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How to Work on a PowerPoint with a Group (A Step-by-Step Guide)
In today's collaborative world, creating impactful group PowerPoint presentations requires more than content – it needs teamwork and innovative tools. Many struggle with accessing collective expertise and suitable platforms.
Wondered about group PowerPoint collaboration? Uncertain about user-friendly tools? This article provides solutions, clarifying united presentation creation.
How to Share and Collaborate on a PowerPoint with a Group?
Working together on a PowerPoint presentation is simpler now with Microsoft 365's built-in features.
By saving your presentation on OneDrive or SharePoint, you can smoothly collaborate with your colleagues in real-time, streamlining the process effectively.
Here's a step-by-step guide on how to work on a PowerPoint with a group:
Step 1. Prepare Your Presentation
Before collaborating, make sure your presentation is saved to OneDrive or SharePoint. This allows you and your colleagues to access and edit the presentation simultaneously.
Step 2. Open the Presentation for Sharing
Launch PowerPoint and open the presentation you want to collaborate on. When you're ready to share, locate the "Share" button in the top-right corner of the ribbon and click on it.
Step 3. Invite Collaborators
If you haven't already saved your presentation to the cloud, PowerPoint will prompt you. Once that's done, a "Send Link" box will appear. Here, you can enter the email addresses of the people you wish to collaborate with.
You can simply enter their names if you have their contact information saved. The drop-down list lets you choose whether invitees can edit or only view the file.
Step 4. Click Send
After selecting the appropriate sharing settings, click the "Send" button. An email invitation will be sent to your chosen collaborators. The invitation will be sent immediately if your presentation is saved to the cloud.
Step 5. Monitor Collaboration
How to collaborate on a PowerPoint with multiple users? Here's the solution: Open the shared presentation and start editing. As others join, their thumbnails will appear in the top-right corner.
PowerPoint will notify you about their entry or exit. The Share pane shows who's viewing or editing. An indicator on the slide and the slide itself displays collaborators' activity. Hover or select it to identify the editor.
(For easier access, you can enable automatic display of the editor's name by going to File > Options > Advanced > Display > Show presence flags for selected items.)
Step 6. Save Your Progress
Once you're done working, make sure to save your file. This ensures that your changes are recorded and shared with other collaborators.
Step 7. Review Changes
When you reopen the presentation, PowerPoint for Microsoft 365 will notify you of changes made by others while you were away. A small banner will indicate who made the changes, helping you track revisions easily.
Step 8. Co-Authoring
With the file shared, you can collaborate in real time. Under the "Share" tab, you can see who else is working on the file. Colored flags will show you the specific sections each person is editing.
Step 9. Comments and Discussion
To facilitate communication, use the "Review" tab to leave comments or @mention collaborators. You can do this by selecting "Comment" or "New" if the Comments pane is open.
Type your comment, @mention a collaborator if needed, and press Enter. You can also reply to comments by selecting "Reply" and typing your response. To navigate between comments and slides, use "See more comments."
This is how you can make PowerPoint presentations editable by multiple users.
How to Unshare a Presentation in PowerPoint?
Collaborating on a PowerPoint presentation is a powerful tool, but there may come a time when you need to revoke access and unshare the presentation. Whether you've completed the collaborative process or need to limit access, unsharing can help maintain control over your content.
Here's a guide on how to unshare a presentation in PowerPoint:
Step 1. Open Your Presentation
Launch PowerPoint and open the presentation that you wish to unshare. Ensure you're logged in to your Microsoft account.
Step 2. Access Sharing Options
Navigate to the "Share" tab, typically located in the top-right corner of the ribbon. Here, you'll find a range of sharing and collaboration options.
Step 3. Manage Access
Look for an option that allows you to manage access to the presentation. Depending on the version of PowerPoint you're using, this option might be labeled as "Manage Access," "Permissions," or something similar.
Step 4. Revoke Access
Within the access management menu, locate the list of collaborators who have access to the presentation. Identify the user or users you want to unshare the presentation from.
Step 5. Remove Access
For each user, you wish to unshare the presentation from, select their name or email address. Look for an option that allows you to remove or revoke their access. Confirm your action when prompted.
Step 6. Confirm Changes
Review the list of collaborators to ensure that the individuals you wanted to unshare the presentation from no longer have access. Double-check your changes before proceeding.
Step 7. It’s done!
That’s it. It’s done! Pretty simple, right?
By following these steps, you can effectively unshare a presentation in PowerPoint, maintaining control over who has access to your collaborative work. Whether your collaboration has concluded or access needs to be limited, this process ensures your content remains secure and in your hands.
How to Ungroup an Object in PowerPoint?
Ungrouping an object in PowerPoint allows you to break apart a group of elements into their individual components. Here's how you can ungroup objects:
Step 1. Select the group of objects you want to ungroup:
Click and drag to select all the objects that are grouped together.
Step 2. Ungroup the objects
Right-click on the selected group of objects.
From the context menu that appears, hover over "Group" and then click "Ungroup."
Alternatively, you might see "Group" directly on the Ribbon under the "Format" or "Drawing Tools" tab. Click on the dropdown arrow next to "Group" and select "Ungroup."
Step 3. Regrouping (if necessary):
After ungrouping, you'll have individual objects. To group them again, select the objects you want to group. Follow the same steps as above, but this time select "Group" instead of "Ungroup."
Please note that the exact location of the "Ungroup" option might vary based on the version of PowerPoint you're using. The steps provided are based on the general approach in PowerPoint 2016 and later versions.
How to Rename a PowerPoint Presentation
Here's a user-friendly guide to help you effortlessly rename powerpoint presentations:.
1. Open the Presentation
2. Click on File
3. Click on ‘Save As.’
4.Click Rename
5. Type the new name
6. Hit Enter!
By following these steps, you'll be able to rename any PowerPoint presentation.
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Frequently Asked Questions (FAQs)
Q. how do i restrict changes to powerpoint presentations.
A. You can restrict changes in PowerPoint by using the "Mark as Final" option, which makes the presentation read-only and prevents editing prompts.
Q. How do I group and align in PowerPoint?
A. To group objects, select them and right-click to choose "Group." Use the "Align" option under the "Format" or "Drawing Tools" tab to align objects precisely.
Q. How to share a PowerPoint presentation as a link?
A. In the upper right corner, click the Share icon and then click Copy Link. If the file is on your device, you'll be asked to upload the file to the cloud first. Paste the link wherever you need it.
In this article, we've provided a thorough guide on collaborating to create a PowerPoint presentation. We've covered inviting colleagues, monitoring progress, and ending sharing.
Throughout, WPS Office has emerged as an excellent choice—compatible, practical, and budget-friendly. As productivity methods evolve, WPS Office stands out as a user-friendly collaborative solution.
- 1. How to Group by Rows in Excel (A Step by Step Guide)
- 2. How to Group Images in WPS Word Document: A Step-by-Step Guide
- 3. How to Group Objects in PowerPoint Effectively (In Easy Steps)
- 4. How To Group Worksheets In Excel
- 5. How to Group Shapes in PowerPoint (The Ultimate Guide)
- 6. How to Group and Ungroup in WPS Writer: An Easy & Fast Guide
15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.
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How to Group Objects in PowerPoint
Group pictures and shapes in presentations
- University of Maine
- Wichita Technical Institute
What to Know
- Select the objects you want to group and press Ctrl-G on the keyboard.
- Select the objects, then right-click on any of them and select Group from the menu.
- Or select Home from the menu, then Arrange in the Drawing section of the ribbon—select Group from the dropdown menu.
In this article, you'll learn several ways to group objects in PowerPoint, using either keyboard shortcuts or the menu. The following methods to group objects in PowerPoint work in Microsoft PowerPoint 2013, 2016, 2019, and 365.
When creating a Microsoft PowerPoint presentation, it can be helpful to group objects. Creating groups lets you manipulate all of them as a single group. The ribbon options described may display differently in different versions, but the process is the same.
The fastest way to group objects in PowerPoint is with a keyboard shortcut. First, hold the Ctrl key and use the mouse to select all of the objects you want to group one at a time.
Once all objects are selected, press Ctrl + G . All selected objects will become a single object that you can move, nudge, rotate, or otherwise manipulate the grouped object like you would a single object.
You can ungroup this selection by selecting the grouped object and pressing Ctrl + Shift + G on the keyboard.
