how to edit ppt during presentation

How to Edit PowerPoint While Presenting Without Closing Slide

When you realized there’s a mistake or small typo on the presentation slide, you will probably close the slide show and fixing the error while audiences waiting.

A moment like that may feel awkward and could potentially make the presentation experience disrupted.

Luckily, you can edit your PowerPoint slide without closing the slide show. So, the audience won’t notice if there’s something you just add or fix within the presentation slide.

Here’s how to do that!

How to edit PowerPoint slide while presenting at the same time

In this guide, you will learn how to edit a PowerPoint slide while presenting it to the audiences at the same time. The result of the edited element will be shown in real-time with a seamless experience (live editing).

1. Connect your computer with a projector or another monitor. Press  CTRL+P  on your computer, and select  Extend . This would make the projector act as the second display of the computer.

2. On PowerPoint, go to the  Slide Show  menu and uncheck the  Use Presenter View  option.

3. Still in the  Slide Show  menu, select which monitor/projector you want to set as an output. By default, PowerPoint might be set to  Automatic  and should be the right option, but you can change that manually.

4. Now, enable  Slide Show  (F5).

5. Since both displays are connected, you should able to see a result like this when you take a screenshot.

6. Try to make a change within the slide on the normal PowerPoint window. You can add text, image, chart, audio, and video.

7. The change will be shown in real-time. Pretty cool, right?

The template used when making this guide is Fancy Coffee Colors 30 60 90 Day Plan PowerPoint Template . You can download and use it for free.

This method gives you total control on the PowerPoint window and the slide show simultaneously. You can still jump into a specific slide while at the same time make some changes without audiences noticing.

Note that slide with an animation may be blank when you edit a part of it. But don’t worry, you can revive the slide using the pointer click. I hope that helps! Thank you for visiting 🙂

Can I edit a slide while presenting in PowerPoint?

Yes, you can edit a slide while presenting in PowerPoint. This can be done by selecting the “Hide Presenter View” option in the Slide Show tab.

How do you change slides in PowerPoint while presenting?

You can change slides in PowerPoint while presenting by using keyboard shortcuts or your mouse. Press the Right arrow key, N, Down arrow, or Spacebar to go to the next slide. To go to a previous slide, press the Left arrow key. You can also right-click a slide and select “Next” or “Previous”.

How do you live edit a PowerPoint?

Live editing a PowerPoint presentation is possible with the “Keep Slides Updated” feature. This feature, available on the Slide Show tab, allows changes to be synchronized automatically or manually during the presentation. 

How do you edit PowerPoint slides at the same time?

You can edit PowerPoint slides at the same time as others by using the co-authoring feature. This feature, available to Microsoft 365 subscribers, allows multiple people to work on a presentation simultaneously. 

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How can I edit a presentation while in presentation mode?

I'm looking for a way to present to a live audience and incorporate their input into my presentation. With a "static" presentation, you have to keep taking down, editing, and then re-presenting the slide deck. I'm looking for a way to incorporate and save changes directly into the live presentation.

I use Keynote and PowerPoint, so a method to accomplish this with either would be ideal. But I am open to a solution that requires something else.

• microsoft-powerpoint
• presentations
• iwork-keynote

• I would gladly take a hack for PowerPoint or Keynote. That would be the preferred method –  Max Phillips Jan 10, 2017 at 21:46
• Would a PDF with fillable forms meet your requirements? It's not clear what sort of input you want to accept. If it's just text, then running a PDF reader in full-screen mode might do what you want. –  AFH Jan 10, 2017 at 22:19
• There is no hack. This behavior has been "normal" in Powerpoint at least for quite a while. 99% of people present by duplicating their screen (same thing on projector and their computer) but if you extend your display to the projector Powerpoint by default uses a different mode that has a special view on the computer display an the full-screen slide on the projecting display. And... you can edit in real time, while presenting, with live updates to the slides. –  music2myear Jan 10, 2017 at 23:00

3 Answers 3

For Windows:

PowerPoint has had this capability for quite some time. The key is to NOT duplicate your computer screen with the presenting screen ( TV, projector, other screen, etc. I'll use "projector" in this how-to for simplicity purposes. ) The only requirement is that you have some screen besides the projector.

With a Windows computer, when you connect to a projector use the Win + P command and choose the Extend the display. This means that your computer screen and the projector will show different things. You can also do this in Display Settings if you're more familiar with that.

PowerPoint has some intelligence to determine which screen is a projector and which is not, but if you need more control over which screen the presentation is on and which one will be your control screen, in the Slide Show tab you'll find Set Up Slide Show, which includes settings for this.

Another thing to keep in mind is that Presenter View (also an option in the Slide Show tab) can make things a little more difficult, but not much. When using Presenter Mode, the default behavior is for the Presenter Mode window to go full-screen, and you cannot edit in Presenter Mode. However, resizing the Presenter Mode window should allow you to easily bring up the main PowerPoint window, which is where the magic will happen.

So, all that aside, the meat of the solution:

Just edit the darn thing. That's all it takes.

With the presentation running happily away on the projector and the main PowerPoint window up on your computer screen, you can edit as much as you please and your edits will be reflected in real-time in the presentation itself ( Note: I've known about the Presenter Mode and running presentations on multiple monitors for years, but am only testing the specifics of editing in PowerPoint 2016. I do not know how the behavior is different in previous versions. ).

