powerpoint presentation advantages and disadvantages

Disadvantages & Advantages of a Powerpoint Presentation

Part of the Microsoft Office suite, PowerPoint is used to create presentations for personal, professional and educational use. The software comes with numerous advantages when it comes to making engaging presentations, collaborating and sharing information. Even better, little training is needed to get started. Despite these advantages, you should consider concerns such as cost, possible technical problems, and the potential for ineffective presentations. Understanding all the PowerPoint presentation pros and cons can help you use this software more effectively.

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Basics of PowerPoint Presentations

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PowerPoint presentations feature slides where you can put text, images, videos, audio, tables of data and mathematical formulas. You have control over placing and formatting the content and can annotate slides, make custom drawings, and record narration that goes along with the presentation. The software comes with a variety of animations and transitions and gives users control over whether they want to use an automated slideshow or present the slides manually.

Advantages of PowerPoint Presentations

When considering making a PowerPoint presentation, consider the benefits that using the software can offer:

• Flexible uses : Individuals, businesses and educators often use PowerPoint presentations to share information in slideshows, but the uses go far beyond that. For example, you can use PowerPoint to create graphics such as banners, brochures, charts and logos for a business. Other uses include calendars, photo albums and collages, invitations, screen recordings, brainstorming maps and resumes.
• Engaging presentations : PowerPoint gives you the tools to make engaging presentations that go beyond only text and images to include videos, narration and animations. When used correctly, such presentations help teachers and trainers keep their learners interested and appeal to multiple learning styles.
• Detailed customization : PowerPoint gives you full control over your slides' appearance so that you can align content, add annotations, use lists and highlight important information visually. You can also control the slide size to fit your needs.
• Suitable for beginners : While training helps with using PowerPoint's advanced features, beginners can quickly get started thanks to the program's huge selection of templates. These templates come with a variety of backgrounds, layouts and themes. You can search by project types such as resumes, posters or charts.
• Easy sharing and collaboration : Microsoft Office comes with tools that let you share your PowerPoint presentation to the cloud where others can view and work on it with you easily.

Disadvantages of PowerPoint Presentations

While PowerPoint can offer many benefits for personal, educational or professional use, keep in mind these disadvantages of PowerPoint presentations:

• May not always engage users : Although you can make engaging PowerPoint presentations that use multimedia effectively, not all presentations end up that way. Sometimes, the presentations hinder learning when the slides contain distracting elements or contain only text and narration that viewers tune out.
• Technical issues : Using PowerPoint can create some headaches when you face compatibility issues, corrupted files or internet problems. For example, Microsoft included a compatibility mode in the program to open older files, but some elements might not work correctly. You might also face hard drive problems that cause you to lose your presentation file if you haven't backed it up, and internet outages make it impossible for users to see your presentation when you share it online.
• Potential cost : While Microsoft offers a free basic version of PowerPoint online, you likely need to pay for an annual subscription if you want to use the desktop and mobile apps and gain access to all features. The price depends on whether you need a home or office version of Microsoft Office and how many users you have.
• Lack of flexibility during slideshow presentations : Once you start a slide show, you can't easily make changes or annotate any slides during the presentation. Instead, you control moving through slides or ending the presentation. So, you need to ensure your presentation is ready to go beforehand.
• Drexel University: Advantages and Disadvantages of Powerpoint Presentations in Business
• 24 Slides: 30 Amazing Things You Can Do and Create in PowerPoint
• Commonwealth of Learning: Facilitating Using Powerpoint
• Brandon Gaille: 10 Pros and Cons of Powerpoint Presentations
• Microsoft: Buy Office
• Microsoft: What Is Powerpoint?
• Microsoft: Work Together on Powerpoint Presentations

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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.

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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The advantages and disadvantages of powerpoint.

• Disadvantages

1. PowerPoint— Advantage or Disadvantage for the Presenter?

PowerPoint is the most popular presentation software. It is regarded by many as the most useful and accessible way to create and present visual aids to the audience.

