Art of Presentations

11 Advantages of Using Microsoft PowerPoint Presentations!

By: Author Shrot Katewa

11 Advantages of Using Microsoft PowerPoint Presentations!

If you suddenly find yourself in a position where you have to present information to other people, you might wonder what software is the best to use to deliver a professional presentation. There are different options to choose from and you just don’t know what to use.

The biggest advantage of using PowerPoint is that PPT files are the most commonly used and widely accepted file formats. PowerPoint is easy to use, cost-effective and boasts a huge online community for support. You also get access to thousands of templates to make your presentation look good.

But, there are several other advantages of using Microsoft PowerPoint for your presentations too. In this article, I’ll some of the most effective benefits of using Microsoft PowerPoint for presentation design!

Note – If you are on the fence but interested in getting PowerPoint, check out this limited-time deal to get Office 365 1-year subscription for the lowest price on Amazon!

1.   Most Widely Accepted File Format

what are the advantage of powerpoint presentation

Microsoft PowerPoint is a widely accepted file format where slides are used to convey information. It is a standard component of the Microsoft Office Suite and is compatible with Google Slides, Keynote, and other open-source presentation software.

According to some research results regarding the popularity and use of presentation software, it is estimated that PowerPoint is currently installed on more than a billion computers worldwide ! It is believed that there might be about 30 million PowerPoint presentations created every day.

The advantage of using such a popular and widely used software program is that it is most probably a familiar program for the person you share a presentation with.

2.   Wide Variety of File Export Options

A great advantage offered by PowerPoint is that you can export the whole presentation, or parts of it, in a variety of formats. PowerPoint presentations can also be made available on many different devices, and you can always control what content you want to display.

As you don’t have to send a presentation necessarily in .ppt or .pptx format, the receiver doesn’t require PowerPoint or PowerPoint Viewer to open the presentation.

You can export in PDF format and your layout and design will not be altered. The presentation’s slides can also be saved and exported in .png or .jpg format.

If needed, a presentation can also be exported to a video and saved in Mp4 format. If gifs form part of your presentation, they can be saved and exported as Animated GIFs . 

You always have the print option to export your presentation or parts of the presentation to Word. When you’ve exported it to Word the content can be edited before printing it.

Whichever way of exporting you decide on, you can export the presentation either as a whole or only some of the slides.  And it can be sent as an attachment with an email or you can use the Cloud to facilitate the saving and exporting processes of the presentation.

3.   Provides huge Flexibility in Design & Creativity

PowerPoint provides huge flexibility in design and creativity. You can, for instance, use its visual hierarchy features when you create your slides. With this feature, you assure that the right elements and content catch the eye.

Other features include the merging of shapes, the creation of layers, and the creative use of color. You also get an eyedropper tool in PowerPoint that allows you to use any color from your screen in your presentation!

With the Design Ideas feature , you can create the content of a slide and PowerPoint will offer you a variety of design choices to make it better.

The design features PowerPoint offers can in many aspects be compared to advanced design software solutions like Adobe InDesign. You don’t need separate software to design your slides – PowerPoint provides you with built-in features.

4.   Allows you to Use Creative Templates

what are the advantage of powerpoint presentation

The designs of your presentations are what catch the eye and help you to convey your message to your audience. PowerPoint’s creative templates spare you the time of designing your own templates.

However, if you are a good designer yourself, PowerPoint allows you to create your own templates if you want to.

Note – Check out some of the most popular PowerPoint templates on the internet!

When using PowerPoint’s creative templates feature, it automatically generates design ideas to choose from. You get virtually unlimited options because this feature matches the content you are creating to professionally designed layouts in the background.

This template creation feature is a great advantage for users without any design background. It lets you design presentations that look professional even if you don’t have a design background.

5.   Functionality to Use Both Online and Offline

PowerPoint offers you the option to work either online or offline. When you’re using PowerPoint online you can create and share basic presentations directly in your browser. 

But it must be remembered that web-based PowerPoint doesn’t have all the features that you’ll have access to with desktop PowerPoint.  For “normal” presentations the online web version is good enough and you can present your slide show from anywhere where you have internet access.

To utilize all the features of PowerPoint you have to install the software on your desktop device.

PowerPoint offers you the freedom to work online or offline whichever mode suits you the best for a specific presentation. Many PowerPoint users work with both modes – depending on what they are creating and for what purpose.

6.   Allows easy Collaboration and Sharing with other Team Members

PowerPoint is an ideal tool to share and collaborate with team members when you are creating a presentation as a team. You have various options.

You can independently create a presentation and then send it to team members for comments or editing. Or you can work simultaneously on the same presentation with others via web-based PowerPoint or by saving your desktop-created presentation in the Cloud.

7.   Option to Add a vast Variety of Multimedia

PowerPoint provides you with tools to make any presentation more interesting by using multi-media. When using PowerPoint you can in the same presentation have

  • text with the option to install additional fonts ,
  • videos and video snippets,
  • background music,
  • a narrator’s voice explaining the visual material on the screen,
  • graphics to illustrate tendencies,
  • tables to compare information, and more.

And you don’t need separate tools to create interesting presentations – everything is built-in into PowerPoint. You can either just add the various types of files to the presentation or you can add the formats as such into the presentation.   

8.   Suitable for Beginners and Advanced Users alike

The versatility of PowerPoint ensures that on the one hand, presentation creators with advanced design skills are not disappointed with the design tools and possibilities offered by PowerPoint and on the other hand, beginners and people without any designing background can create professional-looking presentations.

 This is one of the most important advantages of PowerPoint – anyone can use it successfully.

9.   Cost is relatively Inexpensive

PowerPoint is normally part of the Microsoft Office package and is included in the Microsoft Office one-off price or subscription. But if you are not a Microsoft Office user, you can purchase PowerPoint from the Microsoft Store at a reasonable price of about $160.

Note – Check out this limited-time deal to get Office 365 1-year subscription for as little as about $60 on Amazon!

Once you’ve purchased PowerPoint you can use it without extra charges to create presentations and to present them for non-commercial purposes. However, there are licensing and relatively small annual fees involved if you use the PowerPoint presentations commercially. 

10. Suitable for Teaching

A PowerPoint presentation in the class is an effective way to reinforce content that has to be retained.

With features like the possibility to record your voice to accompany the PowerPoint slides, it is also easy to convert the presentations that have been used in the class into videos to post online. The students can then review the work done in the class at home.  T

his method works effectively for academic lessons and training sessions.

PowerPoint presentations online can also sometimes be the only way to teach and train students. During the Covid pandemic, for instance, classes are sometimes not possible and online sessions are the only way to keep on teaching.

A large percentage of these online sessions have started as PowerPoint presentations.  

11. Huge Online Community and Microsoft Support for Troubleshooting Issues

what are the advantage of powerpoint presentation

Microsoft offers 24/7 support for PowerPoint users and there are literally hundreds of articles online available on how to troubleshoot issues. The huge online community of PowerPoint users is also actively involved on websites like Quora to help fellow users to get solutions for their issues.

Credit to benzoix (on Freepik) for the featured image of this article (further edited)

PresentationSkills.me

17 Advantages And Disadvantages Of PowerPoint

what are the advantage of powerpoint presentation

PowerPoint is a versatile and user-friendly multimedia presentation program compatible with most devices. It lets you make and share limitless presentations with ease. However, it comes with a fair share of disadvantages, like the complex features and tools, issues with performance on less powerful computers, and its price.

1. Available for All Major Operating Systems

2. abundant features, 3. widely accepted, 4. lots of themes and templates, 5. versatile interface, 6. relatively easy to use, 7. support various formats, 8. smooth integration with other office programs, 9. support add-in, 10. compare documents, 11. relatively easy to collaborate, 12. available mobile version, 13. password protection, 14. lack of innovation, 15. a bit complex to learn, 16. some performance issues on weak systems, 17. it’s relatively expensive, advantages and disadvantages of powerpoint – at a glance.

  • PowerPoint is available on Windows, macOS, iOS, Android , and the web.
  • PowerPoint has a rich set of features , including templates and themes.
  • Even for beginners, PowerPoint is relatively easy to use .
  • PowerPoint enables customization through a wide range of add-ins .
  • PowerPoint simplifies collaboration with others by allowing easy sharing and editing of presentations.
  • PowerPoint has limited innovation over its three-decade history, potentially making presentations feel dated.
  • Learning to use PowerPoint’s features and tools can be complex for some users.
  • PowerPoint may have performance issues on less powerful computers.
  • Compared to alternatives, PowerPoint can be relatively pricey if purchased outright.

Advantages Of PowerPoint

Microsoft PowerPoint is an excellent tool for presentations and more. Here are some of its key advantages:

PowerPoint is available for both Windows and macOS , as well as for mobile devices running iOS and Android. This makes it a convenient tool for creating presentations, regardless of what type of device you are using. You can also use PowerPoint for the Web in a web browser, making it even more accessible. Not a lot of presentation software offers such flexibility.

PowerPoint is the most feature-rich presentation software out there. It has everything you need to create a professional-looking presentation, including built-in templates, themes, and much more. Other presentation software simply cannot compete with PowerPoint in this regard.

PowerPoint is the most widely used presentation software, and it’s the industry standard tool for preparing presentations. People are generally familiar with how PowerPoint works, which makes it easy to use when giving presentations. It is also the most compatible presentation software , meaning that it can be opened and viewed on just about any device.

PowerPoint comes with a variety of built-in themes and templates that you can use to make your presentation look more professional. If you’re not a design expert, these templates can be a lifesaver. With just a few clicks, you can make your presentation look great without spending hours on design.

The interface of PowerPoint is also quite versatile. You can easily access all the needed features by using the toolbar options. Its interface is also customizable , so you can change it to suit your needs better.

PowerPoint is relatively easy to use , even if you’ve never used it before. Of course, it takes some time to learn all the features and how to use them effectively. However, you should be able to start creating basic presentations without much trouble.

You can open and edit presentations saved in various formats with PowerPoint. Some of the supported formats include pptx, ppt, gif, mp4, jpeg , and more. This is a convenient feature if you need to import or export presentations in variable programs. Other presentation software supports only a limited number of formats.

PowerPoint also integrates smoothly with other Microsoft Office programs, such as Word and Excel. This makes it easy to create presentations that include data from other Office programs. Moreover, PowerPoint files are supported by most online storage services, such as Google Drive and Dropbox, for seamless sharing.

PowerPoint also supports add-ins , which are small programs that add additional features to the software. There are a large number of add-ins available for PowerPoint that you can use to customize your presentations further.

The Review feature in PowerPoint allows you to compare two presentations side-by-side . This is a handy feature if you need to spot the differences between two versions of a presentation. It’s especially useful when you want to review the changes to your presentation made by someone else.

PowerPoint makes it relatively easy to collaborate with others on a presentation. You can easily share your presentation with others and allow them to view it or make changes by sharing a link. This is a convenient feature if you are working on a team project.

PowerPoint is also available in a mobile version , which allows you to create and edit presentations on the go. You can download the PowerPoint app for free from the App Store or Google Play to use on iOS or Android devices. This is a handy feature if you need to make last-minute changes to your presentation.

