Slide Decks: Inserting Text and Graphics

before you start

Think about a recent presentation that stood out to you. What made it memorable? Was it the clear text, the helpful images, or how everything worked together to tell a story? Learning to combine text and graphics well is a key skill for sharing ideas at work.

1. Text Boxes and Formatting

Text boxes let you add and place text on a slide. Most layouts include them, but you can also add your own and change how the text looks (Microsoft, n.d.).

Good text formatting helps your audience quickly read and understand your slides. Let’s review some formatting tips.

EXAMPLE

A slide titled “Healthy Habits” uses large, bold text for the title; clean fonts; and bullet points to keep the message clear and easy to read.

To keep slides clear and easy to follow, follow these simple rules:

• Stick to one main point per slide.
• Use no more than six bullet points per slide.
• Use short phrases instead of long paragraphs.
• Use a high contrast between text color and background: dark on light works best.
• Avoid red on green, green on red, yellow on blue, or blue on yellow as these are hard for people with color blindness to see.
• Avoid using too many colors or fonts—it can look cluttered (Reynolds, 2019).

• Top screenshot: Small, unformatted paragraph text
• Bottom screenshot: Formatted text with a title, larger fonts, bullets, and boldface

try it

Open Powerpoint (desktop or online).

• Add a title slide.
  • Make the title 28–32 pt.
  • Add your name below the title in 20–24 pt.
• Create a second slide with three bullet points.
  • Use 18–20 pt font for the bullets.

Test readability by viewing your slides in presentation mode at your expected screen size and distance.

term to know

Text Boxes

Containers on a slide that hold written content and can be positioned and formatted.

2. Images and Graphics

After learning how formatting improves clarity, let’s explore another key tool: images (photos or screenshots) and graphics (charts, diagrams, icons, or illustrations). These types of visuals clarify ideas, make presentations more engaging, and help audiences retain key points.

Choose visuals that support your message—not just for decoration (Duarte, 2008). The table below highlights key guidelines for making effective visual choices in presentations.

EXAMPLE

A student designs a slide on recycling using a licensed photo, positions it neatly beside the text, and adds a clean flowchart to explain the process.

The screenshot below shows a slide that demonstrates effective image use.

try it

Open your presentation software.

• Design a single slide that explains a simple process (e.g., handwashing).
• Use a high-quality image and a graphic.

Ensure that both visuals are legally sourced, clearly placed, and support the message without covering text.

terms to know

Images

Photos, screenshots, or drawings.

Graphics

Charts, diagrams, icons, or illustrations.

Visuals

Images or graphics that support, explain, or enhance a message.

Visual Quality

The clarity and resolution of images and graphics used in a presentation.

Pixelated Visuals

Low-quality visuals that look blocky or blurry because the tiny squares (pixels) are visible, especially when enlarged.

Copyright Compliance

The legal and proper use of copyrighted materials.

Visual Placement

The positioning of visuals on a slide to enhance readability and support key points.

3. Slide Layout and Arrangement

You have explored slide layouts in the previous lesson. Now, you will build on that by adding and arranging text and images within those layouts.

A good slide layout helps your audience follow your message by creating a balance between text, images, and empty space.

Let’s review the key principles of effective slide layouts.

Using the right layout helps you share your message clearly. Here are some common slide types and how to use them:

• Title slide: Keep it simple with centered text.
• Text slide: Use a content layout with a heading and bullet points.
• Image slide: Use white space to let the image stand out; add a short caption or label.
• Mixed slide: Use a two-column layout or a placeholder layout with image and text.

EXAMPLE

A presenter explains a product feature using a two-column slide with an image on the left and key points on the right.

Here are some layout tips you can use.

EXAMPLE

A student places a chart slightly off-center using the rule of thirds to make the slide more balanced and engaging.

To help visualize different slide types, explore the slides in the following slideshow.

Select the right arrow to move forward or the left arrow to go back.

Stock content courtesy of Microsoft.