Use the same process above to select all objects you want to group. Then, right-click one of the objects, select Group from the dropdown menu, and choose Group from the sub-menu. Doing this will create a single grouped box around all selected objects.
You can use this same process to ungroup any objects you've grouped by repeating the process above and selecting Ungroup from the submenu.
You can also find the option to group objects in the ribbon. To do this, hold down the Ctrl button to select all of the objects you want to group. Then select Home from the menu and select Arrange in the Drawing section of the ribbon—select Group from the dropdown menu.
Ungroup the objects by selecting Arrange in the Drawing section of the ribbon and then choosing Ungroup from the dropdown menu.
Any time you've grouped objects, you can still edit or modify the individual objects in the group. To do this, use the left mouse key to select the group. Then click the object inside the group to select it. Now you can resize or move it, or right-click and use the context menu for just that object.
If you've used any of the ungroup methods mentioned above to ungroup a previously created group, you can recreate it using a simple step. Just right-click any of the objects that were part of that previous group, select Group from the dropdown menu, and then select Regroup from the submenu. PowerPoint remembers the last group you created with that object and will recreate that group for you.
Hold the Control key to select the images you want to resize. Then, click on one of the handles on one of the images and drag it down or up. All the images in the group will change size in scale with the other images. To make them all the same size, go to Picture Tools > Format and enter the height and width you want.
Select the objects in your PowerPoint slide that you want to align. Select Format > Align and then choose how to align them: Align Left , Align Center , or Align Right . You can also select Alight Top , Align Middle , or Align Bottom . Other options are Distribute Horizontally or Distribute Vertically .
There are several reasons why you may not be able to group objects in PowerPoint. First, you may have selected only one object. You need at least two objects for a group. Or, one of the objects could be a placeholder; you can't group placeholders with objects in PowerPoint. Also, tables and embedded worksheets can't be grouped with other object types.
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Guide for Giving a Group Presentation
February 21, 2018 - Dom Barnard
In certain academic and business situations, it is more valuable to deliver a group presentation than a solo one. Many people prefer group presentations because there is less pressure on the individual. However there are also unique challenges, such as having to ensure multiple individuals collaborate in order to produce a cohesive piece of work.
Preparing for the group presentation
As with any presentation, there is a significant amount of work during the preparation stage. The group must be well organised because there are multiple individuals, and therefore multiple personalities involved.
Presentation moderator
To assist with organisation, the group should first decide on a presentation moderator – this is essentially the “leader”. The presentation moderator can have the final say when decision-making is needed and, during the Q&A portion of the presentation, can decide which speakers will answer certain questions.
Understanding the audience
To make your presentation engaging you need to think about the audience so you can tailor it towards their needs. How much will the audience already know about this topic? What will they want to get from this presentation?
For example, if you are presenting the topic of building a bridge to a group of civil engineers, you can confidently use technical language. However, if you are presenting to secondary school students, you would need to use simpler language and not explain the methods in as much detail.
The presentation’s purpose
As a group, ensure you agree on the purpose of the presentation so that you all understand the message that needs to be conveyed e.g. “We want to find out which treatment works best for social anxiety.” Deciding on your message means that the group can start building key points around this – just keep in mind that each subtopic must contribute to the presentation’s aim.
Divide the presentation
The presentation needs to be divided into main areas so there is a clear beginning, middle and end. This is where can you decide on the order of the subtopics. Presentations usually follow this structure:
1. Introduction:
- It is useful to agree on the first minute of the presentation as a team. This is because the audience should be interested from the start and convinced to listen.
- The presentation’s aims are also discussed and an overview of the presentation’s structure is provided. For example, “We set out to explore the effectiveness of different treatments for social anxiety. We will first cover the symptoms and prevalence of social anxiety, before explaining the different treatments. This will then lead into a discussion about the pros and cons of each treatment route. Finally, we will explain which treatment route we decided was the most effective for this disorder.”
2. One or two middle sections:
- These sections consist of providing the information that addresses your presentation’s aim.
- There can be more of these sections depending on your topic.
3. Conclusion:
- After summarising all of the key points, there must be a clear conclusion. It is beneficial to appoint the conclusion to the best speaker as this is where all the information is pooled together.
After segmenting the presentation, a time sequence can be created so the group understands the order in which tasks must be completed. It is important to set deadlines for this.
Share responsibility
A frequent problem when working within a group is unequal participation as this can subsequently cause disharmony.
But this is easily avoidable by assigning each speaker a section of the presentation to work on depending on their interests. This means that each speaker should be doing the research for their section and putting together a speech and slides (if being used).
- It is important to specify exactly what each group member should be doing with their time.
- Make sure the length of time per speaker is agreed on.
- Do not change speakers more than necessary because this can reduce the coherency of the presentation.
Build the presentation together
For an audience to follow and enjoy a presentation, it must flow together. Meeting up and building the presentation helps with this because:
- This prevents the duplication of content.
- You can put the slides together, although only one individual should be responsible for merging the slides so there is consistency within the presentation.
- It is useful to receive feedback on the speeches before presenting to an audience.
- The team can agree on any edits.
- The team can agree on the conclusion.
- You can make sure that each speaker will talk for the same amount of time and cover a similar amount of information.
- The team can come up with the first minute of the presentation together.
Use stories to engage the audience
A good presentation opening could start with a story to highlight why your topic is significant. For example, if the topic is on the benefits of pets on physical and psychological health, you could present a story or a study about an individual whose quality of life significantly improved after being given a dog.
The audience is more likely to remember this story than a list of facts and statistics so try and incorporate relevant stories into presentations.
Know what each speaker will say
Each speaker must know what the other group members will say as this prevents repetition and it may be useful to refer to a previous speaker to assist in explaining your own section.
Also, if a team member is unable to attend on the day it will be easier to find cover within the group.
Write and practice transitions
Clean transitioning between speakers can also assist in producing a presentation that flows well. One way of doing this is:
- Briefly recap on what you covered in your section: “So that was a brief introduction on what social anxiety is and how it can affect somebody”
- Introduce the next speaker in the team and explain what they will discuss: “Now Sarah will talk about the prevalence of social anxiety.”
- Then end by looking at the next speaker, gesturing towards them and saying their name: “Sarah”.
- The next speaker should acknowledge this with a quick: “Thank you Nick.”
From this example you can see how the different sections of the presentations link which makes it easier for the audience to follow and remain engaged.
Practice the presentation
Rehearse with the group multiple times to make sure:
- The structure works
- Everyone is sticking to their timing.
- To see if any edits are needed.
The more you rehearse a presentation the more you will feel comfortable presenting the material and answering questions as your familiarity with the content increases.
Handling nerves before the presentation
It is natural to feel nervous when presenting in front of others, regardless of the size of the audience. Here are some tips:
- Remind yourself that the audience is there to listen to you and wants you to do well; there is no need to be afraid of them.
- Remember that the audience members will have to present their projects later and are almost certainly feeling just as nervous.
- Practicing with your group and practicing your section at home will make you more comfortable and familiar with the material and increase your confidence.
- Practice pauses – when people feel nervous they tend to find silences uncomfortable and try to fill gaps, such as using “um” multiple times (filler words). Practicing pauses will help the silences feel less unnatural when you present therefore reducing the need for filler words.
- When we are nervous we often begin breathing quickly and this in turn can increase our anxiety. Controlled breathing is a common technique that helps slow down your breathing to normal thus reducing your anxiety.
Exercises to control your breathing:
- Sit down in an upright position as it easier for your lungs to fill with air
- Breathe in through your nose and into your abdomen for four seconds
- Hold this breathe for two seconds
- Breathe out through your nose for six seconds
- Wait a few seconds before inhaling and repeating the cycle
During the group presentation
Introducing the team.
The presentation should begin with the presentation moderator introducing the team. This is smoother than each individual presenting themselves.
Pay attention to the presentation
You may feel nervous as you wait for your turn to speak but try to listen to the presentation. The audience is able to see the whole team so it is important that you look interested in what is being said and react to it, even if you have heard it multiple times.
Body language and eye contact
Body language is a useful tool to engage the audience:
- If it is your turn to speak then stand slightly in the foreground of the rest of your group.
- Smile at the audience as this will make you look more confident.
- Make eye contact as this helps you engage with the audience.
- Keep your arms uncrossed so your body language is more open.
- Do not look down and read from your notes- glancing down occasionally is fine but keep in mind that you are talking to the audience.
- This is the same for presenting visual aids ; you may need to glance at the computer slide but make sure you predominantly face the audience as you are still speaking to them.
