how to edit your powerpoint presentation

Although many slideshows are made of animations, charts and sounds, simple text is also common. Text is used to display a bulleted list of items or label a chart with information. Even the simplest of presentations will have some text added to it. Text is how you communicate facts and figures to your users, but that doesn't mean you need to use plain, unattractive content to your slideshows. PowerPoint 2019 provides a way to create text with customized styles and add it to your slides.

The Types of Text Objects

When you create a new slide in PowerPoint, two objects are automatically created. The first one is a text object. The second one underneath the text object is an open space where your selection of an object can be made. PowerPoint 2019 works with rectangular objects where you can size them and move them to a location on a slide.

(Default text box)

The default text box created in a new slice is above the main object rectangle. As the text describes, just click the text box and you're prompted to enter the new text that you want to display. You can type any text in the object, but should you type too much text or the font is too large, then you will be forced to resize the text box. Resizing a text box is the same as resizing any object in PowerPoint. Circles placed on each side of the rectangular areas and in the corners can be used to make the text smaller or larger.

In the "Insert" tab, a section named "Text" contains the tools to create text objects in your presentations.

(Text menu section)

PowerPoint offers numerous text box objects. The "Text Box" button adds a basic object where any text can be added to a slide. The "WordArt" button ads clipart and text with specialized styles offered by Microsoft. You can also add a date and time text object. This one offers a dynamic date and time on your slideshows so that you can timestamp them as you run your slides.

A slide number object places a small text box object in a corner of the slide where you can identify the slide number. This is useful if you need to keep track of the number of slides that you've added to the presentation, and then as you scroll through each slide it displays on the slide itself. It can help the presenter know what slide they have reached as they work with a presentation.

Headers and footers are common with Word documents, but you can still use them in PowerPoint presentations. A header displays text at the very top of a presentation. This header is repeated with each new slide. A footer is similar, but it is displayed at the very bottom of a slide. Headers and footers are beneficial when you need to display the same information without manually typing it on each slide. For instance, if you have a title for your presentation, you could add it in a footer object. Page numbers (or slide numbers) are used in footers. Footers are beneficial for notices such as copyright where it can be placed at the bottom of the slide aside from the other critical content.

You can click any one of these text objects to add them to a slide. You should first select the slide that you want to use. In the left panel, the slide that is surrounded by a red line is the active one. You can also see the active slide in the center window.

Adding a Text Object  

The procedure to add a text object is similar for all types, but we'll show you several examples. Just know that the procedures for one object is similar to these examples, so you can use them with other text objects if these samples are not the same object that you need to add.

The most common text object that you'll add to a slide is basic text. This object displays text anywhere on the slide. It can be formatted as a bullet or number list.

To add the text, click "Text Box" in the "Text" menu section. A new text box with default fonts and colors is displayed where you can type new content.

(A new text box object)

A new text box object displays an empty space as a small square. You can type text in the square, but the text is set as the default font that's a part of the theme you've implemented. In the image above, a simple "This is a test" is added to the text box. You can rotate text just like you can with images by using the arrow at the top of the box. Rotating text will change the way it displays both vertically and horizontally.

When you add text objects to a slide, new options in the main menu display. These new features let you format and style text. When you click away from a text box, these options disappear from the main menu, but you can see them in a context menu if you right-click the text box.

(Text style options in the main "Paragraph" menu section)

The "Text Direction" option lets you set the text layout either vertically or horizontally. By default, text is set to display horizontally. You can change the direction to vertical, and the text will display from top to bottom (vertically).

The "Align" text option is similar to aligning text in other applications. This option is useful if you have several text boxes and need to align the text in each one. Text can be aligned three ways: Top, middle and bottom. This alignment is vertical, so should you change the default option (top), then it will move text up or down. Top alignment is the default and places text at the top of the text box square. Middle alignment vertically centers content in a text box. As you increase the height of the text box area, text will still display in the center. Finally, the "bottom" option aligns text at the very bottom of the text box space.

