Communication of ideas should be conveyed through the use of powerpoint presentations. It does not matter whether you are giving a lecture, doing a presentation in a business meeting, or doing a webinar the appearance of your slides significantly influences the way your viewers perceive what you are talking about. Although your text and graphic contents in your slides are significant, fonts you use contribute significantly to readability and appeal to the eye and professionalism. The fonts are used to highlight key points, separate information, and create a visually appealing presentation.
In some cases, you might need to replace all fonts within the PowerPoint according to your brand rule, enhance the readability, or make your slides look better. This may be very time consuming and may be carried out manually on a case by case basis on each slide, therefore extending the duration to dozens or even hundreds of slides. Fortunately, PowerPoint offers a number of tools and techniques, which help to make this task rather speedy and less troublesome. This tutorial will take you on a tour of the various methods of updating fonts in an efficient manner with instructions, tips, examples and errors that should be avoided.
The relevance of fonts in powerpoint.
But why exactly should fonts be updated when even a professional presentation is involved?
Readability: This aspect deals with the correct choice of the font used to make your text readable. Very small fonts or excessive decoration of the fonts may cause the audience to complicate the follow along, particularly when using a large screen or projector.
Presentation: Having a consistent font will make your presentation have a professional appearance. The use of inconsistent fonts may result in the slides appearing untidy or in disarray.
Brand Alignment: The official fonts of many organizations are official. It is always advisable to use the same font all the time so that you do not select one that contradicts the branding of your company.
Audience Engagement: Fonts help to make your audience see what you have to say. Readable fonts used clearly and chosen adequately also contribute to capturing the attention of the audience and make the slides more readable.
Professionalism: The fonts are attentive and readable, which indicates that you are attentive and you took time to design your presentation.
Small Font Changes Can Affect Slide Appearance
The first method is by way of the Slide Master.
One of the most effective tools of PowerPoint to use in updating fonts in your presentation is the Slide Master. Fonts, colors, backgrounds, placeholders, and the overall design and layout are all controlled by Slide Master. Using the Slide Master, you can make amendments to fonts which will be applicable to every slide in your presentation.
Instructions to Bastardize Fonts with Slide Master.
Open Slide Master:
Click on the View tab of the PowerPoint ribbon.
Select Slide Master. This reveals a new panel that the Master Slide will be on the top and all the related layout slides will appear below.
Select the Master Slide:
Market Slidings Master Slide is the upper sliding. Any alteration here will impact the entire presentation in the form of slides, and layouts under it as well.
Update Fonts:
Click on one of the boxes of the PowerPoint (body text, subtitle or title).
Click on the Home tab – Font sub-tab.
Select the font of your choice, change size, style and color according to your needs.
Check Individual Layout Slides:
The text boxes of various fonts can be on each layout slide under the Master Slide. Modify them when necessary in order to make them consistent.
Close Master View:
Click Close Master View. The revised fonts have now been automatically applied to every slide in the presentation.
Practical Example:
In case you are creating a corporate presentation and your company is using the Segoe UI font, then it is possible to change the PowerPoint to represent the font used by the company so that all the slides within the presentation will be automatically branded with its corporate brand.
Extra Tip:
Change not only fonts but also placeholders, bullet styles and headings using the Slide Master to make it look more professional and coherent. Even, you can make several Master Slides of a particular section of your presentation when necessary.
Method 2: Replace Fonts Tool
There is also the option of PowerPoint Replace Fonts which is also useful when one desires to change a particular font throughout the presentation. It is a time-saving tool as one can automatically update all the font instances.
Steps to Replace Fonts
Open Replace Fonts Tool:
Go to the Home tab.
Click the arrow that displays by Replace – click Replace Fonts…
Select Fonts:
Select the font you wish to change (you can also change the font size, height format).
Based on the With dropdown, choose the font that you needed.
Apply Changes:
Click Replace. With PowerPoint, the font is automatically changed to a new font.
Advantages:
Saves a lot of time particularly where the presentation has dozens of slides.
Supports fonts like colors, size, bold/italic etc.
