The most used technique to create a PowerPoint presentation is to launch PowerPoint and start creating the slides. Alternatively you can
opt for these
three common ways in which you can create slides. The best of these three ways is to start creating presentation slides not from within PowerPoint but by creating an outline in another program. Many purists say that you should not even launch PowerPoint until you have an outline in place.
We already showed how you can create outlines in
Notepad (Microsoft Windows) and
TextEdit (Mac OS X). We still maintain that it's best
you use either of these text editors but if you already created a structure for your presentation in Microsoft Word (or if your boss or
colleague sent you one), it makes no sense to abandon it for a text editor.
Follow these steps to create an outline for your PowerPoint presentation using Microsoft Word 2003 for Windows:
- Launch a new Word document (see Figure 1).
Figure 1: Word document
- Now type in all the text content you want within your slide titles and text placeholders on separate lines, as shown in
Figure 2. If you don't know what a
text placeholder in PowerPoint is, look here.
Figure 2: Text content for your slides
- From the main menu choose Format | Styles and Formatting option (see Figure 3).
Figure 3: Styles and Formatting
- This will open the Styles and Formatting task pane, that you can see in Figure 4.
Figure 4: Styles and Formatting task pane
- The Styles and Formatting task pane displays minimum styles by default. To see all the styles, access Show popup list and choose All styles option (see Figure 5).
Figure 5: All styles
- This will populate the pane with all the styles, as shown in Figure 6.
Figure 6: All styles in task pane
- Now you can format the outline so that PowerPoint can understand which line of text is a slide title, the first level bullet, the second
level bullet, etc. To do that you need to follow these guidelines:
- For slide titles, select the text and choose Heading 1 style.
- For first level bullets (or subtitles in a title slide), select the text and choose Heading 2 style.
- For the second level bullets, select the text and choose Heading 3 style.
- For any subsequent levels of bullets (fourth, fifth, etc.), select the text that you want to format, and apply the
Heading style of that level (Heading 4, Heading 5, etc).
- Once you are done adding styles, your outline may look like what you see in Figure 7 (compare to
Figure 7: Text content for your slides after adding styles
- One aspect that we want to draw your attention to is that you can only add the text content for a presentation within an outline --
however at times, there is some very important info in a presentation that is not text -- it could be a picture, a chart, a table, or
something else. In that case, you can mention that within the outline -- just make it stand out a little different as shown in
Figure 8 -- you'll notice that we added some text to indicate that a table has to be added to a particular slide, and it is
Figure 8: Indicating non-textual content within parentheses
- Save your Word file. This outline is now in a format that PowerPoint can import, and create new slides. To learn how to import this
outline into PowerPoint 2003, look at our
Import Outlines in PowerPoint 2003 for Windows tutorial.
To learn how to import this outline into various other versions of PowerPoint, look at our
Creating PowerPoint Outlines in Microsoft
Word 2016 for Windows
Creating PowerPoint Outlines in Microsoft Word 2013 for
Creating PowerPoint Outlines in Microsoft Word 2011 for
Creating PowerPoint Outlines in Microsoft Word 2010 for
Creating PowerPoint Outlines in Microsoft Word 2008 for
Creating PowerPoint Outlines in Microsoft Word 2007 for
PowerPoint Keyboard Shortcuts and Sequences:
PowerPoint 2016, 2013, 2011, 2010, 2007 and 2003 for Windows
PowerPoint 2016 and 2011 for Mac
Have your ever used keyboard shortcuts and sequences in PowerPoint? Or are you a complete keyboard aficionado?
Do you want to learn about some new shortcuts? Or do you want to know if your favorite keyboard shortcuts are documented?
Go and get a copy of our PowerPoint Keyboard Shortcuts and Sequences ebook.