presentation presenting numbers

The Essential Guide to Presenting Numbers in an Engaging Way

• In Business , Chris Atkinson , Communication , Engagement , Leadership

The Essential Guide to Presenting Numbers in an Engaging Way:

A systemic organisational deficiency we seem to accept without a second thought.

Recently I was asked by a global client to help their European finance team present their subject in ways that are more engaging for their audience. As I started to develop the session, I realised on almost every course I have run, there has been one or two people from financial or technical functions who found the content harder to adapt to their situation. Because in general these issues were met with humour and laughter (people saying things like “I’ve got the boring subject!”) I overlooked the genuine commercial need that exists. It’s not just finance either, if you look at meeting agendas I would guess that more than 50% of meeting time is dominated by managers presenting their departmental numbers, KPIs or other metrics and so on.

I have come to the conclusion…

We are terrible at presenting numbers, KPIs and data!!

It is an organisational deficiency that we seem to accept without a second thought – “it’s okay, it’s a boring subject anyway” – “I wouldn’t expect finance to inspire me” – “I’ve got the boring bit to talk to you about” – “these are just the numbers, I’m not trying to inspire or engage”. Well no, that’s not okay. Organisations live and die by the numbers. Measures and KPIs are the front line tools for evaluating performance. The cost of people either not engaging, not caring or not being properly informed because ‘the content is boring’ is unthinkable; the subsequent business impact – even more so.

So I write here today to try and turn the tide on this epidemic, to make a stand for all of those people in your audience who have given their time to listen to you speak and most importantly to argue that if we can present numbers in an engaging way we can transform our organisations.

WE CAN DO BETTER!

Last year I wrote a book on how to engage and inspire audiences, it was well received and as a result I have been invited to speak, write and be interviewed on the subject of engaging audiences. As I reflect on this, I believe I have often cited the soft topics as examples of how to engage and inspire – the team talks or leadership presentations. I sincerely hope this is a step towards taking the proven principles of my book and using them to address some of the harder topics (more dry or technical subjects).

4 Techniques to Transform Numbers

• Find Interesting Angles  – Useful when the information is routine, repeating or likely to be ‘skimmed’ over
• Use Comparisons  – Useful when the numbers are big or abstract or hard to visualise
• Use Analogies  – Useful when the presentation is complex, boring or technical
• Paint a picture  – Useful when introducing a change of process, new system, new ways of working etc.

Technique 1: Find Interesting Angles

This is probably the safest and easiest first step for people who are cautious about getting too creative. Most ‘reporting’ type presentations feature a standardised series of graphs or data showing the current results, often these are the same from person to person or department to department (just with different numbers). The impact is that few people, except the speaker and the boss, will be that interested in what is being said. Moreover, if all you are doing is presenting data, why not simply ask people to review this information on the company intranet or circulate the slides? Beyond ‘we’ve always done it that way’ – the reason why these types of presentation exist is generally;

• Because people can’t be trusted to actually look at the information of their own accord
• The group hope for some form of open dialogue, accountability or debate around the figures

In fact, this second reason is a good one but this is why the standardised slide decks WILL…NOT….WORK for a presentation! You can certainly report in a standardised way and publish figures to colleagues in a standardised way but if you are investing the time/money to gather everyone in a room then surely your intention is to engage and stimulate them?

Here are some common examples:

So my first suggestion is to do some investigation into the numbers to find interesting ways to view the ‘normal’ data. Maybe search for overlooked insights, specific trends or hidden facts. These new perspectives will not only be far more interesting for your audience but could even redefine your strategy entirely. I recently facilitated a workshop on quality strategy with a global automotive manufacturer, during our discussion the group started to question their standard practice of prioritising the most serious quality (fault) issues first. They wanted to know what percentage of the total fault landscape these most serious issues accounted for. As they dug into the data they found examples of many single smaller issues which were occurring many hundreds of times but had minimal impact so never got prioritised. When they positioned quality through this perspective it, almost turned everyone’s thinking upside down – this is not about right or wrong, it is about the immediate engagement of the group into that quality conversation.

Here is another example.

Imagine your corporate data is similar to this PGA Tour Statistics for 2017-18, rows of columns and data. Our tendency is to simply skim read the top/bottom/largest/smallest and so on.

Let’s look at these two quite different people from this list:

• Phil Mickelson – #2 – $3,159,197
• Austin Cook – #20 – $1,610,277

Phil Michelson basically earned twice as much money as Austin Cook… and these aren’t small sums!! But if we dig deeper into the numbers there is a really interesting figure in the statistics

• Phil Mickelson – Average 69.3
• Austin Cook – Average 69.9

The difference between these two golfers is, on average, 0.6 of a stroke! So if I was presenting this data to a group of people, I might start a discussion about what is the difference causing Phil to earn so much more money (for reference Phil played 4 fewer events than Austin). Basically, there seems to be very little separating these two in their game BUT a huge difference in their financial outcome.

I’m not a golf expert so please take this example in the spirit of what I’m trying to show especially if I’ve made a mistake here… my point is that you can surely find similar interesting perspectives to create engagement, debate and vibrant discussion.

Technique 2: Use Comparisons

This is also quite a safe idea to experiment with and relatively easy to use. The issue here is that numbers and percentages are often hugely abstracted from the real world. Many people simply do not relate to raw numbers, they don’t have enough real-world meaning and as a result, they are hard to conceptualise. The larger and more complex the organisation, the truer this becomes, even the average manager will struggle to truly grasp figures that equate to millions of parts or cost etc. The impact of this abstraction is that the figures take on a sense of irreality and do not have the desired emotional impact on the audience.

Numbers often don’t have enough real-world meaning and, as a result, they are hard to conceptualise

If you want to ensure your numbers land heavily with your audience, it can be helpful to translate the numbers into other equivalents that might have more resonance to your audience. The comparison you choose to make will depend on what things you believe your audience would be emotionally affected by. Let me give you an example, a large packaging client of mine was having issues with waste at one of their sites. The ‘waste’ levels were a critical KPI and were at 11% which was simply too high, the target was under 9% for that financial year. They tried to explain to the front line teams that 11% equated to £1,100,000 pounds of wasted raw materials which they had to shred. In fact, the weight of this material was 1311 tonnes! Every day they threw away 5.2 tonnes of material! This was wasteful, logistically inconvenient, and expensive.

No matter how much they communicated these figures they never really gained traction until one manager equated the figures… he worked out that…

EVERY YEAR   they shred the equivalent of 6 Ferrari 458 Italias

Then he compared the weight of the wastage they dispose of to…

2 large aircraft …. plus  3 jumbo jets!  (he used a very clever dramatic reveal of the 3 jumbos after the 2 planes, in fact 2 planes alone seemed shocking enough)

This dramatic comparison really engaged the front line teams who could suddenly visualise both the financial figures and physical weight of the waste they were creating.

In the UK, there is a long-running joke that many things are compared to the size of Wales. “It is a truth, universally acknowledged, that every British journalist when faced with a disaster such as a forest fire, flood, earthquake, tidal wave or hurricane that has created widespread devastation of a sufficiently noteworthy extent, will inform us that an ‘area the size of Wales’ has been subjected to said devastation. If the facts warrant it, the journalist may refer to multiples of this standard unit of measure such as an ‘area twice the size of Wales’ or even occasionally to fractions thereof, such as an ‘area half the size of Wales’. In Australia they use the “size of Sydney Harbour”, in Denmark “the size of Fyn” (one of the islands); in the US they choose a state.”  https://www.dailypost.co.uk/whats-on/size-of-wales-why-what-13328892

Technique 3: Use Analogies

This technique is especially useful where you need to not simply present results but rather explain a process that could be perceived as technical, complex or boring to the audience. In other words where they need to understand the actual system or process being used.

