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When you start a new presentation, you do not have to design it from scratch. Most programs offer a template or theme option when you create a new presentation. You can start with a template for the slide structure, then apply a theme to set colors and fonts consistently across slides.
Let’s review the features of templates and themes in detail.
| Template | Theme | |
|---|---|---|
| What it is | A ready-made design for your presentation (Microsoft, n.d.); it gives your slideshow a professional look without needing you to have design skills | A design setting that controls how your whole presentation looks (Bolling et al., 2024); it applies colors and fonts automatically to all slides |
| What it includes | Matching colors, fonts, and layouts that work together to create a consistent design | Color scheme and font style settings that update across all slides to keep the design neat and professional |
| Customization | Can be customized by changing colors, fonts, or layouts to match your organization’s branding—its visual identity and style (Duarte, 2008) | Themes can be switched or adjustments can be made without losing consistency across slides |
| Common uses | Have built-in templates for common workplace needs like project reports, training materials, and sales presentations | Work well to keep a unified look as you add or change slides in your presentation |
| When to use | Choose a template based on your purpose and audience. For example, formal business proposals need clean, neutral layouts, while creative sessions can use colorful or dynamic designs. | Use a theme to make sure your slides all match in style, regardless of the content or number of slides you add. |
EXAMPLE
Zayn needs to create a presentation for a class on Economics. Zayn starts using a business template with a linked theme, so all slides automatically match in style.The screenshot below shows the “New” screen in PowerPoint. From here, you can start with a blank presentation or choose a ready-made template. The search bar and categories help you find designs that match your purpose, such as business, education, or storytelling.
After choosing a template and theme, the next step is picking the right layout for each slide. A slide layout shows you how to arrange text and pictures on each slide. Different layouts work better for different types of information (Reynolds, 2019). The right layout helps your audience understand your message.
You can choose from several common layouts:
EXAMPLE
A team creates a training presentation. The members start with a title slide to introduce the topic, use a bullet point layout for key steps, add a comparison layout to show old versus new processes, and include an image layout to explain equipment setup visually.Most presentation software allows you to change layouts even after adding content. Try different layouts to see what works best. Using consistent layouts keeps your slides easy to follow and helps your audience stay focused.
The screenshot below shows common slide layouts in PowerPoint.
On the Home tab, clicking the New Slide dropdown opens a menu with layout options like “Title Slide,” “Comparison,” and “Picture With Caption.”
Once your slides use the right layouts, it is important to check their order and flow.
Organizing slides helps your presentation make sense from beginning to end. Effective slide organization follows a logical sequence that guides your audience through your ideas systematically. Most workplace presentations benefit from a clear structure:
Let’s review the steps to organize slides effectively.
| Step | What to Do | Why It Matters |
|---|---|---|
| 1. Start with an agenda or overview slide. | List the main points you will cover in your presentation. | Helps your audience understand the structure and know what to expect |
| 2. Group related content into sections. | Use section header slides—these act like chapter titles, signaling the start of a new topic. | Makes the presentation easier to follow and keeps ideas organized |
| 3. Sequence slides logically. | Present background information first, followed by details, and address questions before solutions. | Builds understanding step by step and helps the audience stay engaged |
| 4. End with a summary slide. | Highlight key points and add next steps or contact info. | Leaves a strong final impression and shows what to do next |
IN CONTEXT: Organizing a Client Pitch Presentation
A small business owner is creating their first presentation to attract new clients. They use a professional-looking business template with company colors to give the slides a polished appearance.
They organize their eight slides like this:
To make the presentation easy to follow, they use numbered slides and insert section headers before each main topic to improve navigation.
- A title slide with the company name
- An agenda slide that lists the services
- Three slides that explain different service packages
- A slide with a client testimonial
- A slide that compares pricing
- A final slide with contact information
To help visualize how an organized presentation comes together, explore the slides in the following slideshow.
Select the right arrow to move forward or the left arrow to go back.
After you organize your slides, it is important to connect them smoothly. Transitions help with this. They are small visual effects that play when you move from one slide to the next.
Let’s look at some ways to use transitions well.
| Tip | Why It Matters |
|---|---|
| Use simple effects like fade or push. | Keeps your audience focused on your content |
| Avoid flashy effects with sounds or spins. | Can feel distracting and unprofessional |
| Be consistent across all slides. | Showcases a unified look that helps the presentation flow better |
Simple transitions—like “fade” or “slide”—make the presentation feel more polished and professional (Reynolds, 2019).
EXAMPLE
In a sales presentation, a team member uses the same simple “fade” effect on each slide.You can set transitions to happen automatically or manually.
EXAMPLE
At a job fair, a company booth shows slides on a screen that change every few seconds automatically. Later, during a live presentation, a team member uses a clicker to move through slides while answering questions.The flowchart below shows the steps for adding manual transitions in PowerPoint.
Similarly, to set automatic transitions, go to the “Timing” group and do the following:
Source: THIS TUTORIAL HAS BEEN ADAPTED FROM OPENSTAX’S “WORKPLACE SOFTWARE AND SKILLS.” ACCESS FOR FREE AT OPENSTAX.ORG/DETAILS/BOOKS/WORKPLACE-SOFTWARE-SKILLS. LICENSE: LICENSE: CREATIVE COMMONS ATTRIBUTION 4.0 INTERNATIONAL.
REFERENCES
Bolling, T., Mitchell, A., Scott, T., & Wheeler, N. (2024). Workplace software and skills. OpenStax. openstax.org/details/books/workplace-software-skills
Duarte, N. (2008). Slide:ology: The art and science of creating great presentations (3rd ed.). O’Reilly Media. www.duarte.com/resources/books/slideology/
Microsoft. (n.d.). PowerPoint help & learning. support.microsoft.com/en-us/powerpoint
Microsoft Corporation. (n.d.). Groups of icons representing slideshow, communication, education, lightbulb, audience, and visual tools [Icons]. Microsoft PowerPoint. powerpoint.office.com/
Presentation Guild. (n.d.). Welcome to the Presentation Guild. www.presentationguild.org
Reynolds, G. (2019). Presentation zen: Simple ideas on presentation design and delivery (3rd ed.). New Riders. www.presentationzen.com