Changing Text Font

The font used in a text box is the default set in your theme, but you can change it at any time. You can also have multiple fonts in one text box. Highlight the text that you want to change, right-click it and choose the "Font" option from the context menu.

(Font selection)

When you click the "Font" menu option, a window opens with several font styles that you can choose from.

(Font options window) 

In this window, you can choose an alternative font from the "Latin text font" dropdown and any special styles shown in the preference window. You can add effects such as a strikethrough or display text in all capital letters. Although your theme sets a font color, you can set an alternative font color including a color for the underline should you decide to use an underline effect.

All text can be formatted, moved, styled and customized when you add it to your slides. Your slides have themes configured, but text boxes have flexible options in PowerPoint.

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How to Edit Music, Sound, or Other Audio Settings in PowerPoint

Adding audio elements like music, sound effects, or narration can make your PowerPoint presentations more engaging and memorable. However, you may need to edit the audio to get it just right. Here are some tips for editing audio clips in your PowerPoint slides.

Insert Audio Files

The first step is to insert the audio files that you want to use. Here are the main ways to add audio:

• Audio on My PC – Select audio files saved on your computer to add to slides. PowerPoint supports common formats like .mp3, .wav, and .wma.
• Online Audio – Search for and insert audio clips from online sources like Bing or YouTube.
• Record Audio – Use a microphone to record live narration or other audio directly in PowerPoint.

Once inserted, an audio icon will appear on the slide. Double-click this icon anytime to edit the clip.

Trim the Audio Length

One of the most common audio edits is to trim the start or end to remove unwanted content. Here’s how:

• Select the audio icon on the slide and go to the Playback tab.
• Click Trim Audio .
• Use the boundary sliders or time boxes to set new start/end points.
• Preview with the Play button and re-trim if needed.

Trimming makes your audio files more concise and focused.

Adjust Playback Options

In the Audio Options group of the Playback tab, you can set how the audio plays:

• Start – Choose to start playback Automatically or On Click during the slide show.
• Play across slides – Make the audio play continuously over multiple slides.
• Loop until stopped – Set the audio to repeat until manually stopped.
• Play in background – Enable background music while narration continues.

Configure these settings so your audio plays at the right times.

Add Fade In/Out

To smoothly transition audio in and out:

• On Playback, click Fade In and Fade Out .
• Enter durations in seconds for the fades.
• Preview the effect.

Fading audio prevents abrupt or jarring starts/stops.

Adjust Volume

Boost or lower the audio volume directly on a slide:

• Select the audio icon and go to Playback.
• Click the Volume button.
• Choose Low, Medium, High, or Mute.

Set volumes so audio is always audible but not overpowering.

Use Animation Effects

Make audio icons animate onto slides:

• Select the audio icon.
• Go to the Animations tab.
• Pick an entrance effect like Fade, Wipe, or Fly In.
• Set effect options like direction.

Animations can add style and help cue slides.

Hide Icons During Shows

The audio icon will display on slides by default. To hide it:

• Go to the Playback tab.
• Check the box for Hide During Show .

This removes visual clutter while preserving audio playback.

Troubleshoot Playback Issues

If audio won’t play correctly in your presentation, try these tips:

• Check file formats – Use recommended formats like .mp3 and .wav. Convert if needed.
• Compress audio – Compress to reduce file sizes for better embedding.
• Optimize media – Use PowerPoint’s compatibility checker and optimizer.
• Update sound drivers – Download the latest audio drivers from your hardware maker.

Diagnosing the exact cause helps resolve problems.

Best Practices for Audio

Follow these guidelines when adding audio for best results:

• Choose high-quality audio files for optimal sound.
• Use audio and music to set the mood and tone for your message.
• Ensure volumes are loud enough but not overpowering.
• Trim clips to highlight only the most relevant parts.
• Balance audio with visuals and narration.
• Test audio playback thoroughly before presenting.