One of the features of the PowerPoint software that most users find useful is the password protection feature. This allows you to set a password for your presentation so that only those who know the password can open and view it. Most other presentation software does not include this component.

Disadvantages of PowerPoint

Now that we’ve looked at the advantages of PowerPoint, let’s take a look at some of its disadvantages:

It’s been around three decades since PowerPoint was first released, and in that time, it hasn’t seen a whole lot of innovation. This lack of innovation can make it feel dated compared to some of the newer presentation software options on the market. Some users find PowerPoint slides boring, as there is not much scope to create creative or interactive presentations.

The features and tools of PowerPoint can be a bit complex to learn , especially if you’ve never used the software before. It can take some time to get a grasp on how to use all the features effectively. And if you want to create more complex presentations, it may take even longer.

PowerPoint can also have some performance issues, especially on weak systems. The software can be a bit resource-intensive, so it may run slowly on older computers . Additionally, large or complex presentations may take longer to load and may not run as smoothly as you’d like.

If you want to purchase PowerPoint outright, it’s relatively expensive compared to some of the other presentation software options on the market. Google Slides offers many of the same features as PowerPoint, but it’s free to use.

PowerPoint is a widely used presentation software that is available for all major operating systems. It offers a large number of features and is widely accepted.  However, it can be a bit complex to learn and is relatively expensive. Despite these disadvantages, PowerPoint is still a popular choice for creating presentations.

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what are the advantage of powerpoint presentation

Why PowerPoint Is Important? (The Benefits Explained)

Presentations can be a great way to share ideas and information, but they can also be overwhelming and dull if not done correctly.

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Fortunately, PowerPoint offers a number of features to help you create compelling presentations that can engage your audience and effectively deliver even the most complex concepts.

In this article, we will explore the basics of PowerPoint and why it is important, as well as the many benefits it can offer.

We will discuss how PowerPoint can help improve presentations, the role visuals can play, and the various features available to make the most of your presentations.

By the end of this article, you will be well-equipped to create and deliver powerful and engaging presentations with PowerPoint.

Table of Contents

Short Answer

Powerpoint is an important tool for presenting information in a visual and organized manner.

It allows people to present complex information in an easy to understand and engaging way.

It also enables the presenter to highlight the most important points and helps to keep the audience focused.

Powerpoint is an invaluable tool for anyone looking to present their ideas effectively.

The Basics of PowerPoint

PowerPoint is an important tool for businesses, as it can help to create professional-looking presentations.

It is a presentation software program developed and distributed by Microsoft, and it is available for both Windows and Mac operating systems.

With PowerPoint, users can create slides with text, graphics, animations, and other elements.

It also has features such as the ability to embed audio and video, as well as the ability to animate objects.

Additionally, PowerPoint allows users to easily create attractive visuals and engaging presentations.

PowerPoint also has a number of features that make it easier to organize and deliver complex concepts in an understandable manner.

For instance, it offers a variety of slide layouts to help users structure their presentations in an organized way.

It also provides a range of tools to help create visuals that can help audiences to better retain information.

Furthermore, PowerPoint has a range of animation and transition effects that can be used to make presentations more dynamic and engaging.

In addition, PowerPoint supports the use of templates and themes, which can help to give presentations a more professional look.

It also allows users to easily collaborate and share their presentations with others.

This makes it easier for businesses to collaborate on projects and ensure that all stakeholders have access to the same information.

Finally, PowerPoint offers a number of features that can help to improve presentations, such as the ability to add notes and comments, as well as the ability to insert charts and graphs.

The Benefits of Using PowerPoint

PowerPoint is an incredibly useful tool for businesses, as it provides a range of benefits when it comes to creating presentations.

Firstly, PowerPoint helps users to easily create professional-looking slides with text, graphics and animations.

This makes it easier to create a visually appealing presentation, which can help to engage audiences and make it easier to retain information.

Furthermore, PowerPoint allows users to organize and deliver complex concepts in an understandable manner.

This means that it is easy to break down complex topics into more manageable chunks, making it easier for audiences to understand the concepts being presented.

Additionally, PowerPoint’s features make it easier to create compelling visuals that can help to keep viewers engaged.

Another benefit of using PowerPoint is its ability to help businesses save time.

Presenters can easily create presentations with PowerPoint’s templates and features, allowing them to quickly and efficiently create presentations that are both informative and visually appealing.

This saves businesses time and money, as they dont have to spend time and resources on creating presentations from scratch.

Finally, PowerPoint can be used in a variety of different ways.

It can be used to create presentations for meetings, conferences, seminars, workshops and more.

This makes it a great tool for businesses that need to create presentations for different types of events.

Additionally, PowerPoint can be used to create digital presentations that can be shared online, making it easier to reach a wider audience.

Overall, PowerPoint provides businesses with a range of benefits that make it an essential tool for creating effective and engaging presentations.

With its easy-to-use features, businesses can quickly and easily create visually appealing presentations that are both informative and visually appealing, helping to engage audiences and make it easier to retain information.

Additionally, PowerPoint’s features make it easier to organize and deliver complex concepts in an understandable manner.

Finally, it can be used in a variety of different ways, making it a great tool for businesses that need to create presentations for different types of events.

How PowerPoint Helps Improve Presentations

PowerPoint is an essential tool for businesses, as it helps to make presentations more effective and engaging.

It makes it easy to create professional-looking slides with text, graphics, animations, and other visuals.

This helps to keep audiences engaged and ensure that they are able to retain the information better.

PowerPoint also helps to organize complex concepts and deliver them in an understandable manner.

With its powerful features, businesses can create compelling presentations that are both informative and visually appealing.

This allows them to present their ideas in an organized and easy-to-understand format.

Moreover, the wide range of features that PowerPoint offers makes it easier to create presentations that are both visually appealing and easy to understand.

This includes features such as backgrounds, transitions, images, and animations.

These features can help to add depth and interest to presentations, making them more engaging and memorable.

The use of PowerPoint also makes it possible to quickly and easily update presentations.

This is especially useful for businesses that need to make changes to their presentations on a regular basis.

With PowerPoint, they can make changes in a matter of minutes, without having to start from scratch.

Finally, PowerPoint is a great tool for businesses to share their presentations with the world.

With its easy-to-use sharing options, businesses can easily share their presentations with other people, whether they are in the same office or halfway across the globe.

This helps to ensure that everyone involved in the presentation is able to access it and understand it.

In conclusion, PowerPoint is an invaluable tool for businesses that want to create effective and engaging presentations.

Its features make it easy to create professional-looking slides, organize complex concepts, and quickly and easily update presentations.

Furthermore, PowerPoint provides businesses with the ability to easily share their presentations with a large audience.

All in all, PowerPoint is an important tool for businesses, as it helps to improve presentations in a number of ways.

PowerPoint is an incredibly powerful visual tool that can help businesses craft compelling presentations.

With its simple yet powerful graphical features, it allows users to easily create stunning visuals that are sure to pique viewers interest.

PowerPoints visuals can be used to include text, graphics, animations, and even video clips to clearly illustrate complex concepts in a visually appealing manner.

This not only helps to engage the audience, but also helps viewers to better understand and retain the information.

PowerPoint also offers its users a range of different tools to customize their visuals.

From basic shapes and text boxes to more complex objects like charts and diagrams, there is an endless array of possibilities.

Furthermore, users have the ability to add animation and transitions to their visuals, making them more dynamic and engaging.

The ability to make use of PowerPoints powerful visuals can help businesses create a presentation that will be sure to stand out from the rest.

Organizing and Delivering Complex Concepts

PowerPoint is a great tool for organizing and delivering complex concepts.

Its powerful features make it easy to create visually appealing slides with text, graphics, and animations.

This makes it easier for audiences to understand and retain information more effectively.

For example, you can use PowerPoint to create diagrams to illustrate a concept, or to create an interactive presentation that allows the audience to learn at their own pace.

You can also use different colors and fonts to highlight important information or to draw attention to specific points.

Additionally, PowerPoint allows you to easily and quickly create professional-looking presentations, even with limited design skills.

This makes it a great tool for businesses to use when presenting complex concepts to their audiences.

Additionally, PowerPoint provides tools to help you keep your presentations organized, such as a built-in outline feature and the ability to add notes to slides.

This makes it easy to quickly review your presentation and ensure that you have included all the necessary information.

Finally, PowerPoint allows you to easily share your presentations with others, either online or as a printed document.

This makes it easy for businesses to collaborate and share ideas with colleagues and clients.

Making the Most of PowerPoint’s Features

PowerPoint is an incredibly powerful presentation tool, with a wide array of features and capabilities that make it perfect for creating engaging and informative presentations.

It allows users to easily create professional-looking slides with text, graphics, and animations, as well as a range of tools for organizing and delivering complex concepts.

One of PowerPoint’s most useful features is its ability to create effective visuals that can engage audiences and help them to retain information better.

By using transitions, animations, and other effects, the presenter can create captivating visuals that will help to keep their audience engaged.

Furthermore, users can also make use of the wide selection of templates available to create visually appealing slides in no time.

PowerPoint also offers a range of tools for organizing and formatting presentations.

By using tables, charts, and diagrams, users can easily present complex information in an understandable manner.

Additionally, the Outline View feature allows users to quickly create and organize their presentations, while the Notes and Comments features can help to provide more detailed explanations of the content.

Finally, PowerPoint also includes a range of tools for sharing and collaborating on presentations.

Users can easily share presentations with colleagues, and the SharePoint feature allows for real-time editing of documents.

This makes it easy to collaborate on presentations and ensure that everyone is on the same page.

In short, PowerPoint is an incredibly powerful tool for creating engaging and informative presentations.

Its wide selection of features make it easy to create visually appealing and complex visuals, as well as organize and share presentations with ease.

By making use of its powerful features, businesses can ensure that their presentations are both informative and visually appealing, helping to engage audiences and ensure that they retain information better.

Creating Compelling Presentations with PowerPoint

PowerPoint is an incredibly powerful presentation tool that can help businesses create compelling presentations that engage their audiences and effectively communicate complex concepts.

By combining text, graphics, animations, and other visuals, PowerPoint enables users to easily create attractive presentations that are both informative and visually appealing.

PowerPoint’s features also make it easier to organize and deliver complex concepts in an understandable manner.

The ability to add multiple slides and easily rearrange them allows users to structure their presentation in a logical order that is easy to follow.

Presenters can also use PowerPoint to create animations, transitions, and other visuals that make the presentation more engaging and help audiences retain the information they see more effectively.

Furthermore, PowerPoint allows users to add multimedia content to their presentations.

This can include video clips, audio clips, images and other visuals.

With these features, businesses can create presentations that are more dynamic and engaging, and can further help audiences retain the information.

Overall, PowerPoint is an essential tool for every business, and its features make it easy to create compelling presentations that engage audiences and help them to better retain the information.

By combining text, graphics, animations, and multimedia content, businesses can make use of its powerful features to create engaging presentations that are both informative and visually appealing.

Final Thoughts

PowerPoint is an incredibly powerful tool that can be used to create visually appealing and engaging presentations.

It gives users the ability to easily organize and deliver complex concepts in a way that is understandable and memorable.