On the other hand, others believe it has created its own mind-set which forces presenters to spend countless hours thinking in PowerPoint and developing slides. A political party has even formed to ban PowerPoint in Switzerland. Depending on one's perspective, it seems that many advantages could easily be viewed as disadvantages.

Look over the list below to see where you stand— with or against PowerPoint.

term to know PowerPoint An electronic slide presentation created and presented using the program (verb) to communicate to (an audience) by electronic slides.

1a. Advantages

Quick and easy: The basic features are easy to master and can make you appear to be organized, even if you are not.

Simple bullet points : It can reduce complicated messages to simple bullet points. Bullet points are a good basis for a presentation and remind the speaker of main points and the organization of the message.

Easy to create a colorful, attractive design: Using the standard templates and themes, you can create something visually appealing, even if you do not have much knowledge of basic graphic design principles.

Easy to modify: When compared to other visual aids such as charts, posters, or objects, it is easy to modify.

Easily re-order presentation: with a simple drag and drop or using key strokes, you can move slides to re-order the presentation.

Finally, PowerPoint is integrated with other products that allow you to include parts of documents, spread sheets, and graphics.

Audience size: PowerPoint slides are generally easier to see by a large audience when projected than other visual aids.

Easy to present: You can easily advance the slides in the presentation one after another with a simple key stroke while still maintaining eye contact with the audience.

No need for handouts: They look good visually and can be easily read if you have a projector and screen that is large enough for the entire room.

term to know Bullet Points Bulleted items – known as bullet points – may be short phrases, single sentences, or of paragraph length; used to introduce items in a list.

1b. Disadvantages

Design power pointless: Gives the illusion of content and coherence, when in fact there is really not much substance or connection between the different points on the slides.

PowerPoint excess: Some speakers create presentations so they have slides to present rather than outlining, organizing, and focusing on the message.

Replaces planning and preparation: PowerPoint is a convenient prop for poor speakers, as it can reduce complicated messages to simple bullet points and elevates style over substance.

Oversimplification of topic: The linear nature of PowerPoint forces the presenter to reduce complex subjects to a set of bullet items that are too weak to support decision-making or show the complexity of an issue.

Feature abundance: While the basic features are easy to use and apply, a speaker can get carried away and try to use all the features at once rather than simply supporting a message. Too many flying letters, animations, and sound effects without seeing much original thought or analysis can be a real issue. In many cases, the medium shoves the message aside.

Basic equipment required: You will need to have a computer and projection equipment in place to display the slides to the audience.

Focus on medium, not message: Too many people forget that they are making a presentation first and that PowerPoint is just a tool.

Source: Boundless. "The Advantages and Disadvantages of PowerPoint." Boundless Communications Boundless, 17 Mar. 2017. Retrieved 3 Jun. 2017 from https://www.boundless.com/communications/textbooks/boundless-communications-textbook/preparing-and-using-visual-aids-16/using-powerpoint-and-alternatives-successfully-85/the-advantages-and-disadvantages-of-powerpoint-323-5654/

Bulleted items – known as bullet points – may be short phrases, single sentences, or of paragraph length; used to introduce items in a list.

An electronic slide presentation created and presented using the program (verb) to communicate to (an audience) by electronic slides.

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Advantages and Disadvantages of Ms Powerpoint

Looking for advantages and disadvantages of Ms Powerpoint?

We have collected some solid points that will help you understand the pros and cons of Ms Powerpoint in detail.

But first, let’s understand the topic:

What is Ms Powerpoint?

Ms PowerPoint is a computer program that lets you make slideshows with pictures, words, and videos. People use it to give talks and show their ideas to others.

What are the advantages and disadvantages of Ms Powerpoint

The following are the advantages and disadvantages of Ms Powerpoint:

Advantages of Ms Powerpoint

• Easy to use interface – PowerPoint has a user-friendly layout that makes creating presentations straightforward, even for those with little technical know-how. It allows for quick learning and easy navigation.
• Visual impact enhancement – The software boosts the appeal of presentations with its ability to add images, graphs, and animations, making information more engaging and easier to understand.
• Interactive presentation features – Presenters can embed quizzes, polls, and interactive slides that involve the audience, making the experience more dynamic and memorable.
• Wide range of templates – A variety of pre-designed templates are available in PowerPoint, catering to different themes and purposes, saving time and effort in design.
• Supports multimedia integration – PowerPoint supports the inclusion of video, audio, and other multimedia content, enriching presentations and catering to various learning styles.

