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17 Advantages And Disadvantages Of PowerPoint

pros and cons of powerpoint presentation

PowerPoint is a versatile and user-friendly multimedia presentation program compatible with most devices. It lets you make and share limitless presentations with ease. However, it comes with a fair share of disadvantages, like the complex features and tools, issues with performance on less powerful computers, and its price.

1. Available for All Major Operating Systems

2. abundant features, 3. widely accepted, 4. lots of themes and templates, 5. versatile interface, 6. relatively easy to use, 7. support various formats, 8. smooth integration with other office programs, 9. support add-in, 10. compare documents, 11. relatively easy to collaborate, 12. available mobile version, 13. password protection, 14. lack of innovation, 15. a bit complex to learn, 16. some performance issues on weak systems, 17. it’s relatively expensive, advantages and disadvantages of powerpoint – at a glance.

  • PowerPoint is available on Windows, macOS, iOS, Android , and the web.
  • PowerPoint has a rich set of features , including templates and themes.
  • Even for beginners, PowerPoint is relatively easy to use .
  • PowerPoint enables customization through a wide range of add-ins .
  • PowerPoint simplifies collaboration with others by allowing easy sharing and editing of presentations.
  • PowerPoint has limited innovation over its three-decade history, potentially making presentations feel dated.
  • Learning to use PowerPoint’s features and tools can be complex for some users.
  • PowerPoint may have performance issues on less powerful computers.
  • Compared to alternatives, PowerPoint can be relatively pricey if purchased outright.

Advantages Of PowerPoint

Microsoft PowerPoint is an excellent tool for presentations and more. Here are some of its key advantages:

PowerPoint is available for both Windows and macOS , as well as for mobile devices running iOS and Android. This makes it a convenient tool for creating presentations, regardless of what type of device you are using. You can also use PowerPoint for the Web in a web browser, making it even more accessible. Not a lot of presentation software offers such flexibility.

PowerPoint is the most feature-rich presentation software out there. It has everything you need to create a professional-looking presentation, including built-in templates, themes, and much more. Other presentation software simply cannot compete with PowerPoint in this regard.

PowerPoint is the most widely used presentation software, and it’s the industry standard tool for preparing presentations. People are generally familiar with how PowerPoint works, which makes it easy to use when giving presentations. It is also the most compatible presentation software , meaning that it can be opened and viewed on just about any device.

PowerPoint comes with a variety of built-in themes and templates that you can use to make your presentation look more professional. If you’re not a design expert, these templates can be a lifesaver. With just a few clicks, you can make your presentation look great without spending hours on design.

The interface of PowerPoint is also quite versatile. You can easily access all the needed features by using the toolbar options. Its interface is also customizable , so you can change it to suit your needs better.

PowerPoint is relatively easy to use , even if you’ve never used it before. Of course, it takes some time to learn all the features and how to use them effectively. However, you should be able to start creating basic presentations without much trouble.

You can open and edit presentations saved in various formats with PowerPoint. Some of the supported formats include pptx, ppt, gif, mp4, jpeg , and more. This is a convenient feature if you need to import or export presentations in variable programs. Other presentation software supports only a limited number of formats.

PowerPoint also integrates smoothly with other Microsoft Office programs, such as Word and Excel. This makes it easy to create presentations that include data from other Office programs. Moreover, PowerPoint files are supported by most online storage services, such as Google Drive and Dropbox, for seamless sharing.

PowerPoint also supports add-ins , which are small programs that add additional features to the software. There are a large number of add-ins available for PowerPoint that you can use to customize your presentations further.

The Review feature in PowerPoint allows you to compare two presentations side-by-side . This is a handy feature if you need to spot the differences between two versions of a presentation. It’s especially useful when you want to review the changes to your presentation made by someone else.

PowerPoint makes it relatively easy to collaborate with others on a presentation. You can easily share your presentation with others and allow them to view it or make changes by sharing a link. This is a convenient feature if you are working on a team project.

PowerPoint is also available in a mobile version , which allows you to create and edit presentations on the go. You can download the PowerPoint app for free from the App Store or Google Play to use on iOS or Android devices. This is a handy feature if you need to make last-minute changes to your presentation.

One of the features of the PowerPoint software that most users find useful is the password protection feature. This allows you to set a password for your presentation so that only those who know the password can open and view it. Most other presentation software does not include this component.

Disadvantages of PowerPoint

Now that we’ve looked at the advantages of PowerPoint, let’s take a look at some of its disadvantages:

It’s been around three decades since PowerPoint was first released, and in that time, it hasn’t seen a whole lot of innovation. This lack of innovation can make it feel dated compared to some of the newer presentation software options on the market. Some users find PowerPoint slides boring, as there is not much scope to create creative or interactive presentations.

The features and tools of PowerPoint can be a bit complex to learn , especially if you’ve never used the software before. It can take some time to get a grasp on how to use all the features effectively. And if you want to create more complex presentations, it may take even longer.

PowerPoint can also have some performance issues, especially on weak systems. The software can be a bit resource-intensive, so it may run slowly on older computers . Additionally, large or complex presentations may take longer to load and may not run as smoothly as you’d like.

If you want to purchase PowerPoint outright, it’s relatively expensive compared to some of the other presentation software options on the market. Google Slides offers many of the same features as PowerPoint, but it’s free to use.

PowerPoint is a widely used presentation software that is available for all major operating systems. It offers a large number of features and is widely accepted.  However, it can be a bit complex to learn and is relatively expensive. Despite these disadvantages, PowerPoint is still a popular choice for creating presentations.

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Home » Pros and Cons » 10 Pros and Cons of Powerpoint Presentations

10 Pros and Cons of Powerpoint Presentations

If you need to make a formal presentation, one of the best supportive tools you can use to create visuals for those attending is Microsoft PowerPoint. It can be found in Office 365 subscriptions for both personal and business use.

The primary advantage of using PowerPoint is that visual representations can help to reinforce the key points you’re speaking about. Humans are visually orientated when learning new skills or ideas, so having a graphic representation of what you’re speaking about makes it easier to retain the information.

The primary disadvantage is that it takes time to learn how to use this software. For those unfamiliar with visual presentation software, the process can become difficult. It may even cause some to give up trying to learn it. Here are some of the other pros and cons of PowerPoint presentations that are worth thinking about as well.

What Are the Pros of PowerPoint Presentations?

1. It is easy to download and use virtually anywhere. PowerPoint is considered a standard product in many professional settings. This allows you to take your user license virtually anywhere to be able to create the graphics needed for your presentation. It is so expected, in fact, that you may create a negative first impression if you don’t have a PowerPoint presentation to offer.

2. It can make a presentation more interesting. Even interesting presentations can grow long and boring. With an animated presentation or interesting quotes or other fun slides, you can bring people back from their boredom.

3. It is easy to customize each slide to meet specific needs. Images on a slide can be decreased or increased in scale to fit your needs. It only takes a few clicks to insert, alter, and align images to create a needed visual representation. You can even use arrows, pointers, or other shapes to highlight key areas of information you want people to know about.

4. It is a simple process to create follow-along hand-outs. You can print each slide directly from PowerPoint. Then you can copy those slides to become a helpful hand-out that can be given to each presentation participant.

5. It is reasonably affordable for most professionals. Business plans for Office 365 start at just under $10 per month. This gives you 1 license to use on a computer of your choice. For $15 per month, you receive 5 computer licenses to use.

What Are the Cons of PowerPoint Presentations?

1. There’s always the chance of running into technical difficulties. Even tech-savvy individuals can run into presentation issues when the technology doesn’t work as intended. Maybe the computer stops working. Or you lose power to your outlet. Or the overhead display doesn’t work right. This can alter the positive first impression of a presentation very quickly.

2. Slides with too much information on them can become overwhelming. Because there are so many options that can be included on a PowerPoint presentation, it can be easy to go overboard on the number of colors, sounds, shapes, and other items that can be used. By adding to many things, you can detract from the information that needs to be shared.

3. It isn’t a substitute for what a presenter must do. Many who use PowerPoint tend to rely on the information on the slide instead of providing a learning narrative. It is easy to become too reliant on this software and forget that there is an actual presentation that needs to be completed.

4. Costs are always ongoing. Because it is part of the Office 365 package, you no longer receive a proprietary software license for one specific cost. You must pay a monthly or annual subscription cost, which over time can add up to more than what the proprietary license once offered. You must also download the software to each computer, which consumes data that may be capped for some small business owners.

5. Some participants may tune out your narrative. If your PowerPoint is very detailed, some participants in your presentation may focus on your handouts and slides more than your actual narrative. This may make it difficult to make the call to action that you want participants to follow at the end of the day.

The pros and cons of PowerPoint presentations show that with careful planning, any narrative can be enhanced for those who are participating in the event. Without that planning, the presentation may do more harm than good to the narrative.

Do you use Microsoft PowerPoint for your presentations? What helpful tips do you have to refine the presentation creation experience?