By taking advantage of its many features, businesses can make use of PowerPoint to create compelling presentations that can help them to reach their goals.

With the right approach, PowerPoint can help you make a lasting impression on your audiences.

James Wilson

James Wilson has extensive knowledge in the information technology industry.His second love, besides dealing with computers, is smart home technology. He is continually updating information to better comprehend this problem and has a deep understanding of the apartment’s support system.

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What Are Benefits of PowerPoint? A Comprehensive Guide

PowerPoint, a presentation software developed by Microsoft, offers a multitude of benefits for individuals and businesses alike. By following this quick overview, you’ll gain an understanding of how to utilize PowerPoint effectively and what to expect from its range of functionalities.

After completing the action of learning PowerPoint, you will be able to create visually appealing presentations that can enhance communication, engage audiences, and support your points with visual aids. You’ll also be able to customize your slides to reflect your brand or personal style.

Introduction

PowerPoint has become synonymous with presentations. Whether in a classroom, a boardroom, or at a conference, PowerPoint slides are the go-to for anyone needing to present information in a structured, engaging manner. So, why is this software so widely used and important?

For starters, PowerPoint allows users to compile and organize their thoughts in a way that’s visually appealing and easy to follow. It caters to various learning styles – from those who benefit from auditory explanations to visual learners who need graphs, charts, and images to understand a concept fully.

Not only is PowerPoint an excellent tool for education and business, but it’s also accessible. With a relatively low learning curve, almost anyone can pick it up and start crafting presentations. Its relevance spans across different sectors and age groups, making it a universally valuable skill to learn.

The step by step tutorial section will include PowerPoint in the title.

This section will guide you through the basic steps of creating a PowerPoint presentation from scratch.

Step 1: Open PowerPoint and select a theme.

Choose a theme that aligns with the purpose of your presentation.

Selecting a theme is the first step in creating a PowerPoint presentation. Microsoft offers a wide variety of built-in themes that you can choose from, each with its own unique design, color scheme, and font style. This ensures consistency and visual appeal throughout your presentation. You can also create a custom theme if you have specific branding or design requirements.

Step 2: Add new slides and content.

Create and populate your slides with text, images, and other media.

After selecting your theme, the next step is to add new slides. You can insert text boxes to add titles, bullet points, and detailed content. PowerPoint also allows you to include images, videos, and other multimedia elements to enrich your presentation and make it more engaging for your audience.

Step 3: Customize your slides.

Adjust the layout, colors, and fonts to suit your needs.

Customizing your slides is where you can really make your presentation stand out. You can move elements around, change the background color, and select fonts that reflect the tone of your message. PowerPoint provides tools for aligning objects, editing images, and applying various artistic effects to your content.

Step 4: Include transitions and animations.

Add visual effects to your slides and elements to make your presentation dynamic.

Transitions and animations can help your presentation flow smoothly from one slide to the next or emphasize important points. PowerPoint offers a range of effect options, from subtle fades to more elaborate movements. However, it’s important to use these judiciously to avoid distracting from the content itself.

Step 5: Rehearse and present.

Practice your presentation and prepare for the live show.

The final step is to rehearse your presentation using PowerPoint’s rehearsal features. You can time your slides, add speaker notes, and even record your presentation to review it later. When you’re ready, you can present live from your computer, or share your presentation with others through various platforms.

Additional Information

When using PowerPoint, one major tip is to focus on your message and use the software to enhance it, not overshadow it. Remember, your slides are there to support you, not the other way around. You should also consider the accessibility of your content—use high-contrast colors and large fonts to ensure everyone in your audience can easily read your slides.

Furthermore, bear in mind that PowerPoint presentations are not just for live audiences. They can be converted into video formats, shared online, or even printed as handouts, making your content versatile and reusable.

  • Open PowerPoint and select a theme.
  • Add new slides and content.
  • Customize your slides.
  • Include transitions and animations.
  • Rehearse and present.

Frequently Asked Questions

What is powerpoint mainly used for.

PowerPoint is primarily used for creating and delivering presentations for educational, business, and personal purposes.

Can PowerPoint presentations be shared online?

Yes, PowerPoint presentations can be shared online through email, cloud services, or by converting them into video formats.

Is PowerPoint suitable for professional use?

Absolutely, PowerPoint is widely used in professional settings for meetings, conferences, and other business-related events.

Can you collaborate with others on a PowerPoint presentation?

Yes, PowerPoint offers collaborative features allowing multiple users to work on a presentation simultaneously.

Are there alternatives to PowerPoint?

There are several alternatives to PowerPoint, including Google Slides and Apple Keynote, each with their own unique features.

In conclusion, PowerPoint is a powerful tool that offers numerous benefits for creating and delivering presentations. Its ability to enhance visual impact, promote structure, and increase audience engagement makes it an essential skill for anyone looking to present information effectively.

While there are some drawbacks to be aware of, such as the potential for technical issues and the learning curve involved, the pros of using PowerPoint far outweigh the cons. With practice and creativity, PowerPoint can become an indispensable part of your communication toolkit.

Matthew Burleigh Solve Your Tech

Matthew Burleigh has been writing tech tutorials since 2008. His writing has appeared on dozens of different websites and been read over 50 million times.

After receiving his Bachelor’s and Master’s degrees in Computer Science he spent several years working in IT management for small businesses. However, he now works full time writing content online and creating websites.

His main writing topics include iPhones, Microsoft Office, Google Apps, Android, and Photoshop, but he has also written about many other tech topics as well.

Read his full bio here.

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What are the Advantages and Disadvantages of PowerPoint

Explore the Advantages and Disadvantages of PowerPoint in our latest blog. Discover how this popular presentation tool can enhance communication and engagement while also exploring potential pitfalls. Gain insights on harnessing its power for effective presentations and navigating its limitations for more impactful business and educational content.

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The average salary of a PowerPoint expert in the UK is £40,000 GBP per year, according to Talent.com . In this blog, you will get to know about the Advantages and Disadvantages of PowerPoint. Let's dive in deeper to learn how it can impact your presentations!  

Table of Contents        

1) Advantages of PowerPoint  

2) Visual appeal and aesthetic design  

    a) Easy to use and accessible  

    b) Efficient information organisation  

    c) Disadvantages of PowerPoint  

3) Conclusion       

Advantages of PowerPoint   

PowerPoint is a powerful software tool developed by Microsoft that enables users to create visually appealing and engaging presentations. It offers various functionalities and features that make it a popular choice for individuals and professionals who want to convey information effectively. Here, we will explore the Advantages of PowerPoint and how it can enhance your presentations. Let's dive into the benefits it offers:  

Advantages of PowerPoint  

Visual appeal and aesthetic design   

One of the primary Advantages of PowerPoint is its ability to create visually appealing presentations. With a vast array of design templates, colour schemes, and graphical elements, PowerPoint allows you to add visual appeal to your slides. This visual enhancement can captivate your audience's attention and make your presentation more engaging.

Easy to use and accessible   

PowerPoint is known for its user-friendly interface, making it accessible to users of any level. Its intuitive design and straightforward navigation enable users to create presentations quickly and efficiently. Moreover, PowerPoint is compatible with various operating systems, ensuring broad accessibility across different devices.  

Efficient information organisation   

One of the significant Advantages of PowerPoint is its capability to organise information effectively. With features like bullet points, numbered lists, and hierarchical structures, you can present your ideas in a logical and organised manner. This helps your audience understand and retain the information more easily. 

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Enhanced audience engagement   

PowerPoint offers various features to enhance audience engagement during presentations. Animations, transitions, and multimedia elements can make your slides dynamic and captivating. Additionally, interactive features like hyperlinks and embedded videos can encourage audience participation, making your presentation more memorable.  

Time-saving and convenience   

Time-saving and convenience  

These templates offer professionally designed layouts and graphics, allowing you to focus on the content rather than spending hours on design. Furthermore, PowerPoint's autosave feature automatically saves your work, providing convenience and peace of mind. 

Versatility and compatibility   

PowerPoint's versatility is another key advantage that sets it apart as a presentation tool. It offers broad features and compatibility options that make it highly adaptable to different content formats and sharing platforms.  

a) Support for various media formats:  

PowerPoint provides support for a diverse range of media formats, allowing you to incorporate different types of content into your presentations. You can seamlessly integrate images, videos, audio clips, and charts, enhancing your slides' visual appeal and interactivity. You can create engaging and immersive presentations that resonate with your audience by leveraging these multimedia elements.   

The ability to incorporate various media formats in PowerPoint allows you to leverage different modes of communication. Visual elements, such as images and charts, can help illustrate complex concepts or data, making them more understandable and memorable. Videos and audio clips, on the other hand, can add a dynamic and interactive element to your presentation, allowing you to deliver information in a more engaging and captivating way.  

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b) File conversion and sharing options:  

Powerpoint Presentations can be easily converted to different file formats, offering flexibility in sharing and distribution. Whether you need to share your presentation with colleagues, clients, or a wider audience, PowerPoint enables you to save your slides in formats such as PDFs, video files, or even images. This versatility ensures that your presentation can be accessed and viewed on various devices and platforms, making it convenient for your audience to engage with your content.  

Converting your presentation to PDF format can be particularly useful when you want to share a finalised version of your slides while preserving the formatting and layout. PDF files are widely compatible, allowing anyone to view them using a PDF reader without the need for specific presentation software.  

In addition to PDF, Powerpoint Presentations can also be saved as video files. This format is ideal for situations where you want to share your presentation online, embed it on a website, or upload it to video-sharing platforms. By converting your presentation to a video, you can ensure a consistent playback experience across different devices and platforms.  

Furthermore, Powerpoint Presentations can be easily shared through various online platforms and cloud storage services. Whether you choose to use email, file-sharing platforms, or cloud storage solutions like OneDrive or Google Drive, PowerPoint's compatibility allows you to collaborate with others and share your presentations effortlessly.  

Collaboration and sharing options   

Collaboration is made easy with PowerPoint's sharing and collaboration features. Multiple users can work on a presentation at the same time, making it ideal for team projects or group presentations. With cloud storage and sharing platforms, such as OneDrive or SharePoint, you can share your Powerpoint Presentations with others, enabling seamless collaboration and feedback exchange.  

Professionalism and credibility   

PowerPoint's professional look and vibes contribute to the overall credibility of your presentation. The polished design and layout options help create a sense of professionalism, which can enhance your message's impact. By using PowerPoint, you can convey your ideas with authority and leave a lasting impression on your audience.  

Multimedia integration   

Incorporating multimedia elements is a breeze with PowerPoint. You can easily insert images, videos, audio clips, and animations into your slides, making your presentation more dynamic and engaging. Visual and auditory aids can significantly enhance the audience's understanding and retention of information.  

Presenter support and notes   

PowerPoint offers several features to support presenters during their delivery. The presenter view provides a helpful tool for managing your presentation, displaying speaker notes, and previewing upcoming slides. You can also add speaker notes to individual slides, ensuring that you don't miss any crucial points during your presentation.  