Analogies are often confused with metaphors. They are similar but metaphors will not be useful for our purposes here. A metaphor is a short comparison such as “this new system will be the Rolls Royce of technology”. Our aim in using analogies is  to carry the weight of the boring, complexity of your subject  – a metaphor cannot do that.

Analogies compare the similarities between two dissimilar subjects, most helpful is when you compare the unknown (your complex, boring technical subject) to the known (something familiar and every day). You need to be able to explain more than 50% of your technical subject through the language of your analogy – crucially it is this that transforms your topic from something heavy and boring to something engaging and lighter. At some point, the analogy will not be able to go any further and you can transition across to your technical subject – often I recommend saying  “in the same way….”  before then making the links from the analogy to the technical topic.

When done right your 60-minute presentation on ‘Hedge Accounting’ transforms to an engaging, and possibly even entertaining, conversation about the ups and downs of supporting your favourite sports team!

I have a word of caution here, it takes patience and creativity to find the right analogy for a technical subject. Once you found one it also takes time and patience to craft the story you want to tell using the analogy. There are analogies that I hear all the time, it doesn’t make them bad it just makes them slightly less fun to listen to and therefore slightly less effective. Here are some common ones I’m sure you have heard before.

Common analogies:

When you think of possible analogies try to have some fun with the idea, pick something unusual or if you want to use something every day then exaggerate the situation. Instead of buying a house, try saying imagine you want the lottery and were buying a MULTI-MILLION DOLLAR house. This simple change will make the analogy (your ‘story’) more interesting and more engaging to listen to. Simple twists on the normal can really transform an analogy.

Steve Jobs is credited with coming up with a now commonplace analogy of “the desktop”. Back in 1984 the computer was an intimidating object, complex, technical and unfamiliar. Jobs envisaged the “desktop” as a way to make the machine more familiar, more accessible. “Just as you could write words on a piece of paper and retrieve those words later by holding that paper and reading it, so could you store and retrieve words in a virtual ‘document’ on your computer. Just as you could organise those papers into folders for storage and easy retrieval, so could you organise those documents in virtual ‘folders’ on your computer. And just as you could move your real-life folders around the surface of your desk at home, so could you move these folders and documents along a ‘desktop.’ Your computer screen and its contents were fundamentally like something you already knew: your physical desk. It was meant to teach new users, squeamish about the virtual world, that you could use a Macintosh’s graphical interface the same way you used something you were familiar with: the top of your real, physical desk.”  https://www.fastcompany.com/3037014/how-steve-jobss-mastery-of-analogies-sent-apple-sky-rocketing

Technique 4: Paint a Picture

The final option uses a technique called ‘word pictures’. It is most appropriate when you are trying to communicate a process change or a discuss a new system. All too often in these circumstances, the speaker’s technical expertise is their downfall because they give too much detail and unnecessary background information. They misjudge the most important purpose of their presentation – namely to engage and motivate people to support the change and adapt their behaviours. So whilst at some point in the presentation some details will be needed, this technique can be used alongside the detail to really inspire or motivate.

The technique sounds incredibly simple but in practice takes some skill to really bring to life. Firstly you outline the problem and give examples of common frustrations. This creates agreement that there is a problem and puts you, as the speaker, empathically on their side. The stronger they agree that there is a problem the more they will listen to you subsequent ‘picture’.

The ‘word picture’ starts with just one word…

IMAGINE…

After the word ‘imagine…’ you paint a vivid picture of the new world once the process/system is fully operational and working perfectly. The key to success is to make this story highly descriptive, motivational and appealing but  be warned   it must always stay within the realms of the real world; if you start to sound like fantasy or a dreamer you’ve lost!  Be sure you are describing a real-world story, think in terms of sensory information, what would the audience see, hear, feel, be able to do and so on.

This technique is particularly effective because people’s emotions are fuelled by the vividness of the outcomes, their ability to visualise the results. The question of ‘HOW’ is a much more cognitive one and therefore comes secondary in people’s thinking. If you can win their hearts you have achieved the hardest part of the battle.

I recently worked with a member of a finance team responsible for SAP implementation within a complex framework of a European division of a packaging company. There was a lot of content to inform people about the roll-out and in fact a number of the messages needed to be about the anticipated challenges and disruptions. I suggested they use this technique along the following lines:

“Who here in the audience spends too much time creating reports for managers or sending KPIs to head office? *(assume all hands go up)* If you were asked to compare the current inventory levels against supplier payments for the last 18 months, right now that would take you hours and probably you’d have to chase people in different departments to get the accurate figures, right? So now imagine, with this new system if you were able to produce that report instantly simply by selecting that dates and corresponding SAP areas. Imagine that your weekly inventory management report, your procurement analytics, your lost working days information, your profit/loss report, your quality audit results and in fact  every other major report you currently do …was no longer your responsibility. How much time would that save you? What would you do with your time if you didn’t have to sit at your desk compiling information every day/week month? So now picture that your manager can simply access all of this data in real time, in team meetings you can log into the system and show the most up to date data. Imagine never getting any calls from head office because there is nothing you can produce by hand that they can’t access directly!”

We can develop your teams to present in a more compelling and dynamic way. People need support, encouragement and coaching in order to make the necessary changes in these areas (existing habits are often deeply embedded in our cultures). Therefore, if this is an issue in your organisation, PLEASE do connect with us.

Author: Chris Atkinson

SPECIAL OFFER: 50% off the author’s book!  It has been 12 months since Chris published his book, the response has been incredible over the last year. The book is a great starting point for learning about this topic and we would love for you to read it. Please follow  this link   and use the discount code:  50CEBOOK 

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How to Present Numbers for an Attractive Presentation

March 10, 2013 by Muhammad Noer

A good presenter will always try her best to deliver an attractive presentation. This includes how to present numbers in an interesting way. Those who often deal with numbers will surely want to have their numbers well presented, understood and appreciated by the audience.

In this article, I will explain how to present numbers to make your presentation more attractive. This article will also address frequently asked questions regarding how to present number in an effective way.

I got a question from one of the readers, Edi Mantawijaya :

“How do I present numbers to be more effective?

To tell you the truth, I can’t avoid numbers, particularly in presenting a financial report which deals with numbers in a standard format.

Perhaps there are some tips to make it more informative, and of course more interesting? Thank you.”

Similar question comes from another reader, Tri Hariyanto:

“Almost every 2 weeks, I have to make a presentation which includes data and chart. Using different chart for different purpose has been explained in this blog. I want to know how to present data but don’t want to make it a boring presentation.

Thanks a lot!”

Here are my answers.

Numbers is Different from Images and Words

The first thing you should remember is that numbers is different from images and words. If you present an image, audience could create an association. This is the strong point of using image. The same thing occurs with words. If you choose the right words your presentation will be powerful.

That’s images and numbers. How do I present numbers? As numbers have to be presented as it is, isn’t?

Help Your Audience to understand the Numbers Shown

Number is abstract thing. Nobody could easily imagine a number. Number is not only abstract, but also relative. Its value depends on another number being used as comparison.

For example, what is the meaning of 6% economic growth? For those who don’t have any economic background would think 6% is just a small number. However, this number is considered as one of the highest economic growth rate in the world at this time around.

Hence, you have to make the audience understand the story behind the number. Don’t just tell them that the prediction for Indonesian economic growth is 6%. Yet, explain that the 6% of economic growth is one of the best in the world.