Disadvantages of Ms Powerpoint

• Can oversimplify complex topics – PowerPoint can make intricate subjects too basic, stripping away nuances that are important for a full understanding.
• Limited design flexibility – Its design options are not as extensive, which might restrict creativity and make slides look similar.
• Overuse leads to boring presentations – Relying too much on PowerPoint can result in unengaging presentations that fail to hold the audience’s attention.
• Not ideal for detailed documents – It’s not the best tool for creating documents with a lot of detail, as slides can become cluttered and hard to follow.
• Learning curve for beginners – New users might find it challenging to get to grips with all the features, which can be overwhelming and time-consuming.
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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 the presenter's ability to organize the content coherently, engage the audience, and deliver the information in a clear and compelling manner, showcasing strong principles of presentation skills. Therefore, it is essential to understand the elements of presentation .

Unlock your full potential as a presenter with our Presentation Skills Training Course. Join now!  

Advantages of Presentations  

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. 

Take your Presentations to the next level with our Effective Presentation Skills & Techniques Course. Sign up today!  

Disadvantages of Presentations  

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 of presentation .

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. 

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 Improve Presesntation Skills , 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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Pros and Cons for PowerPoint and Google Slides

Bad , Comparison , Good , Opposite , Thunderbolt

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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:

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

• 2 unique slides
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• Completely editable shapes
• Standard (4:3) and Widescreen (16:9) aspect ratios
• PPTX file and for Google Slides

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Advantages and disadvantages of Microsoft PowerPoint

Microsoft PowerPoint was developed by Robert Gaskins and Dennis Austin in the company named Forethought, Inc. The previous name of PowerPoint was Presenter and it was available for Mac Computers. Microsoft bought the Presenter for $14 million in 1987 and renamed it PowerPoint.

Version 1.0 of PowerPoint came with text, images and other objects. Version 2.0 was available for both Windows and Mac computers.

Microsoft released version 3.0 of PowerPoint in 1992 and this version came with new features such as background designs, slide transitions, movie, animation, graphics, AutoContent and sound clips.

In 2003, PowerPoint was bundled in MS Office and it came with other software i.e. MS Word and MS Excel. Now MS PowerPoint is also available on smartphones and tablets in android and iOS operating systems.

Definition of Microsoft PowerPoint

PowerPoint is presentation software that is used to make slideshows. Slides in PowerPoint are made up of text, images, videos, bullet points, audio clips, animation, and templates.

Advantages of Microsoft PowerPoint

Some benefits of Microsoft PowerPoint are:-

Design options:

There are many templates available to be used in your presentations. You can either use the default templates available in the software or use your own templates. It is up to you which template you want to use for your slides. There is a master slide in every presentation. You can change the font size, theme and colour of the master slide and other slides will inherit the changes you made in the master file.

Learning visually is easy:

This software gives us the facility to put text, graphics, animation and videos in the slides. Learning visually through animation and other items like text and graphics is easy. The users can learn quickly through this type of software. It is also easy to make such a presentation by putting different presentation materials and organizing the slides with different information.

A lot of items available:

There are many items available that you can insert into your slides. You can insert text, bullet points, images, videos, marketing materials, flyers, CVs, and also gifs. You can rearrange different items by moving and dragging items on the slide. For example, you can move a text box or image by clicking and dragging it to different locations.

Exporting options:

You can export your slides in .png or .jpg. You can also export your presentation in .pdf, .mp4 or gif format. The slides can be exported in an animated gif which is a great advantage. If you want to print your presentation then first export your presentation in .pdf and then you can easily print the pdf.