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Disadvantages of PowerPoint   

Disadvantages of PowerPoint  

Overreliance on visuals   

While visuals can enhance a presentation, overreliance on them can be a disadvantage. When too much emphasis is placed on visuals, the audience may become distracted or miss essential information. It's crucial to strike a balance between visuals and textual content to ensure the message is effectively conveyed.  

Potential for information overload   

Powerpoint Presentations have the potential to overwhelm the audience with excessive information. Presenters may feel compelled to include every detail on the slides, leading to information overload. It's important to prioritise key points and keep the content concise and focused to prevent overwhelming the audience.  

Lack of interactivity   

PowerPoint is primarily a one-way communication tool, limiting interactivity during presentations. While you can incorporate interactive elements, such as hyperlinks or quizzes, the level of interaction is often limited. This can hinder audience engagement and participation, particularly in scenarios that require active involvement.  

Limited customisation options   

While PowerPoint provides various design templates, the customisation options may be limited compared to dedicated design software. Presenters seeking highly customised and unique designs may find PowerPoint's options somewhat restrictive. However, for most presentations, the available templates and customisation features are sufficient.  

Technical glitches and compatibility issues   

Technical glitches and compatibility issues can occasionally occur when using PowerPoint. File corruption, formatting inconsistencies, or software compatibility problems can disrupt the smooth delivery of your presentation. It's crucial to test your presentation on the actual equipment or platform to minimise the risk of technical difficulties.  

Dependency on the presenter   

Powerpoint Presentations often rely heavily on the presenter's ability to deliver the content effectively. A presenter who lacks public speaking skills or fails to engage the audience may negatively impact the overall effectiveness of the presentation. Developing strong presentation skills and practising delivering your presentation is important to ensure a successful outcome.    

Not suitable for all presentation types   

While PowerPoint is a versatile tool, it may not be the best choice for all presentation types. For instance, highly technical or data-heavy presentations may require more specialised software or tools that offer advanced data visualisation capabilities. It's important to assess the specific requirements of your presentation and choose the appropriate tool accordingly.  

Accessibility challenges   

Powerpoint Presentations may pose accessibility challenges for individuals with disabilities. Issues such as small font sizes, lack of alt text for images, or inadequate colour contrast can make it difficult for visually impaired or hearing-impaired individuals to fully engage with the content. It's important to follow accessibility guidelines and make accommodations to ensure inclusivity.  

Copyright and intellectual property concerns   

When using images, videos, or other media in Powerpoint Presentations, it's essential to respect copyright and intellectual property rights. Failure to obtain proper permissions or give proper attribution can lead to legal issues. It's crucial to use licensed or royalty-free media or obtain explicit permission from copyright holders before including them in your presentations.  

Risk of boring and monotonous presentations   

Powerpoint Presentations have earned a reputation for being boring and monotonous if not designed and delivered effectively. The reliance on bullet points and text-heavy slides can result in a lack of variety and engagement. It's important to employ storytelling techniques, incorporate multimedia elements, and vary the presentation format to keep the audience interested and attentive.  

Conclusion       

We hope you read this blog and understand the Advantages and Disadvantages of PowerPoint. PowerPoint's versatility and compatibility make it a powerful presentation tool. With support for various media formats and easy file conversion, it allows users to create engaging presentations and share them seamlessly. PowerPoint is a valuable resource for effective communication and impactful presentations.  

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Advantages and Disadvantages of Using PowerPoint for Presentations

If you want to make visually captivating and professional-looking presentations, understanding PowerPoint and the benefits of PowerPoint is vital for you. Microsoft PowerPoint is a popular presentation tool used by students and professionals daily. 

Using PowerPoint has made communicating complex ideas and data easier and more engaging, thanks to its user-friendly interface and customizable presentation templates . While there are many benefits of powerpoint, it also has some drawbacks. This article examines what PowerPoint presentations offer and what they don’t. If you are still determining whether it is the right tool for your next presentation, we will help you decide.

What is Microsoft PowerPoint and How Does It Help Create Presentations?

Microsoft PowerPoint is a part of the Microsoft Office Suite developed by Microsoft Corporation. It is a widely used tool for making slideshows or presentations, including images, video, text, animation, and other multimedia elements. Users can use PowerPoint to effectively present their ideas and data to a broad audience in a simple and easy-to-understand manner.  It also helps in creating presentations real quick! So, let us see how it helps with the same: 

  • Visual Appeal : Visual appeal is one of the main benefits of PowerPoint. Incorporating PowerPoint graphics , images, and multimedia elements facilitates the creation of visually appealing and engaging presentations in PowerPoint.
  • Customization : One of the many benefits of PowerPoint presentations is the freedom to customize the template. It offers various customizable templates with different designs, tools, and effects that help the users or presenters to tailor their slides or presentations to the subject matter and audience.
  • Multimedia Integration : To improve the quality and impact of the presentation, users can integrate multimedia elements in PowerPoint, like high-quality videos, audio, animations., etc.
  • Audience Engagement : PowerPoint provides various tools and features, such as interactive polls and quizzes, to engage the audience and promote participation during the presentation.
  • Accessibility : Accessibility is one of the advantages of PowerPoint that allows users to create presentations accessible to a broad audience, including those with hearing or visual impairments, through features such as closed captions and alternative text descriptions.

What Are The Top 10 Benefits Of Using PowerPoint For Presentation?

The benefits of using PowerPoint are not limited only to efficiently conveying ideas in a meeting, college or school presentations. Apart from students and business professionals, people in the creative field also use PowerPoint to create mood boards or to ideate any creative project. So, if you are wondering what are the benefits of using Microsoft PowerPoint then keep on reading: 

Offers Excellent Data Visualization

  • Great Audience Engagement 

Create Visually Stunning Slides Quickly

Multiple interactive features, gives accessibility to different features, has various designs, and you can even create yours, highly collaborative tool.

  • PowerPoint Presentations Can Be Saved In Various Platforms
  • Helps To Communicate With The Audience Professionally

Offers Consistency To Each Slide

Great audience interaction.

what are the advantage of powerpoint presentation

PowerPoint Presentation Can Be Saved In Various Formats

Helps communicate with the audience professionally.

Now that we have discussed the advantages of Microsoft PowerPoint, let us jump onto seeing some of its disadvantages.

What Are The Disadvantages Of Using PowerPoint For Presentation?

Apart from the various benefits of Microsoft PowerPoint, it also has some disadvantages. Let us see some of the drawbacks of using PowerPoint for presentations: 

  • Over-Reliance on Slides

Information Overload

  • Files are not saved automatically
  • Lack of originality
  • Most features usually remain unexplored

Over Reliance on Slides

Files are not saved automatically, lack of originality, most features usually remain unexplored, when should i use powerpoint to create presentations.

Due to the diverse benefits of Microsoft PowerPoint, there are various instances when a user can use PowerPoint for Presentations. For example, when a user wants to present complex information or wants to include visual aids to support the information or wants to present to an audience that is not physically present or intends to propose an idea in a business meeting or conference. Here is a table showing how different professionals can use PowerPoint: 

Final Thoughts

Presenting visually appealing and engaging presentations can be achieved with PowerPoint. In addition to offering a wide range of design tools and features, it offers several communication tools that help presenters effectively communicate their ideas to a wide audience. 

However, apart from the benefits of a PowerPoint presentation, it’s imperative to remember that it also has disadvantages. The disadvantages include the potential for information overload, lack of originality, and the risk of disengaging the audience if not used appropriately. 

When choosing PowerPoint for a presentation, the decision should be based on the presentation’s goals and needs. In addition, the audience and the presenter should have their preferences taken into consideration.

Can I rely solely on PowerPoint to deliver an effective presentation?

How can i avoid information overload in my powerpoint presentation, can i use powerpoint presentations for remote presentations or online meetings, is it necessary to use templates for my powerpoint presentations, how can i ensure my powerpoint presentations are accessible to all audiences.

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What Are The Benefits of PowerPoint When Choosing A Presentation Platform

Table of contents.

PowerPoint is the most popular software for building presentations. It can be found as a part of Microsoft’s Office Suite and is often used for personal, business, and educational purposes . It would be fair to say that PowerPoint has dominated the presentation landscape for decades.

89% Of people still use PowerPoint presentations over competitor services. Presentation Panda

But why is this the case? As pres entation experts for over a decade , why is most of the work we do, done in Microsoft PowerPoint over Prezi, Google Slides, Canva and others? Read on as we explore, from first-hand experience, the reasons PowerPoint is our go-to platform.

So, What Are The Benefits Of PowerPoint Presentations?

1) it's a highly collaborative solution.

PowerPoint is super collaborative. Gone are the days when you have to huddle around one computer, one person working on your slides at a time. PowerPoint allows multiple people to access, edit and comment on a presentation, at the same time, on the same slides! All your team needs it access to the file and you’re golden.

2) Design Flexibility To Wow Audiences

You have full control over the appearance of your presentation design. PowerPoint offers the freedom and flexibility to create dynamic, engaging slides that capture your audiences attention. Feel free to take a look at some of the PowerPoint design ideas we suggest.

Missing that visual kick your PowerPoint desperately needs? Check out our PowerPoint presentation design portfolio.

3) You Can Work From Virtually Anywhere

The past couple of years have changed the working dynamic of many industries. Hybrid models are the new norm and with that, there is a demand for digital tools that have versatility. PowerPoint can be saved to the cloud and accessed from wherever you are. As long as you have a user license, you can work on your presentation virtually anywhere.

4) Export PowerPoint Slides In Different Formats

You aren’t limited to just .pptx. PowerPoint presentations can be exported in various formats. Looking to save space, export it as a .pdf and send it through email. Want to send individual slides? gif, .tif, .png or .jpg, among others have you covered. You can even export videos within PowerPoints as mp4 or windows media player. What we’re saying here is that there’s flexibility for all situations with PowerPoint Presentations.

5) Compatibility With Other Microsoft Office Programs

Considering they are all part of the same suite, you’re able to quickly and easily enrich your presentation with tables from word and charts from excel. We can create templates for you that can easily be modified for presentations to come.

6) It's Accessible For All Users And Purposes

Companies typically have the Microsoft office suite already loaded and licensed on their computers, so you’re already half way there. In addition, educational facilities acquire office so students and teachers can connect quickly and easily.

In addition, you’ll be able to be inclusive of a wider audience with presentation accessibility features . You can create presentations that capture your audience’s focus by catering to those who may have visual, hearing or any other impairments.

7) PPT Presentations Save Time

Hiring professional PowerPoint design services can save time. All one has to do is brief the agency with basic content, and the custom presentation is designed to good effect.

This frees up time for company personnel to focus on other tasks at hand. The design agency will take care of visuals, smooth animations, relevant charts, custom fonts, and color schemes.

Delivering World Class Presentation Design

The drawbacks of using a powerpoint presentation, technological issues are always a factor.

You can plan and rehearse your pitch as much as you want, if your HDMI, VGA or any other input device craps out, you’re in trouble. In addition, you’ll want to make sure the system you are planning to present on has access to the fonts and files within the deck. This can be said of all presentation platforms, but it’s important to note.