Steve Jobs was one of profiecient speakers especially when presenting numbers. When he was explaining the capacity of an Ipod, he didn’t mention 1 gigabyte, 2 gigabyte or 100 gigabyte. Why? Because those numbers were abstract to the audience. Instead, he explained that you could store up to 1000 songs in your pocket. The number then had a meaning and a story.

Steve Jobs also said that 5 million songs were being sold every day on iTunes, which seems a big number to the audience. To make it easier for the audience to understand, Jobs gave an analogy that the number is equal to 58 songs sold every second of every day. Now the audience can imagine the number clearly. That’s the story behind the number.

When you present numbers, try to bring up the story behind. Don’t simply say that the sale of our product has increased 20%. But, explain that the number represent a combination of our 3 closest competitors. The number then becomes meaningful.

Use A Simple Chart to Present Numbers

A presentation should use simple chart rather than pointing directly to a table. Table is difficult for audience to understand right away, unless they have information about it beforehand. You certainly don’t want your audience to frown because of the way you present the numbers.

Transforming numbers into a chart would help the audience to understand better. The numbers will no longer appear abstract, but becomes visually comprehensible because there is comparison.

Here is an example. The following slide shows a table which presents sales of a product in numbers. Such data would not be readily understood by the audience. Only those who are good in counting could do the comparison. Though, it would take time to come out with a conclusion after analyzing these numbers.

X’s product sales in Indonesia

Now if you compare the same data but presented on a simple chart, the data would be more comprehensible. The actual numbers are not important, but the chart emphasizes the comparison between numbers.

The audience immediately becomes aware that the highest sale is in Java, followed by Sumatera and then Kalimantan. The audience should also be able to see instanly that the increasing sales in Java from 2011 to 2012 is almost in the same amount as the total sale in Kalimantan in year 2012.

X Sales in Indonesia

What if for some reasons you have to use a table to present your data?

Designing a table would be more effective by highlighting the important parts of the table, in line with its purpose.

For example, the table below shows an increase in the sales of motorcycle by percentage on a quarterly basis.

You could see from the highlighted table that the second quarter represents the highest growth rate of all islands in Indonesia. The purpose of the highlight is to make the audience understand the message easily and guide their eyes to focus on specific information.

The Trend of Motorcycle Sales in Indonesia

How do I Present a Financial Report?

In relation to accounting, sometimes numbers could not be presented on a chart or graph. There are also times when you can not avoid presenting numbers as it is in a financial report.

So how to make it interesting?

The answer is to make the numbers concise, and only show the numbers which are important for the audience to recognize. It is unnecessary to show the entire numbers. The audience would find it hard doing the counting and at the same time listening to the presentation.

You can see in the example below, a slide presenting a complete financial report full of numbers in small font. Obviously, the audience would have difficulty to observe and understand the numbers. In this case the numbers become meaningless in the actual presentation.

Most likely the presenter has no intention of going into the details in presenting the financial report. Perhaps the presenter only needs to emphasize certain components such as Revenue or Net Income.

The following slide shows the same financial report, but in a version that is brief, clear and to the point. Using this way, you only show important numbers to be recognized.

This slide only focuses on the numbers pertaining to Revenue, Gross Profit and, particularly the Net Income. An additional note of 35% indicates that the value of Net Income comes from 35% of the Revenue. Actually, this is the key message that the presenter would like to convey.

Therefore, handouts which contain the details could be disseminated to the audience.

A Combination of Image and Number

You could project a powerful and dramatic number if you are able to combine it with the right image. Through this approach, you create a visual association with the number being presented. Here is an example from Thirst Presentation by Jeff Brenman, who won an award as the best slideshare presentation in 2008.

You could see how this slide uses a powerful image and just a simple number. This kind of slide is perfect if you wish to convey a message with simple number in a powerful way.

Otherwise you could use a chart to show the comparison. Choose the right chart for explaining your slide.

The following slide shows the Indonesian labor forces in the Agricultural sector compared to those in the Fishery sector. You could see that the data only highlights the sections that we are supposed to focus on, namely the sectors of Agriculture and Fishery.

The number of Indonesian Labor Forces is still dominated by the sectors of Agriculture and Fishery

• Agriculture and Fishery
• Retails and Services
• Public and community
• Manufacture
• Construction
• Transportation and Construction
• Finance and Business Services

36 % belongs to the sectors of Agriculture and Fishery

64% belongs to the other 8 sectors

Hopefully, this article could help you to present numbers to be more attractive.

If you wish to learn how to use a graph correctly for a presentation, please read this following article.

You can also learn how to present a graph effectively, and highlight on the important parts of the data.

I wish you good luck for your presentation by presenting data and numbers in an interesting way.

Don’t forget you can also learn how to present inspirational slide here.

Download Inspiring Presentation

Simply complete the form below and click download. We will send you two Inspiring Slides. FREE!

About Muhammad Noer

Muhammad Noer is a Human Resources Professional who has passion in sharing how to create and deliver a great presentation.

August 13, 2013 at 8:55 pm

Hi Mr Noer: Do you have any fantastic presentation on land plotting..

September 23, 2013 at 5:03 pm

Love the example about financial reports.

There is a nice book called “Read This – Business Writing That Works” that shows a lot of brilliant examples of how use of white-space and formatting to create the kind of result you showed.

I have written a step-by-step guide on creating good tables for people who have raw-number data in front of them and want to do a good job for their presentation. You can find it here:

dansteer.wordpress.com/2013/09/10/make-effective-tables-for-your-presentation-8-simple-tips

Thanks fo this post! @dan_steer

October 5, 2013 at 12:37 pm

Thanks for your appreciation. Also sharing a great book and your article.

December 5, 2013 at 2:41 am

THIS IS REMARKABLE!!!

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Displaying Numbers on PowerPoint Slides

• April 12, 2013
• Danny Rocks

Five Tips to effectively display numbers and financial data in presentations

Do not overwhelm your audience.

When presenting financial results on a PowerPoint slide, do not overwhelm your audience. Use the power of your numbers to support your conclusions. Do not make the mistake of thinking that “the numbers speak for themselves.” They do not! Do not allow your numbers-filled slide deck to overshadow you, the presenter.

Your audience came to listen to you; to hear your opinions and conclusions; and to see the trends that you have discovered during your analysis. Use the power of your numbers strategically during your presentation. Reveal your numbers point by point as you direct the discussion of the meaning of the numbers. Displaying lots of numbers on a slide is boring and mind-numbing for the audience. Discussing the meaning of the numbers engages your audience. Don’t allow numbers to be passively displayed on the screen. Bring your numbers to life; give them meaning. Animate your charts to liven up your presentation!

Here are five tips to help you to effectively present numbers during your presentation:

Do more than simply use the “four slides on a page” thumbnails as your handout. Your handout should contain relevant facts and resources. Your slide show is not your handout.

As you create your slides, develop the habit of using “Notes View” in PowerPoint for listing your sources and your background notes. Then you can “polish” your notes and use them as your handout.

Notice that I said “graphics.” In addition to using charts, you can use tables to compare options or use SmartArt Diagrams and other shapes to illustrate concepts. When you do use actual numbers, display only the relevant numbers. You can put the details in your handout. Consider your audience. Don’t force them to squint and strain their eyesight.

Understand the purpose of each chart type: Column Charts show comparisons, usually over a time period. Bar Charts show results in a “Top to Bottom” order. Pie Charts display the parts that make up 100% of a category. Line Charts illustrate trends. With all Chart Types, be careful to only display “significant” numbers. For example, limit your pie slices to four: The top three, and all of the others combined into the fourth slice.

When appropriate, apply Custom Animation to your Chart Slides in PowerPoint. With animation, you can introduce one series or one category at a time. This helps your audience to see the correlations in your numbers and to compare one category or series with the other. Used effectively, chart animations will engage your audience in the discussion and this leads to improved comprehension of the topic that you are presenting.

