The basic steps to build a slide show

A slide show is a sequence of images, text, and sometimes video arranged in order and displayed one at a time. You create one by opening your presentation tool, adding slides one by one, filling each with content, and then playing them back in sequence. The process is the same whether you use PowerPoint, Google Slides, Keynote, or any other tool — the names of buttons change, but the workflow stays consistent.

Start by opening your presentation tool and creating a new blank presentation. Most tools open with a title slide already in place. From there, you add new slides, choose a layout for each one (title only, title with bullet points, title with image, and so on), type or paste your content, and arrange them in the order you want them to appear. Once all slides are built, you switch to slideshow mode to see them play back one after another.

The whole process takes as long as your content takes to create — there is no faster way around writing what you want to say or finding images that fit. But the mechanics themselves are straightforward, and the same basic sequence works across every platform.

Key Takeaways

  • Create a new presentation, add slides one at a time, choose a layout for each slide, and fill it with text or images before moving to the next one.
  • Most presentation tools come with pre-built layouts (title slide, bullet points, two columns) that you select rather than build from scratch.
  • Arrange your slides in the order you want them to appear, and use the slide sorter view to see all slides at once and move them around.
  • Test your slide show by playing it in full-screen mode before presenting, and check that transitions between slides work the way you intended.
  • Save your presentation in a format your tool supports, and keep a backup copy in case the file becomes corrupted.

Adding and arranging your slides

After you open a new presentation, you will see a blank title slide. To add more slides, look for a button labeled "New Slide" or "Add Slide" — in PowerPoint it is in the Home tab, in Google Slides it is a plus icon in the left panel, and in Keynote it is in the Slide menu. Each time you click it, a new blank slide appears.

When you add a slide, your tool will ask you to choose a layout. Common layouts include title only (just a heading), title and content (a heading with bullet points below), two columns (side-by-side text or images), and blank (nothing pre-formatted). Pick the layout that matches what you want to put on that slide. If none of the layouts fit, you can always start with blank and add text boxes or images yourself, though this takes longer.

As you build your presentation, slides appear in order in the left panel (PowerPoint and Google Slides) or in a filmstrip view (Keynote). To rearrange them, click and drag a slide to a new position in that panel. To delete a slide, right-click it and choose delete, or select it and press the Delete key. Most tools let you undo deletions, so do not worry about accidentally removing something — you can get it back.

Filling slides with text and images

Once you have chosen a layout, click on any text box and start typing. In a title-and-bullet layout, click the title area first, type your heading, then click the content area below and type your bullet points. Press Enter to create a new bullet, and press Backspace at the start of a line to remove the bullet formatting if you want plain text instead.

To add an image, look for an "Insert" menu or button. Click it, choose "Image" or "Picture", and either upload a file from your computer or search for an image within the tool (Google Slides and Keynote let you search the web directly). Resize the image by clicking and dragging its corners, and move it by clicking and dragging the image itself. Most tools let you crop images too — right-click the image and look for a crop option.

If you want to add shapes, lines, or other design elements, use the Insert menu as well. You can also change the background color or add a background image to a single slide or to all slides at once. In PowerPoint, this is under Design. In Google Slides, right-click the slide in the left panel and choose "Change background". In Keynote, use the Format panel on the right side of the screen.

Choosing fonts and keeping text readable

Your presentation tool comes with a set of fonts already installed. Click any text, then look for a font dropdown (usually near the top of the screen) and choose a different one. Stick to fonts that are straightforward to read from a distance — sans-serif fonts like Arial, Helvetica, or Calibri work better on screens than serif fonts like Times New Roman.

Make text large enough to read from the back of the room. A good rule is that your smallest text should be at least 24 points, and your title text should be 40 points or larger. If you find yourself squinting at your own slides, the text is too small. You can also make text bold or italic by selecting it and clicking the bold or italic button, usually marked with a B or I.

Avoid putting too much text on a single slide. If you have more than five or six bullet points, split them across two slides instead. Slides are meant to support what you are saying, not to be read word-for-word by your audience. A common mistake is copying entire paragraphs onto slides — break those into short phrases instead.