I don't know. I could not find specific documentation of this ability/feature for either Keynote or PowerPoint for Mac. While in Windows the Presenter view can be resized, some suggest this is not an option in Office for Mac.

One work around would be to use the Freeze capability of most projectors to freeze the current image on the screen, then exit the presentation on the computer, edit the slideshow, begin it at that slide again, and then unfreeze the projector image.

• I'm pretty familiar with extended desktop. It's what I work in most of the time. Is this procedure the same on Mac? And what version of PowerPoint are you using? –  Max Phillips Jan 11, 2017 at 16:26
• Macs an Keynote have generally encouraged people to use the extended desktop, so I'm not surprised you're more familiar with that mode. Unfortunately, I do not have the ability to test on an Apple computer. I tested this while writing the answer on Office 2016, which is the same version available for Mac. –  music2myear Jan 11, 2017 at 16:38
• I just can't figure out how to resize the Presenter Mode window. If I play the show without presenter view it takes over the PowerPoint module, there is no window behind it. –  Max Phillips Jan 11, 2017 at 16:44
• Interesting. I know the feature isn't new (or limited) to 2016 because of the answers to this question from 3 years ago: superuser.com/questions/681019/… –  music2myear Jan 11, 2017 at 17:04
• I'm trying to find documentation on the Mac versions. –  music2myear Jan 11, 2017 at 17:04

For Mac using PowerPoint 16:

Open the presentation you want to show. On the Mac menu bar go to window and click New Window.

This will pop out a duplicate PowerPoint presentation. Drag one of them to the second monitor and run it under setup option: "Browsed by an individual (window)"

You can now edit and add slides on the fly in the window that remains on your main desktop without interrupting the presentation. You can even edit the slide that you are currently showing on the screen and it will update automatically as you change it.

• TIL. Sweet. I'm glad you were able to figure it out. Feel free to mark this as the answer, but I'd also recommend modifying your original question to indicate you're talking about Mac OS, which would help clarify why my answer was not the best. –  music2myear Jan 11, 2017 at 23:11
• I want to give credit it where it's deserved. I wasn't trying to steal it. Just wanted to make sure that it was out there for people to find. –  Max Phillips Jan 12, 2017 at 4:43
• No worries. We're about the best answers, and sometimes details such as the OS you're limited to help make sure answers that sound like they may have multiple possible answers can be narrowed down to the right one. –  music2myear Jan 15, 2017 at 19:23

Windows 7 x64 using PowerPoint 2016

When using two screens make sure to uncheck "Use Presenter View" and start your slideshow

On Screen 1 you will be able to edit text on the fly and even add slides.

On Screen 2 you will see updates in real-time. If a slide is added in Screen 1 then you will need to activate Screen 2 and press the left or right arrows respectively.

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Apr 8, 2020

Synchronize changes while you are presenting

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Hi, I’m Lishan Yu, a Program Manager on the PowerPoint team. I’m excited to share a new capability that will give you confidence you’re sharing the latest information when presenting.

For years, PowerPoint didn’t allow changes made to slides by others to be displayed while presenting. This ensured that the presenter was in full control of the content being shared. No one could revise slides, either accidentally or maliciously. It also ensured that all of your computer resources were used for slideshow rendering. A concern that is especially important if you are running on a low-end machine.

However, while some presenters may still desire this original design, we’ve heard from others that they are seeking more flexibility. With an increased focus on collaboration and real-time updates, we’re excited to make available the ability to synchronize changes whenever they are made, even when the presentation is in Slide Show mode.

How it works

You can synchronize changes in two ways: automatically or manually.

Automatically update slide content

 1. Select the  Keep Slide Updated  check box on the  Slide Show  tab on the ribbon.

 3. Whenever an update to a slide is made and detected, the content is automatically updated and visible in the slide show being presented.

Manually update slide content

 1. Clear the  Keep Slide Updated  check box on the  Slide Show  tab on the ribbon.

2. Start the presentation by selecting the appropriate button on the  Slide Show  tab.

3. Whenever an update to a slide is made and detected, an  Update Slides  button appears at the top of Presenter View.

4. Click the  Update Slides  button to manually synchronize the slide content.

Scenarios to try

• During a slide show with multiple presenters, fix a typo or make couple edits to your slides while others are presenting.
• When you are driving a collaborative meeting, ask your audience to add their questions directly on your Q&A slide, and have a more open, engaging, and interactive presentation.

Availability

This feature is available to presenters running Insider Fast builds on Windows and Mac.

• Windows: Version 2004 Build 16.0.12728.20000 or later.
• Mac: Version 16.35 Build 20022603 or later. Mac presenters can only manually update slide content at the moment. Stay tuned for when auto-update is available.

Your presentation must be stored in OneDrive for Business or SharePoint to use this feature.

We typically release features over some time to ensure that things are working smoothly. This is true for Insiders as well. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as Insiders, have had the opportunity to try them.

Give it a try and let us know how your feel – do you need it? Do you like it? Are you worried about losing control? Do you think social norm is strong enough to keep it sane?

Submit your comments and concerns using the Help Improve Office button in the top right corner or click  Help > Feedback . Include  #SlideshowSync  in your feedback to make sure we see it. 