Always remember that when you are in the front of the room, you are the presentation. Design your presentation so that the numbers enhance the quality of your presentation. Do not allow numbers to overwhelm your audience and to make your comments irrelevant to the presentation.

About the author

Danny Rocks is a speaker, a trainer and an author. He has published five DVDs designed to help users get the most out of Microsoft Office programs. Also, Danny has posted over 200 video lessons on his website. This article started from a blog post by Geetesh Bajaj on how people start using PowerPoint like an extension of Word or Excel. Danny wrote this article to provide tips on displaying numbers more effectively on your PowerPoint slides.

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How to Use Statistics and Numbers in Presentations

• By: Scott Schwertly

Most presentations involve the need to present numerical data. Sometimes those statistics are the result of research that needs to be communicated clearly and succinctly. Other times, those statistics provide the rationale for a change in action or policy, so it’s crucially important that the numbers make sense. But presenting data can be tough.

You’ve probably experienced a presentation in which the speaker goes on and on about numbers and data, and before long, his voice turns into the waa-waa-waa of the adults in a Peanuts cartoon. You hear the sounds, but they no longer mean anything to you.

Here’s the problem. The human brain doesn’t process numbers the same way it processes words. Numbers are simply representations of something else. Standing alone, they are generally devoid of meaning. So if a speaker launches into a presentation heavy with numerical data, the listener has to do extra work to attach those numbers to what they actually represent and to form meaningful connections.

One of the main rules of presenting is to reduce the burden on the audience, and nowhere is that more important than when you are presenting statistics. The presenter must do everything in his power to make the digestion of numerical data easy. Here are a few ways to do this:

Present numerical data visually.   When an audience member sees a visual representation of the numbers while also listening to the presenter explain it, she will get a more complete picture of the data being presented and will be able to process it more easily. David McCandless explains this concept in his TED Talk, The Beauty of Data Visualization , reminding us that when the language of the eye and the language of the mind are used simultaneously, they enhance each other.

Move beyond statement to explanation. Numbers are good at answering the question what ? They are proof, numerical fact. But answering what may not be enough for an audience member who wants to know why those numbers matter within the larger framework of the presentation. A good presenter moves beyond simply stating the facts to explaining them, realizing that audience members don’t just want to know what the numbers are, they want to know what they mean and why they matter.

Show what the symbols represent . Numbers can feel distant because they are abstract symbols, so listeners will naturally process them at a shallow level or hold them at an arm’s length. Presenters who want the numbers to really sink in should move beyond abstract data by attaching the numbers to what they represent. If the statistics represent people, help the audience see faces instead of figures, tell customer stories, or show how a product changed a life. When the audience understands what the numbers represent, they can fully digest information that would otherwise be quickly forgotten.

Make them easy.  If you can simplify the numerical data you need to present, do so. If you served 149,675 clients in the past year, consider telling your audience that you served just under 150,000 clients. If rounding to a closer, and more easily understood number will work for the purpose of your presentation, it’s a good way to help reduce the burden on your audience while also boosting their ability to retain that information beyond the presentation.

The next time your presentation involves numbers, keep in mind that the audience processes numbers and words differently. As the presenter, it’s your job to translate abstract numerical data into something the audience can both see and understand.

You can continue to improve your communication skills in our Presentation Mentor Online Course. Register here and learn more about how to present like a pro!

Scott Schwertly

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Presenting Numbers: Bring Your Statistics to Life

One of my students recently delivered a persuasive speech on straws. The single word STRAWS glared across the first slide of her visual aid , and I wondered how on earth she planned to hold our attention for nine minutes.

The answer was surprising: statistics. In order to inform the class about the harmful global impact of a seemingly inconsequential tube of plastic, she used compelling data that helped us to understand the massive scale of the problem.

“Americans use 500 million straws per day,” she began. “To put that number in perspective, that’s enough straws to fill 125 school buses every day . That’s enough straws to fill Yankee Stadium 9 times a year, or to wrap around the globe 2.5 times. And that’s only Americans.”  

She could have stopped at 500 million, but what does that number really mean to an audience? We don’t have a clear picture of 500 million plastic straws unless she provides one. She knew that in order to connect her audience to the problem, she’d need to present her data in a way we could see it, feel it, and understand it.

To put that number in perspective…

If you have a presentation full of numbers, statistics, ratios, dates, or dollar amounts, consider ways to bring that data to life for your audience. Here are three places to start:

#1: Make numbers concrete and relatable

Analogies and comparisons are a simple way to help us remember and understand your statistics. Phrases like more than, bigger than, roughly the size of, the population of, could fit inside of help us wrap our heads around numbers. We can’t exactly picture 300 feet, but we can picture the size of a football field. We can’t fully understand the size of the Great Barrier Reef, but we know it’s big when we find out it can be seen from space.

If you need to illustrate a ratio or percentage, consider using the people in the room as your example. It may help us to understand 15% if you point out that it would include everyone in the front row of the auditorium. You can do the same for dates. Help your audience to understand the time period by telling them what else was happening in the world. Who was born? What were the latest inventions? Simply saying a number, date, or dollar amount out loud won’t resonate with your audience unless you provide them the context and perspective to visualize it. The more creative you are with your comparison, the more memorable the numbers will be.

#2: Make numbers visual

Imagine trying to take a math class from a teacher who doesn’t write down any of the problems on the board. You have to understand them all simply by hearing them said out loud. It sounds impossibly difficult, which is why it’s so important to make your numbers visual for your audience. Showcasing important statistics on your visual helps your audience, and it helps ensure your data correct. (Don’t forget to cite the source!)

However, make sure you’re using a visual aid to simplify the numbers, not to complicate them. Avoid putting a cluttered and complicated graph in front of an audience. They’ll spend too much time decoding it and will likely miss your important analysis and commentary. Instead, provide a relevant image and the number to help highlight its importance. (If you have charts and graphs that you think your audience needs to access, you can provide them in a handout.) Use infographics (we have tools that help you design them here) that show us exactly what 1 out of 340 sea turtles looks like. Tools like simple maps and timelines can help to give us context just like comparisons can.

#3: Humanize your data

It’s important to remember that even the biggest numbers and most staggering statistics can’t tell a story by themselves. To truly reach your audience, you need to give those statistics a face, a name, and a story. In her riveting 1992 speech, A Whisper of Aids , Mary Fisher understands that a single story is as powerful as a six figure number.

“Tonight, HIV marches resolutely toward AIDS in more than a million American homes, littering its pathway with the bodies of the young. Young men. Young women. Young parents. Young children. One of the families is mine. If it is true that HIV inevitably turns to AIDS, then my children will inevitably turn to orphans.”

When one million feels abstract or out of reach, the key is to focus on one. Mary Fisher’s description of the AIDS epidemic is heartbreaking not because of the scale of the problem, but because of its impact on individual people and families.

More than a statistic

And that brings us back to straws. Yes, the magnitude of American straw usage came to life when I pictured nine Yankee Stadiums filled with plastic straws. But, the impact of the problem truly resonated when I watched a sea turtle struggle to breathe with a straw stuck through its nose. That image is what will compel me to refuse a straw next time I’m at a restaurant, not the number 500 million. If your speech is singularly focused on the statistics, you’re forgetting who those statistics represent. Bring numbers, dates, amounts, and ratios to life by telling real stories about those they represent. Your speech, research, and data will be far more memorable, engaging, and moving.

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How to make a Key Data Presentation – showing numbers and KPIs on a slide

Last Updated on April 8, 2024 by Anastasia

Are you presenting some important data values on a slide? KPI numbers, company fact sheet, or sales campaign numbers?