Adding transitions and animations

A transition is the visual effect that plays when you move from one slide to the next — for example, the new slide might fade in, slide in from the side, or appear when ready. Most presentation tools include a Transitions menu or panel. Click it, choose a transition effect, and it will explore to the current slide. You can set different transitions for different slides, or explore the same one to all slides at once.

An animation is an effect that plays while you are on a single slide — for example, text might fade in one bullet point at a time, or an image might spin. Animations are optional and can distract from your message if overused. To add an animation, select the text or image you want to animate, then look for an Animations menu or panel. Click it, choose an effect, and preview it to make sure it looks the way you want.

Keep transitions and animations straightforward and consistent. A fade or slide transition between slides is fine. Spinning text or bouncing bullets usually distract rather than help. If you are unsure whether an effect adds value, leave it out — a clean, straightforward slide show is almost always better than one loaded with effects.

Testing and playing your slide show

Before you present, play your slide show in full-screen mode to see how it actually looks. In PowerPoint, press F5 to start from the beginning or Shift+F5 to start from the current slide. In Google Slides, click the play button (triangle icon) in the top right. In Keynote, press the play button or press Control+Command+P. Your slides will fill the entire screen, and you can click or press the spacebar to move to the next slide.

As you play through, check that text is readable, images are the right size, and transitions happen the way you intended. If you notice a slide that needs fixing, press Escape to exit the slide show, make your changes, and play it again. Most people need to run through their slide show at least twice before presenting — the first time you will catch obvious problems, and the second time you can fine-tune timing and pacing.

Pay attention to how long each slide stays on screen. If you are reading a slide out loud, give yourself time to finish before the next one appears. If you are using automatic transitions (where slides advance on their own after a set number of seconds), make sure the timing matches your speaking pace.

Saving and backing up your presentation

Save your presentation regularly as you work — most tools auto-save, but do not rely on that alone. In PowerPoint, press Ctrl+S (Windows) or Command+S (Mac). In Google Slides, your work saves automatically to your Google Drive. In Keynote, press Command+S. The first time you save, you will be asked to name your file — use a clear name like "Q4 Sales Presentation" rather than "Presentation 1".

Save your presentation in the format your tool uses by default (PowerPoint files end in .pptx, Google Slides are stored in Google Drive, Keynote files end in .key). If you need to share it with someone who uses a different tool, most presentation software can export to other formats — look for an Export or read option in the File menu.

Keep a backup copy of your presentation somewhere other than your main computer — either in cloud storage like Google Drive or OneDrive, or on an external drive. Presentation files can become corrupted, and having a backup means you can recover your work if something goes wrong.

Frequently Asked Questions

How do I add speaker notes that the audience cannot see?

In PowerPoint and Google Slides, there is a Notes section below each slide where you can type reminders or talking points. Click in the Notes area and type what you want to remember. In presentation mode, you can see your notes on your computer screen while the audience sees only the slide. In Keynote, use the Notes panel on the right side of the screen.

Can I embed a video in my slide show?

Yes. Use the Insert menu, choose Video or Movie, and either upload a file from your computer or paste a link to a video on YouTube or another site. The video will play when you click on it during the presentation. Test it beforehand to make sure the file plays smoothly and the audio works.

What if I want to skip a slide during my presentation?

In PowerPoint, right-click the slide and choose "Hide Slide" — it will not appear when you play the slide show, but it stays in your file in case you need it later. In Google Slides and Keynote, you can straightforward click past it during the presentation, or you can delete it if you are sure you will not need it again.

How do I present to a remote audience?

Open your presentation in your video conferencing tool (Zoom, Teams, Google Meet, etc.), then share your screen. Your audience will see your slides, and you can advance them by clicking or pressing spacebar. Test your screen share and audio before you start to make sure everything works.

Can I print my slides?

Yes. Go to File, then Print (or Print Preview). Most tools let you choose how many slides per page — one slide per page for a full-size printout, or multiple slides per page if you want handouts. You can also print notes pages, which show each slide with the speaker notes below it.