- Keep your hands at your sides but use them occasionally to gesture.
Vocal variety
How you say something is just as is important as the content of your speech – arguably, more so . For example, if an individual presented on a topic very enthusiastically the audience would probably enjoy this compared to someone who covered more points but mumbled into their notes.
Here are some pointers:
- Adapt your voice depending on what are you saying- if you want to highlight something then raise your voice or lower your voice for intensity.
- Avoid speaking in monotone.
- Sound enthusiastic – the more you sound like you care about the topic, the more the audience will listen.
- Speak loudly and clearly.
- If you notice that you are speaking quickly, pause and slow down.
- Warm up your voice before a speech
Take short pauses and breath deeply. This will ensure you have more vocal variety.
Handling nerves during the presentation
- If you find that you are too uncomfortable to give audience members direct eye contact, a helpful technique is to look directly over the heads of the audience as this gives the impression of eye contact.
- Try not to engage in nervous behaviours e.g. shifting your weight or fidgeting.
- Remember that it’s unlikely that the audience knows that you are feeling nervous – you do not look as anxious as you feel.
- Notice whether you are speaking too quickly as this tends to happen when nervousness increases. If you are, pause and then slow down.
Strong conclusion
Since the conclusion is the last section of your presentation the audience is more likely to remember it. Summarise the key points and lead into a clear concluding statement. For example, if your presentation was on the impact of social media on self-esteem you could list all the main points covered in the presentation and conclude “Therefore, from the amount of evidence and also from the quality of evidence, we have decided that social media is negatively/positively impacting self-esteem.”
Questions and answer session
The questions and answers session after the main presentation can be a source of anxiety as it is often difficult to predict what questions will be asked. But working within a group setting means that individually you do not have to know everything about the topic.
When an audience member asks a question , the presentation moderator can refer a speaker who has the relevant knowledge to provide an answer. This avoids any hesitant pauses.
If you are answering group presentation questions:
- Pause before answering- take the time to gather your thoughts and think about your answer
- Make sure you answer the question- sometimes you may start providing more information than necessary. Keeping answers as concise as possible will help with this.
- Ask the questioner for clarification if you do not understand- it’s better to ask rather than answering in a way that does not address the question.
- You’re not expected to know everything- challenging questions will emerge and if you do not know the answer you can respond with: “That’s a really good question, I’m not certain so let me look into that.”
Ending the presentation
A good ending usually consists of the presentation moderator thanking the audience. If there is another group afterwards they should transition to the next group.
How-To Geek
8 tips to make the best powerpoint presentations.
Want to make your PowerPoint presentations really shine? Here's how to impress and engage your audience.
Quick Links
Table of contents, start with a goal, less is more, consider your typeface, make bullet points count, limit the use of transitions, skip text where possible, think in color, take a look from the top down, bonus: start with templates.
Slideshows are an intuitive way to share complex ideas with an audience, although they're dull and frustrating when poorly executed. Here are some tips to make your Microsoft PowerPoint presentations sing while avoiding common pitfalls.
It all starts with identifying what we're trying to achieve with the presentation. Is it informative, a showcase of data in an easy-to-understand medium? Or is it more of a pitch, something meant to persuade and convince an audience and lead them to a particular outcome?
It's here where the majority of these presentations go wrong with the inability to identify the talking points that best support our goal. Always start with a goal in mind: to entertain, to inform, or to share data in a way that's easy to understand. Use facts, figures, and images to support your conclusion while keeping structure in mind (Where are we now and where are we going?).
I've found that it's helpful to start with the ending. Once I know how to end a presentation, I know how best to get to that point. I start by identifying the takeaway---that one nugget that I want to implant before thanking everyone for their time---and I work in reverse to figure out how best to get there.
Your mileage, of course, may vary. But it's always going to be a good idea to put in the time in the beginning stages so that you aren't reworking large portions of the presentation later. And that starts with a defined goal.
A slideshow isn't supposed to include everything. It's an introduction to a topic, one that we can elaborate on with speech. Anything unnecessary is a distraction. It makes the presentation less visually appealing and less interesting, and it makes you look bad as a presenter.
This goes for text as well as images. There's nothing worse, in fact, than a series of slides where the presenter just reads them as they appear. Your audience is capable of reading, and chances are they'll be done with the slide, and browsing Reddit, long before you finish. Avoid putting the literal text on the screen, and your audience will thank you.
Related: How to Burn Your PowerPoint to DVD
Right off the bat, we're just going to come out and say that Papyrus and Comic Sans should be banned from all PowerPoint presentations, permanently. Beyond that, it's worth considering the typeface you're using and what it's saying about you, the presenter, and the presentation itself.
Consider choosing readability over aesthetics, and avoid fancy fonts that could prove to be more of a distraction than anything else. A good presentation needs two fonts: a serif and sans-serif. Use one for the headlines and one for body text, lists, and the like. Keep it simple. Veranda, Helvetica, Arial, and even Times New Roman are safe choices. Stick with the classics and it's hard to botch this one too badly.
There reaches a point where bullet points become less of a visual aid and more of a visual examination.
Bullet points should support the speaker, not overwhelm his audience. The best slides have little or no text at all, in fact. As a presenter, it's our job to talk through complex issues, but that doesn't mean that we need to highlight every talking point.
Instead, think about how you can break up large lists into three or four bullet points. Carefully consider whether you need to use more bullet points, or if you can combine multiple topics into a single point instead. And if you can't, remember that there's no one limiting the number of slides you can have in a presentation. It's always possible to break a list of 12 points down into three pages of four points each.
Animation, when used correctly, is a good idea. It breaks up slow-moving parts of a presentation and adds action to elements that require it. But it should be used judiciously.
Adding a transition that wipes left to right between every slide or that animates each bullet point in a list, for example, starts to grow taxing on those forced to endure the presentation. Viewers get bored quickly, and animations that are meant to highlight specific elements quickly become taxing.
That's not to say that you can't use animations and transitions, just that you need to pick your spots. Aim for no more than a handful of these transitions for each presentation. And use them in spots where they'll add to the demonstration, not detract from it.
Sometimes images tell a better story than text can. And as a presenter, your goal is to describe points in detail without making users do a lot of reading. In these cases, a well-designed visual, like a chart, might better convey the information you're trying to share.
The right image adds visual appeal and serves to break up longer, text-heavy sections of the presentation---but only if you're using the right images. A single high-quality image can make all the difference between a success and a dud when you're driving a specific point home.
When considering text, don't think solely in terms of bullet points and paragraphs. Tables, for example, are often unnecessary. Ask yourself whether you could present the same data in a bar or line chart instead.
Color is interesting. It evokes certain feelings and adds visual appeal to your presentation as a whole. Studies show that color also improves interest, comprehension, and retention. It should be a careful consideration, not an afterthought.
You don't have to be a graphic designer to use color well in a presentation. What I do is look for palettes I like, and then find ways to use them in the presentation. There are a number of tools for this, like Adobe Color , Coolors , and ColorHunt , just to name a few. After finding a palette you enjoy, consider how it works with the presentation you're about to give. Pastels, for example, evoke feelings of freedom and light, so they probably aren't the best choice when you're presenting quarterly earnings that missed the mark.
It's also worth mentioning that you don't need to use every color in the palette. Often, you can get by with just two or three, though you should really think through how they all work together and how readable they'll be when layered. A simple rule of thumb here is that contrast is your friend. Dark colors work well on light backgrounds, and light colors work best on dark backgrounds.
Spend some time in the Slide Sorter before you finish your presentation. By clicking the four squares at the bottom left of the presentation, you can take a look at multiple slides at once and consider how each works together. Alternatively, you can click "View" on the ribbon and select "Slide Sorter."
Are you presenting too much text at once? Move an image in. Could a series of slides benefit from a chart or summary before you move on to another point?
It's here that we have the opportunity to view the presentation from beyond the single-slide viewpoint and think in terms of how each slide fits, or if it fits at all. From this view, you can rearrange slides, add additional ones, or delete them entirely if you find that they don't advance the presentation.
The difference between a good presentation and a bad one is really all about preparation and execution. Those that respect the process and plan carefully---not only the presentation as a whole, but each slide within it---are the ones who will succeed.