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What are the advantages and disadvatages of PowerPoint

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PowerPoint is one of the most popular software for presentations. It is part of the Microsoft Office suite and can be used for personal, business, and educational purposes. Most known for its templates and easiness of use, PowerPoint had conquered the presentations game. 

From beginners to professional speakers, this software allows you to build your own presentations using text, images, video, audios, tables of data. There are a variety of animations and transitions that can help in delivering the presentation the way you want. 

We’ve been working for five years in Presentation Design, and most of our work is done using PowerPoint.

Even though I’ve been using it over the past 5 years, I’m learning something new every once in a while. I’m always looking to improve my process, do things differently or executing the wrong command. Some mistakes are good too, eh? I feel like PowerPoint is a tool which is overlooked by many people in the design industry. When I switch to other software, I’m thinking <<oh, I could have done this a lot faster in PowerPoint>>. I like order and precision. Through PowerPoint’s  grid and guides features, I’m able to satisfy these cravings of mine and create consistent and neat presentations.

Bogdan, Visual Hackers Designer

Advantages of PowerPoint

1. It can be used virtually anywhere

Put your presentation on a USB flash drive or in any cloud storage app and you will have your PowerPoint presentation at hand anytime. It is also included in standard professional settings, so with your user license, you can access your presentation from anywhere.

2. It is a collaborative solution

Work from home is now a normal thing to do. Tools that provide solutions for working together with your team even if you are in different locations are in high demand. PowerPoint adapted to this situation and with its online cloud storage, you can now work on presentations at the same time, or work on the same presentation without sending it to each other. 

3. You can choose to create your own design or use existing ones

PowerPoint offers you full control over your slides’ appearances. You have the freedom to customize your presentation with your own design. As it is easy to modify and play with the elements given by this software, you can create the perfect presentation for yourself. 

There are also templates already integrated into the software for visually appealing presentations and for those who want a quick and nice design. Furthermore, PowerPoint will give you design ideas with the images and elements you chose to have on slides.

If you customize the slides you have the Master Slide, it will help you set the fonts, images (logos), and other preferences for all the slides. The master slide is the top slide in the thumbnail pane on the left side of the window.

pros and cons of powerpoint presentation

4. Multiple uses 

An adaptable and perceptive tool is how our founder described PowerPoint in a previous article. That is because this software is not only for presentations (even though it is most known for them), but also for other types of materials, such as flyers, marketing materials, gifs, videos, or CVs. We do PowerPoint infographics, our social media posts, and presentations for clients. 

89% of people use PowerPoint to create presentations.

Read more about how you can use PowerPoint:

PowerPoint is more than just a presentation tool

5. Export in different formats

With PowerPoint, you can export your materials in other formats than .pptx. We talked previously about all the types of materials you can create in this software and for them, it offers alternatives of saving you work. 

Presentations can be saved also in .pdf, this will reduce their size, videos can be exported as mp4 and for gifs, there is the specific option to save them as Animated gifs. Of course, there is also the option of saving a slide as .png or .jpg.

6. It facilitates an effective way of communication with the audience

Most of the time, PowerPoint is used for presenting to a larger audience (a few things have changed in 2020, but a zoom presentation looks just as good), as it is easier to be projected. Choose your communication style, do you want to rely more on images, text, or videos, all of them can be easily integrated into PowerPoint.

65% of the population are visual learners

7. You can insert multimedia formats

Visuals are the key in PowerPoint. Images and videos help you explain your idea better and in an engaging way in any presentation. There are some basic sounds that you can use or insert your own audio for the desired effect. 

Play with all the functionalities of this tool and use it to its maximum. 

8. Extremely efficient tool

Once you get familiar with the software, there are all kinds of features that you can use to become an expert in PowerPoint. We can even name 84 shortcuts that will change the way you use it and will also save you a lot of time.

Learn for yourself:

84 PowerPoint Shortcuts To Improve Your Presentation Game

9. It is accessible for all categories of users

Most of the time employees/staff have already the Microsoft license on their work computers, with PowerPoint included. Also, universities acquire the suite so students and teachers cand use reach out and use them.

Disadvantages of PowerPoint

1. High risk of technical issues

It can happen anytime, there are a lot of variables that intervene when you are about to use PowerPoint for presenting. Your computer can stop working, get an update right before you start, or lose power in the middle of the presentation. There is always the connectivity issue, do you use HDMI, VGA or do you have an adaptor. PowerPoint also has some specifics ada[ted for your computer, like fonts or videos, and if you don’t embed them or you don’t put them in a folder with the presentation they won’t work on somebody else’s computer.

2. Overuse of information 

After you accommodate with the software it becomes very easy to get lost in all the options you have. How much text is too much? Are there enough images? What font to use? How many fonts to use? By adding a lot of things you will lose sight of the purpose of the presentation. 

We know that there is a lot of important information you want to transmit, but leave some mystery for the delivery part. 

3. Predisposal to death by PowerPoint

PowerPoint presentations are very common in conferences, business meetings and universities, therefore your audience has seen quite a lot of presentations before yours. You need to catch your audience’s attention from the beginning with your presentation looks or with your way of presenting, otherwise, they will get bored and won’t listen to you present.  Make sure you put enough time into preparing your PowerPoint material, a good presentation with a fine speech will hit the target. 

Avoid templates as much as possible if you want to impress, or work on them and add your unique style to them. 

4. Presenters rely too much on slides 

Sometimes when you are too focused on preparing the slides you may forget to actually prepare to deliver the presentation and you will end up reading from the slides. The audience wants to hear more from the speaker than what is presented on the slides, otherwise they could have looked over the presentation themselves.

5. Overuse of presentations 

There are situations when you get so used to the tool that you will start making a presentation for everything. Every report or status will become easier to do in PowerPoint for you, but it won’t be that fun for your colleagues and will cost you time. 

We recommend using Powerpoint for all kinds of materials, not just presentations. This tool can give you freedom in design and also help you with predefined elements. 

If you want to make a presentation yourself, invest time, look for tutorials or just reach out to an agency to help you create the right presentation. 

Here’s When You Really Need A Presentation Design Specialist

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Pros & Cons of PowerPoint Presentations

Businesswoman giving presentation

It's hard to imagine a professional business presentation without PowerPoint. The program has gone a long way in making information easier to digest by allowing you to divide concepts into small sections, spice it up with graphics and music and even make words spin around if you really want to go crazy. Although it's clearly versatile -- and a big leap forward from the days of chalkboards and old-style slideshows -- even PowerPoint has its limits and may not be suitable for every occasion.

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Pro: It’s Standard

PowerPoint is almost expected in professional settings. Because it has been bundled with Microsoft Office versions for more than a decade, most businesses have access to it and don't have to make a special capital purchase for it. As such, some eyebrows might be raised if you instead did a presentation with an overhead or whiteboard.

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Con: Learning Curve

Someone who isn't as familiar with PowerPoint, visual presentation software or even computers may find themselves quickly overwhelmed by the program. Even the opening screen's "Click to add title" could have newcomers scratching their heads in confusion. And that's not to mention the many colors, shapes, movies, sounds and other menu options you have to choose from, when all you really want to do is jazz up last week's accounting numbers. Also, to adjust PowerPoint-bound photos for optimum display, you might have to become familiar with other potentially complex editing programs such as Photoshop.

Pros: Improved Presentations

Anyone who has sat through a dull presentation of number after number may begin to perk up if the slides are animated or spiced up with cheery pictures or quotes. It takes just a couple of clicks to insert, scale and align a photo from your computer's library into a PowerPoint presentation. Even basic shapes, such as arrows pointing to important words or showing the directions of your data, can make concepts easier to visualize.

Cons: Technical Difficulties

To run an effective presentation, you'll need more than just the PowerPoint show you created on the computer the other night. You'll need a dependable power source for your computer, a projector so everyone can see it, speakers so everyone can hear it and a backup plan in case anything goes wrong, such as a power outage, dead battery, broken bulb or lost laptop.

Pros: Easy Hand-Outs

For anyone who wants to see your presentation again, or at least see highlights of the key points, you can print out slides as paper handouts. Because many people have PowerPoint, you can also email the entire slideshow or put it on a thumb drive to distribute to your audience.

Con: PowerPoint Can't Do It All

As the presenter, you should be the narrator, rather than using PowerPoint as a complete word-for-word script. Following the words on the screen like a teleprompter, or worse, using tricks and effects when none are necessary, can distract from your message. A serious sales report may not be the time to throw in a humorous cartoon just because you saw it in the clip art library.

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The pros and cons of using Powerpoint in business presentations

onliner content creation team

  • March 10, 2022

effective business presentations with powerpoint

Powerpoint is presentation software that is often used in business settings. It can be a great tool to help you communicate your ideas, or it can be a disaster if not used correctly. In this blog post, we will discuss the pros and cons of using PowerPoint in business presentations. We will also give you some tips on effective business presentations with PowerPoint and how to use it in PowerPoint presentation design services!

powerpoint pros and cons

Table of Contents

PowerPoint pros and cons in Effective business presentations with PowerPoint

A well-designed presentation may engage your audience, properly communicate your point, and advance your professional objectives. But you will face PowerPoint Pros and Cons that make it hard to decision, let’s meet them.