Remote facility:

Two or more people can work on a presentation at the same time. Now PowerPoint is available on cloud storage and teams can collaborate easily. Now changes can be made in real-time while you are presenting the slides or preparing the presentation. Two or more people can make changes to the PowerPoint document and the changes are saved on all the contributor computers.

Great tool for presentation:

PowerPoint is a great communication tool between you and your audience. You can present your ideas with a lot of features that this software provides. You can deliver your knowledge with great ease and within your time frame. The animation in your slides will never bore your viewers and you can go from one slide to another with a simple click of a button.

Support audio and video items:

Multimedia is everywhere. You can put multimedia i.e. audio clips and video clips in your presentation. This software gives the audience entertained while watching the slides. The users get interesting by viewing the videos or audio clips in the presentations.

A lot of shortcuts:

This software comes with a lot of shortcuts. For example, Ctrl + N will create a new presentation, Ctrl + M will create a new slide, Ctrl + Shift + D will create a duplicate of the slide and so on.

Many usages:

This software is used by many educators, businesses, and individuals. Many people use this software for making:-

• Photo albums
• Invitations
• Brainstorming maps
• Screen recordings

Easy for beginners:

New users can easily learn this software. You don’t need to be a graphic designer to use the software. You can easily pick the template and add images and text to the slides. It is easy to add any animation effect to the text or image. To add animation you just need to click on the text or image and click on the animation effect to be applied.

Many fonts:

You can select any font available in this software. Many nice default fonts come with this software. You can add animation effect to the font text and also change font colour, font size, bold the font and change the style of the font also.

Insert excel spreadsheet:

You can insert a portion of the Excel spreadsheet into PowerPoint also. You can select the data you want to insert from excel and then link it to the PowerPoint and that data is then inserted into the slide.

Disadvantages of Microsoft PowerPoint

Some drawbacks of Microsoft PowerPoint are:-

Dependent on slides:

If you consume too much time in preparing your presentation and put a lot of information in slides then you get little time for speaking to the audience. So during the presentation, you become dependent on slides and your own speaking time with your audience becomes less. This behaviour impacts badly on the audience and your listeners will expect that you have no grip on the topic that you are presenting.

Technical issues:

If you have prepared your presentation on your computer and presented with someone’s computer then you may face some issues. For example, if you use some special fonts in your slides and those fonts are not available on another computer then your presentation does not look interesting. Also, you may face problems with VGA cards, HDMI cable or projector connectivity issues like adaptor issues. If you don’t have the skills of connecting your laptop with a projector then it also creates a problem for you.

Lack of skills:

As there are many features available in the software and no one can master all the features used. So the new user may create a boring presentation. You have to be precise in choosing templates. It is good to not use any template if you don’t know have design skills. The audience has already seen too many presentations so you have to make a unique presentation. To make the presentation unique you can use custom templates and use interesting images in your slides.

Unexpected usage:

If you become an expert in making presentations in this software then you become so used to it that you store all your data in this software. For example, if you are not preparing the presentation for the audience but you still save the information for your personal use. This will make you create a lot of presentations even if you not making them for others.

Making changes:

You cannot make changes to the slides while presenting to the audience. You have to be accurate while preparing the slides so that you do not make any mistakes in the slides. You have to be careful while making a presentation and don’t skip any data that you want to put in.

Presenting information:

If you put a lot of text information on a single slide then your audience may get confused. Also if you put a lot of images and animation in your slide then the audience will skip the important points that you want to deliver. The font size also matters. If you put the font size too small then it will create an issue in viewing. Font type is also important. Inconsistent fonts i.e. using different fonts in each slide may create confusion.

Costly software:

The free basic version of this software is available online with few features. But the full version of this software is costly to buy. For using this software on a desktop or mobile you will need to subscribe to an annual subscription. There is alternative software available which behaves the same as this software but they lack most of the features that this software has.

Changes not saved automatically:

One issue with this software is that changes are not saved automatically and you have to press Ctrl + S every time you want to save changes. If for some reason your computer is turned off then the unsaved changes will be gone and your hard work will be lost.