Presenters Rely Too Much On Their Slides

Presenters can have a tendency to lean on their slides a little too much. It doesn’t matter if you have a presentation that leaves a greater visual impact if you don’t know what you’re presenting! The ease of use builds confidence and a false sense of security. The story is what ultimately captivates your audience, the visual and audio cues are to bring the story to life.

Customization Can Be A Curse

Having a wealth of options at your disposal is disorientating and can often lead you astray. You start to dilute the point of the presentation in trying to get too creative. You start to ask:

  • What Fonts Should I Use?
  • I've seen so many image heavy presentations, is mine image heavy?
  • Does This Slide Need A Video? Should It Be Interactive?

White male thinking about the benefits of powerpoint

We know you want to dazzle your audience and give them information, but leave a little mystery for the delivery. Also, we recommend hiring a presentation design professional , it really does take this headache away.

So, What Are Our Final Thoughts On The Benefits of PowerPoint?

If we were building a presentation for you, we would recommend PowerPoint. It’s ease of use, flexibility and compatibility make it our presentation software of choice, every time. It’s viewed in the industry as the evergreen presentation leader and Microsoft PowerPoint has established itself a synonym for presentation software.

That being said, other presentation platforms shouldn’t be overlooked. Canva and Google slides are gaining traction. Either way, we are experts in all presentation platforms and create outstanding presentations, everytime!

Are You In Need Of A Custom Presentation? We Can Help

Now it’s about you! Are you in need of a fresh, engaging presentation that captures your audiences attention? Whether you need a clean up, a re-design or a completely custom build we have you covered. You can find our presentation packages and pricing options here . Want to speak to a geek, click the button below.

Author:  Content Team

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What are the advantages and disadvatages of PowerPoint

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PowerPoint is one of the most popular software for presentations. It is part of the Microsoft Office suite and can be used for personal, business, and educational purposes. Most known for its templates and easiness of use, PowerPoint had conquered the presentations game. 

From beginners to professional speakers, this software allows you to build your own presentations using text, images, video, audios, tables of data. There are a variety of animations and transitions that can help in delivering the presentation the way you want. 

We’ve been working for five years in Presentation Design, and most of our work is done using PowerPoint.

Even though I’ve been using it over the past 5 years, I’m learning something new every once in a while. I’m always looking to improve my process, do things differently or executing the wrong command. Some mistakes are good too, eh? I feel like PowerPoint is a tool which is overlooked by many people in the design industry. When I switch to other software, I’m thinking <<oh, I could have done this a lot faster in PowerPoint>>. I like order and precision. Through PowerPoint’s  grid and guides features, I’m able to satisfy these cravings of mine and create consistent and neat presentations.

Bogdan, Visual Hackers Designer

Advantages of PowerPoint

1. It can be used virtually anywhere

Put your presentation on a USB flash drive or in any cloud storage app and you will have your PowerPoint presentation at hand anytime. It is also included in standard professional settings, so with your user license, you can access your presentation from anywhere.

2. It is a collaborative solution

Work from home is now a normal thing to do. Tools that provide solutions for working together with your team even if you are in different locations are in high demand. PowerPoint adapted to this situation and with its online cloud storage, you can now work on presentations at the same time, or work on the same presentation without sending it to each other. 

3. You can choose to create your own design or use existing ones

PowerPoint offers you full control over your slides’ appearances. You have the freedom to customize your presentation with your own design. As it is easy to modify and play with the elements given by this software, you can create the perfect presentation for yourself. 

There are also templates already integrated into the software for visually appealing presentations and for those who want a quick and nice design. Furthermore, PowerPoint will give you design ideas with the images and elements you chose to have on slides.

If you customize the slides you have the Master Slide, it will help you set the fonts, images (logos), and other preferences for all the slides. The master slide is the top slide in the thumbnail pane on the left side of the window.

what are the advantage of powerpoint presentation

4. Multiple uses 

An adaptable and perceptive tool is how our founder described PowerPoint in a previous article. That is because this software is not only for presentations (even though it is most known for them), but also for other types of materials, such as flyers, marketing materials, gifs, videos, or CVs. We do PowerPoint infographics, our social media posts, and presentations for clients. 

89% of people use PowerPoint to create presentations.

Read more about how you can use PowerPoint:

PowerPoint is more than just a presentation tool

5. Export in different formats

With PowerPoint, you can export your materials in other formats than .pptx. We talked previously about all the types of materials you can create in this software and for them, it offers alternatives of saving you work. 

Presentations can be saved also in .pdf, this will reduce their size, videos can be exported as mp4 and for gifs, there is the specific option to save them as Animated gifs. Of course, there is also the option of saving a slide as .png or .jpg.

6. It facilitates an effective way of communication with the audience

Most of the time, PowerPoint is used for presenting to a larger audience (a few things have changed in 2020, but a zoom presentation looks just as good), as it is easier to be projected. Choose your communication style, do you want to rely more on images, text, or videos, all of them can be easily integrated into PowerPoint.

65% of the population are visual learners

7. You can insert multimedia formats

Visuals are the key in PowerPoint. Images and videos help you explain your idea better and in an engaging way in any presentation. There are some basic sounds that you can use or insert your own audio for the desired effect. 

Play with all the functionalities of this tool and use it to its maximum. 

8. Extremely efficient tool

Once you get familiar with the software, there are all kinds of features that you can use to become an expert in PowerPoint. We can even name 84 shortcuts that will change the way you use it and will also save you a lot of time.

Learn for yourself:

84 PowerPoint Shortcuts To Improve Your Presentation Game

9. It is accessible for all categories of users

Most of the time employees/staff have already the Microsoft license on their work computers, with PowerPoint included. Also, universities acquire the suite so students and teachers cand use reach out and use them.

Disadvantages of PowerPoint

1. High risk of technical issues

It can happen anytime, there are a lot of variables that intervene when you are about to use PowerPoint for presenting. Your computer can stop working, get an update right before you start, or lose power in the middle of the presentation. There is always the connectivity issue, do you use HDMI, VGA or do you have an adaptor. PowerPoint also has some specifics ada[ted for your computer, like fonts or videos, and if you don’t embed them or you don’t put them in a folder with the presentation they won’t work on somebody else’s computer.

2. Overuse of information 

After you accommodate with the software it becomes very easy to get lost in all the options you have. How much text is too much? Are there enough images? What font to use? How many fonts to use? By adding a lot of things you will lose sight of the purpose of the presentation. 

We know that there is a lot of important information you want to transmit, but leave some mystery for the delivery part. 

3. Predisposal to death by PowerPoint

PowerPoint presentations are very common in conferences, business meetings and universities, therefore your audience has seen quite a lot of presentations before yours. You need to catch your audience’s attention from the beginning with your presentation looks or with your way of presenting, otherwise, they will get bored and won’t listen to you present.  Make sure you put enough time into preparing your PowerPoint material, a good presentation with a fine speech will hit the target. 

Avoid templates as much as possible if you want to impress, or work on them and add your unique style to them. 

4. Presenters rely too much on slides 

Sometimes when you are too focused on preparing the slides you may forget to actually prepare to deliver the presentation and you will end up reading from the slides. The audience wants to hear more from the speaker than what is presented on the slides, otherwise they could have looked over the presentation themselves.

5. Overuse of presentations 

There are situations when you get so used to the tool that you will start making a presentation for everything. Every report or status will become easier to do in PowerPoint for you, but it won’t be that fun for your colleagues and will cost you time. 

We recommend using Powerpoint for all kinds of materials, not just presentations. This tool can give you freedom in design and also help you with predefined elements. 

If you want to make a presentation yourself, invest time, look for tutorials or just reach out to an agency to help you create the right presentation. 

Here’s When You Really Need A Presentation Design Specialist

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What Are Benefits of PowerPoint?

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Microsoft PowerPoint is an easy program to use and a powerful tool for giving a presentation. Whether your presentation needs a visual kick, tools for collaboration, easy access or the ability to share information beyond the initial meeting, PowerPoint is a good option. It can even help reduce speaking anxiety by drawing eyes away from the speaker and towards a screen. Just do not expect this technology to substitute for sound and dynamic speaking skills.

Visual Impact

Making your presentation more interesting through the use of multimedia can help to improve the audience's focus. PowerPoint allows you to use images, audio and video to have a greater visual impact. These visual and audio cues may also help a presenter be more improvisational and interactive with the audience. However, try not to overly rely on these sources as your message might get lost in the clutter.

Collaboration

PowerPoint allows you to work with other people in a collaborative manner. This is especially useful in office settings where teamwork is key. Multiple people can collaborate on and contribute to a presentation. By going to the "Review" tab at the top of the program and clicking the "New Comment" button, you can leave notes and reposition them on the screen for other team members to view. Comments can be an especially beneficial tool for clarification.

Content Sharing

Share your PowerPoint presentation with the world. Did someone miss your presentation? Have them view it online at a time that is convenient for them. You can upload your presentation to websites such as YouTube with everything featured in your work including all of the slides, commentary and transitions. All you have to do is go to "File," "Save and Send" and "Create a Video." The file will be saved in WMV format, which is capable of playback on Windows Media Player and can be uploaded to most video sites.

Flexibility

PowerPoint can be used in a number of different effective ways to communicate with your audience. Slides are completely customizable to fit your needs. Depending on your approach, you may want to have a presentation that is text-heavy, image-heavy or some combination of both. Text-heavy presentations are generally good if you are giving a lecture to a group within your company and want them to take notes. Image-heavy presentations can help to make your presentation more conversational in style since there only visual cues. Combining the two approaches gives listeners the benefits of both visual aids and notes.

  • Microsoft: PowerPoint 2010 Features and Benefits
  • University of Central Florida: Effective Use of PowerPoint

Author and blogger Kyle W. Bell has been writing since 2003. His work appears on Game Freaks 365 and Smashwords. Bell has a Bachelor of Arts in political science and a certificate in paralegal studies from Indiana University South Bend.

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Teaching with PowerPoint

When effectively planned and used, PowerPoint (or similar tools, like Google Slides) can enhance instruction. People are divided on the effectiveness of this ubiquitous presentation program—some say that PowerPoint is wonderful while others bemoan its pervasiveness. No matter which side you take, PowerPoint does offer effective ways to enhance instruction when used and designed appropriately.

PowerPoint can be an effective tool to present material in the classroom and encourage student learning. You can use PowerPoint to project visuals that would otherwise be difficult to bring to class. For example, in an anthropology class, a single PowerPoint presentation could project images of an anthropological dig from a remote area, questions asking students about the topic, a chart of related statistics, and a mini quiz about what was just discussed that provides students with information that is visual, challenging, and engaging.

PowerPoint can be an effective tool to present material in the classroom and encourage student learning.

This section is organized in three major segments: Part I will help faculty identify and use basic but important design elements, Part II will cover ways to enhance teaching and learning with PowerPoint, and Part III will list ways to engage students with PowerPoint.

PART I: Designing the PowerPoint Presentation

Accessibility.

