create powerpoint presentation with python

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Creating and updating PowerPoint Presentations in Python using python – pptx

python-pptx is library used to create/edit a PowerPoint (.pptx) files. This won’t work on MS office 2003 and previous versions.  We can add shapes, paragraphs, texts and slides and much more thing using this library.

Installation: Open the command prompt on your system and write given below command:

Let’s see some of its usage:

Example 1: Creating new PowerPoint file with title and subtitle slide.

Example 2: Adding Text-Box in PowerPoint.

Example 3: PowerPoint (.pptx) file to Text (.txt) file conversion.

Example 4: Inserting image into the PowerPoint file.

Example 5: Adding Charts to the PowerPoint file.

Example 6: Adding tables to the PowerPoint file.

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Creating Powerpoint Presentations with Python

Posted by Chris Moffitt in articles   

Introduction

Love it or loathe it, PowerPoint is widely used in most business settings. This article will not debate the merits of PowerPoint but will show you how to use python to remove some of the drudgery of PowerPoint by automating the creation of PowerPoint slides using python.

Fortunately for us, there is an excellent python library for creating and updating PowerPoint files: python-pptx . The API is very well documented so it is pretty easy to use. The only tricky part is understanding the PowerPoint document structure including the various master layouts and elements. Once you understand the basics, it is relatively simple to automate the creation of your own PowerPoint slides. This article will walk through an example of reading in and analyzing some Excel data with pandas, creating tables and building a graph that can be embedded in a PowerPoint file.

PowerPoint File Basics

Python-pptx can create blank PowerPoint files but most people are going to prefer working with a predefined template that you can customize with your own content. Python-pptx’s API supports this process quite simply as long as you know a few things about your template.

Before diving into some code samples, there are two key components you need to understand: Slide Layouts and Placeholders . In the images below you can see an example of two different layouts as well as the template’s placeholders where you can populate your content.

In the image below, you can see that we are using Layout 0 and there is one placeholder on the slide at index 1.

In this image, we use Layout 1 for a completely different look.

In order to make your life easier with your own templates, I created a simple standalone script that takes a template and marks it up with the various elements.

I won’t explain all the code line by line but you can see analyze_ppt.py on github. Here is the function that does the bulk of the work:

The basic flow of this function is to loop through and create an example of every layout included in the source PowerPoint file. Then on each slide, it will populate the title (if it exists). Finally, it will iterate through all of the placeholders included in the template and show the index of the placeholder as well as the type.

If you want to try it yourself:

Refer to the input and output files to see what you get.

Creating your own PowerPoint

For the dataset and analysis, I will be replicating the analysis in Generating Excel Reports from a Pandas Pivot Table . The article explains the pandas data manipulation in more detail so it will be helpful to make sure you are comfortable with it before going too much deeper into the code.

Let’s get things started with the inputs and basic shell of the program:

After we create our command line args, we read the source Excel file into a pandas DataFrame. Next, we use that DataFrame as an input to create the Pivot_table summary of the data:

Consult the Generating Excel Reports from a Pandas Pivot Table if this does not make sense to you.

The next piece of the analysis is creating a simple bar chart of sales performance by account:

Here is a scaled down version of the image:

We have a chart and a pivot table completed. Now we are going to embed that information into a new PowerPoint file based on a given PowerPoint template file.

Before I go any farther, there are a couple of things to note. You need to know what layout you would like to use as well as where you want to populate your content. In looking at the output of analyze_ppt.py we know that the title slide is layout 0 and that it has a title attribute and a subtitle at placeholder 1.

Here is the start of the function that we use to create our output PowerPoint:

This code creates a new presentation based on our input file, adds a single slide and populates the title and subtitle on the slide. It looks like this:

Pretty cool huh?

The next step is to embed our picture into a slide.

From our previous analysis, we know that the graph slide we want to use is layout index 8, so we create a new slide, add a title then add a picture into placeholder 1. The final step adds a subtitle at placeholder 2.

Here is our masterpiece:

For the final portion of the presentation, we will create a table for each manager with their sales performance.

Here is an image of what we’re going to achieve:

Creating tables in PowerPoint is a good news / bad news story. The good news is that there is an API to create one. The bad news is that you can’t easily convert a pandas DataFrame to a table using the built in API . However, we are very fortunate that someone has already done all the hard work for us and created PandasToPowerPoint .

This excellent piece of code takes a DataFrame and converts it to a PowerPoint compatible table. I have taken the liberty of including a portion of it in my script. The original has more functionality that I am not using so I encourage you to check out the repo and use it in your own code.

The code takes each manager out of the pivot table and builds a simple DataFrame that contains the summary data. Then uses the df_to_table to convert the DataFrame into a PowerPoint compatible table.

If you want to run this on your own, the full code would look something like this:

All of the relevant files are available in the github repository .

One of the things I really enjoy about using python to solve real world business problems is that I am frequently pleasantly surprised at the rich ecosystem of very well thought out python tools already available to help with my problems. In this specific case, PowerPoint is rarely a joy to use but it is a necessity in many environments.

After reading this article, you should know that there is some hope for you next time you are asked to create a bunch of reports in PowerPoint. Keep this article in mind and see if you can find a way to automate away some of the tedium!

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5 Best Ways to Create PowerPoint Files Using Python

💡 Problem Formulation: Automating the creation of PowerPoint presentations is a common task for those who need to generate reports or summaries regularly. For instance, a user may wish to create a presentation summarizing sales data from a CSV file or visualize a project’s progress in a structured format. The desired output is a fully formatted PowerPoint file (.pptx) with various elements like titles, texts, images, and charts, as specified by the input data or customization requirements.

