11.4 Using Presentation Slides

11.4 Using Presentation Slides

Since the 1990s, personal computers and presentation software have made it easier for speakers to create slides that support speeches, lectures, meetings, and professional presentations.

Microsoft PowerPoint is one of the most widely recognized presentation programs, but speakers may also use tools such as:

• Google Slides.
• Apple Keynote.
• LibreOffice Impress.
• Prezi.
• Other web-based or locally installed presentation applications.

Many of these tools are free or offer basic versions at no cost. They allow speakers to combine text, photographs, diagrams, charts, audio, video, and animation in a single presentation.

Presentation software includes many design features. Some can improve a presentation, while others may distract the audience when overused. Speakers can choose from numerous fonts, colors, templates, transitions, animations, and media options, but not every available feature is appropriate for every presentation.

Slides should always be readable, accessible, visually clear, and directly connected to the speaker’s message.

Knowing how to operate presentation software is not the same as knowing how to use slides effectively. A speaker may understand how to insert text, images, or animation but still need to make careful decisions about content, layout, timing, accessibility, and audience needs.

Advantages and Disadvantages of Presentation Slides

In many academic and professional settings, presentation slides are expected. When used thoughtfully, slides can help speakers organize information, illustrate ideas, and make complex material easier to understand.

Advantages of Presentation Slides

Presentation slides can:

• Make important ideas visible.
• Show photographs, diagrams, maps, charts, and graphs.
• Organize information into a clear sequence.
• Provide brief previews and summaries.
• Incorporate audio and video examples.
• Support demonstrations and explanations.
• Provide visual cues for the speaker.
• Be shared with an audience in an accessible digital format.

Learning to use presentation software effectively is a valuable skill in academic, professional, and civic settings.

Disadvantages of Presentation Slides

Slides can also create problems. Slide-based presentations may encourage a rigid or overly linear structure that does not always show how ideas relate to one another.

When a presentation becomes a long series of bullet points, important relationships may be unclear, and the speech may feel fragmented.

Templates and default layouts can also limit how information is presented. Speakers who rely too heavily on predesigned formats may oversimplify complex ideas or force information into a structure that does not fit the topic.

Another common problem is excessive text. When a slide contains paragraphs or long lists, audience members must choose between reading the slide and listening to the speaker. This divided attention makes it harder to process the message.

Text-heavy slides may also encourage speakers to turn toward the screen and read directly from it, reducing eye contact and audience engagement.

Other common design problems include:

• Small text.
• Low color contrast.
• Distorted or low-quality images.
• Cluttered layouts.
• Excessive animation.
• Distracting sound effects.
• Inconsistent formatting.
• Unclear charts or diagrams.
• Inaccessible audio or video.

When used thoughtfully, slides can strengthen a speech by adding clarity, structure, and visual interest. When used poorly, they can distract from the message and reduce the speaker’s effectiveness.

Creating Quality Slide Presentations

Effective slides reflect basic principles of visual design, including unity, emphasis, scale, proportion, balance, and rhythm.

Slides should support the speaker’s message rather than compete with it.

Unity and Consistency

Unity means that the parts of a slide presentation appear to belong together.

To create a consistent and professional presentation:

• Use one typeface or a limited number of complementary typefaces.
• Use consistent heading and body-text styles.
• Keep the background design consistent.
• Use a predictable layout.
• Apply colors and visual elements consistently.
• Use similar placement for titles, images, and citations.

Consistency helps the audience focus on the content instead of adjusting to a new design on every slide.

Keep Slides Simple

Each slide should communicate one central idea or serve one clear purpose.

A simple slide may include:

• One important statement.
• One photograph or illustration.
• One chart or diagram.
• A short list of related points.
• A quotation that the speaker will explain.

Avoid adding elements simply because the software makes them available.

Just because you can add a feature does not mean you should.

Use Animation Carefully

Presentation software includes many animation and transition options. These effects should be used sparingly and only when they help communicate information.

Appropriate uses of animation may include:

• Revealing the stages of a process one at a time.
• Showing changes over time.
• Directing attention to a specific part of a diagram.
• Controlling when information becomes visible.