Learn what  other information you should include in your feedback  to ensure  it’s actionable and reaches the right people. We’re excited to hear from you! 

Sign up for the  Office Insider newsletter  and get the latest information about Insider features in your inbox once a month!

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9 ways to edit your presentation

by Olivia Mitchell | 25 comments

I ask people who download my presentation planning guide what they find hardest about presenting. Here are some of the answers:

• Being concise
• Finishing on time
• Fitting everything into the allotted time
• Finding a balance between presenting too much and too little
• Not giving too much info.

It’s a common problem. Most of us have far too much too say.

Long presentations rarely achieve more than short ones. The longer the presentation, the more information there is for audience members to process. And so the less likely they are to get your core message.

It does take time to edit:

Here’s a checklist of 9 ways to edit your presentation:

1. Ensure your presentation has only one focus.

If you were to ask a member of the audience afterwards, “What was my core message?” they should be able to give you a one-sentence answer without struggling.

If you’re at a loss to see how to shorten your presentation this is the first action to take. Ask yourself “If a person in my audience only remembered one thing from my presentation, what would I want it to be?”. That’s your focus.

2. Cut anything from your presentation which does not relate to that core message.

Examine every point you’re making in your presentation. If it doesn’t support your core message, out it goes.

3. Have no more than 3 main points in your presentation

You’ve doubtless heard of the “rule of three”. It’s used effectively time and time again. In an excellent post “ Presenting complex information: 10 simple rules every subject matter expert needs to know ” Ian Griffin says:

Three items act as a powerful unifying format. Examples: • Three key themes that together cover a wide area. • Three items that act in sequence to get to a desired goal. • Two problems and a solution that resolves the problem. • Two actions or objectives and a solution that will result from achieving these.

4. Chunk items together

If you have more than 3 points to cover in your presentation and they all seem essential – chunk them into three areas. For example, we were once working with an environmental agency on a presentation to introduce their new water policy. The water policy had 13 action steps. The audience would have been overwhelmed if they had tried to present 13 different items. Instead we chunked them into three main points which formed the framework of the presentation.

5. Restrict the number of items in a list

Whether it be a list of reasons, benefits or disadvantages, restrict your list to three items. You might think if your idea, product or service has several benefits you should list them all. But some benefits will be stronger than others. Cover the top three benefits for the particular audience you’re presenting to. Make those benefits powerful rather than skimming weakly over several.

6. Cut secondary stories or examples

Every point you make should be supported by a story, example, statistic, endorsement, metaphor or analogy. But it rarely needs more than one. If you have two brilliant stories for one point you’ll be tempted to include them both.  We were working with a financial adviser who came up with two great analogies for stock market movements that he wanted to include in his presentation. We advised him not to. Your audience will get the point from your first analogy – and then will be ready to move on.

7. Tighten your explanations

It’s easy to start waffling if you haven’t practiced explaining a complex concept. Rehearse your explanations until you say everything that is essential to understanding, and nothing that obscures it.

8. Rehearse your stories

Equally, if you don’t rehearse your stories you may find yourself going round in circles or adding in unnecessary details. Fine tune your story through rehearsal until you have all the details that make it come alive for your audience, but you’ve culled the fluff that doesn’t move the story forwards. A story doesn’t need to be long to make an impact.

9. Create a handout

Creating a handout will make you feel more comfortable about cutting stuff out of your presentation. If you’re prevaricating about whether to cut an item – put it in the handout and let you audience know that it’s there.

What are the things you look for when you’re editing a presentation?

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25 Comments

Here is a great guide that explains how to build effective presentations

Great summary, Olivia. Another way to be comfortable about leaving some secondary points out of the main presentation is to plan to bring them up in the Q&A period…either in answer to a question or proactively…if they still seem relevant.

while editing business presentation I want to ensure use of appropriate graphs to highlight context of the presentation. I mean there is always temptation to add all data from XL to PowerPoint as is. You then end up with increased content, more things to explain and potentially more confusion for audience. Goes with your item 2 in the list.

Good point Milind. I think it is much better to create a new simple graph in PowerPoint rather than export an Excel graph. Olivia

Great suggestions here. I would stress the importance of focusing on one point and one point only. We always have clients develop an “elevator speech” — that is, the one-sentence summary of the speech that says why you should attend and what you’ll get out of the speech. Then, everything that doesn’t support that sentence gets cut. Audiences remember 10 -30 percent of what they hear, so don’t waste your time and the audience’s by dumping too much information in your talk.

Thanks Nick for contributing your thoughts. I think an “elevator speech” is a great way of putting it. Olivia

Great points. I’d go even further though and add the idea that if you can’t explain your main point in a single sentence, you can’t explain it in a paragraph or an hour.

Okay, I’m over-stating to make the point, but I’m sure you see what I mean.

That said, giving too much is a problem I sometimes fall for myself and I have to confess that it’s a critisism on some feedback forms from a training day I did last week: “Too much to take in in just one day!”. I’m spending today looking at what could get cut but still leave a coherent day! 🙁

Thanks for your honesty Simon! It’s a very easy trap to fall into. Olivia

…. and what makes it worse is that for the life of me I can’t find anything I want to take out! 🙂

I can really relate to this. We’ve had the same problem with our one-day training course.