Careful audio editing will amplify your presentation’s impact!

Adding music, narration, and sound to your PowerPoint slides helps boost engagement and interest. Learn how to easily edit audio clips to adjust length, volume, animations, and more. Follow best practices to insert high-quality audio that enhances your presentation.

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How to Select Multiple or All Slides in Your PowerPoint Presentation

Musch easier to make big changes

When you’re creating a slideshow in Microsoft PowerPoint, you may want to take an action on more than one slide. We’ll show you how to select all slides in PowerPoint, along with multiple slides, so you can move, delete, or rearrange them easily.

Select All Slides in PowerPoint

You don’t have to select slides one-by-one to perform an action on them all. You can select all slides in your PowerPoint presentation a couple of different ways on Windows and Mac.

In order to select slides, you’ll need to use either Normal or Slide Sorter view. You can choose either option in the View tab.

Select All Slides in Windows

• If you’re using Normal view, make sure that you can see your slide thumbnails on the left. If you only see the word “Thumbnails,” select the arrow above it to expand the selection pane. Then, select a slide.

• In either view, go to the Home tab and the Editing section of the ribbon. Open the Select drop-down menu and pick Select All . Alternatively, use Ctrl + A .

• You should then see all slides in your presentation highlighted which means they’re selected.

Note : If the above action selects elements on a single slide, like text boxes or placeholders, rather than all of the slides in Normal view, be sure to pick a slide in the sidebar before using Select All.

Select All Slides in Mac

• Like on Windows, if you’re using Normal view, you’ll need to display the thumbnails to select slides. If you don’t see the thumbnails, place your cursor on the left side of the PowerPoint window. When you see the arrow , drag right to expand the selection pane.

• In either view, right-click a blank spot between or at the end of the slides. Then, pick Select All in the shortcut menu. Alternatively, use Command + A .

• You should see all of your slides selected including any hidden slides .

Select Multiple Slides in PowerPoint

If you want to perform an action on multiple PowerPoint slides, but not all of them, this is just as easy on both Windows and Mac.

Just like selecting all slides, you’ll need to use Normal or Slide Sorter view to select a group of slides.

Select Multiple Slides in Windows

You can select multiple adjacent or non-adjacent slides using a keyboard shortcut in PowerPoint on Windows.

Select multiple adjacent slides : Choose the first slide, hold the Shift key, and choose the last slide in the group. For example, to select slides one through five, choose slide one, hold Shift , and choose slide five.

Select multiple non-adjacent slides : Choose the first slide, hold the Ctrl key, and then choose each remaining slide. In the screenshot below, you can see we selected slides one, three, and five.

Tip : If you have numerous slides in your presentation and want to select the majority of them, use the steps at the beginning to select all slides. Then, hold Ctrl as you choose the slides you don’t want to deselect them.

Select Multiple Slides in Mac

Like on Windows, you can select multiple adjacent or non-adjacent slides using a keyboard shortcut in PowerPoint on Mac.

Select multiple adjacent slides : Choose the first slide, hold the Shift key, and choose the last slide in the group.

Select multiple non-adjacent slides : Choose the first slide, hold the Command key, and then choose each remaining slide. As you can see below, we selected all odd numbered slides.

Tip : To select many slides, you can use the same Tip as above for Windows. Select all of the slides and then hold Command to deselect each specific slide you don’t want.

For more, look at how to work with the Slide Master in PowerPoint .

Sandy Writtenhouse is a freelance technology writer and former Project, Department, and Program Manager. She turned her education, job experience, and love of technology into a full-time writing career. With all sorts of gadgets in her home and her hands, she seeks to help others make life easier through technology. Read Sandy's Full Bio

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Edit or print PowerPoint handouts in Word

You can print handouts from PowerPoint, but if you want to use the editing and formatting features of Word, you can work on and print your handouts using Word.

In the open presentation, do the following:

Click File > Export .