The Pros of Using PowerPoint in Business Presentations

You can insert multimedia formats.

PowerPoint is a robust tool that gives you the opportunity to play with all its functionalities and use it in whichever way best suits your needs. You can add images or videos, and change voiceovers for added effect – there’s really no limit on creativity when using this program!

It facilitates an effective way of communication with the audience

PowerPoint is the go-to program for presentations of all shapes and sizes. It’s easy to use, with a large library that includes animations as well! Plus you can change your style depending on what will work best: if it’s just text slides without any visual cues then rely heavily upon images or videos; otherwise mix things up by including both types within each other’ s presentation frame (Hurst).

Extremely efficient tool

PowerPoint is a powerful and versatile program that offers many features to help you complete your work more quickly. The list of 84 shortcuts can make it easier than ever before, saving time in the long run!

You can choose to create your own design or use existing ones

PowerPoint offers you full control over your slides’ appearance. You have the freedom to customize each individual element of a presentation with ease, giving it an authentic look that’s perfect for yourself!

PowerPoint offers a number of templates to help you create presentations. These include visuals such as images and text that can be easily customized for your specific needs, in addition, it provides design ideas based on what’s included within the program itself!

The master slide is the topmost one in your presentation, and it’s where you set fonts for all of them. You can also add images or logos to make each individual slide more interesting-looking!

It can be used virtually anywhere

Connect your presentation to a USB stick or any cloud storage app and you will have access at all times. This is included with standard professional settings, so no matter where they are located, employees can view it on their own devices!

Visual Appeal

PowerPoint allows you to create visually engaging slides using various elements such as images, charts, graphs, and videos. This helps to convey complex information in an easily digestible format.

powerpoint cons

The Cons of Using PowerPoint in Business Presentations

High risk of technical issues.

PowerPoint has many different features that can interfere with your presentation. Your computer might stop working, get an update right when you start using it or lose power in the middle of a show-and there are always connectivity issues! There are also specific things PowerPoint does for each individual user like fonts (that won’t work) videos not embedding properly if placed outside their folder containing all related files which could lead to complete confusion on how exactly these items should be used during development time as well since some programs require more memory than others depending upon what kind dialogues will pop up asking whatever question happens next…

Overuse of information

We all know that presentations can be overwhelming with so many options, but this is your one chance to get everything right. Don’t let yourself lose sight of the big picture or spend time figuring out which font will make slides look best when they’re printed out for people who come after you in line!

Predisposal to death by PowerPoint

PowerPoint presentations are common in conferences, business meetings, and universities. The way you present will determine whether or not your audience listens to what’s going on around them! Make sure that their attention is caught from the beginning by coming off as polished (and professional) while also adding some creativity with design choices like fonts/color combinations – just make these decisions early so they don’t distract later when there’s more important work at hand.

Presenters rely too much on slides

When you are too focused on preparing your slides, it can blindside how much work needs to go into actually delivering the presentation. Your audience wants more from a speaker than what they read on paper or screen – otherwise, they could have looked over them themselves!

Overuse of presentations

When you get so used to using a certain tool it starts becoming your presentation style, even for things like reports and status updates. It will take less time but cost more in terms of a fun factor because everyone else wants their turn at being on stage as well!

Overloading Information

The temptation to cram too much information onto a single slide can lead to information overload, overwhelming your audience and diluting your message.

Tips for Using Powerpoint in Business Presentations

Tips for Using Powerpoint in Business Presentations

  • Keep your slides simple and organized.
  • Make sure that all of the information is relevant to your topic.
  • Use images, videos, and other multimedia elements to add interest.
  • Practice your presentation beforehand.
  • Be aware of your audience’s needs and interests.
  • Stay focused on your message.

powerpoint pros

Other PowerPoint alternatives for Business presentations:

The presentation software is popular for its non-linear presentations, which allow the user to smoothly pan and zoom from one page of content on your screen without creating an impression that you are moving onto a new slide. This makes it easy enough even if users have never used this type before!

pros and cons of using Powerpoint in business presentations

Canva is an easy-to-use PowerPoint alternative. The presentation templates come ready with numerous slides and all you need to do is choose which ones work best for your next meeting or event! Alongside basic features like changing fonts & colors, animated presentations can also be made possible if purchased through our Business plan – just pick out what content/slides from within those options suit YOUR needs most importantly then craft a beautiful-looking final product without worrying about time constraints because we got this covered.

The pros and cons of using Powerpoint

The Slides.com cloud-based presentation software offers a solid, user-friendly alternative to PowerPoint! Its sleek editor workspace allows you to add background images and use various designs or themes while collaborating easily with others through 10 default templates that can also be customized by anyone else who uses this platform – no need for Designer Certification necessary (though it does help). You might want to try out our newest tool: “Slide Share” where users share their own presentations in order to inspire yours even further.

If you want a presentation that looks like it came right off the screen in your favorite Hollywood movie, then Keynote is what you need. With its sleek design and intuitive interface–not to mention all of those powerful features!–this software will make creating presentations easy as pie!

cons of using Powerpoint in business presentations

5-Zoho Show

Zoho Show is an online presentation tool that allows you to create and share your presentations with others from anywhere in the world. It has all of PowerPoint’s features, but it also provides some unique add-ons for better branding opportunities like weekly meeting minutes or presenter slideshows!

pros of using Powerpoint in business presentations

6-Google Slides

With over 50 million people using Slides every day, it’s no wonder that this presentation app has taken off in popularity. The easy-to-use interface paired with an available Google account makes for a versatile workflow—you can edit your slides from anywhere at any time!

Pros and Cons of Using Powerpoint

What makes a business presentation great?

  • A great business presentation is clear, concise, and engaging.
  • It focuses on the key points of the topic at hand.
  • The presenter is knowledgeable about the subject matter.
  • The audience is interested in the topic being presented.

What makes a business presentation terrible?

  • The presenter is unprepared or uninformed about the topic.
  • The slides are cluttered and contain too much information.
  • The presenter reads from slides verbatim.
  • The presentation is dull and uninteresting.

Microsoft PowerPoint is a powerful tool for crafting compelling business presentations. Its pros, including visual appeal, organization, flexibility, and customization, far outweigh its cons, like information overload and potential boredom. To create effective business presentations with PowerPoint, focus on knowing your audience, crafting a clear storyline, using engaging visuals, and practicing your delivery. When used thoughtfully, PowerPoint can elevate your business communication, driving your message home and helping you achieve your objectives.

What is the negative impact of using PowerPoint in class?

Few things are trickier than when a PowerPoint presentation is oversimplifying and skipping critical topics related to a case. This can make the audience think that the case is far more straightforward than it is, creating a huge gap between reality and perception.

What are the effects of PowerPoint presentations?

A standard PowerPoint presentation has pictures, graphs, diagrams, and bullet points. It improves the memory capacity of the mind. It also helps students remember information for a long time. A PowerPoint presentation can enhance the intellect of students.

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Advantages and Disadvantages of Presentation

Exploring the 'Advantages and Disadvantages of Presentation,' this blog explores how presentations can effectively communicate ideas yet sometimes hinder creativity. It discusses the ease of conveying complex information visually and the potential for engaging audiences but also considers the challenges of over-reliance on visuals and potential misinterpretation.

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Table of Contents  

1) What is a Presentation: A brief introduction 

2) Advantages of Presentations 

3) Disadvantages of Presentations 

4) How to make a successful Presentation? 

5) Conclusion 

What is a Presentation: A brief introduction  

A Presentation refers to a method of conveying information, ideas, or data to an audience using visual aids and spoken words. It is a formal or informal communication tool used in various settings, such as business meetings, educational environments, conferences, or public speaking engagements. 

During a Presentation, the presenter uses visual elements like slides, charts, graphs, images, and multimedia to support and enhance their spoken content. The goal of a Presentation is to engage the audience, effectively communicate the message, and leave a lasting impact on the listeners. You can ace your presentation skill by understanding various presentation skills interview questions and answers . It will expand your horizon to elevate your skills. 

Presentation Skills can be used to cover a wide variety of Presentations, from business proposals and academic research to sales pitches and motivational speeches. The success of a Presentation depends on different elements of presentation including the the presenter's ability to organise the content coherently, engage the audience, and deliver the information in a clear and compelling manner. Therefore, it is essential to understand the elements of presentation .

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Advantages of Presentations  

Advantages of Presentation

Effective communication  

One of the primary advantages of Presentations is their ability to facilitate effective communication. Whether you're addressing a small group of colleagues or a large audience at a conference, Presentations help you to convey your message clearly and succinctly. By structuring your content and using visuals, you can ensure that your key points are highlighted and easily understood by the audience. 

