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What is presentation software?

Presentation software allows you to create visually engaging slideshows with text, images, charts, and multimedia elements. Structure information in a compelling way, whether you’re delivering a pitch, teaching a class, or sharing project updates.

How to use presentation software

Get started

Create an account or sign in to your presentation software platform. Most presentation maker tools offer web-based access, so you can work from any device.

Choose a template

Browse a template library and select one that aligns with your content. Customize fonts, colors, and layouts to match your brand.

Add content

  1. Slides: Start adding slides. Each slide represents a topic or point you want to cover.

  2. Text: Keep text short and concise, use bullet points, and keep the font size large for easy viewing and skimming.

  3. Graphics: Insert relevant images, charts, and icons. Visuals enhance understanding.

  4. Multimedia: Embed video and audio elements directly into your slides.

Collaborate with team members

  1. Invite collaborators: Share the presentation with your team members by sending them a link or inviting them directly through the software.

  2. Work together in real time: Once your team members have access, they can start editing the slide presentation simultaneously. Use the built-in chat and comment features to communicate and provide feedback in real time.

  3. Track changes and maintain version history: Keep track of all edits made by team members. If needed, you can revert to previous versions of the presentation.

Save and export

  1. Save regularly: Save your work frequently to avoid losing progress. Most software offers an auto-save feature to help with this.

  2. Choose the best export option: Export your presentation as a PDF, PowerPoint file, or shareable link. Choose a format that works best for your audience.

  3. Select appropriate export settings: Choose the quality and format that best suits your purpose. For example, if you're sharing the presentation online, you might choose a lower resolution to reduce file size, whereas for a high-quality print, a higher resolution would be more appropriate.

Presentation software features

Customizable templates

The right template can make your content pop. Template libraries include options that work for a range of different scenarios, from business presentations and financial reports to lesson plans and creative endeavors. Customize layouts, fonts, and colors to match your brand identity.

Real-time collaboration

Collaborate seamlessly with colleagues, no matter where they are. Edit presentation slides together, leave comments, and see changes in real time.

Multimedia integration

Embed videos, images, and audio files directly into your slides. Visuals and multimedia enhance engagement and convey complex ideas effectively.

Cloud storage and access

Access your presentations from any device without worrying about lost files or compatibility issues.

AI-powered tools

Streamline tasks and busywork with new AI features, like those available via Microsoft Copilot. Ask Copilot to draft presentations, suggest slide content, and help with design—all with your organization’s branding.

Export and sharing options

Share your slide presentation effortlessly. Export to different formats or generate a shareable link. Collaborators and clients can view your work, offer feedback, and make edits.

Presentation software benefits

Create presentations easily

Customizable templates and intuitive design tools allow you to craft professional presentations with ease. Whether for a corporate setting or a personal project, these tools provide a variety of options to suit any theme or topic, making sure that your presentation stands out.

Collaborate seamlessly

Presentation makers offer features that allow multiple users to work on the same presentation simultaneously, regardless of their location. Teams can work together efficiently, combining their expertise to produce a cohesive final product.

Access from any device

Help your team be more productive by giving them the flexibility to access and edit presentations from any device. Whether you're using a desktop at the office, a laptop at home, or a tablet while traveling, your work is available at your fingertips, ready to be polished or presented.

Presentation tool use cases

Business presentations and proposals

Creating slides that incorporate data, visuals, and narratives can help communicate your business project or idea more effectively.

Example: Drafting a proposal for a potential client, a business associate can use a presentation tool to incorporate market analysis, projected figures, and testimonials into slides, making a strong case for the proposal.

Educational lectures and workshops

Create engaging content for educational lectures and workshops that enhances the learning experience with interactive elements.

Example: Designing an interactive workshop presentation on climate change, an educator can use the presentation tool to include interactive graphs, videos, and quizzes to engage the audience and facilitate learning.

Marketing and sales

Presentation tools help create impactful materials that highlight the benefits of products or services, driving sales and engagement.

Example: Developing a sales pitch deck for a new product launch, a marketer can use the tool to showcase product features, customer testimonials, and competitive analysis to persuade potential buyers.

Creative and personal projects

Presentation makers aren't just for business—they're also perfect for personal and creative projects like photo slideshows for special events, design portfolios, or travel journals.