This brings me to my last (half) point: When in doubt, just buy a template and use it. You can find these all over the web, though Creative Market and GraphicRiver are probably the two most popular marketplaces for this kind of thing. Not all of us are blessed with the skills needed to design and deliver an effective presentation. And while a pre-made PowerPoint template isn't going to make you a better presenter, it will ease the anxiety of creating a visually appealing slide deck.
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How to Make a PowerPoint Presentation (Step-by-Step)
- PowerPoint Tutorials
- Presentation Design
- January 22, 2024
In this beginner’s guide, you will learn step-by-step how to make a PowerPoint presentation from scratch.
While PowerPoint is designed to be intuitive and accessible, it can be overwhelming if you’ve never gotten any training on it before. As you progress through this guide, you’ll will learn how to move from blank slides to PowerPoint slides that look like these.
Table of Contents
Additionally, as you create your presentation, you’ll also learn tricks for working more efficiently in PowerPoint, including how to:
- Change the slide order
- Reset your layout
- Change the slide dimensions
- Use PowerPoint Designer
- Format text
- Format objects
- Play a presentation (slide show)
With this knowledge under your belt, you’ll be ready to start creating PowerPoint presentations. Moreover, you’ll have taken your skills from beginner to proficient in no time at all. I will also include links to more advanced PowerPoint topics.
Ready to start learning how to make a PowerPoint presentation?
Take your PPT skills to the next level
Start with a blank presentation.
Note: Before you open PowerPoint and start creating your presentation, make sure you’ve collected your thoughts. If you’re going to make your slides compelling, you need to spend some time brainstorming.
For help with this, see our article with tips for nailing your business presentation here .
The first thing you’ll need to do is to open PowerPoint. When you do, you are shown the Start Menu , with the Home tab open.
This is where you can choose either a blank theme (1) or a pre-built theme (2). You can also choose to open an existing presentation (3).
For now, go ahead and click on the Blank Presentation (1) thumbnail.
Doing so launches a brand new and blank presentation for you to work with. Before you start adding content to your presentation, let’s first familiarize ourselves with the PowerPoint interface.
The PowerPoint interface
Here is how the program is laid out:
- The Application Header
- The Ribbon (including the Ribbon tabs)
- The Quick Access Toolbar (either above or below the Ribbon)
- The Slides Pane (slide thumbnails)
The Slide Area
The notes pane.
- The Status Bar (including the View Buttons)
Each one of these areas has options for viewing certain parts of the PowerPoint environment and formatting your presentation.
Below are the important things to know about certain elements of the PowerPoint interface.
The PowerPoint Ribbon
The Ribbon is contextual. That means that it will adapt to what you’re doing in the program.
For example, the Font, Paragraph and Drawing options are greyed out until you select something that has text in it, as in the example below (A).
Furthermore, if you start manipulating certain objects, the Ribbon will display additional tabs, as seen above (B), with more commands and features to help you work with those objects. The following objects have their own additional tabs in the Ribbon which are hidden until you select them:
- Online Pictures
- Screenshots
- Screen Recording
The Slides Pane
This is where you can preview and rearrange all the slides in your presentation.
Right-clicking on a slide in the pane gives you additional options on the slide level that you won’t find on the Ribbon, such as Duplicate Slide , Delete Slide , and Hide Slide .
In addition, you can add sections to your presentation by right-clicking anywhere in this Pane and selecting Add Section . Sections are extremely helpful in large presentations, as they allow you to organize your slides into chunks that you can then rearrange, print or display differently from other slides.
The Slide Area (A) is where you will build out your slides. Anything within the bounds of this area will be visible when you present or print your presentation.
Anything outside of this area (B) will be hidden from view. This means that you can place things here, such as instructions for each slide, without worrying about them being shown to your audience.
The Notes Pane is the space beneath the Slide Area where you can type in the speaker notes for each slide. It’s designed as a fast way to add and edit your slides’ talking points.
To expand your knowledge and learn more about adding, printing, and exporting your PowerPoint speaker notes, read our guide here .
Your speaker notes are visible when you print your slides using the Notes Pages option and when you use the Presenter View . To expand your knowledge and learn the ins and outs of using the Presenter View , read our guide here .
You can resize the Notes Pane by clicking on its edge and dragging it up or down (A). You can also minimize or reopen it by clicking on the Notes button in the Status Bar (B).
Note: Not all text formatting displays in the Notes Pane, even though it will show up when printing your speaker notes. To learn more about printing PowerPoint with notes, read our guide here .
Now that you have a basic grasp of the PowerPoint interface at your disposal, it’s time to make your presentation.
Adding Content to Your PowerPoint Presentation
Notice that in the Slide Area , there are two rectangles with dotted outlines. These are called Placeholders and they’re set on the template in the Slide Master View .
To expand your knowledge and learn how to create a PowerPoint template of your own (which is no small task), read our guide here .
As the prompt text suggests, you can click into each placeholder and start typing text. These types of placeholder prompts are customizable too. That means that if you are using a company template, it might say something different, but the functionality is the same.
Note: For the purposes of this example, I will create a presentation based on the content in the Starbucks 2018 Global Social Impact Report, which is available to the public on their website.
If you type in more text than there is room for, PowerPoint will automatically reduce its font size. You can stop this behavior by clicking on the Autofit Options icon to the left of the placeholder and selecting Stop Fitting Text to this Placeholder .
Next, you can make formatting adjustments to your text by selecting the commands in the Font area and the Paragraph area of the Home tab of the Ribbon.
The Reset Command: If you make any changes to your title and decide you want to go back to how it was originally, you can use the Reset button up in the Home tab .
Insert More Slides into Your Presentation
Now that you have your title slide filled in, it’s time to add more slides. To do that, simply go up to the Home tab and click on New Slide . This inserts a new slide in your presentation right after the one you were on.
You can alternatively hit Ctrl+M on your keyboard to insert a new blank slide in PowerPoint. To learn more about this shortcut, see my guide on using Ctrl+M in PowerPoint .
Instead of clicking the New Slide command, you can also open the New Slide dropdown to see all the slide layouts in your PowerPoint template. Depending on who created your template, your layouts in this dropdown can be radically different.
If you insert a layout and later want to change it to a different layout, you can use the Layout dropdown instead of the New Slide dropdown.
After inserting a few different slide layouts, your presentation might look like the following picture. Don’t worry that it looks blank, next we will start adding content to your presentation.
If you want to follow along exactly with me, your five slides should be as follows:
- Title Slide
- Title and Content
- Section Header
- Two Content
- Picture with Caption
Adding Content to Your Slides
Now let’s go into each slide and start adding our content. You’ll notice some new types of placeholders.
On slide 2 we have a Content Placeholder , which allows you to add any kind of content. That includes:
- A SmartArt graphic,
- A 3D object,
- A picture from the web,
- Or an icon.
To insert text, simply type it in or hit Ctrl+C to Copy and Ctrl+V to Paste from elsewhere. To insert any of the other objects, click on the appropriate icon and follow the steps to insert it.
For my example, I’ll simply type in some text as you can see in the picture below.
Slides 3 and 4 only have text placeholders, so I’ll go ahead and add in my text into each one.
On slide 5 we have a Picture Placeholder . That means that the only elements that can go into it are:
- A picture from the web
To insert a picture into the picture placeholder, simply:
- Click on the Picture icon
- Find a picture on your computer and select it
- Click on Insert
Alternatively, if you already have a picture open somewhere else, you can select the placeholder and paste in (shortcut: Ctrl+V ) the picture. You can also drag the picture in from a file explorer window.
If you do not like the background of the picture you inserted onto your slide, you can remove the background here in PowerPoint. To see how to do this, read my guide here .
Placeholders aren’t the only way to add content to your slides. At any point, you can use the Insert tab to add elements to your slides.
You can use either the Title Only or the Blank slide layout to create slides for content that’s different. For example, a three-layout content slide, or a single picture divider slide, as shown below.
In the first example above, I’ve inserted 6 text boxes, 3 icons, and 3 circles to create this layout. In the second example, I’ve inserted a full-sized picture and then 2 shapes and 2 text boxes.
The Reset Command: Because these slides are built with shapes and text boxes (and not placeholders), hitting the Reset button up in the Home tab won’t do anything.
That is a good thing if you don’t want your layouts to adjust. However, it does mean that it falls on you to make sure everything is aligned and positioned correctly.
