Understanding PowerPoint and Planning a Presentation

Learn how PowerPoint is organised and plan a clear presentation before designing slides.

What you will learn

• Identify the main PowerPoint workspace
• Define an audience purpose and key message
• Create and save a new presentation

Before you begin

Use a practice presentation and non-sensitive sample information. PowerPoint versions can place commands differently, so use the ribbon search box when a named command is not immediately visible. Save before making major changes.

Meet the workspace

PowerPoint uses slides to organise information for an audience. The ribbon contains commands, the thumbnail pane shows slide order, the main canvas edits the selected slide and the notes area stores speaker prompts.

Normal view is best for editing. Slide Sorter helps rearrange a presentation, while Reading View and Slide Show display it for an audience.

Plan before designing

Decide what the audience needs to understand or do. Write one clear purpose and arrange the supporting points in a beginning, middle and end.

A useful first outline includes a title, an introduction, a small number of main ideas, evidence or examples and a conclusion.

Create and save

Start with a blank presentation or a suitable template. Save early with a descriptive filename and confirm the folder before adding substantial work.

Use Ctrl+S regularly. If the file will be shared, avoid unusual fonts and keep a backup copy.

Guided practice

1. Open PowerPoint and identify the ribbon, thumbnail pane, slide canvas and notes area.
2. Write a one-sentence purpose for a three-minute presentation.
3. Create a blank presentation and save it in a Practice folder.

Knowledge check

1. Which view is normally used for editing?
2. Why should the audience and purpose be defined first?
3. What does Ctrl+S do?

Completion standard

Continue when you can complete the guided practice and explain the knowledge-check answers in your own words.