Learn how to present numbers in a creative, strongly visual way, that will make your presentation outstanding.

We put together a bunch of slide designs for situations when you need to show a few critical values that should attract all eyes in the room :).

Elevate your business performance presentations with our curated resources – visit our financial performance PPT reports webpage.

How to creatively do a key data presentation

You can prepare a slide where you want to focus on a few important numbers and you don’t want to use standard charts.

In such a case, try to use some simple PowerPoint infographic shapes . You can put there your three most important Key Process Indicators. Or basic information about your company ( number of clients, employees, turnover… ). Or extract your balanced scorecard measures.

We designed a set of flat-style diagrams and geometric shapes that can serve as perfect visual placeholders for your key numbers and a short explanation. All diagrams are PPT vector shapes, so they are fully customizable (colors, shape, outline, remove or duplicate items) in a few seconds. They require no artistic skills to adapt to your needs.

Use it as an inspiration for how you can present formal data in a unique visual way:

For more inspiration, subscribe to our YouTube channel:

Further reading on using diagrams instead of text slide:

This article is Part III of my series “Replacing Text Slide with Infographics”. See the other two parts:

• Replacing bullet points :  Making Infographics Slides from a Text Bullet Point List
• Replacing timeline texts: Presenting Timelines using infographics diagrams

PS. What’s your challenge showing numbers? Comment below. I will be glad to give you some design ideas.

4 thoughts on “How to make a Key Data Presentation – showing numbers and KPIs on a slide”

My challenge is that I need to show full big data table on a slide and then talk about its details.

Robert, if you need to show a data table on a slide, consider splitting it into more slides. This will allow you to make the font bigger and more readable. If you don’t want to split, e.g. because you want to show all data in one place, use at least narrow font (e.g. Calibri Light or Arial Narrow) avoid wide fonts such as Verdana, Tahoma. And add margins to all table cells. Consider highlighting the key data from the table. Use high contrast cell background or some kind of marker graphics over the table.

Are there common slide formats that are used in different settings for maximum impact.

Thx for asking. If you mean slide size formats, now there are two common sizes – older classical 4:3 format and newer wide 16:9 format. Which one to choose depends on how you want to use the slides. The wide ones fits better the wide screens – so for making presentations to be read on monitor. It also gives more space for content design. On other side the 4:3 format is more suitable if you want to print slides, it’s easier to fit e.g. 2 slides on one sheet of paper.

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Related Content

Enhancing data presentations: tips for data storytelling.

Published: August 03, 2023

Presenting your data in an interesting way and effectively conveying your data with engaging data presentation strategies can help grab your audience's attention.

Because there are so many ways to embellish or distort the truth in today's world, some people may be inclined to question the reliability of the data presented to them. Whether you're an entrepreneur trying to drum up business or a leader seeking to persuade your staff, you should consider providing solid evidence to support your data presentation.

But data by itself doesn't guarantee a persuasive or compelling presentation. How you present the data can be crucial to determining its impact and interpretation. That's where data visualization and data storytelling play a role. 

When done correctly, data visualization and data storytelling can increase your credibility and persuasion power.

This article provides tips to help present the data in a way that's clear, convincing, engaging, and easy to remember.

1. Contextualize your data storytelling.

When you present the data, don't just recite the raw figures. In developing your data storytelling, try to give audiences your insights into the numbers. For example,

• What's your analysis of the numbers?
• Is there a trend that you can showcase?
• How do the numbers compare to the industry average?

The link to the critical points you're trying to prove should be clear. For example:

• "These numbers demonstrate that . . ."
• "The data suggests that . . ."
• "This graph shows that . . ."

Try to focus on the key metrics that reveal crucial parts of your data storytelling. One way to do this is to share contextual information about the data you present.

Here's an example.

• Poor:  Net profits amounted to 3 million dollars in the second quarter of 2022. Profits were 15% higher than in the first quarter.
• Better:  Net profits amounted to 3 million dollars in the second quarter of 2022. This is the highest number in two years. Profits were 15% higher than in the first quarter. The increase in net profits resulted from two main factors: lower gasoline costs and higher profits from our new subsidiaries in the western region. While we're pleased with the results, we are still below our competitor's market share.

2. Replace some numbers with words.

Don't expect your listeners to remember a number-laden presentation easily. A simple strategy for presenting numbers in an interesting way is to sometimes use words instead of numbers. For example, rather than saying "59% of Americans," you could say, "Three out of five Americans would try a new brand for better service."

In data presentation, words are far simpler for the audience to recall than numbers. If you can't easily replace numbers with words, then at least consider displaying the numbers on the slide whenever you can. 

Help your audience visualize the numbers by turning the unfamiliar into the familiar and the abstract into the concrete. 

3. Round up the numbers in your presentation.

Rounding the numbers when you present the data helps your audience remember them. Take a large number, like 349,670, as an example. People are more likely to remember the number if you say, "approximately 350,000."

Too many decimals in your numbers are also challenging for the audience to process quickly. Some people, especially executives, like to do the math on the fly. Consider making it easy for them to compare your numbers by rounding them out.

Rounded numbers in your presentation also make it easier to summarize your data.

Sometimes it's essential to have the exact numbers. In this case, you can leave the unrounded number for the handout.

4. Display your data graphically when giving a presentation.

Displaying your data graphically is a powerful data presentation technique, but you should consider avoiding some common pitfalls in chart design.

Here are some general guidelines for the three most commonly used charts:

You may readily think of pie charts to visualize your data storytelling. However, a pie chart may be confusing if there are too many components. It can pose a challenge in promptly interpreting the data during a presentation, as it's harder for the eye to discern the relative sizes of the slices quickly.

A rule of thumb is to limit the pie to six slices or fewer. Consider using an alternative chart type if the number of categories you display exceeds six.

All the percentages in the pie chart must add up to 100%. Try not to use a pie chart if the numbers you're working with aren't percentages of a larger whole.

Consider arranging your slices in descending order starting at 12:00 unless there is a compelling reason to justify deviating from this sequence. 

A horizontal or vertical bar chart can be a good option for presenting data in an interesting way. A horizontal bar chart may be preferable to a vertical one when dealing with lengthy data labels. Since most of us are used to reading from left to right, this could make your graph easier to grasp at a glance.

To help your audience better understand the data, consider starting the vertical axis of bar charts at zero. Your audience perceives the value of the data by the length of the bar in the chart. If you start the bar at 2,000, for example, you may unwittingly create visual distortions in the comparisons of the lengths of the bars. An accurate judgment of length needs a zero baseline.

Consider avoiding the use of 3-D effects on bar graphs. In his book,  The Visual Display of Quantitative Information , data scientist Edward Tufte calls these "chart junk" because they detract from the clarity and effectiveness of visualizations, making it more difficult to understand the presented data. Details such as bar ends and lengths are not clearly visible in a 3-D bar graph. 

Line Graphs

Line charts can be ideal for demonstrating how the value of something changes over time. Unlike bar graphs, starting the vertical axis at zero is not generally mandatory in a line chart. You might choose a starting value other than zero to help narrow the lens's focus on the specific data you're discussing.

Try using solid lines in different colors rather than a distracting variation of dotted or dashed lines to make it easier for your audience to see, at a glance, the key points in your data presentation.

You can also try adding direct labels to each line instead of a legend. This can help the audience quickly see what each line represents.

5. Use color to enhance the data presentation.

Consider not settling for the default colors in your chart and graph software. An intentional choice of colors can reinforce or reveal the story behind your data. 

For example, try using color strategically to highlight particular columns in your graph that support your data storytelling.

