PowerPoint Basics: Making PowerPoints More Effective

Headings should:

• Introduce the main message of the slide, not just the general topic
• Stand out:
  • Use a larger font for the heading than for the text of the slide
  • Consider putting the heading in a different color from the text

When the PowerPoint is part of an oral presentation, you want your audience to be listening, not reading, so keep the text short:

• Limit text to a maximum of 7 lines
• Use short phrases, not complete sentences
• Use bullet points to reduce wording:
  • Use one line per bullet point, or
  • Follow the 8 x 4 rule: No more than 8 words per bullet point, no more then 4 bullet points per slide, or
  • Use the 6 x 6 rule: No more than 6 words per line, no more than 6 lines per slide
• If you have a lot of information to present, try to combine topics under a single heading

Help your audience grasp your meaning quickly:

• Use easy-to-read fonts 

• Limit the fonts to two styles

• Use a font large enough to be read at the back of the room

  • 18 pt may be all right for a small room, but in general, avoid fonts smaller than 24 pt 

• Avoid using all capitals except for titles/headings 

• Highlight the most important information with bold type or color 

• Use dark type on light backgrounds and light type on dark backgrounds 

  • Use dark backgrounds sparingly; many people have trouble reading them 

  • Using boldface for the type on dark backgrounds enhances readability 

• Avoid busy backgrounds 

It is easier to remember material that is presented in an organized manner: 

• Begin with an outline or preview of the presentation 

• Use a logical organizational style, e.g., chronological, related topics, etc. 

• Finish with the most important takeaways 

Design your slides to make your presentation visually appealing while communicating your ideas effectively:

• Use a consistent design throughout the presentation 

• Include white space around text and graphics 

• Add color

  • Use no more than three or four dominant colors 

• Use charts to present data visually 

• Balance text and visuals  

  • Avoid slides that are either all text or all graphics 
  • Avoid clutter; in most cases, use only one graphic per slide 

Pictures, charts, and graphs can make your slide show more effective, but be selective:

• Use relevant graphics that help convey information/tell a story 

• When possible, use the same style of graphics throughout the presentation 

• Choose pictures carefully:

  • High quality photographs are best

  • Clip art should be used sparingly if at all 

• Use charts to present data visually and label them clearly 

• Don't let visuals distract the audience from your message:

  • Avoid flashy graphics 

  • Use only one style of animation throughout the presentation 
  • Use animation only to call attention to the most important points