For students:

Most of the students that attend the presentations are not interesting of what the speaker is saying. They are more interesting that they get a copy of the presentation on their computer. Most students ask the teacher that is the presentation is available for their use. Some teachers don’t give a copy of slides to the students and they say to concentrate on what the teacher is presenting.

Many extra features:

There are a lot of features included in every version of this software. Most people are unknown of all the features of the software. They use the most common features of the software. Due to the many extra features of the software, it makes the user get extra training. It needs time to learn all the features of this software.

Emailing presentations:

If you put too much stuff in your presentations then file size increases and if your file size reaches 10 MB or more then you get problems in sending the file through email. If you want to send the presentation to many people then uploading large files creates a problem and most email providers have a limit on uploading large files.

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Blog – Creative Presentations Ideas

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How to Show Comparison with Pros and Cons PowerPoint Diagrams

Last Updated on February 20, 2024 by Anastasia

Do you need to add a slide with advantages and disadvantages in 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.

Transform your business presentations with our expert resources. Discover more on our business performance presentations webpage.

Do you have any ideas on how to create visually appealing positive and negative slides? 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 of 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.

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.

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 the 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.

You can also apply this design to list the disadvantages. Take a look at the following template: a 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.

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.

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.

Need to illustrate other business topics? You can also explore our tutorial video for step-by-step guidance on creating engaging All Hands Meeting presentations:

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.

9 Disadvantages of Using PowerPoint Presentations!

By: Author Shrot Katewa

If you frequently have to prepare and deliver presentations you normally want to use software that is suitable for the topics you’ll be covering. The software should also allow you to shape the presentation into a style you are comfortable with.

PowerPoint might have been recommended to you but now you are wondering whether a presenting tool with such a lot of features as PowerPoint is not perhaps giving just as many issues.

The biggest drawback of PowerPoint is that it has many features and requires adequate training to use them properly. If not used correctly, it can affect the reputation of the presenter. Other disadvantages include files don’t save automatically, and PowerPoint is not free to use.

In the end, you have to decide whether you can live with these disadvantages when you compare them to the advantages. In this article, we list for your convenience 9 of the most important disadvantages of PowerPoint.

Also Read – Advantages of Using Microsoft PowerPoint!

1. Text-heavy slides

Text-heavy slides give too much information with too much text. This makes the slide boring and the audience will lose interest in the whole presentation.

Many PowerPoint presentations are unsuccessful because the presenter or compiler of the slideshow has tried to put as much content as possible in text form on the slide. A good slide should ideally only have the headings and sub-headings of what the presenter is conveying to the audience.

And if more information in text form is necessary to make it easier for the audience to follow the presenter and comprehend the content, the text should be well organized.

The use of columns or blocks and even different colors will make the slide much more interesting. Unfortunately, the slides of many PowerPoint presentations are not well-designed. 

Compilers of presentations are sometimes in a hurry and just add all the content they‘ve found on the slide without actually designing the slide. They don’t discriminate between really needed content and content that can confuse the audience.

Research has found that text-heavy slides are often used when the presenter just wants to read the information from the slides to the audience, instead of using the PowerPoint slides as a tool to emphasize certain aspects.

2. Too many features can get overwhelming

The PowerPoint developers have over time put more and more features into the software to theoretically make it possible for the compilers of presentations to complete the task without using any other tools or software.  But too many features can confuse the user.

This can cause you to spend a lot of time compiling your presentation, as you first want to look at the available features for every aspect you use and figure out how it works. 

It is overwhelming to have to pick the right feature for literary every aspect of the presentation. This is often the reason provided by users when asked why they don’t use PowerPoint. They prefer software packages with lesser choices but which are easier and simpler to use.

3. Most features usually remain unexplored

Because of the overwhelming effect of the large number of features offered by PowerPoint, most compilers of presentations using PowerPoint simplifies the process when they use it for the first time.

They search for features they understand and which seem easy to use. They then tend to stick to these features and don’t explore other features.  

Many of the slide designing features are for example not fully explored by compilers. Generally, a compiler will search for templates to use and when they have found a few they like, they are not interested in looking for more or designing their own.