  • Student accessibility—students with visual or hearing impairments may not be able to fully access a PowerPoint presentation, especially those with graphics, images, and sound.
  • Use an accessible layout. Built-in slide template layouts were designed to be accessible: “the reading order is the same for people with vision and for people who use assistive technology such as screen readers” (University of Washington, n.d.). If you want to alter the layout of a theme, use the Slide Master; this will ensure your slides will retain accessibility.
  • Use unique and specific slide titles so students can access the material they need.
  • Consider how you display hyperlinks. Since screen readers read what is on the page, you may want to consider creating a hyperlink using a descriptive title instead of displaying the URL.
  • All visuals and tables should include alt text. Alt text should describe the visual or table in detail so that students with visual impairments can “read” the images with their screen readers. Avoid using too many decorative visuals.
  • All video and audio content should be captioned for students with hearing impairments. Transcripts can also be useful as an additional resource, but captioning ensures students can follow along with what is on the screen in real-time.
  • Simplify your tables. If you use tables on your slides, ensure they are not overly complex and do not include blank cells. Screen readers may have difficulty providing information about the table if there are too many columns and rows, and they may “think” the table is complete if they come to a blank cell.
  • Set a reading order for text on your slides. The order that text appears on the slide may not be the reading order of the text. Check that your reading order is correct by using the Selection Pane (organized bottom-up).
  • Use Microsoft’s Accessibility Checker to identify potential accessibility issues in your completed PowerPoint. Use the feedback to improve your PowerPoint’s accessibility. You could also send your file to the Disability Resource Center to have them assess its accessibility (send it far in advance of when you will need to use it).
  • Save your PowerPoint presentation as a PDF file to distribute to students with visual impairments.

Preparing for the presentation

  • Consider time and effort in preparing a PowerPoint presentation; give yourself plenty of lead time for design and development.
  • PowerPoint is especially useful when providing course material online. Consider student technology compatibility with PowerPoint material put on the web; ensure images and graphics have been compressed for access by computers using dial-up connection.
PowerPoint is especially useful when providing course material online.
  • Be aware of copyright law when displaying course materials, and properly cite source material. This is especially important when using visuals obtained from the internet or other sources. This also models proper citation for your students.
  • Think about message interpretation for PowerPoint use online: will students be able to understand material in a PowerPoint presentation outside of the classroom? Will you need to provide notes and/or other material to help students understand complex information, data, or graphics?
  • If you will be using your own laptop, make sure the classroom is equipped with the proper cables, drivers, and other means to display your presentation the way you have intended.

Slide content

  • Avoid text-dense slides. It’s better to have more slides than trying to place too much text on one slide. Use brief points instead of long sentences or paragraphs and outline key points rather than transcribing your lecture. Use PowerPoint to cue and guide the presentation.
  • Use the Notes feature to add content to your presentation that the audience will not see. You can access the Notes section for each slide by sliding the bottom of the slide window up to reveal the notes section or by clicking “View” and choosing “Notes Page” from the Presentation Views options.
  • Relate PowerPoint material to course objectives to reinforce their purpose for students.

Number of slides

  • As a rule of thumb, plan to show one slide per minute to account for discussion and time and for students to absorb the material.
  • Reduce redundant or text-heavy sentences or bullets to ensure a more professional appearance.
  • Incorporate active learning throughout the presentation to hold students’ interest and reinforce learning.

Emphasizing content

  • Use italics, bold, and color for emphasizing content.
  • Use of a light background (white, beige, yellow) with dark typeface or a dark background (blue, purple, brown) with a light typeface is easy to read in a large room.
  • Avoid using too many colors or shifting colors too many times within the presentation, which can be distracting to students.
  • Avoid using underlines for emphasis; underlining typically signifies hypertext in digital media.
Use of a light background with dark typeface or a dark background with a light typeface is easy to read in a large room.
  • Limit the number of typeface styles to no more than two per slide. Try to keep typeface consistent throughout your presentation so it does not become a distraction.
  • Avoid overly ornate or specialty fonts that may be harder for students to read. Stick to basic fonts so as not to distract students from the content.
  • Ensure the typeface is large enough to read from anywhere in the room: titles and headings should be no less than 36-40-point font. The subtext should be no less than 32-point font.

Clip art and graphics

  • Use clip art and graphics sparingly. Research shows that it’s best to use graphics only when they support the content. Irrelevant graphics and images have been proven to hinder student learning.
  • Photographs can be used to add realism. Again, only use photographs that are relevant to the content and serve a pedagogical purpose. Images for decorative purposes are distracting.
  • Size and place graphics appropriately on the slide—consider wrapping text around a graphic.
  • Use two-dimensional pie and bar graphs rather than 3D styles which can interfere with the intended message.
Use clip art and graphics sparingly. Research shows that it’s best to use graphics only when they support the content.

Animation and sound

  • Add motion, sound, or music only when necessary. When in doubt, do without.
  • Avoid distracting animations and transitions. Excessive movement within or between slides can interfere with the message and students find them distracting. Avoid them or use only simple screen transitions.

Final check

  • Check for spelling, correct word usage, flow of material, and overall appearance of the presentation.
  • Colleagues can be helpful to check your presentation for accuracy and appeal. Note: Errors are more obvious when they are projected.
  • Schedule at least one practice session to check for timing and flow.
  • PowerPoint’s Slide Sorter View is especially helpful to check slides for proper sequencing as well as information gaps and redundancy. You can also use the preview pane on the left of the screen when you are editing the PowerPoint in “Normal” view.
  • Prepare for plan “B” in case you have trouble with the technology in the classroom: how will you provide material located on your flash drive or computer? Have an alternate method of instruction ready (printing a copy of your PowerPoint with notes is one idea).
PowerPoint’s Slide Sorter View is especially helpful to check slides for proper sequencing and information gaps and redundancy.

PowerPoint Handouts

PowerPoint provides multiple options for print-based handouts that can be distributed at various points in the class.

Before class: students might like having materials available to help them prepare and formulate questions before the class period.

During class: you could distribute a handout with three slides and lines for notes to encourage students to take notes on the details of your lecture so they have notes alongside the slide material (and aren’t just taking notes on the slide content).

After class: some instructors wait to make the presentation available after the class period so that students concentrate on the presentation rather than reading ahead on the handout.

Never: Some instructors do not distribute the PowerPoint to students so that students don’t rely on access to the presentation and neglect to pay attention in class as a result.

  • PowerPoint slides can be printed in the form of handouts—with one, two, three, four, six, or nine slides on a page—that can be given to students for reference during and after the presentation. The three-slides-per-page handout includes lined space to assist in note-taking.
  • Notes Pages. Detailed notes can be printed and used during the presentation, or if they are notes intended for students, they can be distributed before the presentation.
  • Outline View. PowerPoint presentations can be printed as an outline, which provides all the text from each slide. Outlines offer a welcome alternative to slide handouts and can be modified from the original presentation to provide more or less information than the projected presentation.

The Presentation

Alley, Schreiber, Ramsdell, and Muffo (2006) suggest that PowerPoint slide headline design “affects audience retention,” and they conclude that “succinct sentence headlines are more effective” in information recall than headlines of short phrases or single words (p. 233). In other words, create slide titles with as much information as is used for newspapers and journals to help students better understand the content of the slide.

  • PowerPoint should provide key words, concepts, and images to enhance your presentation (but PowerPoint should not replace you as the presenter).
  • Avoid reading from the slide—reading the material can be perceived as though you don’t know the material. If you must read the material, provide it in a handout instead of a projected PowerPoint slide.
  • Avoid moving a laser pointer across the slide rapidly. If using a laser pointer, use one with a dot large enough to be seen from all areas of the room and move it slowly and intentionally.
Avoid reading from the slide—reading the material can be perceived as though you don’t know the material.
  • Use a blank screen to allow students to reflect on what has just been discussed or to gain their attention (Press B for a black screen or W for a white screen while delivering your slide show; press these keys again to return to the live presentation). This pause can also be used for a break period or when transitioning to new content.
  • Stand to one side of the screen and face the audience while presenting. Using Presenter View will display your slide notes to you on the computer monitor while projecting only the slides to students on the projector screen.
  • Leave classroom lights on and turn off lights directly over the projection screen if possible. A completely dark or dim classroom will impede notetaking (and may encourage nap-taking).
  • Learn to use PowerPoint efficiently and have a back-up plan in case of technical failure.
  • Give yourself enough time to finish the presentation. Trying to rush through slides can give the impression of an unorganized presentation and may be difficult for students to follow or learn.

PART II: Enhancing Teaching and Learning with PowerPoint

Class preparation.

PowerPoint can be used to prepare lectures and presentations by helping instructors refine their material to salient points and content. Class lectures can be typed in outline format, which can then be refined as slides. Lecture notes can be printed as notes pages  (notes pages: Printed pages that display author notes beneath the slide that the notes accompany.) and could also be given as handouts to accompany the presentation.

Multimodal Learning

Using PowerPoint can help you present information in multiple ways (a multimodal approach) through the projection of color, images, and video for the visual mode; sound and music for the auditory mode; text and writing prompts for the reading/writing mode; and interactive slides that ask students to do something, e.g. a group or class activity in which students practice concepts, for the kinesthetic mode (see Part III: Engaging Students with PowerPoint for more details). Providing information in multiple modalities helps improve comprehension and recall for all students.

Providing information in multiple modalities helps improve comprehension and recall for all students.

Type-on Live Slides

PowerPoint allows users to type directly during the slide show, which provides another form of interaction. These write-on slides can be used to project students’ comments and ideas for the entire class to see. When the presentation is over, the new material can be saved to the original file and posted electronically. This feature requires advanced preparation in the PowerPoint file while creating your presentation. For instructions on how to set up your type-on slide text box, visit this tutorial from AddictiveTips .  

Write or Highlight on Slides

PowerPoint also allows users to use tools to highlight or write directly onto a presentation while it is live. When you are presenting your PowerPoint, move your cursor over the slide to reveal tools in the lower-left corner. One of the tools is a pen icon. Click this icon to choose either a laser pointer, pen, or highlighter. You can use your cursor for these options, or you can use the stylus for your smart podium computer monitor or touch-screen laptop monitor (if applicable).  

Just-In-Time Course Material

You can make your PowerPoint slides, outline, and/or notes pages available online 24/7 through Blackboard, OneDrive, other websites. Students can review the material before class, bring printouts to class, and better prepare themselves for listening rather than taking a lot of notes during the class period. They can also come to class prepared with questions about the material so you can address their comprehension of the concepts.

PART III: Engaging Students with PowerPoint

The following techniques can be incorporated into PowerPoint presentations to increase interactivity and engagement between students and between students and the instructor. Each technique can be projected as a separate PowerPoint slide.

Running Slide Show as Students Arrive in the Classroom

This technique provides visual interest and can include a series of questions for students to answer as they sit waiting for class to begin. These questions could be on future texts or quizzes.