Example: Creating a photo slide presentation for a family reunion, a family member can use presentation software to compile memorable photos, add music, and include captions to share cherished moments with loved ones.

Tips and best practices

Make a strategic plan

Outline your main message and supporting points to maintain focus and help ensure that your slide presentation flows logically.

Example: For a business presentation introducing a new product offering, create a main message like: "Our latest innovation sets a new standard in its category." Outline supporting points that detail unique attributes differentiating the product from competitors, offering evidence of its benefits, and quoting positive feedback from early adopters.

Design for your audience

Consider the needs and expectations of your audience. Use language, visuals, and data that resonate with them and reinforce your message.

Example: For a report to a group of healthcare professionals, design a slide presentation on medical equipment that uses technical language they’re familiar with, along with visuals like diagrams of the equipment and data on its efficacy.

Keep it simple and visual

Avoid cluttering presentation slides with too much text. Use visuals like images, charts, and infographics to illustrate your points and keep the audience engaged.

Example: For a presentation about social media trends, instead of paragraphs of text, use infographics to represent statistical data and icons to symbolize different social media platforms.

Be consistent

Maintain a consistent design throughout your presentation. Use the same fonts, colors, and styles to create a cohesive look and feel.

Example: For a series of business presentations on financial literacy, use a consistent color scheme that reflects your brand, the same font style for headings and body text, and a standard layout for each slide.

Engage with storytelling

Incorporate storytelling elements to make your presentation more relatable and memorable. Use concrete examples, anecdotes, or case studies to illustrate your points.

Example: For a presentation about renewable energy, share a story about a community that transitioned to solar power, detailing the challenges they faced, the solutions they implemented, and the positive impact on their lives.

Make it interactive

Take advantage of the advanced features of your presentation tool. Use animations to highlight key points, and interactive elements to engage your audience and make your content more dynamic.

Example: For a presentation on a new software tool, use the presentation maker’s interactive features to demonstrate the software live, allowing the audience to see its functionality in real time. Animate slide transitions to reflect the narrative progression. For instance, use a fade transition to signify a smooth transition from one topic to the next, or a dynamic wipe to indicate a significant shift in topic.

Take advantage of AI features

Some presentation apps come equipped with AI features that can suggest design improvements, offer content ideas, and even generate slides based on your input.

Example: For a training module, utilize AI-powered design suggestions to optimize the layout of your slides. Let AI analyze the content of each slide and recommend design enhancements, such as aligning text for better readability or suggesting visuals that complement your message.

Match content to the template

A vast library of templates provides a starting point for any presentation, whether it's corporate, educational, or personal. Select a template that complements and enhances your content to help ensure clarity, engagement, and cohesiveness. 

Example: For a startup pitch, select a template that embodies a modern, innovative feel that provides a structured flow for introducing your team, showcasing your product, detailing the market opportunity, and concluding with your business model and ask.

Gather input from others

Team members can work on the same presentation from different locations, chat within the tool, and track changes in real time, making collaboration effortless and transparent.

Example: For a cross-departmental project launch, use the collaboration features to allow team members from marketing, product development, and sales to contribute to the presentation. They can add slides, provide feedback, and make edits, ensuring that the final presentation is representative of all departments involved.
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Frequently asked questions

  • To begin using online presentation software, sign up and access the platform through your web browser. Once registered, you'll find a variety of templates and tools to start creating your presentation.
  • Yes, presentation software is designed to be accessible across various devices, including desktops, laptops, tablets, and smartphones, ensuring you can work on your presentations anytime, anywhere.
  • Presentation apps offer a diverse range of templates suitable for business presentations, educational content, and creative projects, each customizable to fit your specific needs.
  • Yes, presentation software supports real-time collaboration, allowing multiple people to edit and comment on a presentation simultaneously, streamlining teamwork and productivity.
  • You can use AI in presentation software to improve design layouts, gain data insights, generate content ideas, and enhance visual elements for polished and engaging slides.
  • Exporting your presentation is straightforward. Once you choose the desired file format and download the presentation to your device, it’s ready for sharing or presenting.
  • Importing is easy. Upload the file from other presentation software and the platform will convert it, allowing you to easily make edits.
  • Some features of presentation software may be available offline, depending on your subscription plan, enabling you to work without an internet connection.
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