There’s two options – cover everything more lightly OR take out one big chunk. We decided to take out one big chunk, and do justice to the rest of the material. It’s still a wrench though. Olivia

Yeah – what we normally do is have all the material available but concentrate on what the client says they want/need (and modify on the day if it becomes evident that the two aren’t the same 🙂 ). S

Thanks, Olivia. I enjoy your site and tweets! How does this editing approach work with full day workshops that might have more than one point. For example, with time for skill practice, deeper philosophy behind an approach, etc. We have client wanting 4 to multi-day workshops.

Hi James The short answer to that question is that you break up your multi-day workshop into modules and each module has it’s own key message. There’s also an overarching key message for the whole workshop.

I can go into a lot more detail, so what I’ll do is write a blog post specifically on this issue in the next few weeks.

Thanks, Oliva! That makes sense to create modules with each it’s own key message. I am really looking forward to the blog post!

Not sure what Olivia’s take on this is James, but TBH, I think her principles are valid no matter how long the presentation is – the application might be different, but the overall approach is the same… give people only what they can handle! 🙂

Thanks Simon :-).

Thanks, Simon. Great reminder!

I used to begin drafting a presentation by mind-mapping or brainstorming about my topic.

But now I’m starting to draft my presentations by writing the one-sentence assertion that I want my audience to remember. Then I brainstorm for three points that support my assertion.

This has cut my editing time in half!

@Eyal Sela: Your link for effective presentations appears to be broken. Can you check and resubmit, please? Thanks.

Yes, http://productivewise.com/effective-presentations-using-power-point-a-quick-and-useful-guide/

I’ve corrected the link up the top too. Olivia

Very interesting. I often make presentations of my business projects and it would seem that I have already honed my skills in this, but some clients put forward new and complex requirements, for example, to the presentation format. I have to find new information, such as on this page to surprise and retain your customers and thereby expand your opportunities.

I didn’t have any expectations concerning that title, but the more I was astonished. The author did a great job. I spent a few minutes reading and checking the facts. Everything is very clear and understandable. I like posts that fill in your knowledge gaps. This one is of the sort.

These are some great tips for editing a presentation and making it more engaging for your audience. One tip that particularly stood out to me was using visuals, such as a wingsuit video, to enhance your message and keep your audience’s attention. Visual aids are a powerful tool when it comes to presentations, as they can help illustrate your points in a way that words alone cannot. Additionally, incorporating multimedia elements can make your presentation more dynamic and memorable, which is crucial when you want your message to stick with your audience. I’ll definitely keep these tips in mind as I work on my next presentation, and look for opportunities to incorporate visuals like a wingsuit video to help bring my message to life. Thanks for sharing these helpful suggestions!

Hello. Thank you

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17 PowerPoint Presentation Tips From Pro Presenters [+ Templates]

Published: April 26, 2024

PowerPoint presentations can be professional, attractive, and really help your audience remember your message.

If you don’t have much experience, that’s okay — I’m going to arm you with PowerPoint design tips from pro presenters, the steps you need to build an engaging deck, and templates to help you nail great slide design.

Download Now

Buckle up for a variety of step-by-step explanations as well as tips and tricks to help you start mastering this program. There are additional resources woven in, and you’ll find expert perspectives from other HubSpotters along the way.

Table of Contents

How to Make a PowerPoint Presentation

Powerpoint presentation tips.

Microsoft PowerPoint is like a test of basic professional skills, and each PowerPoint is basically a presentation made of multiple slides.

Successful PowerPoints depend on three main factors: your command of PowerPoint's design tools, your attention to presentation processes, and being consistent with your style.

Keep those in mind as we jump into PowerPoint's capabilities.

Getting Started

1. open powerpoint and click ‘new.’.

A page with templates will usually open automatically, but if not, go to the top left pane of your screen and click New . If you’ve already created a presentation, select Open and then double-click the icon to open the existing file.

10 Free PowerPoint Templates

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• Creative templates.
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You're all set!

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Creating PowerPoint Slides

3. insert a slide..

Insert a new slide by clicking on the Home tab and then the New Slide button. Consider what content you want to put on the slide, including heading, text, and imagery.

11. Advance the slides.

Whenever you’re in presentation mode and you’re done with one slide, click your mouse to advance to the next slide.

• Don't let PowerPoint decide how you use PowerPoint.
• Create custom slide sizes.
• Edit your slide template design.
• Write text with your audience in mind.
• Make sure all of your objects are properly aligned.
• Use ‘Format Object’ to better control your objects' designs.
• Take advantage of PowerPoint's shapes.
• Create custom shapes.
• Crop images into custom shapes.
• Present websites within PowerPoint.
• Try using GIFs.
• Keep it simple.
• Embed your font files.
• Save your slides as a PDF file for backup purposes.
• Embed multimedia.
• Bring your own hardware.
• Use ‘Presenter View.’

PowerPoint Style

1. don’t let powerpoint decide how you use powerpoint..

Microsoft wanted to provide PowerPoint users with a lot of tools, but this does not mean you should use them all. You don’t want it looking like your tweenage Geocities site and playing unwanted midi-files.

• Finally, PowerPoint Live is a new tool that enables you to do more seamless presentations during video calls and may be a better overall match for doing presentations remotely. Check out this video:

11. Try Using GIFs.

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15. Embed multimedia.