  • Opening Question : project an opening question, e.g. “Take a moment to reflect on ___.”
  • Think of what you know about ___.
  • Turn to a partner and share your knowledge about ___.
  • Share with the class what you have discussed with your partner.
  • Focused Listing helps with recall of pertinent information, e.g. “list as many characteristics of ___, or write down as many words related to ___ as you can think of.”
  • Brainstorming stretches the mind and promotes deep thinking and recall of prior knowledge, e.g. “What do you know about ___? Start with your clearest thoughts and then move on to those what are kind of ‘out there.’”
  • Questions : ask students if they have any questions roughly every 15 minutes. This technique provides time for students to reflect and is also a good time for a scheduled break or for the instructor to interact with students.
  • Note Check : ask students to “take a few minutes to compare notes with a partner,” or “…summarize the most important information,” or “…identify and clarify any sticking points,” etc.
  • Questions and Answer Pairs : have students “take a minute to come with one question then see if you can stump your partner!”
  • The Two-Minute Paper allows the instructor to check the class progress, e.g. “summarize the most important points of today’s lecture.” Have students submit the paper at the end of class.
  • “If You Could Ask One Last Question—What Would It Be?” This technique allows for students to think more deeply about the topic and apply what they have learned in a question format.
  • A Classroom Opinion Poll provides a sense of where students stand on certain topics, e.g. “do you believe in ___,” or “what are your thoughts on ___?”
  • Muddiest Point allows anonymous feedback to inform the instructor if changes and or additions need to be made to the class, e.g. “What parts of today’s material still confuse you?”
  • Most Useful Point can tell the instructor where the course is on track, e.g. “What is the most useful point in today’s material, and how can you illustrate its use in a practical setting?”

Positive Features of PowerPoint

  • PowerPoint saves time and energy—once the presentation has been created, it is easy to update or modify for other courses.
  • PowerPoint is portable and can be shared easily with students and colleagues.
  • PowerPoint supports multimedia, such as video, audio, images, and
PowerPoint supports multimedia, such as video, audio, images, and animation.

Potential Drawbacks of PowerPoint

  • PowerPoint could reduce the opportunity for classroom interaction by being the primary method of information dissemination or designed without built-in opportunities for interaction.
  • PowerPoint could lead to information overload, especially with the inclusion of long sentences and paragraphs or lecture-heavy presentations with little opportunity for practical application or active learning.
  • PowerPoint could “drive” the instruction and minimize the opportunity for spontaneity and creative teaching unless the instructor incorporates the potential for ingenuity into the presentation. 

As with any technology, the way PowerPoint is used will determine its pedagogical effectiveness. By strategically using the points described above, PowerPoint can be used to enhance instruction and engage students.

Alley, M., Schreiber, M., Ramsdell, K., & Muffo, J. (2006). How the design of headlines in presentation slides affects audience retention. Technical Communication, 53 (2), 225-234. Retrieved from https://www.jstor.org/stable/43090718

University of Washington, Accessible Technology. (n.d.). Creating accessible presentations in Microsoft PowerPoint. Retrieved from https://www.washington.edu/accessibility/documents/powerpoint/  

Selected Resources

Brill, F. (2016). PowerPoint for teachers: Creating interactive lessons. LinkedIn Learning . Retrieved from https://www.lynda.com/PowerPoint-tutorials/PowerPoint-Teachers-Create-Interactive-Lessons/472427-2.html

Huston, S. (2011). Active learning with PowerPoint [PDF file]. DE Oracle @ UMUC . Retrieved from http://contentdm.umuc.edu/digital/api/collection/p16240coll5/id/78/download

Microsoft Office Support. (n.d.). Make your PowerPoint presentations accessible to people with disabilities. Retrieved from https://support.office.com/en-us/article/make-your-powerpoint-presentations-accessible-to-people-with-disabilities-6f7772b2-2f33-4bd2-8ca7-ae3b2b3ef25

Tufte, E. R. (2006). The cognitive style of PowerPoint: Pitching out corrupts within. Cheshire, CT: Graphics Press LLC.

University of Nebraska Medical Center, College of Medicine. (n.d.). Active Learning with a PowerPoint. Retrieved from https://www.unmc.edu/com/_documents/active-learning-ppt.pdf

University of Washington, Department of English. (n.d.). Teaching with PowerPoint. Retrieved from https://english.washington.edu/teaching/teaching-powerpoint

Vanderbilt University, Center for Teaching. (n.d.). Making better PowerPoint presentations. Retrieved from https://cft.vanderbilt.edu/guides-sub-pages/making-better-powerpoint-presentations/

Creative Commons License

Suggested citation

Northern Illinois University Center for Innovative Teaching and Learning. (2020). Teaching with PowerPoint. In Instructional guide for university faculty and teaching assistants. Retrieved from https://www.niu.edu/citl/resources/guides/instructional-guide

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Home » Pros and Cons » 10 Pros and Cons of Powerpoint Presentations

10 Pros and Cons of Powerpoint Presentations

If you need to make a formal presentation, one of the best supportive tools you can use to create visuals for those attending is Microsoft PowerPoint. It can be found in Office 365 subscriptions for both personal and business use.

The primary advantage of using PowerPoint is that visual representations can help to reinforce the key points you’re speaking about. Humans are visually orientated when learning new skills or ideas, so having a graphic representation of what you’re speaking about makes it easier to retain the information.

The primary disadvantage is that it takes time to learn how to use this software. For those unfamiliar with visual presentation software, the process can become difficult. It may even cause some to give up trying to learn it. Here are some of the other pros and cons of PowerPoint presentations that are worth thinking about as well.

What Are the Pros of PowerPoint Presentations?

1. It is easy to download and use virtually anywhere. PowerPoint is considered a standard product in many professional settings. This allows you to take your user license virtually anywhere to be able to create the graphics needed for your presentation. It is so expected, in fact, that you may create a negative first impression if you don’t have a PowerPoint presentation to offer.

2. It can make a presentation more interesting. Even interesting presentations can grow long and boring. With an animated presentation or interesting quotes or other fun slides, you can bring people back from their boredom.

3. It is easy to customize each slide to meet specific needs. Images on a slide can be decreased or increased in scale to fit your needs. It only takes a few clicks to insert, alter, and align images to create a needed visual representation. You can even use arrows, pointers, or other shapes to highlight key areas of information you want people to know about.

4. It is a simple process to create follow-along hand-outs. You can print each slide directly from PowerPoint. Then you can copy those slides to become a helpful hand-out that can be given to each presentation participant.

5. It is reasonably affordable for most professionals. Business plans for Office 365 start at just under $10 per month. This gives you 1 license to use on a computer of your choice. For $15 per month, you receive 5 computer licenses to use.

What Are the Cons of PowerPoint Presentations?

1. There’s always the chance of running into technical difficulties. Even tech-savvy individuals can run into presentation issues when the technology doesn’t work as intended. Maybe the computer stops working. Or you lose power to your outlet. Or the overhead display doesn’t work right. This can alter the positive first impression of a presentation very quickly.

2. Slides with too much information on them can become overwhelming. Because there are so many options that can be included on a PowerPoint presentation, it can be easy to go overboard on the number of colors, sounds, shapes, and other items that can be used. By adding to many things, you can detract from the information that needs to be shared.

3. It isn’t a substitute for what a presenter must do. Many who use PowerPoint tend to rely on the information on the slide instead of providing a learning narrative. It is easy to become too reliant on this software and forget that there is an actual presentation that needs to be completed.

4. Costs are always ongoing. Because it is part of the Office 365 package, you no longer receive a proprietary software license for one specific cost. You must pay a monthly or annual subscription cost, which over time can add up to more than what the proprietary license once offered. You must also download the software to each computer, which consumes data that may be capped for some small business owners.

5. Some participants may tune out your narrative. If your PowerPoint is very detailed, some participants in your presentation may focus on your handouts and slides more than your actual narrative. This may make it difficult to make the call to action that you want participants to follow at the end of the day.

The pros and cons of PowerPoint presentations show that with careful planning, any narrative can be enhanced for those who are participating in the event. Without that planning, the presentation may do more harm than good to the narrative.

Do you use Microsoft PowerPoint for your presentations? What helpful tips do you have to refine the presentation creation experience?

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PowerPoint vs Google Slides (Full Feature Comparison + Benefits)

PowerPoint vs Google Slides with icons overlayed on a keyboard.

Which is Better – PowerPoint or Google Slides?

by Avantix Learning Team | Updated August 4, 2023

Applies to: Microsoft ® PowerPoint ® 2013, 2016, 2019, 2021 and 365 (Windows) and Google Slides

When comparing PowerPoint vs Google Slides (and trying to decide which is the better choice for your needs), you will need to consider versions when you compare the two applications. In this article, we'll compare the desktop or downloadable version of PowerPoint vs Google Slides, an online program that works in a browser. The key difference then if you are comparing PowerPoint vs Google Slides is that PowerPoint is a paid program that must be downloaded and runs on your desktop and Google Slides is free and runs online in a browser by default.

The desktop version of PowerPoint is a robust, full-featured program with many advanced features. You can buy PowerPoint as a stand-alone version or as part of a Microsoft 365 subscription. If you are a 365 subscriber, new features roll out on a regular basis.

Google Slides is free for personal use but you or your organization can buy a subscription for Google Workspace (formerly G Suite) as well which provides other tools but not a better version of Google Slides. Because Google Slides is an online program, new features roll out periodically.

It is important to note that there is a free online version of PowerPoint that is essentially a light version of the desktop program and does not provide all of the features of the paid desktop version.

After reviewing the advantages and disadvantages, you can determine which presentation software is better for your needs.

Note: PowerPoint screenshots in this article are from PowerPoint 365 desktop but are similar in other versions of PowerPoint.

Recommended article: How to Convert PowerPoint to Google Slides (5 Ways)

Do you want to learn more about PowerPoint? Check out our virtual classroom or in-person PowerPoint courses >

In this article we'll review:

What is Microsoft PowerPoint?

What is google slides, cost comparison, ease of use, saving, storage and versions, powerpoint and google slides common features, format using themes and slide masters, create presentations using templates.

  • Insert and format text, images an shapes

Insert and format video and sound

Create links to slides, add animations and transitions, insert charts or graphs, run a slide show and use presenter view, turn on live captioning, collaborate with other users, create presentations on windows and mac devices.

  • Run PowerPoint or Google slides presentations online or offline

Save a presentation as a PDF

Use the outline view (powerpoint only feature), design using powerpoint designer (powerpoint only feature).

  • Which is the better choice – PowerPoint or Google Slides?

Microsoft PowerPoint (desktop version) is a paid, downloadable presentation program first released in 1990 and it is included in the Microsoft apps (formerly Microsoft Office) suite of products (along with Word, Excel and Outlook). You can download PowerPoint on PCs or Macs. It has many advanced features that make it a good choice for more complex presentations.

PowerPoint presentations can be run offline or online but with the desktop version, most users run presentations on a device.

The PowerPoint window appears as follows for a new blank presentation using the Office theme:

PowerPoint window with a blank presentation using the Office theme.

Google Slides is a cloud-based presentation program that is free for personal use. It is part of the Google  apps that are available online which include Google Docs and Google Sheets. Google Slides is used to create presentations online that can be run from a browser. Google Slides presentations can also be downloaded and run offline.

You don't need to download any software to use Google Slides but you do need to set up a Google account (either on Google Drive or a Gmail account). If you set up a Gmail account, you will be able to access Google Slides easily as it is connected to the same account.

You can access Google Slides presentations at any time by logging into your Google account. It's also easy to share Google Slides presentations with other users who have a Google account and to collaborate on presentations.