For more on how to add and manipulate the different objects in PowerPoint, check out our step-by-step articles here:
- Using graphics in PowerPoint
- Inserting icons onto slides
- Adding pictures to your PowerPoint
- How to embed a video in PowerPoint
- How to add music to your presentation
Using Designer to generate more layouts ideas
If you have Office 365, your version of PowerPoint comes with a new feature called Designer (or Design Ideas). This is a feature that generates slide layout ideas for you. The coolest thing about this feature is that it uses the content you already have.
To use Designer , simply navigate to the Design tab in your Ribbon, and click on Design Ideas .
NOTE: If the PowerPoint Designer is not working for you (it is grey out), see my troubleshooting guide for Designer .
Change the Overall Design (optional)
When you make a PowerPoint presentation, you’ll want to think about the overall design. Now that you have some content in your presentation, you can use the Design tab to change the look and feel of your slides.
For additional help thinking through the design of your presentation, read my guide here .
A. Picking your PowerPoint slide size
If you have PowerPoint 2013 or later, when you create a blank document in PowerPoint, you automatically start with a widescreen layout with a 16:9 ratio. These dimensions are suitable for most presentations as they match the screens of most computers and projectors.
However, you do have the option to change the dimensions.
For example, your presentation might not be presented, but instead converted into a PDF or printed and distributed. In that case, you can easily switch to the standard dimensions with a 4:3 ratio by selecting from the dropdown (A).
You can also choose a custom slide size or change the slide orientation from landscape to portrait in the Custom Slide Size dialog box (B).
To learn all about the different PowerPoint slide sizes, and some of the issues you will face when changing the slide size of a non-blank presentation, read my guide here .
B. Selecting a PowerPoint theme
The next thing you can do is change the theme of your presentation to a pre-built one. For a detailed explanation of what a PowerPoint theme is, and how to best use it, read my article here .
In the beginning of this tutorial, we started with a blank presentation, which uses the default Office theme as you can see in the picture below.
That gives you the most flexibility because it has a blank background and quite simple layouts that work for most presentations. However, it also means that it’s your responsibility to enhance the design.
If you’re comfortable with this, you can stay with the default theme or create your own custom theme ( read my guide here ). But if you would rather not have to think about design, then you can choose a pre-designed theme.
Microsoft provides 46 other pre-built themes, which include slide layouts, color variants and palettes, and fonts. Each one varies quite significantly, so make sure you look through them carefully.
To select a different theme, go to the Design tab in the Ribbon, and click on the dropdown arrow in the Themes section .
For this tutorial, let’s select the Frame theme and then choose the third Variant in the theme. Doing so changes the layout, colors, and fonts of your presentation.
Note: The theme dropdown area is also where you can import or save custom themes. To see my favorite places to find professional PowerPoint templates and themes (and recommendations for why I like them), read my guide here .
C. How to change a slide background in PowerPoint
The next thing to decide is how you want your background to look for the entire presentation. In the Variants area, you can see four background options.
For this example, we want our presentation to have a dark background, so let’s select Style 3. When you do so, you’ll notice that:
- The background color automatically changes across all slides
- The color of the text on most of the slides automatically changes to white so that it’s visible on the dark background
- The colors of the objects on slides #6 and #7 also adjust, in a way we may not want (we’ll likely have to make some manual adjustments to these slides)
Note: If you want to change the slide background for just that one slide, don’t left-click the style. Instead, right-click it and select Apply to Selected Slides .
After you change the background for your entire presentation, you can easily adjust the background for an individual slide.
Inside the Format Background pane, you can see you have the following options:
- Gradient fill
- Picture or texture fill
- Pattern fill
- Hide background
You can explore these options to find the PowerPoint background that best fits your presentation.
D. How to change your color palette in PowerPoint
Another thing you may want to adjust in your presentation, is the color scheme. In the picture below you can see the Theme Colors we are currently using for this presentation.
Each PowerPoint theme comes with its own color palette. By default, the Office theme includes the Office color palette. This affects the colors you are presented with when you format any element within your presentation (text, shapes, SmartArt, etc.).
The good news is that the colors here are easy to change. To switch color palettes, simply:
- Go to the Design tab in the Ribbon
- In the Variants area, click on the dropdown arrow and select Colors
- Select the color palette (or theme colors) you want
You can choose among the pre-built color palettes from Office, or you can customize them to create your own.
As you build your presentation, make sure you use the colors from your theme to format objects. That way, changing the color palette adjusts all the colors in your presentation automatically.
E. How to change your fonts in PowerPoint
Just as we changed the color palette, you can do the same for the fonts.
Each PowerPoint theme comes with its own font combination. By default, the Office theme includes the Office font pairing. This affects the fonts that are automatically assigned to all text in your presentation.
The good news is that the font pairings are easy to change. To switch your Theme Fonts, simply:
- Go to the Design tab in the Ribbon
- Click on the dropdown arrow in the Variants area
- Select Fonts
- Select the font pairing you want
You can choose among the pre-built fonts from Office, or you can customize them to create your own.
If you are working with PowerPoint presentations on both Mac and PC computers, make sure you choose a safe PowerPoint font. To see a list of the safest PowerPoint fonts, read our guide here .
If you receive a PowerPoint presentation and the wrong fonts were used, you can use the Replace Fonts dialog box to change the fonts across your entire presentation. For details, read our guide here .
Adding Animations & Transitions (optional)
The final step to make a PowerPoint presentation compelling, is to consider using animations and transitions. These are by no means necessary to a good presentation, but they may be helpful in your situation.
A. Adding PowerPoint animations
PowerPoint has an incredibly robust animations engine designed to power your creativity. That being said, it’s also easy to get started with basic animations.
Animations are movements that you can apply to individual objects on your slide.
To add a PowerPoint animation to an element of your slide, simply:
- Select the element
- Go to the Animations tab in the Ribbon
- Click on the dropdown arrow to view your options
- Select the animation you want
You can add animations to multiple objects at one time by selecting them all first and then applying the animation.
B. How to preview a PowerPoint animation
There are three ways to preview a PowerPoint animation:
- Click on the Preview button in the Animations tab
- Click on the little star next to the slide
- Play the slide in Slide Show Mode
To learn other ways to run your slide show, see our guide on presenting a PowerPoint slide show with shortcuts .
To adjust the settings of your animations, explore the options in the Effect Options , Advanced Animation and the Timing areas of the Animation tab .
Note: To see how to make objects appear and disappear in your slides by clicking a button, read our guide here .
C. How to manage your animations in PowerPoint
The best way to manage lots of animations on your slide is with the Animation Pane . To open it, simply:
- Navigate to the Animations tab
- Select the Animation Pane
Inside the Animation Pane, you’ll see all of the different animations that have been applied to objects on your slide, with their numbers marked as pictured above.
Note: To see examples of PowerPoint animations that can use in PowerPoint, see our list of PowerPoint animation tutorials here .
D. How to add transitions to your PowerPoint presentation
PowerPoint has an incredibly robust transition engine so that you can dictate how your slides change from one to the other. It is also extremely easy to add transitions to your slides.
In PowerPoint, transitions are the movements (or effects) you see as you move between two slides.
To add a transition to a PowerPoint slide, simply:
- Select the slide
- Go to the Transitions tab in the Ribbon
- In the Transitions to This Slide area, click on the dropdown arrow to view your options
- Select the transition you want
To adjust the settings of the transition, explore the options in the Timing area of the Transitions tab.
You can also add the same transition to multiple slides. To do that, select them in the Slides Pane and apply the transition.
E. How to preview a transition in PowerPoint
There are three ways to preview your PowerPoint transitions (just like your animations):
- Click on the Preview button in the Transitions tab
- Click on the little star beneath the slide number in the thumbnail view
Note: In 2016, PowerPoint added a cool new transition, called Morph. It operates a bit differently from other transitions. For a detailed tutorial on how to use the cool Morph transition, see our step-by-step article here .
Save Your PowerPoint Presentation
After you’ve built your presentation and made all the adjustments to your slides, you’ll want to save your presentation. YOu can do this several different ways.
To save a PowerPoint presentation using your Ribbon, simply:
- Navigate to the File tab
- Select Save As on the left
- Choose where you want to save your presentation
- Name your presentation and/or adjust your file type settings
- Click Save
You can alternatively use the Ctrl+S keyboard shortcut to save your presentation. I recommend using this shortcut frequently as you build your presentation to make sure you don’t lose any of your work.
This is the standard way to save a presentation. However, there may be a situation where you want to save your presentation as a different file type.
To learn how to save your presentation as a PDF, see our guide on converting PowerPoint to a PDF .