As a rule, try to limit your color usage to 10 or fewer colors. More than that, it may become difficult to differentiate between categories.

6. Clearly flag the "Aha!" zones in your data presentation.

When you present the data, consider flagging the "Aha!" zone in your charts or graphs. The "Aha!" zone refers to a specific number or a set of numbers that unveils a pivotal insight relevant to your point. 

For example, say you display a graph showing four quarter results, and the "Aha!" zone is in the third quarter. You can:

• Consider verbalizing that 3rd quarter results exceeded $90 million, which is record-breaking.
• Try to add a bullet to that effect either on the graph itself or within the main body of the slide.
• Try to take it to the next level by highlighting the "Aha!" insight right on the graph itself with a circle, an arrow, or a differentiated color.

7. Be judicious in your use of tables.

Complex tables or spreadsheets may not be the most effective way to present data because your audience may not have time to absorb and interpret all the figures quickly.

"Using a table in a live presentation is rarely a good idea," writes Cole Nusbaumer Knaflic in  Storytelling with Data: A Data Visualization Guide for Business Professionals . "As your audience reads it, you lose their ears and attention to make your point verbally."

Complex tables or spreadsheets should be saved for the handout. Handouts are additional resources that you provide to the audience before, during, or after a presentation to enhance their understanding and support the main content being delivered.

Showing a table instead of a graph could be an appropriate choice if the precise number is essential and may not be shown with the same degree of precision using a graph. For example, you may want to ensure your audience understands a crucial change from 4.55 to 4.57. The subtlety of this point, if it is important to your presentation, could be lost in a graph.

8. Help your audience visualize the numbers.

Help your audience  visualize the numbers  by turning the unfamiliar into the familiar and the abstract into the concrete. In  Data Story: Explain Data and Inspire Action Through Story , Nancy Duarte writes: "We use numbers at very large and very tiny scales that humans sometimes struggle to understand. Find an approximate comparison to develop a sense of scale very quickly."

You can help visualize numbers by using different scales such as size, distance, time, speed, height, length, volume, and familiar places and things, to name a few. 

Here are some examples for visualizing the numbers in your data presentation:  

• "Thirty-nine million people" means nothing, but "that's equivalent of the population of California" shows a relatable scale.
• How much pizza is sold in New York every day? The answer is 500,000 pizzas, which are difficult to visualize. But saying, "That's the equivalent of 11 football fields of pizza," makes it easier to "see" the numbers.

9. Tell a story to help bring the numbers alive.

Data storytelling can help you present the numbers in an interesting way by converting dry statistical data into a compelling narrative. Data storytelling is about communicating insights from your data in a way that's easy for the audience to understand. 

"There is a story in your data," writes Nussbaumer Knaflic, "but your tools don't know what that story is. That's where it takes you – the analyst or communicator of the information – to bring that story visually and contextually to life."

Data storytelling can be vital because data alone rarely inspires. The story, supported by the visuals, can reveal critical information that would otherwise be hidden from the audience.

Moreover, data storytelling can increase the chances that your audience will remember your message. During a presentation at the Michelle R. Clayman Institute for Gender Research,  Jennifer Aaker , General Atlantic Professor of Marketing at Stanford University's Graduate School of Business, said: "Stories are remembered up to 22 times more than facts alone and are more likely to persuade."

Data Storytelling Examples

Many people can make the classic presentation blunder of focusing too much on the data's "what" rather than its "why."

Example #1:  Let's say you're displaying a graph that shows 30% of sales in 2022 were from new customers, while 70% were from regular customers. What's the story within the data? For example, you might mention that the high number of regular customers strongly indicates the success of the service you provide and insert a few illustrative examples and a customer service story about one of your major clients. Ideally, mention the very words the customer said when visiting your office or in their written feedback.

Example #2:  Say you're showing a graph outlining a 35% decrease in website traffic over 12 months. Your data presentation needs to fill the gap in your audience's knowledge by telling them what they want to know: why traffic has declined and whether it's likely to continue. Was it a sharp drop in traffic or a gradual decline? What were the possible causes? Bring out the patterns or exceptions in your data. That's the story hidden in the numbers. 

Crafting Compelling Data Narratives

Numbers can boost your credibility when you present. They can help you get your point across and persuade your audience. Know what story you want to tell your audience and try to use the numbers to support your story with clarity and integrity.

A version of this article was originally published on March 23, 2017.

Photo: Getty Images

Trending Content

BEP 266 – Presenting Numbers in English (Part 1)

Welcome back to Business English Pod for today’s lesson on presenting numbers in English.

In business, numbers are everywhere. Whether you work in sales, marketing, finance, or management, you deal with them all the time. You’ve got data, metrics, projections, and results, all expressed in numbers. We read about numbers, we discuss numbers, and we often have to stand up in front of our colleagues, our clients, or our bosses and present numbers.

Giving a presentation in English about anything can be challenging. Giving a presentation about numbers and data can be especially difficult. You have to describe those numbers, to interpret them, and to connect them to ideas and decisions. In today’s lesson, we’ll begin looking at some techniques for this situation. We’ll learn how to approximate and how to describe change. We’ll also learn how to talk about increases and decreases, as well as how to compare and contrast numbers.

In the dialog, we will hear Toni, who works in marketing for a large grocery chain called Foresters. Toni is giving a presentation about the outcomes of a new promotional campaign targeting the young singles market. We’ll also hear Ellen and William, two executives with Foresters.

Listening Questions

1. What does Toni say has improved as a result of the company’s national campaign? 2. What decreased as a result of the national campaign? 3. What two things does Toni say increased at the test stores?

Related Lessons:

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How-To Geek

How to add slide numbers in powerpoint.

If you want to keep track of your PowerPoint presentation slides, you could think about adding page numbers. Here's how.

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Add slide numbers to a powerpoint presentation, remove slide numbers from a powerpoint presentation, format slide numbers in powerpoint.

When you're presenting a PowerPoint presentation, it can be easy to lose track of what slide you're currently on---especially if it's a large one. To help, you can add slide numbers in PowerPoint to know your position.

You could, of course, add slide numbers manually to each of your slides using text boxes. This isn't an option we'd recommend because any changes you make (for instance, by adding new slides) would require you to update your slide numbers manually, too.

Instead, you can add slide numbers that update automatically on all of your slides, including any hidden slides. By default, these slide numbers will appear in your slide footer, but you can move and format your slide numbers by editing the "Slide Master" for your presentation.

To add slide numbers, open a PowerPoint presentation with several slides added and then click the "Insert" tab.

From here, you'll need to select the "Header & Footer" button in the "Text" section.

This will bring up the "Header and Footer" options box. To add slide numbers to your PowerPoint slides, click the "Slide Number" checkbox in the "Slides" tab.

Press the "Apply to All" button to add slide numbers to all of your slides.

Once applied, your slide numbers will appear on each of your slides in the bottom-right corner. If you've split your PowerPoint presentation into sections, you'll need to repeat this action for each section.

To  remove slide numbers from a PowerPoint presentation , you can follow similar steps to those shown above.

Related: How to Remove Slide Numbers from PowerPoint Slides

Press Insert > Header & Footer to bring up the PowerPoint header and footer options. In the "Header and Footer" box, uncheck the "Slide number" checkbox option.

You can remove the page number from only the currently selected slide by clicking "Apply" or to all of your slides by clicking the "Apply to All" button instead.

You can format your slide numbers using the PowerPoint Slide Master  to make them appear in a different font, size, color, or position.

Related: How to Create a Slide Master in Microsoft PowerPoint

To do this, click View > Slide Master from the ribbon bar.