Under Export , click Create Handouts , and under Create Handouts in Microsoft Word , click Create Handouts .

In the Send to Microsoft Word box, click the page layout that you want, and then do one of the following:

To paste content that you want to remain unchanged when the content in the original PowerPoint presentation is updated, click Paste , and then click OK .

To make sure that any updates to the original PowerPoint presentation are reflected in the Word document, click Paste link , and then click OK .

The presentation opens as a Word document in a new window. You can edit, print or save as with any Word document.

Working around problems with exporting

The process of exporting a presentation to Word uses a lot of memory. The longer and larger the file, the more challenging it is for the programs and your computer to complete the process. If you get an error message that says, "PowerPoint couldn't write to Microsoft Word," try the process again after first restarting your computer and opening only PowerPoint. Restarting your computer will free up memory for the export process, and having other programs closed during the process will do the same.

If you have a very large file that still is not entirely exported, you can do a Save As operation on the presentation to make a second copy of it. From that copy, remove the slides that have already been exported, then run another export of the remaining slides that need to be exported. When that second export process is finished, combine the two .docx files into one.

Feedback on problems with exporting to Word

If you are unsatisfied with the reliability of this feature, let us know by providing us feedback. See How do I give feedback on Microsoft Office?  for more information.

Link or embed a PowerPoint slide

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May 2, 2024

PowerPoint slide size and dimensions

Are you creating a presentation for a device other than a widescreen display? Our guide shows you how to change the slide size in PowerPoint for the right fit.

When you’re planning out a presentation in Microsoft PowerPoint, one item to consider is the slide size. If you’re presenting the slideshow on your own screen, this is a bit simpler. But if not, you’ll need to consider where your audience will be viewing it such as on a mobile device or computer monitor.

We’ll guide you through the available sizes and dimensions for PowerPoint slides, how to adjust the size to fit your needs, and how an AI presentation maker like Plus AI can make quick work of building and editing presentations.

Available PowerPoint sizes and dimensions

When you create a new presentation in PowerPoint, the slide size is set by default as Widescreen with a 16:9 aspect ratio. But you may want to make your slideshow fit a mobile screen, overhead projector, or older monitor. You can choose the size from a variety of preset options or use your own dimensions.

Standard (4:3) : This preset gives you the original size and dimensions used by earlier Microsoft PowerPoint and Google Slides versions. Because it was intended for square monitors, it doesn’t work well on widescreen displays, but is still available if you need it.

Common 4:3 aspect ratio dimensions include 1024 by 768 and 1280 by 960 pixels.

Widescreen (16:9) : This preset is the default size for new blank PowerPoint slideshows. It fits modern computer displays and TV screens making it the most widely-used slide size for presentations.

Common 16:9 aspect ratio dimensions include 1280 by 720 and 1920 by 1080 pixels.

Custom Slide Size : For additional presets such as letter size, 35mm slides, or your own exact dimensions, you can pick the Custom Slide Size option. Then, use the drop-down list to select a preset or choose Custom and enter the slide height and width.

How to change slide size in PowerPoint

When you’re ready to change the slide size for your presentation, you can do so in just a few steps. Keep in mind that you cannot use different sizes for individual slides or sections in the same presentation. Once you pick the size, it applies to all slides.

• With your slideshow open in PowerPoint, go to the Design tab.
• Select the Slide Size menu in the ribbon and choose the Standard or Widescreen preset or pick Custom Slide Size to use a different preset or enter the dimensions manually.

• You should see a prompt asking how you’d like to adjust your content. You can either maximize the slide content or scale it to fit. Pick Maximize or Ensure Fit per your preference.

You’ll then see your presentation update with the new slide size.

If you don’t like the new slide size, you can reverse the change. If you don’t make any other edits after changing the size, click Undo in the Quick Access Toolbar. Otherwise, follow the same steps above to pick the previous size.