How to save your PowerPoint presentation as a template
Once you’ve created a presentation that you like, you may want to turn it into a template. The easiest – but not technically correct – way, is to simply create a copy of your current presentation and then change the content.
But be careful! A PowerPoint template is a special type of document and it has its own parameters and behaviors.
If you’re interested in learning about how to create your own PowerPoint template from scratch, see our guide on how to create a PowerPoint template .
Printing Your PowerPoint Presentation
After finishing your PowerPoint presentation, you may want to print it out on paper. Printing your slides is relatively easy.
To open the Print dialog box, you can either:
- Hit Ctrl+P on your keyboard
- Or go to the Ribbon and click on File and then Print
Inside the Print dialog box, you can choose from the various printing settings:
- Printer: Select a printer to use (or print to PDF or OneNote)
- Slides: Choose which slides you want to print
- Layout: Determine how many slides you want per page (this is where you can print the notes, outline, and handouts)
- Collated or uncollated (learn what collated printing means here )
- Color: Choose to print in color, grayscale or black & white
There are many more options for printing your PowerPoint presentations. Here are links to more in-depth articles:
- How to print multiple slides per page
- How to print your speaker notes in PowerPoint
- How to save PowerPoint as a picture presentation
So that’s how to create a PowerPoint presentation if you are brand new to it. We’ve also included a ton of links to helpful resources to boost your PowerPoint skills further.
When you are creating your presentation, it is critical to first focus on the content (what you are trying to say) before getting lost inserting and playing with elements. The clearer you are on what you want to present, the easier it will be to build it out in PowerPoint.
If you enjoyed this article, you can learn more about our PowerPoint training courses and other presentation resources by visiting us here .
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How to Group or Ungroup Objects in PowerPoint (with Shortcuts)
3 Ways to Group or Ungroup Objects in PowerPoint Presentations
by Avantix Learning Team | Updated February 10, 2021
Applies to: Microsoft ® PowerPoint ® 2013, 2016, 2019 and 365 (Windows)
You can group and ungroup objects in PowerPoint using keyboard shortcuts, the context menu or the Ribbon. If you group pictures, shapes or other objects, you can format, move, resize and animate those objects as one object. You can also ungroup objects that have been grouped and regroup objects.
If you have grouped objects, you can ungroup them. There are also some PowerPoint objects that can be ungrouped such as charts or SmartArt. However, If you ungroup a chart or a SmartArt graphic, you can't convert the objects back into their original format.
Note: Buttons and Ribbon tabs may display in a different way (with or without text) depending on your version of PowerPoint, the size of your screen and your Control Panel settings. For PowerPoint 365 users, Ribbon tabs may appear with different names. For example, the Picture Tools Format tab may appear as Picture Format and the Drawing Tools Format tab may appear as Drawing Format or Shape Format.
Recommended article: How to Remove a Background from a Picture in PowerPoint (2 Ways)
Do you want to learn more about PowerPoint? Check out our virtual classroom or live classroom PowerPoint courses >
Group objects using a keyboard shortcut
To group objects in PowerPoint using a keyboard shortcut:
- In Normal View or Slide Master View, Shift-click or Ctrl-click the pictures, shapes or other objects you want to group.
- Press Ctrl + G. The selected objects will be grouped together and have a single set of selection and rotation handles.
Group objects using the context menu
To group objects using the context menu:
- Right-click one of the selected objects. A drop-down menu appears.
- Select Group and then Group from the sub-menu. The selected objects will be grouped together and have a single set of selection and rotation handles.
Group appears in the context menu in PowerPoint:
Group objects using the Ribbon
To group objects using the Ribbon:
- Click the Drawing Tools Format, Drawing Format, Shape Format, Picture Tools Format or Picture Format tab in the Ribbon.
- In the Arrange group, click Group. A drop-down menu appears.
- Select Group. The selected objects will be grouped together and have a single set of selection and rotation handles
The Group command appears in the Arrange group in the Ribbon:
Edit an object in a group
After you group objects, you can still work with a single object in a group. Select the group and then click an item in the group to select it. You can then edit or format the selected object.
Ungroup objects using a keyboard shortcut
To ungroup objects in PowerPoint using a keyboard shortcut:
- In Normal View or Slide Master View, click the grouped object.
- Press Ctrl + Shift + G. The selected objects will be ungrouped.
- Click in an area outside of the grouped objects. You will now be able to select each object.
Ungroup objects using the context menu
To ungroup objects using the context menu:
- In Normal View or Slide Master View, right-click the object you want to ungroup. A drop-down menu appears.
- Select Group and then Ungroup from the sub-menu. The selected objects will be ungrouped.
Ungroup objects using the Ribbon
To ungroup objects using the Ribbon:
- Select Ungroup. The selected objects will be ungrouped.
Regroup objects
You can regroup objects that were previously part of a group:
To regroup objects:
- Right-click any one of the objects, shapes or pictures that were previously in a group.
- Select Group and then Regroup from the sub-menu. Alternatively, you can press Ctrl + Shift + J. The selected objects will be regrouped.
It is more common to group and ungroup than regroup objects.
There are some objects that you will not be able to group in PowerPoint. For example, you will not be able to group objects that include a placeholder (like a Title placeholder), table, worksheet object or 3D model. If you want to group SVG icons, you need to convert them to shapes first. For more information and workarounds, check out the article Why You Can't Group in PowerPoint (3 Common Issues) .
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More resources
How to Rotate Objects in PowerPoint
How to Align Objects in PowerPoint (4 Ways)
10 Great PowerPoint Drawing Tricks and Shortcuts
How to Use the Eyedropper in PowerPoint to Match Colors
How to Animate Text, Images and Other Objects in PowerPoint
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6 Simple Parts for Beginners to Create a PowerPoint Presentation
Last Updated: December 19, 2022 Fact Checked
Creating a New PowerPoint
Creating the title slide, adding a new slide, adding content to slides, adding transitions, testing and saving your presentation.
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Do you want to have your data in a slide show? If you have Microsoft 365, you can use PowerPoint! PowerPoint is a program that's part of the Microsoft Office suite (which you have to pay for) and is available for both Windows and Mac computers. This wikiHow teaches you how to create your own Microsoft PowerPoint presentation on a computer.
Things You Should Know
- Templates make it easy to create vibrant presentations no matter your skill level.
- When adding photos, you can adjust their sizes by clicking and dragging in or out from their corners.
- You can add animated transitions between slides or to individual elements like bullet points and blocks of text.
- If you don't have a Microsoft Office 365 subscription, you can use the website instead of the desktop app. Go to https://powerpoint.office.com/ to use the website version.
- You can also use the mobile app to make presentations, though it's easier to do this on a computer, which has a larger screen, a mouse, and a keyboard.
- If you don't want to use a template, just click the Blank option in the upper-left side of the page and skip to the next part.
- Skip this step if your selected template has no themes available.
- If you're creating a PowerPoint presentation for which an elaborate title slide has been requested, ignore this step.
- You can change the font and size of text used from the Home tab that's in the orange ribbon at the top of the window.
- You can also just leave this box blank if you like.
- You can also click and drag in or out one of a text box's corners to shrink or enlarge the text box.
- On a Mac, you'll click the Home tab instead. [1] X Research source
- Clicking the white slide-shaped box above this option will result in a new text slide being inserted.
- Title Slide
- Title and Content
- Section Header
- Two Content
- Content with Caption
- Picture with Caption
- Naturally, the title slide should be the first slide in your presentation, meaning that it should be the top slide in the left-hand column.
- Skip this step and the next two steps if your selected slide uses a template that doesn't have text boxes in it.
- Text boxes in PowerPoint will automatically format the bulk of your text for you (e.g., adding bullet points) based on the context of the content itself.
- You can add notes that the Presentation will not include (but you'll still be able to see them on your screen) by clicking Notes at the bottom of the slide.
- You can change the font of the selected text by clicking the current font's name and then clicking your preferred font.
- If you want to change the size of the text, click the numbered drop-down box and then click a larger or smaller number based on whether you want to enlarge or shrink the text.
- You can also change the color, bolding, italicization, underlining, and so on from here.
- Photos in particular can be enlarged or shrunk by clicking and dragging out or in one of their corners.
- Remember to keep slides uncluttered and relatively free of distractions. It's best to keep the amount of text per slide to around 33 words or less. [2] X Research source
- Slide content will animate in the order in which you assign transitions. For example, if you animate a photo on the slide and then animate the title, the photo will appear before the title.