Visual appeal  

"Seeing is believing," and Presentations capitalise on this aspect of human psychology. The use of visuals, such as charts, graphs, images, and videos, enhances the overall appeal of the content. These visual aids not only make the information more engaging but also help reinforce the main ideas, making the Presentation more memorable for the audience. 

Engaging the audience  

Captivating your audience's attention is crucial for effective communication. Presentations provide ample opportunities to engage your listeners through various means. By incorporating storytelling, anecdotes, and real-life examples, you can nurture an emotional connection with your audience. Additionally, interactive elements like polls, quizzes, and group activities keep the audience actively involved throughout the Presentation. 

Simplifying complex information  

Complex ideas and data can often be overwhelming, making it challenging to convey them effectively. However, Presentations excel in simplifying intricate information. By breaking down complex concepts into digestible and interconnected slides, you can present the information in a logical sequence, ensuring that the audience grasps the content more easily. 

Persuasive impact  

Presentations are powerful tools for persuasion and influence. Whether you're convincing potential clients to invest in your product, advocating for a particular cause, or delivering a motivational speech, a well-crafted Presentation can sway the audience's opinions and inspire action. The combination of visual and verbal elements enables you to make a compelling case for your ideas, leaving a lasting impact on the listeners. 

Versatility in delivery methods  

Another advantage of Presentations lies in their flexibility and versatility in terms of delivery methods. Gone are the days when Presentations were limited to in-person meetings. Today, technology allows presenters to reach a wider audience through various platforms, including webinars, online videos, and virtual conferences. This adaptability makes Presentations an ideal choice for modern communication needs. 

Enhanced understanding and retention  

When information is presented in a visually appealing and structured manner, it aids in better understanding and retention. Human brains process visuals faster and more effectively than plain text, making Presentations an ideal medium for conveying complex concepts. The combination of visual elements and spoken words create a multi-sensory experience, leading to increased information retention among the audience. 

Professionalism and credibility  

In professional settings, well-designed Presentations lend an air of credibility and professionalism to the presenter and the topic being discussed. A thoughtfully crafted Presentation shows that the presenter has put effort into preparing and organising the content, which in turn enhances the audience's trust and receptiveness to the information presented. 

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Disadvantages of Presentations  

Disadvantages of Presentation

Time-consuming  

Creating a compelling Presentation can be a time-consuming process. From researching and gathering relevant information to designing visually appealing slides, a significant amount of effort goes into ensuring that the content is well-structured and impactful. This time investment can be challenging, especially when presenters have tight schedules or are faced with last-minute Presentation requests. 

Technical glitches  

Presentations heavily rely on technology, and technical glitches can quickly turn a well-prepared Presentation into a frustrating experience. Projectors may malfunction, slides might not load correctly, or audiovisual components may fail to work as expected. Dealing with such technical issues during a Presentation can disrupt the flow and distract both the presenter and the audience. 

Overdependence on technology  

In some cases, presenters may become overly reliant on the visuals and technology, neglecting the importance of direct engagement with the audience. Overloaded slides with excessive text can make presenters read directly from the slides, undermining the personal connection and interaction with the listeners. This overdependence on technology can lead to a lack of spontaneity and authenticity during the Presentation. 

Lack of interactivity  

Traditional Presentations, particularly those delivered in large auditoriums, may lack interactivity and real-time feedback. In comparison, modern Presentation formats can incorporate interactive elements; not all Presentations provide opportunities for audience participation or discussions. This one-sided communication can lead to reduced engagement and limited opportunities for clarifying doubts or addressing queries. 

Public speaking anxiety  

For many individuals, public speaking can be a nerve-wracking experience. Presenting in front of an audience, especially in formal settings, can trigger anxiety and stage fright. This anxiety may affect the presenter's delivery and confidence, impacting the overall effectiveness of the Presentation. Overcoming public speaking anxiety requires practice, self-assurance, and effective stress management techniques. 

Not suitable for all topics  

While Presentations are an excellent medium for conveying certain types of information, they may not be suitable for all topics. Some subjects require in-depth discussions, hands-on demonstrations, or interactive workshops, which may not align well with the traditional slide-based Presentation format. Choosing the appropriate communication method for specific topics is crucial to ensure effective knowledge transfer and engagement. 

Accessibility concerns  

In a diverse audience, some individuals may face challenges in accessing and comprehending Presentation materials. For instance, people with visual impairments may find it difficult to interpret visual elements, while those with hearing impairments may struggle to follow the spoken content without proper captions or transcripts. Addressing accessibility concerns is vital to ensure inclusivity and equal participation for all attendees. 

Information overload  

Presentations that bombard the audience with excessive information on each slide can lead to information overload. When the audience is overwhelmed with data, they may struggle to absorb and retain the key points. Presenters should strike a balance between providing adequate information and keeping the content concise and focused. 

How to make a successful Presentation?  

Now that we know the Advantages and Disadvantages of Presentations, we will provide you with some tips on how to make a successful Presentation. 

1) Know your audience: Understand your audience's needs and interests to tailor your content accordingly. 

2) Start with a strong opening: Begin with an attention-grabbing introduction to captivate the audience from the start. 

3) Organise your content logically: Structure your Presentation in a clear and coherent manner with a beginning, middle, and end. 

4) Limit text on slides: Keep slides simple and avoid overcrowding with excessive text; use bullet points and keywords. 

5) Use visuals effectively: Incorporate high-quality images, graphs, and charts to enhance understanding and engagement. 

6) Practice, practice, practice: Rehearse your Presentation multiple times to improve your delivery and confidence. 

7) Be enthusiastic and confident: Show passion for your topic and maintain good eye contact to build trust with the audience. 

8) Tell stories and use examples: Include relevant anecdotes and case studies to make your points more relatable and memorable. 

9) Keep it interactive: Encourage audience participation through questions, polls, or discussions to keep them engaged. 

10) Manage time wisely: Respect the allotted time for your Presentation and pace your delivery accordingly. 

11) End with a strong conclusion: Summarise your key points and leave the audience with a clear takeaway or call to action. 

Presentation Skills Training

Conclusion  

All in all, Presentations have altered the way we communicate and share information. While they offer numerous advantages, such as effective communication, visual appeal, and persuasive impact, they also come with their share of disadvantages, including technical challenges and public speaking anxiety. By understanding the Advantages and Disadvantages of Presentations and employing best practices, we can create engaging and impactful Presentations that leave a lasting impression on the audience. 

Want to master the art of impactful Presentations? Explore our Presentation Skills Courses and elevate your communication prowess!  

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11.1: Pros and Cons of PowerPoint

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Learning Objectives

  • Present evidence for your conclusions
  • Determine when to use PowerPoint as a report writer rather than a presentation tool
  • Describe the conditions under which PowerPoint fails to communicate well

Introduction

When applying for a business loan or seeking investors, you will have to present your project. You are likely to fare better if you follow accepted standards of business presentations. One of those standards is the schematic report .

You are probably already familiar with the use of PowerPoint to create presentations for an audience. Such presentations will be covered in more detail in the next chapter. However, in this chapter we look at PowerPoint as a report generation tool.

In business, PowerPoint has been gaining traction as a page layout tool to generate reports. These reports use smaller fonts, mix text and graphics, and are designed primarily to be read rather than projected on the screen. Businesses use different names for this type of report including decks, reading decks, and schematic reports.

Used in this way, PowerPoint becomes equivalent to a poor man’s desktop publishing package—but with the added advantage that the report also fits neatly on the screen.

However, it is difficult for an audience to read a font smaller than 24 point onscreen. Small font presentations (around 11 point) raise the obvious question as to why the presentation should be projected at all.

Where Are We in the Life Cycle?

Many information systems projects are conceived of in a life cycle that progresses in stages from analysis to implementation. The diagram below shows the stages that we touch in the current chapter:

pros and cons of powerpoint presentation

Focus on Evidence

Rarely can you prove anything in business. The best you can do is give evidence for your position. Your audience will decide whether your evidence is compelling. And if it is not compelling, well then you have learned something for next time.

In most business presentations, you will need to get across information that inspires your audience to take action. Design is not a substitute for good content, but the combination of the two produces excellent results. The table below demonstrates a method of critical thinking. The method shows how to organize an argument in order to support a claim. Note that every point is supported by hard evidence. This format can be used both in papers and presentations:

pros and cons of powerpoint presentation

PowerPoint as a Report Writer

Traditionally students are taught to write reports using a word processor such as Microsoft Word. The emphasis in the reports is on grammar and composition. However, much of corporate America has been moving in a different direction. The primary means of formal communication in corporations is with PowerPoint.

PowerPoint was developed as a presentation graphics package. PowerPoint presentations are designed to supplement a live presenter. For this reason, the fonts used tend to be large (around 24 point) and the words few (less than fifty per page) so that the audience can read them. The bullet points also serve as a cue for the presenter in lieu of note cards.

To put this in perspective, a single page of a word processed document could have 500 words or ten times as many words as a slide. The words would be set using a smaller font—usually 10 or 11 point.