PowerPoint allows you to either link to video/audio files externally or to embed the media directly in your presentation. For PCs, two great reasons for embedding are:

• Embedding allows you to play media directly in your presentation. It will look much more professional than switching between windows.
• Embedding also means that the file stays within the PowerPoint presentation, so it should play normally without extra work (except on a Mac).

If you use PowerPoint for Mac it gets a bit complicated, but it can be done:

• Always bring the video and/or audio file with you in the same folder as the PowerPoint presentation.
• Only insert video or audio files once the presentation and the containing folder have been saved on a portable drive in their permanent folder.
• If the presentation will be played on a Windows computer, then Mac users need to make sure their multimedia files are in WMV format.
• Consider using the same operating system for designing and presenting, no matter what.

16. Bring your own hardware.

Between operating systems, PowerPoint is still a bit jumpy. Even between differing PPT versions, things can change. The easiest fix? Just bring along your own laptop when you're presenting.

The next easiest fix is to upload your PowerPoint presentation into Google Slides as a backup option — just make sure there is a good internet connection and a browser available where you plan to present.

Google Slides is a cloud-based presentation software that will show up the same way on all operating systems.

To import your PowerPoint presentation into Google Slides:

• Navigate to slides.google.com . Make sure you’re signed in to a Google account (preferably your own).
• Under Start a new presentation , click the empty box with a plus sign. This will open up a blank presentation.
• Go to File , then Import slides .
• A dialog box will come up. Tap Upload.
• Click Select a file from your device .
• Select your presentation and click Open .
• Select the slides you’d like to import. If you want to import all of them, click All in the upper right-hand corner of the dialog box.
• Click Import slides.

When I tested this out, Google Slides imported everything perfectly, including a shape whose points I had manipulated. This is a good backup option to have if you’ll be presenting across different operating systems.

17. Use Presenter View.

In most presentation situations, there will be both a presenter’s screen and the main projected display for your presentation.

PowerPoint has a great tool called Presenter View, which can be found in the Slide Show tab of PowerPoint. Included in the Presenter View is an area for notes, a timer/clock, and a presentation display.

For many presenters, this tool can help unify their spoken presentation and their visual aid. You never want to make the PowerPoint seem like a stack of notes that you’re reading off of.

Use the Presenter View option to help create a more natural presentation.

Pro Tip: At the start of the presentation, you should also hit CTRL + H to make the cursor disappear. Hitting the “A” key will bring it back if you need it.

Your Next Great PowerPoint Presentation Starts Here

Now that you have these style, design, and presentation tips under your belt, you should feel confident to create your PowerPoint presentation.

But if you can explore other resources to make sure your content hits the mark. After all, you need a strong presentation to land your point and make an impression.

With several templates to choose from — both in PowerPoint and available for free download — you can swiftly be on your way to creating presentations that wow your audiences.

Editor's note: This post was originally published in September 2013 and has been updated for comprehensiveness.

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Add, Delete or Change the Order of PowerPoint Slides

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PowerPoint presentations are not always set in stone. When information changes or you want to improve your slideshow , update your presentation. Quickly modify an existing PowerPoint presentation by adding, removing, or reordering slides in the slideshow.

Instructions in this article apply to PowerPoint 2019, PowerPoint 2016, PowerPoint 2013, PowerPoint 2010, PowerPoint 2019 for Mac, PowerPoint for Mac 2011, PowerPoint for Microsoft 365, and PowerPoint Online .

Add a New Slide in PowerPoint

When you want to add more information to your PowerPoint presentation, add a new slide . Select an appropriate slide layout for the new slide and enter your information.

To add a new slide to a presentation:

Go to the slide you want a new slide to follow.

Select Home .

Select the New Slide down arrow to display a list of slide layouts.

Choose the layout you want for the new slide.

Delete a Slide

Sometimes information in a presentation isn't needed any longer. When you don't need a slide, delete it.

To delete a slide in a presentation:

Right-click on a slide in the Slide pane and choose Delete Slide .

To delete multiple slides, hold the Ctrl key ( Cmd key in Mac), select each slide you want to delete, release the Ctrl or Cmd key, right-click and select Delete Slides .

Move Slides in the Slides Pane

If you need to quickly rearrange a couple of slides in your presentation, use the Slides pane.

To move a slide in the Slides pane:

Select the slide you want to move.

Drag the slide to the new location.

A horizontal line appears as you drag the slide. When the horizontal line is in the correct location, release the slide. The slide is now in the new location.

Move Slides in Slide Sorter View

Sometimes a presentation needs a major make-over. Use Slide Sorter view to reorganize the slides in a presentation.

To use Slide Sorter view to move slides:

Select View .

Select Slide Sorter .

Select the slide you wish to move.

A vertical line appears as you drag the slide. When the vertical line is in the correct location, release the slide. The slide is now in the new location.

You can also delete slides in Slide Sorter view.

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Using the Microsoft PowerPoint tool, we can create professional presentations (including slides) that may be presented through a projector or on a screen (computer/Laptop). A PowerPoint presentation is an effective technique to transmit information. To a big audience, usually in the form of an outline. PowerPoint presentations are popular with users because they are simple to produce and modify. PowerPoint presentations are simple to create, modify and edit. Let us look at how can we edit the slides.