- Make your slideshow progress automatically by setting the speed of every transition to align with your speech as well as setting each slide to Advance . [3] X Trustworthy Source Microsoft Support Technical support and product information from Microsoft. Go to source
- If you need to exit the presentation, press Esc .
- Windows - Click File , click Save , double-click This PC , select a save location, enter a name for your presentation, and click Save .
- Mac - Click File , click Save As... , enter the presentation's name in the "Save As" field, select a save location by clicking the "Where" box and clicking a folder, and click Save .
Community Q&A
- If you save your PowerPoint presentation in .pps format instead of the default .ppt format, double-clicking your PowerPoint presentation file will prompt the presentation to open directly into the slideshow view. Thanks Helpful 5 Not Helpful 0
- If you don't have Microsoft Office, you can still use Apple's Keynote program or Google Slides to create a PowerPoint presentation. Thanks Helpful 0 Not Helpful 0
- Your PowerPoint presentation (or some features in it) may not open in significantly older versions of PowerPoint. Thanks Helpful 1 Not Helpful 1
- Great PowerPoint presentations avoid placing too much text on one slide. Thanks Helpful 0 Not Helpful 0
You Might Also Like
- ↑ https://onedrive.live.com/view.aspx?resid=DBDCE00C929AA5D8!252&ithint=file%2cpptx&app=PowerPoint&authkey=!AH4O9NxcbehqzIg
- ↑ https://www.virtualsalt.com/powerpoint.htm
- ↑ https://support.microsoft.com/en-us/office/set-the-timing-and-speed-of-a-transition-c3c3c66f-4cca-4821-b8b9-7de0f3f6ead1#:~:text=To%20make%20the%20slide%20advance,effect%20on%20the%20slide%20finishes .
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Home Blog PowerPoint Tutorials How to Group in PowerPoint
How to Group in PowerPoint
Grouping objects in PowerPoint can help format slides better without the need to select multiple objects individually and periodically to make adjustments. See the simple steps below to learn how to group objects in PowerPoint.
How to Group Objects in PowerPoint
There are different ways to group objects in PowerPoint templates and slide decks you might have created from scratch. Method 1: One way to do this is to select the objects you want to group by left-clicking while holding down the SHIFT key and going to Shape Format -> Group Objects -> Group .
Method 2: Another technique to group objects in PowerPoint is to select the objects you want to group and select Group via the right-click menu.
Method 3: After selecting the objects, you can also group objects by using the SHIFT+G hotkey.
Once the objects are grouped, you will notice that the objects are selected as a single element in the PowerPoint slide.
How to Ungroup Objects in PowerPoint
In our previous section, we learned how to group pictures in PPT. However, a commonly asked question by users is how to ungroup objects in PowerPoint, especially if we work with third-party designs. In the example below, we will ungroup two pictures in PowerPoint.
Method 1: After selecting the grouped object, go to Shape Format -> Group Objects -> Ungroup to ungroup the selected object into separate objects.
Method 2: You can ungroup objects by right-clicking on the grouped object and selecting Ungroup from the right-click menu.
Method 3: Another technique to ungroup objects is to use the CTRL+SHIFT+G (Windows) or the Command+SHIFT+G (Mac) hotkey.
The image below shows two pictures that are ungrouped in PowerPoint.
Final Words
Now that you know how to ungroup and group in PPT, you can experiment with PowerPoint objects and join them together to create groups that are easier to manage in your PowerPoint slides . Also learn how to group in Google Slides .
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Microsoft PowerPoint, PowerPoint Tools Filed under PowerPoint Tutorials
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Use Copilot to create and edit awesome PowerPoint presentations
march 8, 2024
by Deb Ashby
Are you looking for an efficient way of creating modern, multi-slide PowerPoint presentations? If so, then Microsoft Copilot is a game-changer!
In this article, we are going to explore how to use Copilot and AI design tool Microsoft Designer in PowerPoint to quickly create and edit presentations.
Set yourself up for Success: Copilot pre-requisites
In PowerPoint, the Copilot icon can be found on the Home ribbon.
If the Copilot button is greyed out (inaccessible), we need to make sure that we have completed the following steps:
- Save the presentation to the OneDrive account associated with your Copilot licence ( File > Save As > OneDrive ).
- Toggle on autosave.
Create a presentation with Copilot
In this scenario, we are a tech startup called Infotech. We are looking to create a sales pitch presentation to dazzle potential investors.
Let’s use Copilot to help us with this.
Create a blank presentation
- Open PowerPoint.
- From the File tab, click New and select Blank Presentation .
- From the Home tab, click Copilot to open the Copilot Preview pane.
The Copilot pane
The Copilot pane is split into halves. The top half shows three prompt suggestions, which are a good place to start when using Copilot.
The lower half is where we type our prompts and ask questions. We can also specify if we want to work within this presentation or if we want to work with our organization’s data.
- Select Using this presentation.
Note: The prompt area has dictation capabilities which can be useful for people with accessibility or mobility issues. Click the microphone icon to speak instead of type.
- In the prompt box, type the following: “Create a sales pitch presentation for a tech startup called Infotech to impress potential investors and secure investments. The tone should be professional.”
- Click Send .
Copilot will generate a multi-slide presentation with sample, placeholder text. This text is AI-generated based on the prompt you provided.
Redesign slides with Microsoft Designer
Often, the AI-generated images used in the presentation won’t be exactly what you want. You may want to use your own company images instead.
- Click on an image in the presentation.
- From the Picture Format tab, in the Adjust group, click Change Picture .
- Choose a picture source from the drop-down list.
In this example, I’m going to use a Stock Image .
- Click Insert .
We can change the look and feel of each slide in our presentation by using an existing AI tool, Microsoft Designer. The Designer pane will open each time you insert an image into a slide unless you have disabled the setting.
If you don’t see the Designer pane open automatically, click the Home tab and then Designer .
- Choose a new design to apply to the slide.
- Repeat this process for each slide in the deck.
Designer helps us quickly redesign slides and achieve a consistent look.
Edit the presentation with Copilot
We can use Copilot to make edits and structural change to our presentation.
Reword text on a slide.
- Select the text placeholder.
- In the prompt area type “Reword the text in this placeholder” .
Change fonts
We can change the fonts currently in use in the presentation. Let’s see if Copilot can help with this.
- In the prompt area type “Change the heading font on all slides to Lato Black” .
Copilot has returned a message that it can’t access this functionality directly.
However, it returns some instructions on doing this manually. We can even jump straight to the relevant command on the ribbon by clicking Show Me.
Delete and organize slides
We can use Copilot to help us delete slides and organize the presentation into sections.
Delete slides
- Click in the prompt area.
- Type the prompt, “Delete the last slide in the presentation” .
Organize the presentation
We can use Copilot to organize our presentation by adding sections.
- In the prompt area, type, “Organize this presentation” .
Copilot will add sections to the presentation and any other slides it feels might be necessary. We can see a summary of the changes made to the presentation in the Copilot pane.
Summarize the presentation
Copilot can summarize large presentations and produce a concise overview. This is useful if you are looking to send an email that gives people a summary of the key points in the presentation.
- Type the prompt, “Summarize this presentation” .
Copilot will return a summary of the deck with references. The reference number tells us which slide in the desk the summary item relates to.
- Click Copy to copy the summary to the clipboard.
We can now paste this information into an Outlook email, a Teams channel, a Word document etc.
Speaker notes
A cool feature of Copilot is that it automatically creates speaker notes and adds them to the presentation.
- Click the View tab.
- In the Show group, click Notes .
The notes will show at the bottom of the slide. Notes can be edited and will be displayed when using Presenter view.
Create a presentation from a file
When we create a presentation from scratch using Copilot, the text and images are generated by Copilot’s AI. This means the text and images can be somewhat generic and may not be tailored to our organization.
We can create more customised presentations by starting with an existing document.
- From File , click New and choose Blank presentation .
- On the Home tab, click Copilot .
- Choose the prompt, “Create a presentation from file…” .
In this example we are going to use an existing Word document. To use an existing file, the file needs to be saved in OneDrive.
- Click the Files tab.
- Select the file from the list.
Alternatively, we can paste the link to the OneDrive file directly into the prompt area.
- Open the file.
- Click Share and Copy Link.
- Click Copy .
- Go back to PowerPoint and paste the link into the prompt area.
Copilot will use the information and images in the file to build a presentation. It will automatically add notes to each slide and show you the outline the presentation will be based on.