Avoid decorative movement, spinning text, flashing effects, unnecessary sound, or animations that delay the presentation.

Use simple and consistent transitions between slides. Animation should support the message rather than become the audience’s main focus.

Avoid flashing content that may trigger seizures or cause discomfort. Do not use rapidly blinking or strobing effects.

Emphasis and Visual Focus

Each slide should make its most important idea easy to identify.

Emphasis can be created through:

• Position.
• Size.
• Spacing.
• Contrast.
• Headings.
• Simple visual hierarchy.

Do not rely on color alone to create emphasis or communicate meaning. Combine color with labels, symbols, patterns, shapes, or spoken explanation.

Text Size and Readability

Text should be large enough for audience members at the back of the room to read comfortably.

Rather than relying on one fixed minimum font size for every room, test the slides in the actual presentation environment whenever possible.

For typical classroom presentations:

• Use large text for slide titles.
• Use clearly readable text for body content.
• Avoid long paragraphs.
• Limit each slide to essential wording.
• Use sufficient spacing between lines and elements.

Traditional guidelines such as the “7 × 7 rule” suggest using no more than seven lines per slide and approximately seven words per line. This may be a useful reminder to limit text, but it should not be treated as an absolute rule.

The better principle is to include only the text the audience needs to understand the point quickly.

Color and Contrast

Text and important visual elements should have sufficient contrast with the background.

Common combinations include:

• Dark text on a light background.
• Light text on a dark background.

Avoid placing text over a busy photograph or patterned background. When text must appear with an image, place it in a solid or sufficiently opaque area that preserves readability.

Check color combinations for accessibility. Some viewers may not distinguish red and green, blue and purple, or other similar colors.

Font Choice

Choose simple, readable typefaces that remain clear when projected.

Examples may include:

• Arial.
• Calibri.
• Verdana.
• Tahoma.
• Other clear sans serif typefaces.

Avoid highly decorative, compressed, or script-style fonts for body text.

Use actual heading and list structures in the source presentation rather than relying only on enlarged or bold text. This improves consistency and accessibility.

Designing Slides That Work

Tone

Fonts, colors, photographs, illustrations, templates, and spacing all contribute to tone, or the attitude and feeling communicated by the presentation.

Design choices should match the topic, audience, and occasion.

• Informal or celebratory topics may support brighter colors and more expressive visuals.
• Serious or sensitive topics may require restrained colors and simpler designs.
• Professional presentations should avoid visuals that appear childish, distracting, or inconsistent with the message.
• Images should represent people and communities respectfully.

Tone should reinforce the message rather than conflict with it.

Scale and Proportion

Scale and proportion refer to the relative size and arrangement of elements on a slide.

To use scale and proportion effectively:

• Make the most important element visually prominent.
• Keep supporting information smaller but readable.
• Balance the size of text and images.
• Use numbers when order or sequence matters.
• Use bullets when items do not need to appear in a specific order.
• Avoid mixing unrelated list structures.
• Preserve the original proportions of photographs and illustrations.

Do not stretch or compress images because distortion can make them look unprofessional and may misrepresent the content.

Balance

Balance refers to the visual distribution of content across a slide.

Balanced slides are easier to read and usually appear more professional.

To improve balance:

• Arrange text and images intentionally.
• Leave sufficient empty space around content.
• Avoid placing all visual weight on one side without purpose.
• Break large blocks of content into smaller parts.
• Avoid crowding every available area.

Empty space is not wasted space. It helps separate ideas and makes the slide easier to understand.

Rhythm and Timing

Rhythm refers to the visual and temporal flow of the presentation.

Change slides at a pace that allows audience members to understand each one. Avoid moving so quickly that viewers cannot process the information or remaining on one slide long after it is relevant.

During the presentation:

• Show a slide only when discussing its content.
• Move to a neutral or blank slide when a visual is no longer needed.
• Allow enough time for the audience to read and interpret important information.
• Avoid using more slides than the presentation time can support.
• Maintain attention on the audience rather than the screen.

Making Slides Accessible

Presentation slides should be designed so that audience members with disabilities can access the essential information.

Use Accessible Structure

Use the built-in slide layouts provided by the presentation software rather than manually placing every text box.