With relatively few words to express oneself, every word should be carefully chosen. Unfortunately, very often we see the opposite—presentations hastily assembled at the last minute.

However, there is a growing movement to create presentations that can stand with or without the presenter. This requires using smaller fonts and adding far more text. The small text creates a presentation that can no longer be read easily by the audience. What should be a presentation turns into an eye test. To compensate, many times audience members are each provided with a copy of the presentation. So while they may not be able to read the screen, they can follow along.

Hopefully the copy provided to the audience contains one slide per page. Unfortunately, sometimes in an effort to save paper, the presenter will use a PowerPoint handout with three slides per page and a space for the audience to write notes. This simply transfers the eye test to paper.

The term used in corporate America to describe a PowerPoint presentation is a deck. The term has obvious ties to a deck of cards. And like a deck of cards, one can easily reorganize a deck to customize the presentation for a new audience. The term deck is used whether the slides are primarily designed for a presentation or primarily designed to be read. However, to be clear about which we mean, we will use the term schematic report to describe a deck intended to be read rather than projected.

pros and cons of powerpoint presentation

Distributing handouts to the audience is only helpful if the slides are readable. Here they are not, nor would they be readable projected on the screen. The only way to make this presentation readable is to print one slide per page.

How to Overcome the Cons

PowerPoint has four advantages over Word. First, it does help keep everyone on the same “page.” A PowerPoint “page” fits conveniently on one screen—a Word page would not. Second, PowerPoint allows for easy integration of text and graphics. Text boxes and images stay put and resize intuitively without creating awkward page breaks. You can similarly integrate text and images in Word—but it is less intuitive. Third, PowerPoint themes allow the presentation to take on a slick and unified look, almost like a brochure. Each theme has a number of layouts associated with it so that each slide can be structured to accommodate the material for that slide while still having the same look as the rest of the presentation. Fourth, because each slide tends to encapsulate a complete idea, it is fairly easy to reorganize the deck to customize it for a new audience. There is even a slide sorter view to help with this task.

PowerPoint also has some disadvantages as a report writer, as compared with Word. First, without text flow the presenter is tempted to fit each idea, no matter how complex, onto a single slide. Lack of text flow can lead to over abbreviation of complex concepts—sometimes with disastrous results. Second, PowerPoint resizes text automatically to fit on the slide. As you add words to a slide, the font shrinks in size so that all the text will fit. If the subsequent slide has fewer words, the text will be larger; if it has more words, the text will be smaller. Auto text resize leads to awkward differences in text size among slides—which does not look professional.

To expand on the text resize point a little bit more, consider that memos and other office documents are normally set in around 11 point type. PowerPoint slides usually opt for at least 24 point type. The no man’s land between 11 point and 24 point might be around 16 to 18 point. This looks like the font of a children’s book, which is not professional. The example below shows the body text at both 12 point and 18 point.

Both PowerPoint disadvantages—auto text resize, and one idea per slide—can be overcome. Some PowerPoint templates, such as Pitchbook , suppress text resize. With the font locked at 11 point, the writer can avoid a no man’s land 16 or 18 point font. Overcoming the text flow problem is harder. Our recommendation is that the writer create all content in Microsoft Word and then flow the content into PowerPoint. In fact that is how we created the slides below.

pros and cons of powerpoint presentation

11 point (above) is good for a written report. 16 point (following) looks like the font in a children’s book.

pros and cons of powerpoint presentation

Does PowerPoint Corrupt Us?

There is a third, more controversial, disadvantage of PowerPoint. Edward Tufte argues that PowerPoint encourages the pitching of ideas rather than dispassionate reflection. He cautions that when we pitch out, we corrupt within. In other words, if we tend to use a medium designed to sell ideas, rather than discuss them, we might lose our own objectivity to the detriment of our message—and our organization. Certainly there is some evidence for Tufte’s position. A quick look at the built in PowerPoint templates, reveals a decidedly marketing orientation. For example, there is a built in Pitchbook template, but there does not appear to be a built in “weigh all angles” template.

Tufte terms the tendency to market and simplify ideas the cognitive style of PowerPoint. He is especially troubled by the use of bullets rather than complete sentences and paragraphs to convey information. Such presentations he argues should not circulate alone as though they are documents. He provides a compelling example of the dangers of PowerPoint reports with the Columbia Space Shuttle disaster. On February 1, 2003, the Columbia Space Shuttle disintegrated and burned up on reentry, when its heat shield was compromised by a foam hit 16 days earlier. The official presidential report faulted the way that the potential danger had been poorly communicated by Boeing using bulleted lists rather than paragraphs and complete sentences.

Tufte goes on further to claim that for on screen presentations, PowerPoint should only be used as a slide projector to project images. Words should be supplied by the speaker. There is some truth to the slide projector position as we shall see in the next section.

Having said that, however, perhaps Tufte’s remarks should be taken as a caution, rather than a condemnation of the PowerPoint medium. Having fewer words makes it more challenging to communicate, but does not preclude effective communication.

Columbia Disaster

On February 1, 2003, the Space Shuttle Columbia disintegrated upon re-entry to the earth’s atmosphere. All seven astronauts on board perished. The cause of the accident was a piece of hard foam insulation the size of a small briefcase and about the same weight as a basketball, which broke off the external fuel tank, slamming into the wing at 500 miles per hour during liftoff sixteen days earlier. The impact would be the equivalent of a 100 pound weight dropped from 200 feet in the air.

NASA knew about the foam hit the day after liftoff. They asked the fuel tank manufacturer, Boeing, to analyze the foam hit. Boeing developed a computer program called Crater to analyze the effects of foam hits. The program was calibrated using the history of foam hits on previous flights. To be safe, Crater was programmed to over predict damage. As it happens, foam hits on prior launches were a regular occurrence. However, most of the foam pieces were tiny and put only minor chinks in the ceramic heat shield tiles. However, this piece of foam was much bigger. Nonetheless, NASA’s reading of the report back from Boeing was that there was no danger to Columbia. They took no further action.

Unfortunately, the report back from Boeing took the form of a poorly designed PowerPoint deck. Edward Tufte presents a compelling case that one of the contributing factors in the Columbia Space Shuttle accident was this deck. The key slide from that deck appears on the following page. Tufte argues that PowerPoint encourages the type of sloppy writing that appears on the key slide. As you read the “Before” slide, it will appear that there is very little danger to Columbia. The title of the slide, “Review of Test Date Indicates Conservatism for Tile Penetration,” gives a false sense of reassurance. In fact, they are talking about the Crater program being conservative, not the projected damage to Columbia. Tufte feels that an author writing in complete sentences and paragraphs in a report would be less likely to be misunderstood. Maybe.

However, we would argue that the real culprit is bad writing. Bad writing is bad writing whatever the medium of expression. To us, it appears that the authors of the slide were trying to sell the virtues of the Crater program rather than acknowledge its limitations. Selling has a place at the beginning of a presentation to engage the audience interest. However, selling should never be mixed with content.

To make our point, we rewrote the key slide to remove the selling, express clearly what it really provides evidence for, and what it should have concluded. We believe that our rewrite would not have been similarly misunderstood.Tufte, Edward, The Cognitive Style of PowerPoint , Graphics Press, May 2003.

pros and cons of powerpoint presentation

The original Boeing slide (above) and the authors’ rewrite to clarify the material below. Lead off with your conclusion and then give evidence.

pros and cons of powerpoint presentation

Key Takeaways

  • Reports should use a font size around 11 point.
  • Disadvantages of PowerPoint include oversimplification of ideas, inconsistent font sizes, and a tendency to pitch rather than discuss ideas.

Questions and Exercises

  • Does the abbreviated style of PowerPoint require even better writing? Explain.

Art of Presentations

11 Advantages of Using Microsoft PowerPoint Presentations!

By: Author Shrot Katewa

11 Advantages of Using Microsoft PowerPoint Presentations!

If you suddenly find yourself in a position where you have to present information to other people, you might wonder what software is the best to use to deliver a professional presentation. There are different options to choose from and you just don’t know what to use.

The biggest advantage of using PowerPoint is that PPT files are the most commonly used and widely accepted file formats. PowerPoint is easy to use, cost-effective and boasts a huge online community for support. You also get access to thousands of templates to make your presentation look good.

But, there are several other advantages of using Microsoft PowerPoint for your presentations too. In this article, I’ll some of the most effective benefits of using Microsoft PowerPoint for presentation design!

Note – If you are on the fence but interested in getting PowerPoint, check out this limited-time deal to get Office 365 1-year subscription for the lowest price on Amazon!

1.   Most Widely Accepted File Format

pros and cons of powerpoint presentation

Microsoft PowerPoint is a widely accepted file format where slides are used to convey information. It is a standard component of the Microsoft Office Suite and is compatible with Google Slides, Keynote, and other open-source presentation software.

According to some research results regarding the popularity and use of presentation software, it is estimated that PowerPoint is currently installed on more than a billion computers worldwide ! It is believed that there might be about 30 million PowerPoint presentations created every day.