Edit and Format a Slide 

The Microsoft PowerPoint tool lets you edit/modify the slides as well as format the data contained in them. The editing and formatting may include: adding the titles or subtitles to the slides, adding the text to the slides, change the background, adding Watermark, adding the headers and footers and slide numbers to the slides, etc. Let us discuss them one by one in detail:

1. Add Titles , Subtitles in a slide

When we start a new presentation, PowerPoint opens a blank Title Slide with a title and some text. So, 

• Type the title in the Title box(as shown below) to add the title.
• To add a subtitle, click the Subtitle box and then add the subtitle.

Example: 

In this example, we are adding the title: Geeksforgeeks and subtitle: Class IX.

2. Adding the New Slide 

When we start a new presentation, PowerPoint opens a single blank slide it is the initial slide of any new presentation. But was cannot make any presentation using only a single slide so PowerPoint allows us to add new slides in your presentation according to your requirement using the following steps:

Step 1: Click on the new slide icon on the top.

Step 2: Select the type of slide (Example: blank) and click on it.

So this is how a new slide is added to the document.

3. Adding the text in a slide 

We can also add text in our presentation using the following steps:

Step 1: Click on the insert tab at the top.

Step 2: Under it, click on the text box.

Step 3: Drag your mouse on the slide where you want to add the text box. Your text box will be added.

So this is how you can add text to your presentation.

4. Changing the Background 

PowerPoint allows us to change the background color. So to change the background color follow the following steps:

Step 1: Click on the Design tab on the top.

Step 2: Then on the right-most side, click on background styles. Various styles will be shown. Select any of them (Example: style 7 here)

Step 3: After selecting, click Apply to all to apply to all the slides. 

You can also format the background by following the following steps:

Step 2: Then on the right-most side, click on background styles. Then click on the format background option.

The format background window will pop up. You can select the options you want for formatting like – solid fill, gradient fill, present color, type, etc.

To change the color and fill we can:

Step 1: Select solid fill.

Step 2: Under color, we can choose any of the colors we want for the background of the slides.

Step 3: Click apply to all to apply the background to all the slides.

Your selected background will be applied.

5. Adding Watermark 

We can also add watermark to the slides. So, follow the following steps:

Step 1: Click on the View tab on the right top

Step 2: Then click on the slide master icon

Step 3: Slide view will be shown. Then select and click on the text box icon on the top to insert the watermark.

Step 4: Drag cursor over the slide, text box will appear. Type the text (to set as a watermark) in that text box. To change the color of the text, you can go to the home tab and change the color as shown.

Step 5: Click on slideMaster on the top and then click on close Master View.

You will see the watermark on all the slides.

6. Adding Headers to the slides 

In PowerPoint, we can also add a header to the slides. So, follow the following steps:

Step 1: Click on the insert tab at the top. Then click on the Header & footer icon.

Step 2: The header and footer window will pop up. Go to the Notes and Handouts section to insert the header. Choose what is to be included on the page. Example: Here we chose the date and time of the fixed type. Also, you can give the header (Example: My Header here) you want by selecting the checkbox of the header.

Step 3: Now click Apply to All.

Note: You will not see any changes on the slide.

To view the changes, click on the view tab on the top and then click on the notes master icon.

You will see the header you set in this view. 

7. Adding  Footers on the slides 

To add-footer follow these steps:

Step 1: Click on the insert tab at the top. Then click on the Header and footer icon.

Step 2: The header and footer window will pop up. Choose what is to be included in the footer of the page. Example: Here we chose the date and time of the fixed type. Also, you can give the footer (Example: My Footer here) you want by selecting the checkbox of the header.

Step 3: Now click Apply To All. And you will see the applied footers on each side.

8. Adding the Slide Numbers on each slide 

In PowerPoint, we can also add slide numbers follow these steps:

Step 1: Click on the insert tab at the top. Then click on the Header and Footer icon.

Step 2: The header and footer window will pop up. Select slide number text box and then click Apply To All.

All the slides will have slide number in the footer.

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Enable editing in your presentation

If you receive or open a presentation file and can't make any changes, it might be Open for viewing only in Protected View. Follow these steps to edit:

Go to File > Info .

Select Protect presentation .

Select Enable Editing .

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How-To Geek

6 ways to create more interactive powerpoint presentations.

Engage your audience with cool, actionable features.

Quick Links

• Add a QR code
• Embed Microsoft Forms (Education or Business Only)
• Embed a Live Web Page
• Add Links and Menus
• Add Clickable Images to Give More Info
• Add a Countdown Timer

We've all been to a presentation where the speaker bores you to death with a mundane PowerPoint presentation. Actually, the speaker could have kept you much more engaged by adding some interactive features to their slideshow. Let's look into some of these options.

1. Add a QR code

Adding a QR code can be particularly useful if you want to direct your audience to an online form, website, or video.

Some websites have in-built ways to create a QR code. For example, on Microsoft Forms , when you click "Collect Responses," you'll see the QR code option via the icon highlighted in the screenshot below. You can either right-click the QR code to copy and paste it into your presentation, or click "Download" to add it to your device gallery to insert the QR code as a picture.

In fact, you can easily add a QR code to take your viewer to any website. On Microsoft Edge, right-click anywhere on a web page where there isn't already a link, and left-click "Create QR Code For This Page."