PowerPoint users have indicated in surveys that a feature like the adding of video snippets into the presentation is for instance an example of features that usually remain unexplored.    

4. Can affect reputation if not used correctly

The presenter or compiler of the presentation might be trusting PowerPoint to always automatically create well-designed presentations. Unfortunately, this is not always the case.

The result can be a presentation with uninteresting and poorly designed slides.  And sometimes the presenter is a very good speaker but an inexperienced PowerPoint user. The combination of a poorly designed presentation with an inexperienced PowerPoint user can affect the reputation of the speaker.

Thus, the bottom line is that a good speaker has to ensure that every slide in the presentation is interesting and conveys just enough information to keep the audience focused.

The presenter should also use the presentation without reading from the screen. Eye contact with the audience is necessary to keep them focused.

5. Real-time collaboration is not the best

Real-time collaboration allows you to work with some of your other colleagues on the same presentation at the same time! This can for example be done with Google Slides. It is a great feature that is especially helpful when working from distant locations or working from home!

Must Read – PowerPoint vs Google Slides: Which Presentation Application Should You Use?

Unfortunately, only the PowerPoint in Office 365 has this real-time feature . If you use any other version of PowerPoint you will not be able to have real-time collaboration.

6. Requires downloading

Another disadvantage of PowerPoint is that you can’t run the application on the cloud as you can do with Google Slides for instance. The Office 365 PowerPoint software is the one exception.

You have to download the PowerPoint software onto your device to be able to use it.

7. Files are not automatically saved

One of the most frustrating things when compiling a presentation is to lose some of the already created slides because they haven’t been saved.  The ideal is that the software saves continuously as you are creating the presentation.

With PowerPoint (except for Office 365) you have to save manually. To ensure that work is not lost, you have to keep on pressing Ctrl+S from time to time. (Ctrl+S is the shortcut for saving a PowerPoint file.)

User reviews indicate that this is also one of the disadvantages that let presentation compilers move away from PowerPoint. In practice, you often just forget to save files manually and unsaved work can easily be lost.    

8. Files often too large to mail

 PowerPoint presentations can quickly become very large. Although you sometimes only want to mail a few files or slides, it often happens that you have to mail the whole presentation. When it exceeds the 10 MB or 25 MB file size it becomes difficult and sometimes impossible to mail.

9. A variety of errors can occur

Although the many features of PowerPoint might be an advantage for some users, the possibility of errors is very high when there are such a large number of features built into a program.  Presentations with fewer features normally develop fewer errors.

PowerPoint online support groups are full of questions. All these questions are an indication that users constantly encounter issues or don’t understand how the features work.  If you look at the answers on these forums it becomes clear that in some instances nobody actually has the correct answer.

Compared to other presentation applications there are much more errors when you use PowerPoint. 

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

• Accommodations
• Testing/Triage

Reading Order Tools in PowerPoint

Page content.

• Reading Order
• Title Orientation
• Selection Pane
• Outline View
• Reading Order (Windows)
• Mac Arrange

One of the most important issues for screen reader accessibility is to ensure that the multiple boxes in a PowerPoint Slide are read in the correct order. Unfortunately, it is one of the most confusing things to check for PowerPoint editors.

This blog entry will show some of the available tools and explain their pros and cons. Is there are perfect tool? Judge for yourself.

Importance of Reading Order

When creating a slide with a complex layout, it is important to ensure that the objects (textboxes, image Alt text and table text) are read in a coherent order in a screen reader. Consider the slide below showing three alternate designs for the Pennsylvania state flag

The designs are laid out horizontally with a label above each image. If a typical left to right top to bottom reading order were assumed, the reading order would be incorrect. Instead, the order must be top to bottom, left to right. See examples below:

Reading Order Alternates

Inaccessible left to right, top to bottom.

• Official (1799)
• Keystone + State
• Keystone Stripes
• ALT=Current Pennsylvania flag showing two black horses propping up a shield with a tall ship on top and a field at the bottom. An eagle is sitting on top.
• ALT=Alternate design with yellow state shape on a dark navy background and a dark blue keystone shape surrounded by white stars.
• ALT=A flag with a yellow keystone shape in dark blue circle. The flag is split into three horizontal stripes – yellow, dark blue and white.