Built-in layouts help preserve a logical reading order and make it easier for screen-reader users to navigate the presentation.

Each slide should have a unique and meaningful title.

Provide Alternative Text

Add alternative text to meaningful images, charts, diagrams, icons, and other visual elements.

Alternative text should explain the purpose or essential information communicated by the visual rather than merely identify it as an image.

Images that are purely decorative should be marked as decorative when the software supports that option.

Describe Visual Information Aloud

Do not assume that every audience member can see the slide.

Describe important visual information aloud. For example, instead of saying, “As you can see from this graph,” explain the conclusion:

“The graph shows that enrollment increased steadily from 2022 through 2025, with the largest increase occurring in 2024.”

Use Accessible Media

Videos should include accurate synchronized captions. Audio-only material should include a transcript.

When a video contains essential visual information that is not communicated through the soundtrack, provide an audio description or describe the relevant visual information before or after the clip.

Check Reading Order

Confirm that slide content will be read by assistive technology in a logical order.

The intended reading order should generally begin with the slide title and then move through the remaining content in a meaningful sequence.

Use Descriptive Links

When slides contain hyperlinks, use descriptive text that identifies the destination or purpose.

Avoid vague link text such as “click here” or displaying long web addresses when a descriptive title can be used instead.

Run the Accessibility Checker

Use the accessibility checker built into the presentation software before sharing or delivering the slides.

The checker can help identify issues involving:

• Missing alternative text.
• Unclear reading order.
• Insufficient color contrast.
• Missing slide titles.
• Inaccessible tables.
• Other structural problems.

An automated checker cannot identify every accessibility problem, so speakers should also review the presentation manually.

Practical Tips for Using Slides

Show Slides Only When They Are Relevant

Display a slide only while discussing the information it contains.

When you move to a different point, advance to the appropriate slide or display a neutral screen. This helps the audience focus on the current message.

Test the Technology in Advance

Confirm that the presentation file will open on the equipment available in the room.

When using software developed for a different operating system, export or save the presentation in a compatible format. For example, a Keynote presentation may need to be exported to PowerPoint or PDF.

When using a web-based presentation tool, determine whether the presentation can be accessed offline in case the internet connection fails.

Create Multiple Backups

Save the presentation in more than one location, such as:

• A portable drive.
• An approved cloud-storage service.
• The presentation computer, when permitted.
• A PDF backup.

Do not depend entirely on one device, one file format, or an internet connection.

Cite Sources on the Relevant Slide

Credit borrowed images, quotations, data, charts, graphs, maps, and other materials on the slide where they appear.

A final references slide may provide complete citations, but it should not replace clear attribution on the individual slide.

Use readable citation text. Do not make citations so small that audience members cannot identify the source.

Maintain Eye Contact

Avoid turning toward the screen and reading the slides to the audience.

Use your speaking notes, presenter view, or the slide’s structure to guide you while continuing to face the audience.

Remember that the audience can already read the slide. Your role is to explain, interpret, connect, and expand on the information.

Use Technology as Support

Slides are intended to enhance the speech, not replace the speaker.

You remain the primary source of explanation, organization, context, and connection.

A presentation should still make sense when the audience listens to the speaker without reading every word on the screen.

Prepare for Technical Difficulties

Technology can fail. Be prepared to continue without the slides.

Know your content well enough to explain the main points without relying on the projected presentation.

When an essential chart, image, or quotation is required, consider carrying an accessible printed or digital backup.

Prepare Media Clips in Advance

Open and test video or audio clips before the presentation begins.

When possible, place authorized media directly within the presentation or create a reliable link that can be accessed without switching through multiple windows.

Before playing a clip, tell the audience what they should notice or listen for. Afterward, explain how the clip supports the speech.

Use Clear Transitions

Slide changes do not replace verbal transitions.

Continue using spoken transitions to explain how one point connects to the next. This ensures that audience members can follow the organization even when they cannot see the slides.

Your slides support your speech; they should never replace it.

A Humorous Example of Poor Slide Design

The following video uses comedy to illustrate common presentation problems, including excessive bullet points, unnecessary animation, complicated charts, and overreliance on presentation software.