We can then use Designer to redesign our slides or manually make changes.
What do you think of Microsoft Copilot and Designer in PowerPoint?
Remember, we’ve only scratched the surface here with what Copilot can do. I encourage you to try it out for yourself and start unleashing the power of AI!
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When I apply a glow effect to a group of objects in Powerpoint, the effect sometimes disappears in slideshow mode.
I am currently making a presentation for my thesis defense, which requires numerous detailed figures with labels on different parts. Because of how much animation has gone into it, the file has become laggy periodically, and another issue has appeared seemingly out of the blue last week.
My labels are a standard text box grouped with an arrow, occasionally connected to a third shape. The entire time, I've been grouping the objects together then applying the glow effect, so the glow does not overlap on the individual parts. Now, when going through the slideshow, these labels are occasionally failing to render the glow effect, with no consistent pattern other than it being restricted to glowing grouped objects. Sometimes only part of the label glows, sometimes one label glows properly one try and breaks the next, and remaking the labels from scratch has not fixed the issue. Furthermore, the issue remains between my desktop and laptop (which I did a fresh install of office on to no avail).
My defense is on the 19th, and I need to have this fixed or find a different way to make the labels and arrows stand out against my diagrams by then.
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Hello Matthew ,
Thank you for posting in Microsoft Community.
I understand how crucial your thesis defense presentation is, and it’s frustrating when technical issues arise unexpectedly. Just to set your expectations, we have limited tools to check your account, subscription, and service details in the community.
I believe you already done with fresh reinstallation of office, what I can highly recommend to have further assistance is to contact our Microsoft live support as they have advanced tools to use:
I will provide you with the steps and link to make sure you are directed to our live support.
Here are the steps:
Open this link. Contact Us - Microsoft Support
It will prompt you to sign in to your personal account where the Microsoft 365 subscription is associated
After logging into your account. It will ask you to choose a product.
Choose " Microsoft 365 ."
Next, select " Get Home Assistance"
You need to provide the problem you are having or you can type there.
At the bottom of the page. Select the "Contact Support" option.
Select " Microsoft 365 and Office"
Choose your Category
It will ask you to choose a support option. It's up to you if you want to change the locale
Next, select "Chat with a support agent in your web browser."
It will automatically direct you to live support.
I hope you understand.
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Chat. (Microsoft 365 only) You can instantly chat with other people who are working in a presentation stored on OneDrive for work or school or SharePoint in Microsoft 365. On the toolbar, at the right end, click the icon (picture or initials) of a collaborator who is currently working in the file. On the menu that appears, select Join Group Chat .
Right-Click a set of grouped objects. Select the Group command. Click Ungroup. Doing so, your group of objects is be broken back into the individual PowerPoint shapes (or smaller subset of groups). Note: You might need to ungroup your set of objects multiple times to get back to the individual pieces.
To save a presentation in OneDrive, go to the File > Save As menu in PowerPoint. When the Save As menu appears, click on Online Locations. From the Place dropdown, choose OneDrive. Name your file, then click Save. This will save your presentation to the cloud so that others can collaborate with you.
Step 2. Open the Presentation for Sharing. Microsoft 365 Share. Launch PowerPoint and open the presentation you want to collaborate on. When you're ready to share, locate the "Share" button in the top-right corner of the ribbon and click on it. Step 3. Invite Collaborators. Microsoft 365 Collaborators.
Once you're done with that, agree on the organization of the segments. Create a clear plan of the introduction, body, and concluding parts of your PowerPoint presentation. 5) Split the Details. One of the greatest group presentation tips comes from one of the greatest group presentation benefits: Diverse perspectives on one subject.
In this screencast, you'll learn how to quickly collaborate on PowerPoint presentations. Download unlimited PPT templates with Envato Elements: https://ele...
In PowerPoint, group objects together so you can move or format them at the same time. Or ungroup the objects so you can change parts individually. Group objects. Press and hold Ctrl while you select each object.
Create a presentation. Open PowerPoint. In the left pane, select New. To create a presentation from scratch, select Blank Presentation. To use a prepared design, select one of the templates. To see tips for using PowerPoint, select Take a Tour, and then select Create, .
The fastest way to group objects in PowerPoint is with a keyboard shortcut. First, hold the Ctrl key and use the mouse to select all of the objects you want to group one at a time. Once all objects are selected, press Ctrl + G. All selected objects will become a single object that you can move, nudge, rotate, or otherwise manipulate the grouped ...
Here are a handful of PowerPoint presentation tips and tricks to help you avoid missteps. 37. Stop With the Sound Effects. Sound effects are distracting and outdated. In most cases avoid it. Skip sound effects if you want to learn how to make your PowerPoint stand out without distractions. (Image source: Envato Elements.)
Sit down in an upright position as it easier for your lungs to fill with air. Breathe in through your nose and into your abdomen for four seconds. Hold this breathe for two seconds. Breathe out through your nose for six seconds. Wait a few seconds before inhaling and repeating the cycle.
2. Move Items in Selected Group. I click Off and then click Back on any of the images and the ones we group together and I've easily grabbed them all at the same time. It's easy to grab all the images at the same time. As they move up you'll see that they're all moving together exactly in the same way.
Avoid unnecessary animations. Only add content that supports your main points. Do not use PowerPoint as a teleprompter. Never Give Out Copies of the Presentation. Tips To Making Your Presentation More Engaging. Re-focus the attention on you by fading into blackness. Change the tone of your voice when presenting.
A good presentation needs two fonts: a serif and sans-serif. Use one for the headlines and one for body text, lists, and the like. Keep it simple. Veranda, Helvetica, Arial, and even Times New Roman are safe choices. Stick with the classics and it's hard to botch this one too badly.
To do that, simply go up to the Home tab and click on New Slide. This inserts a new slide in your presentation right after the one you were on. You can alternatively hit Ctrl+M on your keyboard to insert a new blank slide in PowerPoint. To learn more about this shortcut, see my guide on using Ctrl+M in PowerPoint.
Select the text. Under Drawing Tools, choose Format. Do one of the following: To change the color of your text, choose Text Fill, and then choose a color. To change the outline color of your text, choose Text Outline, and then choose a color. To apply a shadow, reflection, glow, bevel, 3-D rotation, a transform, choose Text Effects, and then ...
Group objects using a keyboard shortcut. To group objects in PowerPoint using a keyboard shortcut: In Normal View or Slide Master View, Shift-click or Ctrl-click the pictures, shapes or other objects you want to group. Press Ctrl + G. The selected objects will be grouped together and have a single set of selection and rotation handles.
1. Open PowerPoint. Click or double-click the PowerPoint app icon, which resembles an orange box with a white "P" on it. This will open the PowerPoint templates page. If you don't have a Microsoft Office 365 subscription, you can use the website instead of the desktop app.
Method 2: Another technique to group objects in PowerPoint is to select the objects you want to group and select Group via the right-click menu. Method 3: After selecting the objects, you can also group objects by using the SHIFT+G hotkey. Once the objects are grouped, you will notice that the objects are selected as a single element in the ...
Present slideshows with confidence. With easy-to-use presenter view, speaker notes, and live captions, Slides makes presenting your ideas a breeze. You can even present to Google Meet video calls ...
Here's how to group objects in PowerPoint: 1. Select the objects. Hold down the left mouse button and drag the cursor across the objects you want to group. Release the left mouse button after you highlight all of the objects. Alternatively, you can select objects by holding the "Shift" key on your keyboard while you click each object individually.
Use graphics to help tell your story. Don't overwhelm your audience by adding too many graphics to a slide, however. Make labels for charts and graphs understandable. Use only enough text to make label elements in a chart or graph comprehensible. Make slide backgrounds subtle and keep them consistent.
Learn how to group objects in PPT in this Powerpoint tutorial for beginners!MY TUTORIAL CHANNELS //• Main Channel: https://bit.ly/PixelAndBracketYT• Illustra...
Learn how to create presentations the stress-free and easy way with help from Copilot and Microsoft Designer, two powerful AI tools. ... Are you looking for an efficient way of creating modern, multi-slide PowerPoint presentations? If so, then Microsoft Copilot is a game-changer!
Next, select "Get Home Assistance". You need to provide the problem you are having or you can type there. At the bottom of the page. Select the "Contact Support" option. Select "Microsoft 365 and Office". Choose your Category. It will ask you to choose a support option. It's up to you if you want to change the locale.