The advantage of using such a popular and widely used software program is that it is most probably a familiar program for the person you share a presentation with.

2.   Wide Variety of File Export Options

A great advantage offered by PowerPoint is that you can export the whole presentation, or parts of it, in a variety of formats. PowerPoint presentations can also be made available on many different devices, and you can always control what content you want to display.

As you don’t have to send a presentation necessarily in .ppt or .pptx format, the receiver doesn’t require PowerPoint or PowerPoint Viewer to open the presentation.

You can export in PDF format and your layout and design will not be altered. The presentation’s slides can also be saved and exported in .png or .jpg format.

If needed, a presentation can also be exported to a video and saved in Mp4 format. If gifs form part of your presentation, they can be saved and exported as Animated GIFs . 

You always have the print option to export your presentation or parts of the presentation to Word. When you’ve exported it to Word the content can be edited before printing it.

Whichever way of exporting you decide on, you can export the presentation either as a whole or only some of the slides.  And it can be sent as an attachment with an email or you can use the Cloud to facilitate the saving and exporting processes of the presentation.

3.   Provides huge Flexibility in Design & Creativity

PowerPoint provides huge flexibility in design and creativity. You can, for instance, use its visual hierarchy features when you create your slides. With this feature, you assure that the right elements and content catch the eye.

Other features include the merging of shapes, the creation of layers, and the creative use of color. You also get an eyedropper tool in PowerPoint that allows you to use any color from your screen in your presentation!

With the Design Ideas feature , you can create the content of a slide and PowerPoint will offer you a variety of design choices to make it better.

The design features PowerPoint offers can in many aspects be compared to advanced design software solutions like Adobe InDesign. You don’t need separate software to design your slides – PowerPoint provides you with built-in features.

4.   Allows you to Use Creative Templates

pros and cons of powerpoint presentation

The designs of your presentations are what catch the eye and help you to convey your message to your audience. PowerPoint’s creative templates spare you the time of designing your own templates.

However, if you are a good designer yourself, PowerPoint allows you to create your own templates if you want to.

Note – Check out some of the most popular PowerPoint templates on the internet!

When using PowerPoint’s creative templates feature, it automatically generates design ideas to choose from. You get virtually unlimited options because this feature matches the content you are creating to professionally designed layouts in the background.

This template creation feature is a great advantage for users without any design background. It lets you design presentations that look professional even if you don’t have a design background.

5.   Functionality to Use Both Online and Offline

PowerPoint offers you the option to work either online or offline. When you’re using PowerPoint online you can create and share basic presentations directly in your browser. 

But it must be remembered that web-based PowerPoint doesn’t have all the features that you’ll have access to with desktop PowerPoint.  For “normal” presentations the online web version is good enough and you can present your slide show from anywhere where you have internet access.

To utilize all the features of PowerPoint you have to install the software on your desktop device.

PowerPoint offers you the freedom to work online or offline whichever mode suits you the best for a specific presentation. Many PowerPoint users work with both modes – depending on what they are creating and for what purpose.

6.   Allows easy Collaboration and Sharing with other Team Members

PowerPoint is an ideal tool to share and collaborate with team members when you are creating a presentation as a team. You have various options.

You can independently create a presentation and then send it to team members for comments or editing. Or you can work simultaneously on the same presentation with others via web-based PowerPoint or by saving your desktop-created presentation in the Cloud.

7.   Option to Add a vast Variety of Multimedia

PowerPoint provides you with tools to make any presentation more interesting by using multi-media. When using PowerPoint you can in the same presentation have

  • text with the option to install additional fonts ,
  • videos and video snippets,
  • background music,
  • a narrator’s voice explaining the visual material on the screen,
  • graphics to illustrate tendencies,
  • tables to compare information, and more.

And you don’t need separate tools to create interesting presentations – everything is built-in into PowerPoint. You can either just add the various types of files to the presentation or you can add the formats as such into the presentation.   

8.   Suitable for Beginners and Advanced Users alike

The versatility of PowerPoint ensures that on the one hand, presentation creators with advanced design skills are not disappointed with the design tools and possibilities offered by PowerPoint and on the other hand, beginners and people without any designing background can create professional-looking presentations.

 This is one of the most important advantages of PowerPoint – anyone can use it successfully.

9.   Cost is relatively Inexpensive

PowerPoint is normally part of the Microsoft Office package and is included in the Microsoft Office one-off price or subscription. But if you are not a Microsoft Office user, you can purchase PowerPoint from the Microsoft Store at a reasonable price of about $160.

Note – Check out this limited-time deal to get Office 365 1-year subscription for as little as about $60 on Amazon!

Once you’ve purchased PowerPoint you can use it without extra charges to create presentations and to present them for non-commercial purposes. However, there are licensing and relatively small annual fees involved if you use the PowerPoint presentations commercially. 

10. Suitable for Teaching

A PowerPoint presentation in the class is an effective way to reinforce content that has to be retained.

With features like the possibility to record your voice to accompany the PowerPoint slides, it is also easy to convert the presentations that have been used in the class into videos to post online. The students can then review the work done in the class at home.  T

his method works effectively for academic lessons and training sessions.

PowerPoint presentations online can also sometimes be the only way to teach and train students. During the Covid pandemic, for instance, classes are sometimes not possible and online sessions are the only way to keep on teaching.

A large percentage of these online sessions have started as PowerPoint presentations.  

11. Huge Online Community and Microsoft Support for Troubleshooting Issues

pros and cons of powerpoint presentation

Microsoft offers 24/7 support for PowerPoint users and there are literally hundreds of articles online available on how to troubleshoot issues. The huge online community of PowerPoint users is also actively involved on websites like Quora to help fellow users to get solutions for their issues.

Credit to benzoix (on Freepik) for the featured image of this article (further edited)

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5 golden rules of PowerPoint design

february 6, 2024

A smiling woman with blonde hair, glasses, and a leopard print cardigan poses with her hands on her hips in front of an olive green background.

by Deb Ashby

Wondering how to design the perfect PowerPoint presentation? It's easier than you think–just follow five simple rules to get started:

1. Consider using templates

When building a slide deck, it’s important to maintain consistency throughout. We want to ensure we are using consistent font styles, colors and themes. This can be tricky when designing from scratch, so why not start from a template?

Microsoft Create contains hundreds of pre-made, customizable PowerPoint templates, which means you don’t have to start from scratch and the fonts and colors are already set for you.

Simply choose a template from the gallery, customize it as needed, and you are done!

Screenshots of slides in a branded PowerPoint presentation, in hues of navy, maroon, and brown.

2. No walls of text

We’ve all seen PowerPoint presentations where slides contain too much text. The human brain struggles to listen and read at the same time. If you are presenting to an audience, keep the text on slides to a minimum.

Consider employing the “5-5-5" rule. No more than 5 lines, no more than 5 words, no more than 5 minutes. Think short and sharp memory joggers instead of rambling paragraphs.

Where possible, consider replacing text with visuals to represent your point. People remember images more than words.

A minimalist, black and white PowerPoint template

3. Be mindful of colors and fonts

No one wants their audience to leave with a headache after an hour of straining to read slides. We need to ensure that our presentation is easy to read for everyone – even for those in the nosebleed seats at the back! Think about the font you are using. Is it appropriate for the presentation? What about the font size? Can people at the back easily read? What about people with visual impairment? Ensure all text is at least 24pts.

When it comes to color, ensure all slides have good contrast. Dark backgrounds should have light font and vice versa.

4. Use animation sparingly

Animation can really liven up an otherwise flat presentation. However, it should be used thoughtfully and sparingly. Too much of the wrong type of animation with objects flying in and zooming around the screen, while fun, can look confusing and unprofessional.

Animation should be subtle. With every animation you add, ask yourself, "Is this going to enhance my presentation or distract from it?"

5. Engage your audience

When presenting to an audience, there is usually an awkward time before the presentation begins while the speaker waits for everyone to arrive. During this time, people may start scrolling on their phones or get distracted with work emails, and it can be hard to pull the audience back.

To avoid this issue, work to grab your audience's attention before the presentation even starts. Instead of just having the title slide on the screen, consider creating "kiosk slides." These are a series of slides that contain a combination of interesting things for the audience to look at or engage with. Maybe you have an interesting image? A funny quote or fun facts? Or maybe there is a question you want them to think about prior to the session?

Create these slides and have them automatically cycle round before the presentation starts.

A PowerPoint presentation for a whitepaper proposal.

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Blog – Creative Presentations Ideas

Blog – Creative Presentations Ideas

infoDiagram visual slide examples, PowerPoint diagrams & icons , PPT tricks & guides

pros and cons of powerpoint presentation

How to Show Comparison with Pros and Cons PowerPoint Diagrams

Last Updated on November 27, 2022 by

Do you need to add a slide with advantages and disadvantages comparison to your presentation? In this blog, we offer visual examples of how to illustrate the pros and cons of a business process, product, strategy, or decision using visual aids.

