How to Make a Presentation on a Computer

What You’ll Need

A computer (Windows, Mac, or Chromebook) with presentation software installed or a web browser for online tools.
Presentation software: Microsoft PowerPoint (part of Office), Google Slides (free with a Google account), or Apple Keynote (free on Mac).
Your content: the topic, key points, and any images, charts, or videos you want to include.
Optional: a projector or external monitor if presenting to an audience, and a clicker or remote for advancing slides.

Step-by-Step

Choose your software. Open PowerPoint, Google Slides, or Keynote. If you don’t have a preference, Google Slides is free and works in any browser. PowerPoint is the most common for business and school. Keynote is only on Mac.
Create a new presentation. In PowerPoint, click “Blank Presentation” or choose a template. In Google Slides, click the “+” or “Blank” to start. In Keynote, choose “New Document” and pick a theme. Templates save time, but a blank slide gives you full control.
Add your title slide. The first slide usually has the presentation title, your name, and the date. Click the text boxes and type over the placeholder text. If there are no text boxes, go to Insert > Text Box and draw one.
Add new slides. Click “New Slide” (in PowerPoint, it’s on the Home tab; in Google Slides, the + button; in Keynote, the + in the toolbar). Choose a layout: Title and Content is the most common, with a title bar and a content area for bullet points or images.
Fill in your content. For each slide, type a short title and then bullet points with your key ideas. Keep text brief—use phrases, not full sentences. Aim for no more than 6 bullets per slide and 6 words per bullet. To add a bullet list, click the bullet icon in the toolbar or use the layout’s placeholder.
Insert images and charts. Go to Insert > Image (or Pictures) to add photos from your computer or the web. For charts, Insert > Chart lets you pick a bar, line, pie, or other type. Double-click a chart to edit the data. Resize by dragging the corners while holding Shift to keep proportions.
Add transitions and animations (optional). Transitions are effects between slides (like fade or slide). Animations are effects within a slide (like text appearing one bullet at a time). Use them sparingly—too many are distracting. In PowerPoint, go to the Transitions and Animations tabs. In Google Slides, use the Transition button in the toolbar.
Rehearse and present. Practice your talk with the slides. Use Presenter View (in PowerPoint, it’s under Slide Show > Presenter View) to see your notes while the audience sees only the slides. To start the slideshow, press F5 (Windows) or Cmd+Enter (Mac) in PowerPoint, or click the “Present” button in Google Slides. Use the arrow keys to move forward and back.

Common Mistakes

Too much text on a slide. Your audience reads instead of listening. Cut it down to keywords.
Reading directly from the slides. Use the slides as a visual aid, not a script.
Inconsistent formatting. Use the same fonts, colors, and bullet styles throughout. Use the “Master Slide” (View > Slide Master) to set defaults.
Low-quality images that stretch or pixelate. Use high-resolution images and never stretch them beyond their original size.
Overusing animations. If every bullet flies in with a sound, your audience will focus on the effect, not the content.
Skipping rehearsal. Even a quick run-through helps you time your talk and catch mistakes.

Tips

Start with an outline. Write down your main points on paper before you open the software. This keeps your presentation structured.
Use the 10-20-30 rule for a short talk: 10 slides, 20 minutes, 30-point font minimum. Adjust to your situation, but the idea is to keep it simple.
Use high-contrast colors: dark text on a light background is easiest to read. Avoid red-green combinations for colorblind viewers.
Include one idea per slide. If a slide has two separate points, split it into two slides.
Add speaker notes. In PowerPoint, type notes in the area below the slide. In Google Slides, click “View > Show speaker notes.” These are for you, not the audience.
Save your work frequently. Use Ctrl+S (Cmd+S on Mac) or enable autosave in Google Slides.
Export to PDF if you need to share a static version that won’t get messed up on another computer.

Troubleshooting

My slides look different on another computer. Fonts may be missing. To fix, embed fonts in PowerPoint (File > Options > Save > Embed fonts) or use common fonts like Arial, Calibri, or Times New Roman. In Google Slides, fonts are web-based and should render the same.
My video won’t play during the presentation. Make sure the video file is in the same folder as the presentation, or embed it (Insert > Video). If you’re presenting online, use a YouTube link instead of a file.
The slideshow is not fullscreen. Press F5 (Windows) or Cmd+Enter (Mac) in PowerPoint. In Google Slides, click the “Present” button. If it still doesn’t work, check your display settings—maybe you’re on an extended desktop.
My images are distorted. When resizing, always drag a corner handle while holding Shift to keep the aspect ratio. Avoid stretching from the side or top handles.
I accidentally deleted a slide. Press Ctrl+Z (Cmd+Z on Mac) to undo. If you already closed the program, you may have lost it unless autosave is on.
My file is too large to email. Compress images: in PowerPoint, select a picture and go to Picture Format > Compress Pictures. Or save the presentation as a PDF for a smaller file.

Frequently Asked Questions

What is the best free presentation software?

Google Slides is the best free option because it works in any browser, saves automatically, and allows easy sharing. You only need a free Google account.

How many slides should I have?

It depends on your time. As a rule of thumb, aim for about one slide per minute of speaking. For a 10-minute talk, that’s around 10 slides. But quality matters more than quantity.

Can I present without a projector?

Yes. You can share your screen on a video call (Zoom, Teams, etc.), or simply have your audience look at the slides on their own devices. You can also send the file before the meeting.

How do I add speaker notes?

In PowerPoint, click “Notes” at the bottom of the window and type. In Google Slides, go to View > Show speaker notes. In Keynote, click the Notes icon in the toolbar.

What if I don’t have PowerPoint?

You can use Google Slides for free, or download LibreOffice Impress (free, open-source) for offline use. You can also open PowerPoint files in Google Slides by uploading them to Google Drive.

How do I make my presentation interactive?

Add hyperlinks to other slides or websites, embed polls (like Mentimeter), or use clickable buttons. You can also ask questions and use the comments feature in Google Slides for collaboration.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.