This will load the Slide Master editing screen. You'll see the current position of your page number as a text box in the bottom-right section of the slide.

You can move the text box to another position to move your slide number across all of your slides.

To edit the text formatting of the slide number, select the text box and then select the "Home" tab on the ribbon bar.

You can then edit the text formatting options using the available options in the "Font" and "Paragraph" sections.

For instance, pressing the "Bold" button will make the slide numbers appear in bold across all slides.

Once you've formatted your slide numbers, return to the "Slide Master" tab on the ribbon bar and then select the "Close Master View" button.

Your slide numbers will update with new formatting across all of your slides, depending on the changes you made.

Critical PowerPoint Shortcuts – Claim Your FREE Training Module and Get Your Time Back!

How to add slide numbers in PowerPoint (Step-by-Step)

• PowerPoint Tutorials
• Shortcuts & Hacks
• January 11, 2024

Adding slide numbers in PowerPoint should be an easy and straightforward task, but it is not. The way that PowerPoint manages your slide numbers is confusing.

While confusing and frustrating, the last thing you want to do – and I have done this before myself – is manually add the page numbers to the slides yourself.

Manually adding slide numbers is a classic 101 timewaster that you will instantly regret for two reasons.

The first reason is, manually doing anything in PowerPoint that PowerPoint can automatically do for you (even if it requires a little research), is never an effective use of your time. If you want to have a life outside of the office slaving away in PowerPoint, you will want to push as many of these types of tasks as possible back on to PowerPoint.

The second reason is, after you manually add your slide numbers in PowerPoint, you will have to manually update them again as you add or remove slides from your presentation. If you thought it was tedious to manually add the slide numbers in the first place, believe me when I say that it is ten times as tedious to have to manually update them again, and triple-check that all your slides are numbered correctly.

Follow along with me below and see the advanced trouble shooting video at the bottom of the page if you are still having issues.

NOTE: When printing your slides as handouts, be aware that it is your slide number (NOT the page number) that displays for each page of the speaker notes you print. To learn how to add speaker notes to PowerPoint (and some of the tricks to working with them), read my guide here .

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[watch] how to add slide numbers in powerpoint.

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Adding slide numbers in PowerPoint is one of those things that should be simple and easy (like it is in Microsoft Word) …but it’s not.

And just so we are on the same page, in this article you can use the term slide number and page number interchangeably. They are the same thing in this case.

While a lot of people can “properly” add them to the PowerPoint  Slide Master , they still can’t get them to properly show up in the  Normal View . And if you work in the professional services industry, this is something you’ll want to get right! The last thing you want to do is torpedo the overall quality of your presentation simply because you can’t get your slides properly numbered.

Take your PPT skills to the next level

Setting up your slide numbers in the slide master view.

When you are adding slide numbers to PowerPoint, or troubleshooting your slide numbers, the first place to check is your Slide Master.

That is because the Slide Number field is driven and controlled by your Slide Master.

Continue reading to see how this is done. If your Slide Numbers are already set up properly on your Slide Master, you move to the next section.

1. Navigate to your Slide Master

In all versions of Microsoft PowerPoint, the slide numbers (or page numbers) for your presentation are driven from the Slide Master View. As such, this is one of the best places to check first if you are having trouble adding slide numbers in PowerPoint, or if your slide numbers are not properly displaying.

To navigate to the Slide Master view in PowerPoint, simply:

• Navigate to the View tab in your Ribbon
• Select the Slide Master command

If you frequently need to use your Slide Master, you can use the Shift + Normal icon shortcut to jump to the slide master.

2. Navigate to your Parent Slide (the big slide)

In the Slide Master view, navigate to the Parent slide on the top left. This will be the first and largest the slide listed on the left side of your screen.

3. Open the Master Layout dialog box to find the Slide Number field

To open the Master Layout dialog box in PowerPoint, simply:

• Navigate to the Slide Master tab in your Ribbon
• Click Master Layout to open the dialog box

The Master Layout dialog box is where you set the Title, Text, Date, Slide number, and Footer for your PowerPoint presentation. To expand your knowledge and learn how to create a template in PowerPoint, read our guide here .

NOTE: PowerPoint is a contextual program, in that it only displays tabs for the views you are in, or the objects you have selected. If you do not see the Slide Master tab in the ribbon, that means that you have not properly navigated to your Slide Master yet. See step #1 above.

4. Select the Slide Number field

In the Master Layout dialog box, make sure you have a check mark next to Slide number . Selecting this option adds the slide number object to the Parent Slide, that you can then use to automatically add and update all the slides numbers in your presentation (instead of manually adding them yourself).

You can additionally add the Title, Text, Date and/or Footer objects if you don’t already have them on your Parent Slide. These are the fields you will want to set up and properly format if you are building a PowerPoint template for your team or company.

After you select which elements you want to appear on your slides, click OK .

5. Place and format your Slide Number

With the slide number added to your Master Slide , you can now format and/or place it wherever you want. In this case, I’ve placed mine in the upper right-hand corner of my slide.

Where you place it on your Parent Slide determines where the numbers show up (by default) on all of your Child Slides. In the below picture, you can see I placed my slide number in the upper right hand corner of my slide.

NOTE: By default, your slide numbers populate to all the  Child Slides (the little slides in the Slide Master view) in your presentation. If they do not, you will need to cycle through the Child Slide layouts and delete the old page numbers individually, and then click the Footers icon in the Ribbon to add them back (another area where slide numbers in PowerPoint can be a pain).

To learn how to set up and format the Parent Slide and Child Slides for your PowerPoint template , read my guide here .

6. Close out of the Slide Master view

Before you exit out of the Slide Master view, I recommend double-checking that your slide numbers are properly set up both on the Parent Slide, and all the individual Child Slides. If you accidentally missed one, now is the time to catch it.

Once you are sure the slide numbers are all where they are supposed to be, you can click out of the Slide Master View:

• Click the Slide Master tab
• Select Close Master View

Applying your slide numbers in the Normal View

Once you’ve set up and formatted the Slide Number field in the Slide Master view, you are ready to move on and add them to your presentation.

As an analyst or associate who is in charge of the deck, it is important to keep in mind that just because the Slide Number field is properly set up in the Slide Master, DOES NOT mean they will automatically show up in your presentation.

Continue reading to see the next steps to make sure your slide numbers properly display in PowerPoint.

1. Open the Slide Number dialog box

Now that you have setup (or double-checked) that your slide numbers are set up properly in the Slide Master view, now we can add them here in the Normal View of PowerPoint (woo-hoo). Let’s start by opening the Header and Footer dialog box as follows: 

• Navigate to the Insert tab
• Select the Slide Number command

You can alternatively use the Alt + Shift + D keyboard shortcut to open the Header and Footer dialog box. If you want to learn additional PowerPoint shortcuts like this that will save you time, read my shortcut guide here .

Regardless of how you get to the Header and Footer dialog box, this is the best and proper place to add, remove, and/or manage your presentations:

• Date and time
• Slide numbers

The goal again is to get PowerPoint to do the heavy lifting for you here. Even if this dialog box is new and a little confusing to you, it is worth getting this right as it will save you a ton of time in the future.

2. Apply your Slide Numbers

NOTE: The option to “Don’t show on title slide” can easily catch you off guard. That’s because the title slide in PowerPoint is NOT what you probably think it is. For more information, on what the title slide actually is in PowerPoint, read my guide here .

Within the Header and Footer dialog box, make sure there is a checkmark next to the Slide number .

With it selected, you get a preview of where your slide numbers will appear in the upper right-hand corner of the dialog box. After that, select either:

• Apply , applies your slide number to the individual slide you are working on.
• Apply to All , applies slide numbers to all of the slides within your presentation (assuming that each of the Child Slide layouts has your slid number on it).

