations Tab:

   - Go to the ribbon and click "Animations."

3. Choose Animation:

   - Select an animation type (entrance, exit, motion path).

4. Preview Animation:

   - Use "Preview" to see how it looks.

5. Set Options:

   - Click the object, go to "Animation Pane," and adjust options.

Customizing Animations:

1. Add More Animations:

   - Layer effects using "Add Animation."

2. Modify Order:

   - Rearrange animations in the Animation Pane.

3. Customize Motion Paths:

   - For motion paths, click the object, go to "Animations," and choose "More Motion Paths."

4. Adjust Timing:

   - Fine-tune timing in the "Animation Pane."

5. Control Start:

   - Set auto or manual start in the Animation Pane.

6. Add Sound or Trigger:

   - Enhance with sounds or triggers in the Animation Pane or "Advanced Animation."

7. Remove Animation:

   - Go to Animations, click on the object, and select "None."

8. Preview and Save:

   - Regularly preview for accuracy and save your presentation.

7. How to Embed Fonts in a PowerPoint Presentation

Step-by-step guide to adding a file to a slide in Microsoft Office. Preserve design with embedded fonts.

Embedded fonts are a must for preserving the intended design.

Embedding fonts in a PowerPoint presentation ensures that your chosen fonts are maintained even if the presentation is viewed on a device that doesn't have those fonts installed. Here's a guide on how to embed fonts in PowerPoint:

  1. Open Your Presentation

Launch PowerPoint and open the presentation you want to work on.

  1. Go to File

Click on the "File" tab in the top left corner of the screen.

  1. Select Options

In the File menu, select "Options" at the bottom.

  1. Navigate to Save Options

In the PowerPoint Options dialog box, go to the "Save" tab on the left sidebar.

  1. Check Embed Fonts

Scroll down to the "Preserve fidelity when sharing this presentation" section.

Check the box that says "Embed fonts in the file."

  1. Choose Embed All Characters or Embed Only Characters Used

Decide whether you want to embed all characters or only the ones used in the presentation. Embedding only used characters can reduce file size.

8. How to Use PowerPoint's Slide Zoom Feature

A step-by-step guide on creating a peace logo in PowerPoint. Utilize Slide Zoom for a non-linear narrative or to emphasize details while maintaining the overall context.

The Slide Zoom feature is perfect for a non-linear narrative or for focusing on details without losing the big picture.

To use PowerPoint's Slide Zoom feature:

1. Open Presentation:

   - Launch PowerPoint and open your presentation.

2. Insert Zoom:

   - Go to Insert > Zoom.

3. Choose Zoom Type:

   - Select from Summary Zoom, Slide Zoom, or Section Zoom.

4. Customize and Insert:

   - Adjust the zoom as needed and insert it into your presentation.

5. View Presentation:

   - Enter slideshow mode to experience the dynamic zoom effect.

Enhance engagement by incorporating this feature for a more interactive presentation.

9. How to Insert and Edit Graphs and Charts in PowerPoint

A PowerPoint chart displayed in a presentation. Graphs and charts effectively communicate data.

Graphs and charts communicate data effectively.

To insert and edit graphs and charts in PowerPoint:

1. Insert a Chart:

   - Click on "Insert" and then select "Chart."

   - Choose the desired chart type.

2. Edit Chart Data:

   - Double-click the chart to open the Excel worksheet.

   - Replace the placeholder data with your own information.

3. Adjust Chart Elements:

   - Small buttons appear next to the chart's upper-right corner.

   - Use the "Chart Elements" button to show, hide, or format items like axis titles or data labels.

4. Customize Chart Style:

   - Use the "Chart Styles" button to quickly change the color or style of the chart.

By following these steps, you can easily insert and customize charts in your PowerPoint presentation for a visually appealing and informative display of data.

10. How to Collaborate and Share Presentations in PowerPoint

Template button in PowerPoint: Easily create professional presentations with collaboration features like real-time commenting and sharing.

Collaboration in PowerPoint is straightforward with real-time commenting and sharing.

To collaborate and share presentations in PowerPoint:

1. Open PowerPoint:

   - Launch PowerPoint and open the presentation you want to collaborate on.

2. Select Share on Ribbon:

   - On the ribbon, click on the "Share" tab.

3. Save to OneDrive (if not saved):

   - If the presentation isn't saved to OneDrive, you'll be prompted to save it there.

4. Send Link:

   - In the "Send Link" dialog box:

      - Enter the names or email addresses of the people you want to share with.

      - Use the drop-down to change permissions. By default, "Allow editing" is checked. Uncheck for view-only access.

      - Include a message if desired and select "Send."

5. Get a Link (Optional):

   - Alternatively, you can select "Get a link" to create a link that you can copy into an email.

6. Co-authoring:

   - After sharing, collaborators can work on the presentation simultaneously.

   - Under "Share," you can see who else is working on the file.

   - Colored flags indicate the location of each person's edits.

"The goal of effective communication should be for listeners to say, 'Me too!' versus 'So what?'" – Jim Rohn

"Design is not just what it looks like and feels like. Design is how it works." – Steve Jobs

Data Points for Credibility:

Research suggests that people are likely to remember only 10% of the information they hear three days later. However, if a relevant image is paired with that same information, people retained 65% of the information three days later. (Brain Rules)

Videos in presentations have been shown to increase audience engagement by up to 94%. (Forbes)

Integration of Additional Resources:

"In this Prezi, the emphasis is on the significance of design in PowerPoint presentations, acknowledging that most people are visual learners. The video underscores that presentation design plays a crucial role in how the audience receives and retains information.

 

In a recent interview with Arek Dvornechuck, Natalia Talkowska discusses the impactful world of visual storytelling. The conversation explores how visual narratives go beyond traditional communication, captivating audiences through imagery and design. Notably, the interview touches on the crucial role of visual storytelling in marketing, emphasizing its ability to humanize brands, foster authenticity, and create lasting connections with the audience.

CTA:

As you leverage these PowerPoint features, remember that the key to a memorable presentation is not just in the tools you use, but in the story you tell.

Revolutionize your presentations with our Top presentation design agency. We specialize in creating clear, compelling, and persuasive PowerPoint masterpieces. Elevate your communication, captivate your audience, and present better. Ready to impress? Contact us for presentation excellence today!

Whether you need a PPT Presentation Design Agency or Presentation Design Services Near Me, we are here to elevate your narrative.

Read More Blog: 

Mastering the Art of Presenting a Company: Essential Tips for Impactful Presentations

Acing a Product Launch Presentation: Tips and Techniques

Is Outsourcing PowerPoint Presentation Services Worth it?

The Power of Professional PowerPoint Design and Storytelling: Unlocking the Full Potential of Your Presentations

Discover how we can create magic in your communication

Discover Now
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About the Author

Abhijeet Kumar - Crafting Motion Magic

I'm not your typical creative; I'm an avid thinker and ideator who seeks out adventurous experiences and thrives on great challenges. My passion for bringing characters to life through motion results in captivating aesthetics and enthralling storytelling.

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