Correct Top to Bottom, Left to Right,

Orientation based on title.

Whichever tool you’re using, it is important to orient yourself based on the location of the title in the list of objects. This determines whether the list is read bottom to top or top to bottom.

• When the title is on the bottom (most tools), the list is read bottom to top.
• When the title is on the top , the list is read top to bottom.

The bottom to top reading is based on the origin of the ordering tool as a method of arranging layers of objects. Normally the title, which is read first, is placed in the bottom layer.

Selection Pane (Accessibility Tab)

The first tool we’re reviewing is the Selection Pane . It has the advantage of being available in every recent version of PowerPoint – both online and the desktop. It also has the same interface in all platforms, but it is a bottom-to-top tool.

How it Works

The tool is housed within the Accessibility Tab (which is only visble after the Check Accessibility report is run). Once selected, the tool opens the pane on the right slide of a slide and shows all the objects within a slide with the Title 1 object at the bottom.

Other items typically include Content Placeholders and various shapes. Note that items not in a Content Placeholder may be skipped over in some screen readers. That’s not an issue if they are decorative, but problematic if they contain critical content.

Activate Selection Pane

• Open a new or existing PowerPoint file.
• Select the Review tab.

• Select the Accessibility tab to use the tools, then Selection Pane. The list of objects opens on the right.
• Click each object in the list in the right to see which object is highlighted in the slide body.
• In the Home tab, select Arrange then Selection Pane . The list of objects opens on the right.

Advantages and Disadvantages

• Available on all platforms
• Same interface
• All objects listed

Disadvantages

• Bottom to Top order
• Lists items by object type and number
• Must activate Accessibility Tab

Outline Order

The Outline Order tool generates an ordered list of objects based on the order of content placeholders within a particular Layout.

The Outline View shows the title and any text within a Placeholder within a slide – as a bonusany text can also be edited within the Outline View. More importantly, only text inserted within a Placeholder from a Master Slide Layout is shown – If text was placed within an inserted textbox, it will not appear in the Outline .

Activate Outline View

• Select the View tab, then select Outline . The Outline view opens on the left.
• To return to the typical editing view, open the View tab and select Normal .

• Top to bottom order
• Text is visible in Outline View and can be edited
• Same interface on Mac and Windows
• Text in Outline View guaranteed to be read out in screen reader.
• This view distinguishes text boxes from a layout from other types of text.
• Easy to copy and paste content from PowerPoint to Word.
• Only text objects are shown
• Not in the online version of PowerPoint
• Order cannot be changed here – only verified
• Does not reflect ordering adjustments made in Selection Pane.

Windows Arrange/Reading Order Tool

In addition to the Selection Pane , some versions of Word for Windows include a separate Arrange/Reading Order tool. Below are two links documenting this tool.

• University of Arkansas (top to bottom)
• Microsoft (bottom to top?)

Note that the University of Arkansas screen capture shows a top to bottom order, but the Microsoft documentation was showing bottom to top.

Which order is correct – check the location of the Title to be sure.

Mac Arrange Tool

The Mac version of the Arrange tool displays the objects as a set of transparent layers. This is a bottom to top view meaning that items on the left/bottom are read first.

Activate Mac Arrange Tool

• On the Home tab, select the icon for Arrange : Reorder Objects . The graphical display takes over the screen.
• Use the mouse to move layers to the desired order, then click OK to exit the tool.

• All objects are shown.
• Bottom to top order. Object #1 is to the right in the "top" layer, but read last.
• The visual is complex and may not have good contrast.