The Google Slides window appears as follows for a new blank presentation using the default theme (other themes can be selected in the task pane or imported):

Google Slides window for a new blank presentation.

Google Slides is free for personal use or is included in Google Workspace (formerly G Suite). There is a fee if you purchase Google Workspace for business or education users. Current pricing can be found at workspace.google.com . You or your organization will have to pay for the desktop version of PowerPoint either as the 365 subscriber model or you can buy the standalone version. PowerPoint 365 is offered in different plans (personal, business and enterprise) on a monthly basis and paid yearly. The current standalone version of PowerPoint is 2021. You can find current pricing based on license type, country and currency on microsoft.com .

Many large organizations have purchased the Microsoft apps for enterprise (formerly Microsoft Office).

PowerPoint users can also use the free online version of PowerPoint (which has limited features).

Both PowerPoint and Google Slides are simple to use to create a basic presentation.

Google Slides saves changes automatically. PowerPoint presentations are saved by the user in the location of their choice (on the device, on a shared drive or on OneDrive). Google Slides users may need to purchase more storage if they store a lot of files as Google Slides are stored on Google Drive along with other files. Google Drive accounts include up to 15 GB of free storage. Google Workspace paid accounts include up to 30 GB of storage. More storage may be purchased by the user (or organization) if needed.

Both Google Slides and PowerPoint also keep a version history which allows you to restore your presentation to a previous version if required.

Both PowerPoint and Google Slides allow users to:

  • Use themes for a consistent look
  • Format using slide masters
  • Use templates
  • Insert text, images and shapes
  • Insert video and sound
  • Apply animations and transitions
  • Use live captioning
  • Create presentations on Windows or Mac devices
  • Run presentations online or offline

You can apply different document themes and color themes in both PowerPoint and Google Slides for a consistent look and feel. You can also format an entire presentation using slide masters and layouts in both programs. In Google Slides, slide masters and layouts appear when you edit the theme. In PowerPoint, slide masters and layouts appear in Slide Master View.

Both PowerPoint and Google Slides offer built-in templates and you can find thousands of templates for both applications (free and paid) online.

Insert and format text, images and shapes

You can insert and format text, images and shapes in both PowerPoint and Google Slides. PowerPoint 365, however, has an advantage here as it includes thousands of high-quality stock images that are included with the subscription. These can be used royalty-free in Microsoft programs.

PowerPoint key benefit: Microsoft Stock images are included with PowerPoint 365.

You can insert video and sound in both Google Slides and PowerPoint. However, video and sound files must be uploaded first to Google Drive before using them in Google Slides. You can also insert YouTube videos into Google Slides.

In PowerPoint, you can insert video and sound files from your computer hard drive, shared drive or online sources such as YouTube or Vimeo. PowerPoint 365 also includes high-quality stock videos with the 365 subscription. These can be used royalty-free in Microsoft programs.

PowerPoint key benefit: Microsoft Stock videos are included with PowerPoint 365 and PowerPoint allows users to insert video or audio from a drive on a Mac or PC. PowerPoint offers some more advanced features for formatting video such as changing brightness and contrast, adjusting color, adding frames and cropping to name a few.

You can create links or hyperlinks to slides in both PowerPoint and Google Slides.

Google Slides includes a limited number of animations and transitions. PowerPoint offers more than 40 animations in 4 different categories including motion paths. Google Slides currently includes 15 animations.

PowerPoint includes more than 30 transitions compared to 7 transitions in Google Slides (in Google Slides transitions appear in the Motion pane along with animation options). PowerPoint 2021 and 365 also has a new transition called Morph that is unique to PowerPoint.

PowerPoint key benefits: PowerPoint offers a significantly higher number of animations and transitions as well as the ability to use more advanced animation features (such as an Animation Pane and Animation Painter). It also includes the Morph transition.

Below is the Animations gallery in PowerPoint (there are more animations available at the bottom of the gallery):

PowerPoint animations gallery.

Below is the Transitions gallery in PowerPoint:

Transitions gallery in PowerPoint.

In Google Slides, animations and transitions appear in the Motion task pane (below):

Google Slides animations in the Motion pane.

You can insert charts or graphs into Google Slides from Google Sheets. You can also insert charts or graphs from Microsoft Excel into PowerPoint or create charts directly in PowerPoint. If you are a heavy Excel user, you can easily copy Excel charts into PowerPoint (which supports object linking and embedding (OLE) for Microsoft products).

You can run a slide show and view speaker notes using Presenter View in both PowerPoint and Google Slides.

Both PowerPoint 365 and Google Slides allow users to turn on live captioning when running a slide show.

Both PowerPoint and Google Slides allow users to collaborate on their presentations. PowerPoint users can collaborate using OneDrive, Sharepoint or the online version of PowerPoint. Google Slides users can collaborate on presentations with collaborators who have a Gmail, Google Drive or Google Workspace account.

You can create PowerPoint or Google Slides presentations on both Windows and Mac devices.

Run PowerPoint or Google Slides presentations online or offline

You can run PowerPoint presentations online using the online version of PowerPoint. By default, PowerPoint presentations are run offline if you are using the desktop version.

You can run Google Slides presentations offline by downloading a Chrome browser extension or by using the Chrome operating system. You can also use Google Offline for iPad, iPhone, Android and any desktop operating system.

Microsoft apps are also available for phones and tablets through the App Store.

Both PowerPoint and Google Slides presentations can be saved as a PDF (portable document format) file which is a good option for distribution to other users or audience members.

One very important feature in PowerPoint that does not exist in Google Slides is the Outline View. The Outline View is dynamically linked to text placeholders on PowerPoint slides. It is extremely useful for navigating and linking to slides and you can even create a presentation in the Outline View. Text that appears in the Outline View is readable by screen readers used by vision-impaired users.

PowerPoint key benefit: Outline View is available in PowerPoint.

PowerPoint 365 includes an artificial intelligence (AI) tool called PowerPoint Designer which provides design ideas for slides. You can simply click a design idea slide in the PowerPoint Designer task pane to apply a design idea. As AI applications are growing exponentially, AI tools should soon be available in Google Slides.

PowerPoint key benefit: PowerPoint Designer is available in PowerPoint.

Which is the better choice – PowerPoint or Google Slides?

When deciding which is the better choice – PowerPoint or Google Slides, you will need to consider the following:

  • Is your organization's staff, your team or your colleagues using PowerPoint or Google Slides?
  • What are your required features?
  • What is your budget?
  • Are your presentations simple or do you need more advanced features?

If your organization's staff, your team or your colleagues (such as a group of students or volunteers) use PowerPoint, PowerPoint is probably your best choice. If they are using Google Slides, Google Slides is probably your best choice.

As we've noted above, PowerPoint and Google Slides offer many of the same basic features so if you are creating a basic presentation, you can use either program.

If cost is an issue, you may want to choose Google Slides as it is popular as a free program for personal use. It has alot of great features and is also very popular in educational organizations.

The Microsoft products are very popular for business users, particularly in large organizations. They also include enhanced security features.

If you need to create more advanced presentations, you will likely want to use PowerPoint as it offers many more advanced features including advanced animations and transitions as well as stock images and videos. There are also several other advanced features in PowerPoint.

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More Resources

How to Add Audio in Google Slides

How to Remove the Background of an Image in PowerPoint

How to Group or Ungroup Objects in PowerPoint (with Shortcuts)

How to Insert a Check Mark or Tick Mark in Google Slides (3 Ways)

How to Make an Object Appear and Disappear in Google Slides Using Animations

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What It Takes to Give a Great Presentation

  • Carmine Gallo

what are the advantage of powerpoint presentation

Five tips to set yourself apart.

Never underestimate the power of great communication. It can help you land the job of your dreams, attract investors to back your idea, or elevate your stature within your organization. But while there are plenty of good speakers in the world, you can set yourself apart out by being the person who can deliver something great over and over. Here are a few tips for business professionals who want to move from being good speakers to great ones: be concise (the fewer words, the better); never use bullet points (photos and images paired together are more memorable); don’t underestimate the power of your voice (raise and lower it for emphasis); give your audience something extra (unexpected moments will grab their attention); rehearse (the best speakers are the best because they practice — a lot).

I was sitting across the table from a Silicon Valley CEO who had pioneered a technology that touches many of our lives — the flash memory that stores data on smartphones, digital cameras, and computers. He was a frequent guest on CNBC and had been delivering business presentations for at least 20 years before we met. And yet, the CEO wanted to sharpen his public speaking skills.

what are the advantage of powerpoint presentation

  • Carmine Gallo is a Harvard University instructor, keynote speaker, and author of 10 books translated into 40 languages. Gallo is the author of The Bezos Blueprint: Communication Secrets of the World’s Greatest Salesman  (St. Martin’s Press).

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what are the advantage of powerpoint presentation

What Are Benefits of PowerPoint?

Microsoft PowerPoint is an easy program to use and a powerful tool for giving a presentation. Whether your presentation needs a visual kick, tools for collaboration, easy access or the ability to share information beyond the initial meeting, PowerPoint is a good option. It can even help reduce speaking anxiety by drawing eyes away from the speaker and towards a screen. Just do not expect this technology to substitute for sound and dynamic speaking skills.

Visual Impact

Making your presentation more interesting through the use of multimedia can help to improve the audience's focus. PowerPoint allows you to use images, audio and video to have a greater visual impact. These visual and audio cues may also help a presenter be more improvisational and interactive with the audience. However, try not to overly rely on these sources as your message might get lost in the clutter.

Collaboration

PowerPoint allows you to work with other people in a collaborative manner. This is especially useful in office settings where teamwork is key. Multiple people can collaborate on and contribute to a presentation. By going to the "Review" tab at the top of the program and clicking the "New Comment" button, you can leave notes and reposition

Content Sharing

Share your PowerPoint presentation with the world. Did someone miss your presentation? Have them view it online at a time that is convenient for them. You can upload your presentation to websites such as YouTube with everything featured in your work including all of the slides, commentary and transitions. All you have to do is go to "File," "Save and Send" and "Create a Video." The file will be saved in WMV format, which is capable of playback on Windows Media Player and can be uploaded to most video sites. 

Flexibility

PowerPoint can be used in a number of different effective ways to communicate with your audience. Slides are completely customizable to fit your needs. Depending on your approach, you may want to have a presentation that is text-heavy, image-heavy or some combination of both. Text-heavy presentations are generally good if you are giving a lecture to a group within your company and want them to take notes. Image-heavy presentations can help to make your presentation more conversational in style since there only visual cues. Combining the two approaches gives listeners the benefits of both visual aids and notes.

DCM's PowerPoint Training

This course will give your team an insight into MS PowerPoint and will allow them to use key features, graphics and slides to improve the impact and effectiveness of their presentations.  It will provide learners with an understanding of PowerPoint and how to use its features to enhance their presentations. The course also focuses on understanding the audience you are presenting to and how you can prepare the right content for them and keep them engaged throughout.

This course is very practical and interactive. Exercises and case studies will be used throughout to allow learners to self-assess their current skills and identify areas of improvement. Each learner will also be invited to present to the group on a topic of their choice.

Our aim is that each learner leaves the course with a list of key points to take away and work on back on the job.

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