Do you have any ideas on how to create visually appealing positive and negative slide? Don’t worry if your answer is ‘no’. Check the following creative slide design ideas we share in this blog. They will help you create are fresh, simple, and elegant presentation.

All example slides below are a part of the Pros & Cons Diagrams PowerPoint template  (see details by clicking the pictures).

Why Use Pros and Cons Diagrams in Your Presentation?

Here are the major reasons for using graphics to highlight the pros & cons:

  • Show the pluses and minuses of specific options
  • Compare the gains and losses of a proposal in the decision-making process
  • Visualize the benefits and drawbacks of the solution
  • Highlight the major advantages and disadvantages of the product, process, strategy, idea, etc.
  • Present a visual comparison of ups and downs on one slide
  • Replace ordinary tables and lists with creative diagrams

Apply Pros and Cons Diagrams Instead Ordinary Bullet Points

Are you going to use ordinary bullet points to list the advantages or disadvantages of the discussed subject? It would be better to visualize data to make sure that your audience will not miss any critical information.

pros and cons Advantages List Infographics powerpoint

The example above demonstrates how you can transform a written list of the advantages into an eye-catching infographic. You can add different icons and short descriptions to draw your audience’s attention to small details, that matter.

Design tip: if you are going to add more icons in your presentation, remember to keep them graphically consistent. Use one style for all slides and limited set of colors – ideally based on your branding.

Looking for more list presentation ideas? See three creative ways of illustrating a list in your presentation.

Use Pros and Cons Diagrams Instead of Traditional Comparison Tables

Let’s face the truth, traditional Excel tables look pretty boring. If you want to make sure that your audience will not skip reading table information, you should pay attention to the slide design.

pros and cons creative comparison table ppt

This slide example shows how you can highlight pluses and minuses utilizing a non-standard table. We also added hand-drawn icons and elements to make the table look creative and unique. Such hand-drawn visuals can help make your presentation more impactful .

Highlight Pros and Cons On Two Separate Slides

In case you want to discuss the advantages of the topic in more detail but don’t want to overload the slide with text, you can choose the following design. A relevant background photo and a small text section work great together. Visualization of this type makes your message clear and concise helping to retain the audience’s attention.

pros and cons advantages list powerpoint

You can also apply this design to list the disadvantages. Take a look at the following template: high-resolution image pairs well with a short bulleted list and a few simple icons. These two slides will look great next to each other.

disadvantages list powerpoint slide

Put Benefits and Drawbacks On a Final Slide

If a major goal of your presentation is to focus on the advantages and disadvantages of the discussed idea, we suggest adding a pros and cons diagram for a final slide.

Take a glance at the following template, which presents benefits and drawbacks in a simple, yet effective way. The slide divided diagonally looks more creative and will suit any presentation. You can add big icons (like on the picture) to show where you stated the benefits and drawbacks.

Benefits & Drawbacks powerpoint chart

As you can see, there are a lot of unordinary Pros and Cons slide designs to choose from. You just need to select the most suitable diagram to create a killer presentation.

Don’t be afraid to experiment: you can use several slides in the same presentation. For instance, you can focus separately on benefits and drawbacks, and then sum it up with a final slide with the most essential points. Just remember about visual consistency.

Do you need to create a to-do checklist slide for the project or review a presentation? You can rearrange and reuse one of the above diagrams, e.g. a slide with a tick and cross. Here we share more ideas on creating To-Do checklists for various purposes.

Resources of Comparison Diagrams

To save you time developing such comparison graphics, we designed an editable PowerPoint template with various pros and cons slides. Go and create engaging infographics, you can check the whole collection here:

Pros & Cons PPT Comparison Charts

You can also check the flat infographics deck  to make your slide readable and distinguishable.

Want to recreate the pros and cons diagram yourself? Check our movie with step-by-step guides on creating fresh attractive comparison slides:

You can also download our slide redesign guide here:  How to Create Visual Pros and Cons Slide in PowerPoint (a PDF document ).

Author: Leona Henryson – freelance writer and UX designer. Also, she is a contributing writer for various blogs. When she is not writing or designing, she is swimming, hiking, and, weather permitting, snowboarding.

Sway vs. PowerPoint: Which Presentation Software Is Best for You?

Microsoft Sway is a lightweight version of PowerPoint that lets you create business and how-to presentations, newsletters, etc. But which is better?

For the longest time, we have relied on Microsoft PowerPoint for project and report presentations. A good project presentation is essential, whether for a school project or pitching a business idea to investors—and PowerPoint has been the go-to.

Recently, Microsoft launched a new presentation program known as Microsoft Sway. While it serves the same purpose as PowerPoint, the two applications have distinct features that make each unique.

Read on to discover the differences between PowerPoint and Sway, and which one works best for your presentations.

What Is Microsoft PowerPoint?

Microsoft PowerPoint is a presentation software that comes as part of Microsoft Office 365 Suite, bundled with Word, Excel, and other Office tools.

This program uses slides, short videos, and screen recordings to deliver information. It is used to create both simple and complex presentations for educational purposes, business presentations, webinars, lectures, seminars, or personal use.

Microsoft PowerPoint has been used for such a long time that it is the only presentation application that comes to mind when the need arises.

What Is Microsoft Sway?

Microsoft Sway is an alternative presentation application that was launched in 2015 as part of Office 365 Education. It creates presentations that do not need the complex functionality of PowerPoint.

Sway allows you to get content from different sources, including the web, to create colorful files, presentations, and reports which you can view and share from any device. This application does not require training to use; all you need to know is how to drag and drop.

Sway vs. PowerPoint Differences

Sway does not aim to overthrow PowerPoint; their target audience tends to vary quite a bit. However, Sway does provide users an alternative presentation application. We'll compare both tools based on their price, purpose, layouts, templates, collaborations, and, last in order, sharing options.

Microsoft Office developed the two applications, but one is free, and the other requires a subscription to access. Sway is a free application as long as you have a Microsoft account.

On the other hand, PowerPoint is a licensed application, and you would need to purchase a subscription to access it. The cost is $10 per month for a single computer and $15 for access from up to five computers.

Sway has an informal feel and is for people who primarily get their content online and are likely to share their presentations on the web. PowerPoint is very formal and business-oriented and offers professional features and designs available for online and offline usage.

Sway offers you three different layouts to make your presentations. These include; vertical (allows you to scroll up and down), horizontal (gives you a continuous scroll sideways), and slideshow (works as a PowerPoint layout).

On the other hand, you can only do PowerPoint presentations in slideshow formats . In addition, you can add transitions and timers to your slideshows to give them a better flow.

Sway has fewer templates, mainly referred to as styles . The good thing is you can fully personalize your project with the available Sway styles because they are fully customizable.

PowerPoint offers thousands of templates that make your work easier , and you can even create your own templates depending on your presentation needs.

PowerPoint Templates

Collaboration

Sway offers collaborations because it is a cloud-based application. With PowerPoint, you can collaborate with other users if you use it as part of the Office 365 license. However, this function is not available in the standalone version of PowerPoint.

You can share Sway project links via email, text, Facebook, Twitter, and LinkedIn. Also, you can decide the level of access the audience will get, which can either be view-only or edit . What's more, you can determine whether the recipient can share the link with others.

Sway sharing options

PowerPoint sharing options differ with the version you are using. Office 365 subscription allows you to share the project via email or link . For the desktop version, you can only share the project through email or your preferred sharing methods. To prevent your audience from editing the project, convert it to PDF or save the project as a read-only file .

Powerpoint sharing options

Features of PowerPoint

PowerPoint comes with many features, but the following will help you improve your presentation skills and communicate your points more efficiently.

Slide Layout

This feature provides you with different layout s for your presentations. The choice of layout is determined by the type of presentation you are creating.

PowerPoint slide layout options

The insert option presents you with different features which you can add to your presentation. This includes SmartArt , images , shapes , videos , tables , and screenshots , to mention a few. You can make your presentation media-rich in this section, and make it appealing and easy to follow.

PowerPoint Insert Feature

Slide Design

PowerPoint allows you to add design to the background of your slides, making them more attractive to watch. The background designs are available in different colors and textures, giving you the freedom to choose a design that best suits your presentation.

You can use the available designs or customize them as per your requirements.

PowerPoint Slide designs

During your presentations, the slides will appear on the screen one after the other. You can make this transition more appealing by adding animations to objects on the slide .

You can apply animations on an object at the three different stages of a slide. Furthermore, you can animate objects as they arrive on the screen, while they are visible and as they disappear.

PowerPoint Animations

Features of Microsoft Sway

Accessibility view.

A sway is shown in a high contrast display by turning on the accessibility view. Also, animations are disabled, and navigation keys are turned on for easy reading when the accessibility view is on.

Accessibility View on Sway

Audio Recording

The audio feature allows you to add narrations and commentary on your projects. It is a perfect addition to interactive presentations. Note that this feature is only available if the device you are using supports a microphone.