You can also create QR codes in other browsers, such as Chrome.

You can then copy or download the QR code to use wherever you like in your presentation.

2. Embed Microsoft Forms (Education or Business Only)

If you plan to send your PPT presentation to others—for example, if you're a trainer sending step-by-step instruction presentation, a teacher sending an independent learning task to your students, or a campaigner for your local councilor sending a persuasive PPT to constituents—you might want to embed a quiz, questionnaire, pole, or feedback survey in your presentation.

In PowerPoint, open the "Insert" tab on the ribbon, and in the Forms group, click "Forms". If you cannot see this option, you can add new buttons to the ribbon .

As at April 2024, this feature is only available for those using their work or school account. We're using a Microsoft 365 Personal account in the screenshot below, which is why the Forms icon is grayed out.

Then, a sidebar will appear on the right-hand side of your screen, where you can either choose a form you have already created or opt to craft a new form.

Now, you can share your PPT presentation with others , who can click the fields and submit their responses when they view the presentation.

3. Embed a Live Web Page

You could always screenshot a web page and paste that into your PPT, but that's not a very interactive addition to your presentation. Instead, you can embed a live web page into your PPT so that people with access to your presentation can interact actively with its contents.

To do this, we will need to add an add-in to our PPT account .

Add-ins are not always reliable or secure. Before installing an add-in to your Microsoft account, check that the author is a reputable company, and type the add-in's name into a search engine to read reviews and other users' experiences.

To embed a web page, add the Web Viewer add-in ( this is an add-in created by Microsoft ).

Go to the relevant slide and open the Web Viewer add-in. Then, copy and paste the secure URL into the field box, and remove https:// from the start of the address. In our example, we will add a selector wheel to our slide. Click "Preview" to see a sample of the web page's appearance in your presentation.

This is how ours will look.

When you or someone with access to your presentation views the slideshow, this web page will be live and interactive.

4. Add Links and Menus

As well as moving from one slide to the next through a keyboard action or mouse click, you can create links within your presentation to direct the audience to specific locations.

To create a link, right-click the outline of the clickable object, and click "Link."

In the Insert Hyperlink dialog box, click "Place In This Document," choose the landing destination, and click "OK."

What's more, to make it clear that an object is clickable, you can use action buttons. Open the "Insert" tab on the ribbon, click "Shape," and then choose an appropriate action button. Usefully, PPT will automatically prompt you to add a link to these shapes.

You might also want a menu that displays on every slide. Once you have created the menu, add the links using the method outlined above. Then, select all the items, press Ctrl+C (copy), and then use Ctrl+V to paste them in your other slides.

5. Add Clickable Images to Give More Info

Through PowerPoint's animations, you can give your viewer the power to choose what they see and when they see it. This works nicely whether you're planning to send your presentation to others to run through independently or whether you're presenting in front of a group and want your audience to decide which action they want to take.

Start by creating the objects that will be clickable (trigger) and the items that will appear (pop-up).

Then, select all the pop-ups together. When you click "Animations" on the ribbon and choose an appropriate animation for the effect you want to achieve, this will be applied to all objects you have selected.

The next step is to rename the triggers in your presentation. To do this, open the "Home" tab, and in the Editing group, click "Select", and then "Selection Pane."

With the Selection Pane open, select each trigger on your slide individually, and rename them in the Selection Pane, so that they can be easily linked to in the next step.

Finally, go back to the first pop-up. Open the "Animations" tab, and in the Advanced Animation group, click the "Trigger" drop-down arrow. Then, you can set the item to appear when a trigger is clicked in your presentation.

If you want your item to disappear when the trigger is clicked again, select the pop-up, click "Add Animation" in the Advanced Animation group, choose an Exit animation, and follow the same step to link that animation to the trigger button.

6. Add a Countdown Timer

A great way to get your audience to engage with your PPT presentation is to keep them on edge by adding a countdown timer. Whether you're leading a presentation and want to let your audience stop to discuss a topic, or running an online quiz with time-limit questions, having a countdown timer means your audience will keep their eye on your slide throughout.

To do this, you need to animate text boxes or shapes containing your countdown numbers. Choose and format a shape and type the highest number that your countdown clock will need. In our case, we're creating a 10-second timer.

Now, with your shape selected, open the "Animations" tab on the ribbon and click the animation drop-down arrow. Then, in the Exit menu, click "Disappear."

Open the Animation Pane, and click the drop-down arrow next to the animation you've just added. From there, choose "Timing."

Make sure "On Click" is selected in the Start menu, and change the Delay option to "1 second," before clicking "OK."

Then, with this shape still selected, press Ctrl+C (copy), and then Ctrl+V (paste). In the second box, type 9 . With the Animation Pane still open and this second shape selected, click the drop-down arrow and choose "Timing" again. Change the Start option to "After Previous," and make sure the Delay option is 1 second. Then, click "OK."

We can now use this second shape as our template, as when we copy and paste it again, the animations will also duplicate. With this second shape selected, press Ctrl+C and Ctrl+V, type 8 into the box, and continue to do the same until you get to 0 .

Next, remove the animations from the "0" box, as you don't want this to disappear. To do this, click the shape, and in the Animation Pane drop-down, click "Remove."