Tips for after changing your PowerPoint slide size

When you change the size in PowerPoint after you have elements placed on your slides, you may need to make adjustments. This is especially true if you choose a vertical layout rather than a horizontal one. Things like text may need to be resized or images might need to be repositioned.

After you choose the new size, review each slide for these considerations:

• Text size : You might need to make the text larger or smaller for readability.
• Image and object placement : You may have to shift positions for images, videos, shapes, or other objects.
• Animations and transitions : You might need to reorder animations or edit transitions.
• Formatting : You may have to reformat tables, diagrams, or charts to better fit the new slide size.
• Whitespace : You might notice more or less empty space at the top or bottom of the slides that needs addressing.

Remember, you can make a copy of your presentation before you change the slide size or begin adjusting the slide elements. This allows you to experiment on a copy without losing your original slideshow setup.

To create a duplicate, go to File > Save a Copy . Edit the name to reflect the copy, optionally choose a new location, and click Save .

Create stunning presentations with Plus AI

If you’re struggling for the best design for your PowerPoint slideshow, especially with a unique slide size, you do have options such as AI presentation makers .

One tool to consider is ChatGPT for creating a PowerPoint presentation ; however, it does have limitations. For example, you cannot create a PPT or PPTX file with this option. So, while you may get help composing informative content, it cannot “build” your presentation like with other tools.

A terrific presentation maker is Plus AI for Google Slides and Docs . With it, you can create a presentation using Slides and then download it to PowerPoint for a slideshow that’s ready to go.

Additionally, you can edit existing slideshows with the Plus AI add-on for Google Slides to enhance the appearance as well as improve the content.

Apply an attractive template, change the slide layout, or create a custom theme that you can reuse for consistent presentations. Additionally, you can ask Plus AI to add more content details, shorten specific text, or even translate it to another language.

Head to the Plus AI website for more on the complete feature set, to view video demos, see the template gallery, and start your free trial!

If your audience will be viewing your PowerPoint presentation on an unconventional display, you can make sure that it fits the screen by changing the slide size and dimensions. While it’s ideal to make the slide size decision from the start, it’s not always possible. So be sure to keep Plus AI in mind for editing your slideshows.

How do you change the size of a PowerPoint slide without distortion?

You can avoid distorting your elements when you choose a new slide size with a simple setting. When you select the new size and the pop-up window displays, choose Ensure Fit to scale your slide elements without skewing them.

What are the best dimensions for a PowerPoint poster?

Using PowerPoint to create a poster gives you flexibility along with great features for the design, images, and text. Typical poster sizes range from 24 by 36 inches to 36 by 48 inches. Use the Custom Slide Size option in the Slide Size menu to set your poster size.

Why is PPT size too large?

If you’re trying to send or share your PowerPoint slideshow, you may run into trouble if the file size is too large. There can be a few reasons for the hefty presentation file size, so take a look at how to compress a PowerPoint slideshow for ways to decrease it.

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How-To Geek

How to track changes in a microsoft powerpoint presentation.

Did you send your PowerPoint presentation off for review and want to see what content got changed? Here's how.

While Microsoft 365 subscribers can do real-time collaboration on PowerPoint presentations , some people prefer working independently and having that work reviewed and edited at a later date. Here's how you can see and track what changed when the presentation comes back to you.

To track the changes that the reviewer of your Microsoft PowerPoint presentation made, you'll need these two things:

• A copy of the source file
• A copy of the reviewed file

With those two items on hand, go ahead and open the reviewed file. Once open, go to the "Review" tab, then select "Compare" in the "Compare" group.

Now locate and select the source file that contains the original content before the review took place. Once chosen, click "Merge."

Once merged, the "Revisions" pane will open on the right-hand side of the PowerPoint window. This pane contains all of the details of the differences between the source file and the edited file . If a particular slide doesn't have any edits made to it, PowerPoint will tell you in the "Revisions" pane, and it will even tell you which slide contains the next set of changes.