Adding audio in Sway presentations

Security and Privacy

The security of your project when sharing it online is paramount, and that is why Microsoft Sway offers you the ability to lock your projects by use of passwords. With this feature, you will have peace of mind that all your files are secure.

What's more, if you do not want your audience to identify the software you used to create your project, Sway allows for this when sharing your presentations.

Viewers Count

If you want to note the number of people who viewed your project, Sway has the viewers count feature. Note that the number of views you get depends on your privacy settings and the number of people you share your content with.

Viewers Count

Pros and Cons of Microsoft PowerPoint

  • After paying for your subscription, PowerPoint is easy to download, and you can use it from anywhere.
  • PowerPoint has animations and slide designs that help you create exciting and captivating business and formal presentations.
  • Microsoft PowerPoint is easy to use and allows you to print copies of your project directly from the software.
  • This application allows you to customize your projects to suit your needs. For example, you can insert images, shapes and highlight important points in your presentation.
  • The ongoing monthly or yearly subscriptions make using PowerPoint expensive in the long run.
  • PowerPoint offers too many features, which might overwhelm some users. Some end up creating crowded presentations with unnecessary objects and effects.
  • The audience may focus on the objects and animation, losing sight of the main agenda and defeating the purpose of the presentation.

Pros and Cons of Microsoft Sway

  • It helps you create interactive presentations.
  • Allows you to edit pictures to fit your specific needs and color choices.
  • The application is free to download and works on even iPads, and iPhones.
  • Sway has automated options for easy usage.
  • Sway projects save automatically, and several users can work on them at a go.
  • You can only access Sway if you own a Microsoft account.
  • You must have an internet connection to use Sway, unless you are using the App with Windows 10.

Sway or PowerPoint? Which Presentation Software Should You Choose?

The choice between the two presentation applications depends on your audience, type of content, and presentation method. For example, PowerPoint is suitable for business presentations, and the presenter must be available during the presentation.

On the other hand, Sway serves an audience who prefer online presentations with videos and animations without a presenter.

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Pros and Cons Infographics

Free google slides theme and powerpoint template.

A product, an idea, a project—everything has its pros and cons. Now you can convey this information as visually as possible with these infographics. Each slide has a different amount of elements to compare and a varied color palette to better differentiate them. Most of the designs are flat-styled, but there are a couple of gradients and a good amount of icons.

Features of these infographics

  • 100% editable and easy to modify
  • 30 different infographics to boost your presentations
  • Include icons and Flaticon’s extension for further customization
  • Designed to be used in Google Slides, Microsoft PowerPoint and Keynote
  • 16:9 widescreen format suitable for all types of screens
  • Include information about how to edit and customize your infographics

How can I use the infographics?

Am I free to use the templates?

How to attribute the infographics?

Attribution required

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Pros and Cons for PowerPoint and Google Slides

Free Pros and Cons for PowerPoint

Categories:

Comparisons , text & tables, bad , comparison , good , opposite , thunderbolt.

Free pros and cons for PowerPoint and Google Slides. Stunning and eye-catching presentation template to compare advantages and disadvantages. Editable graphics with text placeholders.

Pros and Cons

Do you want your audience to think you are a pro and not a con artist? Then choose this free Pros and Cons template to make your point!

The design of this slide offers two clear-cut sides. On the left, you can indeed make the list of your cons or disadvantages over a strong red background. On the opposite side, your pros or advantages will appear over a green background. Last but not least, a thunderbolt symbol stands in the center to separate both sides.

Good versus bad, positive versus negative, pros versus cons: the eternal dichotomy! This free Pros and Cons template is ideal to present your comparisons and oppositions in an electrifying way!

Shapes are 100% editable : colors and sizes can be easily changed.

Includes 2 slide option designs: Standard (4:3) and Widescreen (16:9).

Widescreen (16:9) size preview:

Free Pros and Cons for PowerPoint and Google Slides

This ‘Pros and Cons for PowerPoint and Google Slides’ features:

  • 2 unique slides
  • Light and Dark layout
  • Ready to use template with text placeholders
  • Completely editable shapes
  • Standard (4:3) and Widescreen (16:9) aspect ratios
  • PPTX file and for Google Slides

Free fonts used:

  • Helvetica (System Font)
  • Calibri (System Font)

Terms of use:

Requires attribution, personal and educational use, commercial use, (re)sell, (re)distribute, read the full  terms of use.

Google Slides: Widescreen (16:9)

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  1. 17 Advantages And Disadvantages Of PowerPoint

    1. Available for All Major Operating Systems PowerPoint is available for both Windows and macOS, as well as for mobile devices running iOS and Android. This makes it a convenient tool for creating presentations, regardless of what type of device you are using. You can also use PowerPoint for the Web in a web browser, making it even more accessible.

  2. 10 Pros and Cons of Powerpoint Presentations

    4. It is a simple process to create follow-along hand-outs. You can print each slide directly from PowerPoint. Then you can copy those slides to become a helpful hand-out that can be given to each presentation participant. 5. It is reasonably affordable for most professionals. Business plans for Office 365 start at just under $10 per month.

  3. Advantages and Disadvantages of Powerpoint: A Complete Guide

    3) Conclusion Advantages of PowerPoint PowerPoint is a powerful software tool developed by Microsoft that enables users to create visually appealing and engaging presentations. It offers various functionalities and features that make it a popular choice for individuals and professionals who want to convey information effectively.

  4. What are the advantages and disadvatages of PowerPoint

    / Presentation design April 27, 2021 PowerPoint is one of the most popular software for presentations. It is part of the Microsoft Office suite and can be used for personal, business, and educational purposes. Most known for its templates and easiness of use, PowerPoint had conquered the presentations game.

  5. How to Use Powerpoint Presentations in Business

    Presentations can distract the audience — Poorly created presentations or presentations that are too busy or have too many bells and whistles can distract the audience. When the audience focuses too much on the visual component of the presentation, they lose portions of the oral content.

  6. Disadvantages & Advantages of a Powerpoint Presentation

    Reviews Disadvantages & Advantages of a Powerpoint Presentation By Ashley Donohoe Updated Apr 10, 2020 It is important to understand the pros and cons of Powerpoint presentations so that you can best use it. Image Credit: 10'000 Hours/DigitalVision/GettyImages

  7. 24 Best Free Pros and Cons PowerPoint Presentation Templates 2022

    Communication 24 Best Free Pros and Cons PowerPoint Presentation Templates 2022 Sharon Hurley Hall Jun 2, 2022 • 20 min read English Management Communication Presentations Microsoft PowerPoint Wondering how to show pros and cons in PowerPoint? One way to do this easily is to use a pros and cons list PowerPoint template.

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  9. Pros & Cons of PowerPoint Presentations

    Pros: Easy Hand-Outs For anyone who wants to see your presentation again, or at least see highlights of the key points, you can print out slides as paper handouts. Because many people have PowerPoint, you can also email the entire slideshow or put it on a thumb drive to distribute to your audience. Con: PowerPoint Can't Do It All

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    Pros and Cons of Microsoft Powerpoint 2024 Microsoft Powerpoint Score 8.1 out of 10 712 Reviews and Ratings Presentation Reviews and Ratings (712) Starting at $139.99 View Pricing Do you work for Microsoft? Learn how we help vendors Get your free intent data report Profile Claimed Overview What is Microsoft Powerpoint?

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    And it can be sent as an attachment with an email or you can use the Cloud to facilitate the saving and exporting processes of the presentation. 3. Provides huge Flexibility in Design & Creativity. PowerPoint provides huge flexibility in design and creativity.

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    PowerPoint presentations are an excellent way to deliver information, but they aren't for every type of presentation. Here are the pros and cons of PowerPoint: Pro: PowerPoint gives you a lot of freedom to personalize a presentation. You can change the font, color scheme and design. You can add images and video clips, create cool animations and ...

  18. Prezi vs PowerPoint: Which One Should You Use? (In 2022)

    Orana Velarde. Dec 16, 2020. Last Updated: 12/16/2020. The main difference between Prezi and PowerPoint is that Prezi is a cloud-based tool for creating non-linear presentations while PowerPoint is an offline tool for creating standard presentations. In this comparison guide, you'll learn what tool is best for your presentations in 2022.

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    Pros and Cons of Microsoft PowerPoint Pros. After paying for your subscription, PowerPoint is easy to download, and you can use it from anywhere. PowerPoint has animations and slide designs that help you create exciting and captivating business and formal presentations. Microsoft PowerPoint is easy to use and allows you to print copies of your ...

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  23. Pros and Cons Infographics for Google Slides and PowerPoint

    Tags White Infographics Marketing Infographics Statistics Consider the pros and cons of a project, an idea or a decision by comparing them in the form of infographics. Download them for Google Slides and PowerPoint

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    Quick Look - Pros and Cons Pros. Familiar interface for Adobe users. Broad range of video editing capabilities. Regular updates and improvements. Cons: Subscription-based pricing which seems to increase significantly on a regular basis. You may have to link in with other (paid, subscription) software to get everything you need. 3. Final Cut Pro