You now need to layer them in order. Right-click the box containing number 1, and click "Bring To Front." You will now see that box on the top. Do the same with the other numbers in ascending order.

Finally, you need to align the objects together. Click anywhere on your slide and press Ctrl+A. Then, in the Home tab on the ribbon, click "Arrange." First click "Align Center," and then bring the menu up again, so that you can click "Align Middle."

Press Ctrl+A again to select your timer, and you can then move your timer or copy and paste it elsewhere.

Press F5 to see the presentation in action, and when you get to the slide containing the timer, click anywhere on the slide to see your countdown timer in action!

Now that your PPT presentation is more interactive, make sure you've avoided these eight common presentational mistakes before you present your slides.

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May 10, 2024

Governor Newsom Unveils Revised State Budget, Prioritizing Balanced Solutions for a Leaner, More Efficient Government

Para leer este comunicado en español, haga clic aquí .

The Budget Proposal — Covering Two Years — Cuts Spending, Makes Government Leaner, and Preserves Core Services Without New Taxes on Hardworking Californians

Watch Governor Newsom’s May Revise presentation here

WHAT YOU NEED TO KNOW: The Governor’s revised budget proposal closes both this year’s remaining $27.6 billion budget shortfall and next year’s projected $28.4 billion deficit while preserving many key services that Californians rely on — including education, housing, health care, and food assistance.

SACRAMENTO – Governor Gavin Newsom today released a May Revision proposal for the 2024-25 fiscal year that ensures the budget is balanced over the next two fiscal years by tightening the state’s belt and stabilizing spending following the tumultuous COVID-19 pandemic, all while preserving key ongoing investments.

Under the Governor’s proposal, the state is projected to achieve a positive operating reserve balance not only in this budget year but also in the next. This “budget year, plus one” proposal is designed to bring longer-term stability to state finances without delay and create an operating surplus in the 2025-26 budget year.

In the years leading up to this May Revision, the Newsom Administration recognized the threats of an uncertain stock market and federal tax deadline delays – setting aside $38 billion in reserves that could be utilized for shortfalls. That has put California in a strong position to maintain fiscal stability.

Even when revenues were booming, we were preparing for possible downturns by investing in reserves and paying down debts – that’s put us in a position to close budget gaps while protecting core services that Californians depend on. Without raising taxes on Californians, we’re delivering a balanced budget over two years that continues the progress we’ve fought so hard to achieve, from getting folks off the streets to addressing the climate crisis to keeping our communities safe.

Governor Gavin Newsom

Below are the key takeaways from Governor Newsom’s proposed budget:

A BALANCED BUDGET OVER TWO YEARS. The Governor is solving two years of budget problems in a single budget, tightening the state’s belt to get the budget back to normal after the tumultuous years of the COVID-19 pandemic. By addressing the shortfall for this budget year — and next year — the Governor is eliminating the 2024-25 deficit and eliminating a projected deficit for the 2025-26 budget year that is $27.6 billion (after taking an early budget action) and $28.4 billion respectively.

CUTTING SPENDING, MAKING GOVERNMENT LEANER. Governor Newsom’s revised balanced state budget cuts one-time spending by $19.1 billion and ongoing spending by $13.7 billion through 2025-26. This includes a nearly 8% cut to state operations and a targeted elimination of 10,000 unfilled state positions, improving government efficiency and reducing non-essential spending — without raising taxes on individuals or proposing state worker furloughs. The budget makes California government more efficient, leaner, and modern — saving costs by streamlining procurement, cutting bureaucratic red tape, and reducing redundancies.

PRESERVING CORE SERVICES & SAFETY NETS. The budget maintains service levels for key housing, food, health care, and other assistance programs that Californians rely on while addressing the deficit by pausing the expansion of certain programs and decreasing numerous recent one-time and ongoing investments.

NO NEW TAXES & MORE RAINY DAY SAVINGS. Governor Newsom is balancing the budget by getting state spending under control — cutting costs, not proposing new taxes on hardworking Californians and small businesses — and reducing the reliance on the state’s “Rainy Day” reserves this year.

HOW WE GOT HERE: California’s budget shortfall is rooted in two separate but related developments over the past two years.

• First, the state’s revenue, heavily reliant on personal income taxes including capital gains, surged in 2021 due to a robust stock market but plummeted in 2022 following a market downturn. While the market bounced back by late 2023, the state continued to collect less tax revenue than projected in part due to something called “capital loss carryover,” which allows losses from previous years to reduce how much an individual is taxed.
• Second, the IRS extended the tax filing deadline for most California taxpayers in 2023 following severe winter storms, delaying the revelation of reduced tax receipts. When these receipts were able to eventually be processed, they were 22% below expectations. Without the filing delay, the revenue drop would have been incorporated into last year’s budget and the shortfall this year would be significantly smaller.

CALIFORNIA’S ECONOMY REMAINS STRONG: The Governor’s revised balanced budget sets the state up for continued economic success. California’s economy remains the 5th largest economy in the world and for the first time in years, the state’s population is increasing and tourism spending recently experienced a record high. California is #1 in the nation for new business starts , #1 for access to venture capital funding , and the #1 state for manufacturing , high-tech , and agriculture .

Additional details on the May Revise proposal can be found in this fact sheet and at www.ebudget.ca.gov .

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