If you're on a slide that contains any changes, they'll appear in the "Slide Changes" box of the "Revisions" pane.

By clicking the line that appears, a box containing all the changes that were made to that specific content will be displayed.

You can see which changes were made by whom, and you can decide to keep the source content or accept the changes by checking/unchecking the box next to each item in the changelog.

If you want to revert the content in this block back to the source content, check the box next to "All Changes to Content Placeholder 2."

Repeat these steps for each slide that contains changes in the Microsoft PowerPoint presentation.

Related: How to Insert a Check Mark or Checkbox in PowerPoint

Convert Pdf To PowerPoint

Convert pdf to powerpoint with this easy to use and fast pdf converter. you can convert a pdf to powerpoint, choosing either ppt or pptx. turn your documents into presentation with this online tool..

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Why would you want to convert a PDF file into a PowerPoint presentation? PPT and PPTX files are great for holding a presentation or giving a speech. They underline what you say just perfectly.

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Dictionary & File Formats

PDF is short for Portable Document Format. PDF documents can contain formatted text, different fonts, hyperlinks, images, and even media such as sounds and videos.

A JPG (or extended JPEG, Joint Photographic Experts Group file) is an image file format.

OCR is short for Optical Character Recognition. This process is used to recognize the visual representation of text, for example in an image.

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Create a presentation

Create a presentation in powerpoint for the web.

With PowerPoint for the web running in your web browser, you can:

Create presentations that include images, videos, transitions, and animations.

Get to your presentations from your computer, tablet, or phone.

Share and work with others, wherever they are.

If you're using the desktop version of PowerPoint on a Windows PC, see the PowerPoint Quick Start .

If you're using the desktop version of PowerPoint on a Mac, see Office for Mac Quick Start Guides and PowerPoint for Mac Help .

Create, open, and name a presentation

Go to powerpoint.office.com .

Select New blank presentation , open a Recent file, select one of the themes , or start with a presentation template .

To name the presentation, select the title at the top and type a name.

If you need to rename the presentation, select the title and retype the name.

Add a slide

Select the slide you want your new slide to follow.

Select Home > New Slide .

Select Layout and the you type want from the drop-down.

When working in PowerPoint for the web, your work is saved every few seconds. You can select File > Save a Copy to create a duplicate copy in another location.

Or choose File > Download As to save a copy to your device.

When you're online, AutoSave is always on and saves your changes as you work. If at any time you lose your Internet connection or turn it off, any pending changes will sync as soon as you’re back online.

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April 9, 2024

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How to get hyperlink to work in Powerpoint whilst creating in Onedrive?

I'm trying to use links/hyperlinks in my Powerpoint presentation when creating/editing/saving on Onedrive yet the option isn't available.(it is greyed out, unable to be clicked). However, if I create the same Powerpoint in the application itself on my computer it works. Any ideas how to make it functional whilst using Onedrive, as it's not sustainable to keep large files on my computer?Screen shot of what it looks like when I try to link on Onedrive.

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• Microsoft Agent |

Dear respected,

From my tests in PowerPoint Online, it seems that when a picture is selected, the Link button will become greyed out, same as a text box, or a shape. And only when some texts are selected, the Link button will become clickable.

Here I found something from official article related to explain this behaviour. See: How certain features behave in web-based PowerPoint - Microsoft Support

For such a feature limitation in PowerPoint Online, we sincerely suggest you use the Feedback channel to let the product team get informed of how this can cause users inconveniences and so they can improve this as soon as possible. See: How do I give feedback on Microsoft 365? - Microsoft Support

Best Regards,

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There is no way to make a program do something it isn't designed to include. This is particularly true with the abbreviated online web apps which don't even support VBA.

Question Info

• For education
• Norsk Bokmål
• Ελληνικά
• Русский
• עברית
• العربية
• ไทย
• 한국어
• 中文(简体)
• 中文(繁體)
• 日本語

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