Practical Example:
As an example, you have an older presentation that is based on a combination of Calibri and Times New Roman, but now your company prefers Segoe UI. With the help of the Replace Fonts utility, it is possible to update every slide within several seconds, and the presentation will feel the same under the new branding guidelines.
The fonts of headings and body text are managed by PowerPoint theme. The things to be done are to update theme fonts by which all existing and following slides have a taken new style automatically.
Steps to Update Theme Fonts
Open Design Tab:
Click Design in the ribbon.
Access Fonts Menu:
Under the Variants section, select the fonts drop down.
You may choose some pre-designed font combination or you may just click on Customize Fonts…
Customize Fonts:
Select a Heading Font and a Body Font.
Name the font combination and click on save.
Apply to Presentation:
Any new slides you create will have the new font combination on all the PowerPoint in your presentation.
Tip:
Theme fonts will also be helpful especially when doing regular presentations or collaborating with a team of people. By using custom theme font, it is certain that the presentation would not be distorted in case new slides are inserted.
Method number 4 Add-ins with Large Presentations.
Where presentations are very large and updates are being repeated across a number of presentations, font management can be simplified by using PowerPoint add-ins.
ToolsToo and the like add-in can be used to update fonts, text alignment, and formatting of a large number of files in a batch.
These add-ins would be suitable in a corporate template or any recurring presentations.
Note: It is important that any add-in is within your level of PowerPoint version before it can be installed.
Practical Example:
Suppose that you have to work with presentations in a large organization and have to change fonts regularly, an add-in such as ToolsToo can save months of time spent doing tedious tasks by saving hours to a few minutes.
Font tips Choosing and updating fonts.
Simple Fonts 2-3: It is better to avoid cluttered fonts since too many fonts can make slides look unprofessional.
Consider Readable Fonts: It is simpler to read on the screen using such Sans-serif fonts as Arial, Calibri, or Segoe UI.
Keep Text Hierarchy: Body text should be differentiated in terms of headings.
Check Slide Layouts: make properly the font changes in all types of slides (title slides, content slides, section header) as well.
Test on Devices: Font should be tested on projectors, monitors and operating systems.
Accessibility: use legible fonts to all the viewers, including the visually impaired.
Use Time Saver Fonts: Rather than creating distraction and lowering reading accuracy, time saver fonts read well and are visible.
Extra Tip:
Use pair complementary fonts in headings and body texts in order to make your slides more appealing and legible. e.g. bold sans-serif font is used in the headings and a lighter font of the body is used in the text.
Common Mistakes to Avoid
Making a manual update of fonts in all the slides rather than by PowerPoint or Replace Fonts.
Protecting the text by using fonts that are difficult to read.
To disregard the updates in PowerPoint and have a few of the slides on inconsistent footing.
Is forgetting charts, SmartArt and diagrams that could hold outdated fonts.
Failing to preview the presentation using other machines prior to delivery.
Advanced Tips
Mix Techniques: Slide Master to be uniform, Replace Fonts tool to be used in old slides, and theme customization to be used in new slides.
Write down your Fonts: It is advisable to make notes of the fonts you used in your presentations as a way of making it easier to make changes in the future.
Always stay branded: The rules to be used on the brand should be consistently adhered when making all the company presentations.
Preview Before Presenting: Check your presentation on various gadgets to make sure that fonts are used properly.
Apply Font Complementary Pairing: Headings and body text can be made professional and acceptable with the help of complementary fonts.
Conclusion
The issue of updating fonts in PowerPoint is not merely cosmetic, it also improves legibility, involvement with the audience, and professionalism. You can use the PowerPoint, Replace Fonts tool, customizing the themes, or add-inss to do all these, effective making of constant changes.
Through such methods, you will be able to save time, stay in brand, and make all the slides in your presentation visually engaging and readable. The fonts are not simply letters, it is a part of the presentation design, clarity, and effect. The correct font management can also create the impression that your audiences experience when presentations are done properly.
Following the steps, tips and the practical illustrations presented in this guide, one can effectively qualify and update even the huge and revolving presentation in a very short time. Your presentations will be refined, continuous and impressions worth giving to anyone.
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