Assuming you want to add slide numbers to all your slides in PowerPoint, click Apply to All . Clicking Apply to All, PowerPoint automatically adds the slide numbers to all your slides, based on the formatting and positioning you set up on the slide master.

As you can see in the picture below, the slide numbers now display (just as I set them up on the Slide Master).

Troubleshooting slide numbers that won't show up

If you followed along with me above and you still can’t get your slide numbers to properly display in PowerPoint, I have you covered.

In the following video, I highlight a few extra steps you can take to make sure your page numbers show up in PowerPoint.

If you still can’t figure out what is happening with your slide numbers, leave a comment or send me a note and I will do my best to help you out.

Final thoughts

You did the right thing by looking up how to add slide numbers in PowerPoint. The worst possible thing you can do is get so fed up with the PowerPoint page numbering system, that you manually add them yourself.

Another good point to remember is that you can use the Header and Footer dialog box to quickly remove all the slide numbers from your presentation. Simply unselect the Slide number option and click Apply to All and PowerPoint will automatically remove them all from your presentation.

While we all wish that adding page numbers in PowerPoint was as easy as it is in Word, that’s why you are paid the big PowerPoint bucks.

If you enjoyed this slide number tutorial and want to take your PowerPoint skills to the next level, check out our online training courses and other PowerPoint tutorials here .

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This Post Has 9 Comments

Thanks for your guidance but it doesn’t completely work. I have one Master and two layouts. It will only add the page number to one of the layouts. No matter how many times I try to insert the slide number and apply to all, when ever I add a new slide, it only puts the slide number on one layout but not the other! Very frustrating because I followed all of your steps perfectly.

Thank you thank you thank you. Have been desperately trying to populate a submaster with slide numbers for a day now. The trick of RE-clicking on Title and Footers boxes up in the Maser Slide menu, while selecting my submaster slide, finally did the trick !

So happy to be able to help, Fran! Those little slide numbers can be tricky, despite appearances. Cheers!

Great vid. thanks.

Thanks for commenting, and happy this was a help to you! Cheers!

Thanks for the super-concise speed training on this – I was starting to pull my hair out! Again Microsoft prove they are the most clumsy legacy software developers on the planet!!

Hi Mathias! Glad to have been able to help. Yes, this is still a trickier issue than it should be, but luckily, there is a solution! Cheers

WOW! What an amazing and fast video. I will definitley bookmark this site!!

So happy to hear that, Anna! Thank you and let us know if there’s any other nagging problem we can solve for you. Cheers

Comments are closed.

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Add slide numbers, page numbers, or the date and time

You can add slide numbers and the date and time to your presentation.

1. Date and time

2. Slide number

To add header and footer information to handouts , see Edit page numbering, footers, and headers for Handouts in PowerPoint .

Add slide numbers or notes page numbers

On the View tab, in the Presentation Views group, click Normal .

On the left of your screen, in the pane that contains the slide thumbnails, click the first slide thumbnail in your presentation.

On the Insert tab, in the Text group, click Header & Footer .

In the Header and Footer dialog box, do one of the following:

If you want to add slide numbers, click the Slide tab, and then select the Slide number check box.

If you want to add page numbers to notes, click the Notes and Handouts tab, and then select the Page number check box.

If you want to add page numbers to all of the slides or notes pages in your presentation, click Apply to All .

Change the starting slide number

You can change the starting slide number, number only one slide, or omit the slide number from the first slide. Here's how.

On the Design tab, in the Customize group, click Slide Size > Custom Slide Size.

In the Slide Size box, in the Number Slides from drop-down list, select a starting number.

Number only one slide or number all slides but the first slide

In the Header and Footer dialog box, click the Slide tab.

Do one of the following:

To number the slide that you have selected, select the Slide number check box, and then click Apply . Repeat this step for each individual slide that you want to number.

To number all slides but the first slide, select the Slide number check box, select Don’t show on title slide , and then click Apply to All .

For information about how to rearrange the slides in your presentation, see Change the order of your slides .

Add the date and time

On the Insert tab, in the Text group, click Date & Time .

In the Header and Footer box, do one of the following:

If you want to add the date and time to your slides, click the Slide tab.

If you want to add the date and time to your notes pages, click the Notes and Handouts tab.

Select the Date and time check box, and then do one of the following:

If you want the date and time to reflect the current date and time each time you open or print the presentation, click Update automatically , and then select the date and time format that you want .

If you want to set the date and time to a specific date, click Fixed , and then in the Fixed box, type in the date that you want.

By setting the date on your presentation so that it is Fixed , you can easily keep track of the last time you made changes to it.

If you want to add the date and time to all of the slides, notes pages, or handouts in your presentation, click Apply to All .

Insert or remove slide numbers

Go to View > Normal .

Go to Insert > Slide Number .

Select Slide Number and enter the starting slide number. Preview shows the location.

To add or remove the slide number from just the title page, clear or select Don’t show on title slide .

Select Apply to all or Apply .

On the Insert tab, select  Footer > Slide Number .

In the Footer pane, select the Slide Number box.

If you want to avoid having a slide number on the title slide, select Don't show on title slide .

If you want to include additional "footer" text on your slides, select Footer , then enter the info you want in the text box.

Select Apply to All .

Close the Footer pane.

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I was five years into my executive coaching practice when I was invited to lead a workshop on “Coaching Skills for Human Resource Leaders” at a global conference. As the room filled up with participants, I identified a few colleagues who had already been coaching professionally for more than a decade. I felt self-doubt start to kick in: Why were they even here? What did they come to learn? Why do they want to hear from me?

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CIVS Students Shine at Day of Discovery and Senior Design Presentations

On Thursday, April 18, over 20 CIVS research students participated in poster presentations to showcase their projects during the 2024 PNW Day of Discovery in Alumni Hall. Presentations included research topics such as Hydrogen Combustion in a Reheating Furnace, Computational Fluid Dynamics Modeling, Hazard Detection, 360-degree Video Integration, Virtual Reality Applications, and Study of Hydrogen Fuel.

The First Annual Days of Discovery Student Choice Award winner for the College of Engineering and Sciences is Abhishek Kolakotla, “Study of Hydrogen Fuel Blends in a Walking Beam Reheating Furnace” (Faculty mentor: Chenn Zhou, Ph.D.).

CIVS Senior Design students Zach Kaminsky, Imanol Mercado, and Zach Holmes won a Senior Design award, presented by Prof. Nuri Zeytinoglu on behalf of the Dean’s Office of the College of Engineering and Sciences, for their work in Simulating Thermal Stress in Slab Casting. Their team, titled Steel Slab Solutions and Simulations with the slogan “Innovation that’s Casting a Bright Future in Steel,” received faculty mentorship from CIVS Associate Director for Operations Armin Silaen.

Day of Discovery 2024   is a multidisciplinary research symposium organized by the Office of Research, the Undergraduate Research Office, and the Faculty Research Board to increase awareness of PNW research, innovation, and economic development impacts while fostering collaboration among students, faculty, and the research and innovation community. 

To further inspire students, CIVS student posters were displayed at the SMSVC annual conference keynote dinner reception. A selection of outstanding posters was made by SMSVC industry professionals and CIVS research staff. The following awards were presented:

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• 2nd Place: Sathvika Kottapalli: “CFD Prediction and Validation of Refining Stage of Industry-Size EAF”
• 3rd Place tie: Abhishek Kolakotla: “Study of Hydrogen Fuel Blends in a Walking Beam Reheating Furnace” and Misbahuddin Husaini Syed: “Scale Formation in the Reheat Furnace”