In this step, you will find a step-by-step guide on how to design a PowerPoint presentation professionally.

{.lead}

The following guide largely corresponds to the video tutorial from the previous step. It is primarily intended for those who prefer a written guide. In addition, it is occasionally more detailed and delves deeper into certain points from the video.

Templates are also attached to this step, which you can download and customize to your liking. This will save you some steps. If you still want to design your slides from scratch, the following guide will take you through the process step by step.

1. Format

The correct format is the foundation of every presentation. We recommend a slide size of 33.87 cm × 19.05 cm, which corresponds to an aspect ratio of 16:9. This format is particularly well suited for projector and screen presentations.

Tip: If your university or organization already provides a PowerPoint template, use it. This will save you time and keep the design consistent with minimal effort.

2. Fonts and Sizes

Choose one font for main titles and a second for body text. Make sure that your chosen fonts offer different font styles (Normal, Bold, Italic) so that you have enough design scope. The Corporate Identity (CI) of the University of Basel corresponds to these two fonts, which we also use in our examples:

• Georgia for main titles
• Arial for the rest of the text

Experiment with different font sizes to check the effect and readability.

Next, define the font hierarchy: What types of text and font sizes do you need? Less is more here! Start with the body text and build the other sizes on top of it. Differences between small font sizes should be at least 2 points; larger sizes—such as titles—should stand out clearly.

In our examples, we use the following values:

• Main title (H1): Georgia 34 pt, Bold
• Title (H2): Georgia 23 pt, Bold
• Subtitle (H3): Arial 17 pt, Bold, dark green (006666)
• Body text (H4): Arial 17 pt, Standard, line spacing 22 pt
• Text highlights: Arial 17 pt Standard, green (009999)
• Legends (H5): Arial 14 pt, line spacing 17 pt
• Copyright (H6): Arial 7 pt, Standard

3. Line Spacing & Text Formatting

Line spacing is also important for readability. Test different values that you can set under ‘Line Spacing Options’. Use ‘Exactly’ to specify precise values.

The alignment of the text also significantly affects readability. Justification creates large gaps in short text passages, resulting in an unsettling and patchy overall picture. Therefore, we recommend left alignment with ragged right margin. With bold fonts, a slightly increased letter spacing can improve readability.

4. Colors

Choose one or two main colors and an accent color for your slides.

• The font color should be easy to read. That’s why we use dark gray here.
• The main color should be rather subdued, such as mint according to the CI of the University of Basel.
• The accent color may stand out, such as the bright red from the CI of the University of Basel.

You can also use these colors in gradations, for example for diagrams.

COLOR SCALE IMAGE

You can easily color text or objects with a simple trick.

• Text: Highlight the corresponding text and choose the color from the menu bar at the top.
• Object: Right-click on the object, go to “Format Shape” and select the desired color.

5. Design Grid

A design grid helps you keep your slides structured. It is best to work with guidelines. To see these lines, check the box under “View” and “Gridlines” in the menu.

We also recommend creating the grid in the so-called Slide Master. Select (in the main menu) “View” and “Master” to open the Slide Master. What you design in this mode remains fixed during the subsequent design process and cannot be accidentally moved or changed. (Fixed elements such as the university logo can also be fixed stylistically in the Slide Master.)

You can easily place margins and grid lines in the Slide Master: Click and hold the Alt key (or Option on a Mac) on an existing guideline to duplicate it and then drag it to the desired position. You can create a new guideline by right-clicking. You can halve, divide into thirds or quarter the page with the grid. A consistent grid ensures that your content is clearly structured. It also offers scope to arrange the content differently. Note that the margins should be wider than the column spacing.

If you have used placeholder text so far, you can now insert your prepared content into the finished design.

6. Images and Graphics

Place images within the grid. The columns determine the maximum width of your image. The image height results proportionally from the width. Make sure to maintain the original proportions to avoid distortion. If you hold down the Shift key while scaling, the image size will automatically be adjusted to the original proportions. Right-click on the image and select “Crop” to adjust images. Do not enlarge the images too much. The resolution should be at least 72 dpi.

Use the same fonts and colors in diagrams and similar graphics as in the poster itself. This creates a harmonious overall picture.

Be sure to note the copyright of the images used and provide the sources of your images if necessary.

7. General Layout Tips

Stick to the Grid

A clear grid conveys order and calmness. It facilitates the hierarchy of content on your slides: Where are the key messages, where are the explanations?

What Belongs Together?

Content with similar functions should be designed in the same way. What belongs together should be visually closer together. The title should be closer to the associated text passage than to the section that precedes it. If you adjust the font size afterwards, always do so uniformly for the corresponding text hierarchy within the entire PowerPoint presentation. For example, do not just reduce individual subheadings—that looks inconsistent. Reduce all subheadings instead.

Keep it Short!

And remember: Less is more. Do not overload your slides, but rather distribute the content over several slides. If your presentation is long, it may be helpful to divide it into several chapters.

With these basics, you can create clear, structured, and professional PowerPoint slides. Use the existing grid and test different settings to optimally adapt your presentation to your content.

Downloads