Stock content courtesy of Microsoft.

try it

Build a short slide deck with at least three different slide types:

• A title slide to introduce your topic
• A text slide to explain key points
• An image or mixed slide that combines visuals with short text

Use layout options to organize each slide clearly and purposefully.

big idea

A good slide layout guides your audience’s eyes to the most important information first, creating a clear visual path through your content.

terms to know

White Space

Empty areas on slides that help prevent visual clutter and improve readability.

Rule of Thirds

A design idea where you divide a slide into three rows and three columns and place key content near the points where the lines meet.

4. Readability and Visual Impact

After choosing your slide layout, make sure your text and visuals are clear and easy to read. A good slide helps your audience understand your message quickly.

Start with the right font sizes:

Stand at the back of the room to test if your slides are readable (Reynolds, 2019). Also, use strong contrast so the text stands out:

Consider the 6×6 rule as a starting point: Aim for no more than six bullet points with roughly six words each, adjusting them where required. This helps your message stay focused (Duarte, 2008).

EXAMPLE

During a class presentation, a student uses large, bold white text on a dark-blue background with short bullet points.

Choose clean, readable colors:

• Use two to three main colors throughout.
• Pick a neutral background (white, gray, or black) that does not distract.
• Add one accent color to highlight key points.
• Avoid bright neon colors or using too many colors at once.

try it

Create or revise one slide to make it easy to read and visually clear.

• Use the right font sizes.
• Check the contrast between the text and the background.
• Follow the 6×6 rule.
• Use a neutral background and one accent color.

Preview your slide to make sure everything is easy to see and understand.

big idea

Readable slides with proper contrast and font sizes ensure that your message reaches every audience member, regardless of their viewing distance or visual abilities.

terms to know

6×6 Rule

A guideline limiting slides to six bullet points with six words each for better focus.

Neutral Background

A plain background color that does not distract, like white, gray, or black.

Accent Color

A bright color used to highlight something important.

5. Animating Slide Components

Once your slides are clear and well designed, you can add simple animations. These are motion effects for text or images that help guide attention and keep your audience engaged.

Here are some simple guidelines to follow:

EXAMPLE

A student uses a fade effect to show one bullet point at a time and clicks to reveal each as they explain it during their presentation.

The flowchart below shows general steps to add animations in most presentation software.

Note: Set timing to “On Click” for manual control, “With Previous” to start simultaneously with the previous item, or “After Previous” to start automatically when the previous animation ends.

try it

Add a simple animation to a slide in your presentation.

1. Select a bullet point or image.
2. Apply the “Fade” animation.
3. Set it to “On Click.”
4. Present your slide and click to reveal each item as you explain it.

Did the animation help focus attention or improve the flow? If not, try a different timing or animation type.

hint

You can use the space bar or arrow keys to advance animations; this is helpful for remote or hands-free presentations.

term to know

Animations

Movements or appearance effects applied to text, images, or other slide elements.

6. Accessibility and Universal Design

You have already explored accessibility in earlier tutorials. Now, you will focus more directly on designing presentations that are clear and usable for everyone.

Here are some simple ways to make your slides more accessible:

IN CONTEXT: Making Slides Clear and Accessible

An intern creates a slideshow for a team update. They use black text on a white background so everyone can read it easily. The same easy-to-read font appears on each slide.

For a chart showing that sales increased 15% over 3 weeks, they write: “Bar graph showing that weekly sales grew from $10K to $11.5K over 3 weeks.”

To stay organized, they use short headings and keep one main idea per slide.

These steps help make the slideshow clear and accessible to everyone.

Avoid clutter, flashing effects, and low-contrast text. They can overwhelm viewers with visual, attention, or processing challenges. Clean, calm slides help everyone stay focused.

try it

Choose one of your existing slides and review it for accessibility.

• Does it have a high contrast between the text and background?
• Are the fonts simple and consistent?
• Can someone understand the visuals with alt text alone?
• Is the slide free of clutter or distracting effects?

If not, make edits so the slide is easier for everyone to read and understand.

REFERENCES

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.). Add and format text in PowerPoint. support.microsoft.com/en-us/office/add-and-format-text-in-powerpoint-c641613c-435a-4c0e-9e89-2b4cedb6198a

Microsoft Corporation. (n.d.). Stock images of a team presentation, a clean desk, and an organized workspace [Stock images]. 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