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Last Update: April 3, 2024

Microsoft Office

• Microsoft Office Accessibility
• Accessibility Checker
• Image ALT Text
• Table Headers (Word/PowerPoint)
• Syllabus Templates in Word
• Customizing Heading Styles in Word
• Word Style Tips
• Word Tables that Cross Pages
• PowerPoint Slide Master
• Ag Sci Excel/HTML Converter

Office to Tagged PDF

• Windows Office to Tagged PDF
• Mac Office to Tagged PDF
• PDF Accessibility

Office Accessibility Links

• OneDrive (Word/PowerPoint/PDF Accessibility Handout and Exercise Files)
• WebAIM: Word Accessibility
• WebAIM: PowerPoint Accessibility
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Advantages and Disadvantages PowerPoint Templates

You can showcase the advantages and disadvantages of the topic you present in your presentation using our editable PowerPoint templates. Analyzing any strategy or product’s pros and cons is easy with these ready-to-use PowerPoint templates. These advantages and disadvantages ppt slides also help you to showcase the business growth drivers and risks using engaging infographics. It is essential to analyze the pros and cons before making any business decisions or a project. With our pre-designed advantages and disadvantages powerpoint templates help, you can highlight the positives and negative aspects of your business strategy, decision, and business process in your business presentations. These infographics will help you in your final decision-making by showing your business’s plus and minus points. Use our editable advantages & disadvantages templates designs to impress your audience. You can also use our ready-to-use google slides for free to deliver more engaging presentations in front of your stakeholders and clients. 

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Advantages-disadvantages powerpoint templates for presentations:.

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Advantages-Disadvantages PPT presentation templates can be beneficial because they:

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Keep the following points in mind while choosing a Advantages-Disadvantages Presentation template for PowerPoint (PPT) or Google Slides:

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Can I Edit The Elements In Advantages-Disadvantages PowerPoint Templates?

Yes, our Advantages-Disadvantages PowerPoint and Google Slides templates are fully editable. You can easily modify the individual elements including icons, fonts, colors, etc. while making your presentations using  professional PowerPoint templates .

Are Advantages-Disadvantages PowerPoint Templates Compatible With Google Slides?

Yes, all our Advantages-Disadvantages presentation templates are compatible and can be used as Advantages-Disadvantages Google Slides templates.

How To Download Advantages-Disadvantages PowerPoint Templates For Presentations?

To download Advantages-Disadvantages presentation templates, you can follow these steps:

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• Make the payment (SlideUpLift has a collection of paid as well as free Advantages-Disadvantages PowerPoint templates).
• You can download the file or open it in Google Slides.

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Home PowerPoint Templates PowerPoint Templates Animated Pros & Cons Comparison Slide Template for PowerPoint

Animated Pros & Cons Comparison Slide Template for PowerPoint

Customize our Animated Pros & Cons Comparison Slide Template for PowerPoint to prepare interactive comparison and decision-making presentations . Pros and cons are critical considerations before following any plan to move a step forward in a business, a project, or a series. Likewise, professionals often consider the advantages and disadvantages of multiple propositions before taking any final action. To fulfill this presentation purpose, we have designed this engaging pros & cons PowerPoint template slide with a Morph transition effect. This slide template can help users compare contrasting concepts, ideas, or features. It can also be used in corporate presentations in decision-making. 

The Animated Pros & Cons Comparison Slide Template for PowerPoint shows a two-segment layout on the first slide. The two vertical parts of the slide are represented using two contrasting colors and a diagonal line PowerPoint shape between the two parts. On both slides, four checklist rows are added to mention the relevant points. Users can indicate the contrasting or compared concepts in their respective parts on the slides. The symbols of green plus and red minus are used in the text boxes, which can help mention the positive and negative points, respectively, in the segments. Similarly, presenters can mention the titles or headlines on the top of the compartments. The following slides help discuss the contrasting concepts individually, i.e., slides carry uniform background settings and add text boxes to mention points. Using the Morph transition, these slides appear as extensions of the first slide individually. This creative sliding motion of the slides enhances the audience’s attention to the topic. 

Presenters can use this engaging slide design for business, educational, or scientific presentations and discussions. The color scheme, fonts, and other styles can be altered to match the theme and use cases. Users can conveniently edit the slides using PowerPoint & Google Slides. So, download and try this Pros & cons PowerPoint template slide for your benefits & risk presentations now!

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