Presentation software is an application used to organise information into a series of visual pages called slides. These slides can contain text, images, charts, audio, videos and animations.
A collection of slides is called a presentation, slide deck or slideshow.
Common presentation applications include:
- Microsoft PowerPoint
- Google Slides
- Apple Keynote
- LibreOffice Impress
- Canva Presentations
What Is Presentation Software Used For?
Presentation software is commonly used for:
- Classroom lessons
- School and college projects
- Business meetings
- Employee training
- Sales presentations
- Project reports
- Online webinars
- Public speeches
Real-life example: A student can create a presentation about computer hardware using text, pictures and diagrams, then display it to the class using a projector.
How Does Presentation Software Work?
flowchart LR
A["Choose Topic"] --> B["Create Slides"]
B --> C["Add Visual Content"]
C --> D["Review and Practise"]
D --> E["Present to Audience"]
The presenter normally changes slides one by one while explaining the information to an audience.
What Is a Slide?
A slide is one page of a presentation. Each slide should usually communicate one main idea.
A simple presentation may contain:
- Title slide
- Introduction
- Main information
- Examples or evidence
- Summary
- Questions slide
flowchart TD
A["Title Slide"] --> B["Introduction"]
B --> C["Main Content"]
C --> D["Examples"]
D --> E["Conclusion"]
E --> F["Questions"]
Main Parts of Presentation Software
Most presentation applications contain similar parts.
| Part | Purpose |
|---|---|
| Title bar | Displays the presentation and application name |
| Toolbar or Ribbon | Contains editing, design and formatting tools |
| Slide pane | Shows small previews of all slides |
| Slide area | The main area where the current slide is edited |
| Notes area | Stores private notes for the presenter |
| Status bar | Displays slide number, view and zoom information |
Important Features of Presentation Software
1. Slides and Layouts
A layout controls where different elements appear on a slide.
Common layouts include:
- Title slide
- Title and content
- Two-column content
- Picture with caption
- Blank slide
Layouts contain boxes called placeholders where users can add text, images or other content.
2. Themes and Templates
A theme controls the overall colours, fonts and design of a presentation.
A template is a ready-made presentation design that may also include suggested slide layouts and content structure.
Using one consistent theme makes the presentation look professional.
3. Text Formatting
Presentation software allows users to change:
- Font style
- Font size
- Text colour
- Bold, italic and underline
- Text alignment
- Bullets and numbering
Avoid filling slides with long paragraphs. Use short points and explain the details while speaking.
4. Inserting Visual Elements
Users can insert:
- Pictures
- Shapes
- Icons
- Tables
- Charts
- Diagrams
- Audio
- Videos
- Hyperlinks
Visual elements can make difficult information easier to understand.
Example: Instead of writing monthly sales in a long paragraph, a business can display them using a bar chart.
5. Transitions
A transition is the visual effect that appears when moving from one slide to another.
Examples include:
- Fade
- Wipe
- Push
- Split
6. Animations
An animation is an effect applied to an object inside a slide, such as text, an image or a shape.
| Transition | Animation |
|---|---|
| Works between two slides | Works on an object within a slide |
| Controls how the next slide appears | Controls how text or images appear or move |
| Example: Fade to the next slide | Example: A heading appears on click |
Use transitions and animations carefully. Too many moving effects can distract the audience from the main message.
Presentation Views
Presentation applications provide different ways to view slides.
Normal View
Used to create and edit individual slides.
Slide Sorter View
Shows all slides together. It helps users rearrange, copy or delete slides.
Slide Show View
Displays the presentation in full-screen mode for the audience.
Presenter View
Shows the current slide, upcoming slide, notes and timer to the presenter while the audience sees only the presentation.
Speaker Notes
Speaker notes are additional points written for the presenter. They are not normally visible to the audience during a slideshow.
Speaker notes can help the presenter remember:
- Important explanations
- Examples
- Statistics
- Questions to ask
- Time reminders
The presenter should use notes as support instead of reading every word directly.
How to Create a Presentation
- Open a presentation application.
- Create a new blank presentation or select a template.
- Add a title slide.
- Insert new slides with suitable layouts.
- Add short text and relevant visuals.
- Apply a consistent theme.
- Add limited transitions or animations.
- Check spelling and slide order.
- Save the presentation.
- Practise before presenting.
flowchart LR
A["Plan Content"] --> B["Design Slides"]
B --> C["Add Visuals"]
C --> D["Check Slides"]
D --> E["Practise and Present"]
Practical Example: School Presentation
Suppose a student needs to create a presentation about Types of Computers.
The presentation could include:
| Slide | Content |
|---|---|
| 1 | Title and student name |
| 2 | Meaning of a computer |
| 3 | Desktop computer |
| 4 | Laptop computer |
| 5 | Tablet and smartphone |
| 6 | Comparison table |
| 7 | Summary |
| 8 | Questions |
The student can add pictures of each computer type and explain the details while presenting.
Tips for Creating Good Slides
- Keep one main idea on each slide.
- Use short phrases instead of long paragraphs.
- Choose readable fonts.
- Use large text that can be seen from a distance.
- Maintain good contrast between the text and background.
- Use the same theme throughout the presentation.
- Add only relevant images and charts.
- Check spelling and grammar.
- Do not use too many colours, transitions or animations.
- Practise the complete presentation before showing it.
Common Presentation File Formats
| Extension | Use |
|---|---|
.pptx | Common Microsoft PowerPoint presentation format |
.odp | OpenDocument presentation format |
.ppsx | Opens directly as a PowerPoint slideshow |
.pdf | Used for sharing slides without most animations |
.mp4 | Used when a presentation is exported as a video |
Keep the original editable presentation file even after creating a PDF or video copy.
Useful Keyboard Shortcuts
| Shortcut | Action |
|---|---|
Ctrl + N | Create a new presentation |
Ctrl + M | Insert a new slide |
Ctrl + S | Save the presentation |
Ctrl + D | Duplicate a selected slide or object |
Ctrl + Z | Undo the last action |
F5 | Start the slideshow from the beginning |
Esc | Exit the slideshow |
Keyboard shortcuts may differ between applications and operating systems.
Advantages of Presentation Software
- Makes information visually attractive.
- Helps explain difficult ideas using diagrams and charts.
- Supports text, images, audio and video.
- Slides can be edited and rearranged easily.
- Presentations can be shared online or displayed on a projector.
- Templates help users create professional designs quickly.
Limitations of Presentation Software
- Too much text can make slides difficult to read.
- Excessive effects may distract the audience.
- Technical problems can interrupt a presentation.
- Some fonts or media may not work on another computer.
- A presentation cannot replace clear explanation by the speaker.
Quick Recap
- Presentation software organises information into slides.
- Microsoft PowerPoint, Google Slides and LibreOffice Impress are common examples.
- Slides can contain text, images, tables, charts, audio and video.
- Transitions work between slides, while animations work on objects.
- Good presentations use clear text, relevant visuals and a consistent design.
- Always review, save and practise a presentation before presenting it.