Method 1: Using python-pptx

The python-pptx library provides a comprehensive set of features for creating PowerPoint files (.pptx) in Python. It allows for adding slides, text, images, charts, and more, with a high level of customization. Manipulate slides at a granular level by accessing placeholders, creating bulleted lists, and setting properties like font size or color programmatically.

Here’s an example:

The code snippet above creates a PowerPoint file named python-pptx-presentation.pptx with one slide that includes a title and a subtitle.

In this overview, we create a presentation object, add a new slide with a predefined layout, set text for the title and subtitle placeholders, and then save the presentation. This method gives users the ability to create detailed, professional presentations through code.

Method 2: Using Pandas with python-pptx

This method combines the data manipulation power of Pandas with the presentation capabilities of python-pptx to create PowerPoint files from DataFrame contents. It’s particularly useful for automating the inclusion of tabular data or creating charts based on the DataFrame’s data.

The output is a PowerPoint file named pandas-python-pptx.pptx containing a bar chart representing the quantity of fruits.

This snippet demonstrates using a Pandas DataFrame to generate chart data, which is then used to create a chart in a PowerPoint slide. It showcases the synergy between Pandas for data handling and python-pptx for presentation creation.

Method 3: Using ReportLab with python-pptx

Those seeking to include complex graphics or generate custom visuals can harness the graphic-drawing capabilities of ReportLab with python-pptx. This method leverages ReportLab to create an image, which can then be inserted into a PowerPoint slide.

The output would be a PowerPoint file named reportlab-pptx.pptx containing a slide with a custom bar chart image.

The code above creates a bar chart using ReportLab, saves the chart as an image, and then inserts the image into a PowerPoint slide. This approach is ideal if you need to include bespoke graphics that are not directly supported by python-pptx itself.

Method 4: Using Matplotlib with python-pptx

For those familiar with Matplotlib, this method involves creating a visual plot or chart with Matplotlib, saving it as an image, and then embedding the image into a PowerPoint slide using python-pptx.

The outcome is a PowerPoint file matplotlib-pptx.pptx , with a plot on a slide created by Matplotlib.

In this case, we graph a quadratic function using Matplotlib, save it as an image, and then add that image to a slide in our PowerPoint presentation. This method offers a blend of Matplotlib’s sophisticated plotting tools with the simplicity of python-pptx.

Bonus One-Liner Method 5: Using Officegen

The Officegen package allows for rapid PowerPoint creation with simpler syntax, although with less flexibility compared to python-pptx. It provides functions to add slides, titles, and bullet points.

The outcome is a PowerPoint file officegen-presentation.pptx with a single slide containing a large title.

This snippet uses Officegen to initiate a new presentation, adds a text title to a slide, and saves the presentation. While not as detailed as python-pptx, Officegen is quick for simple presentations.

Summary/Discussion

• Method 1: python-pptx. Full-featured control over presentations. Can be verbose for simple tasks.
• Method 2: Pandas with python-pptx. Ideal for data-driven presentations. Setup can be complex if unfamiliar with data libraries.
• Method 3: ReportLab with python-pptx. Powerful combo for custom graphics. Requires separate handling of graphics and presentation stages.
• Method 4: Matplotlib with python-pptx. Best for users comfortable with Matplotlib. Less direct than using python-pptx alone.
• Bonus Method 5: Officegen. Quick and easy for simple presentations. Limited customization options.

Emily Rosemary Collins is a tech enthusiast with a strong background in computer science, always staying up-to-date with the latest trends and innovations. Apart from her love for technology, Emily enjoys exploring the great outdoors, participating in local community events, and dedicating her free time to painting and photography. Her interests and passion for personal growth make her an engaging conversationalist and a reliable source of knowledge in the ever-evolving world of technology.

python-pptx 0.6.23

pip install python-pptx Copy PIP instructions

Released: Nov 2, 2023

Generate and manipulate Open XML PowerPoint (.pptx) files

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License: MIT License (MIT)

Author: Steve Canny

Tags powerpoint, ppt, pptx, office, open, xml

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• Python :: 3
• Python :: 3.6
• Office/Business :: Office Suites
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Project description

python-pptx is a Python library for creating, reading, and updating PowerPoint (.pptx) files.

A typical use would be generating a PowerPoint presentation from dynamic content such as a database query, analytics output, or a JSON payload, perhaps in response to an HTTP request and downloading the generated PPTX file in response. It runs on any Python capable platform, including macOS and Linux, and does not require the PowerPoint application to be installed or licensed.

It can also be used to analyze PowerPoint files from a corpus, perhaps to extract search indexing text and images.

In can also be used to simply automate the production of a slide or two that would be tedious to get right by hand, which is how this all got started.

More information is available in the python-pptx documentation .

Browse examples with screenshots to get a quick idea what you can do with python-pptx.

Release History

0.6.23 (2023-11-02), 0.6.22 (2023-08-28).

(Windows Python 3.10+)

0.6.21 (2021-09-20)

0.6.20 (2021-09-14), 0.6.19 (2021-05-17), 0.6.18 (2019-05-02).

.text property getters encode line-break as a vertical-tab (VT, ‘v’, ASCII 11/x0B). This is consistent with PowerPoint’s copy/paste behavior and allows like-breaks (soft carriage-return) to be distinguished from paragraph boundary. Previously, a line-break was encoded as a newline (’n’) and was not distinguishable from a paragraph boundary.

.text properties include Shape.text, _Cell.text, TextFrame.text, _Paragraph.text and _Run.text.

.text property setters accept vertical-tab character and place a line-break element in that location. All other control characters other than horizontal-tab (’t’) and newline (’n’) in range x00-x1F are accepted and escaped with plain-text like “_x001B” for ESC (ASCII 27).

Previously a control character other than tab or newline in an assigned string would trigger an exception related to invalid XML character.

0.6.17 (2018-12-16)

0.6.16 (2018-11-09), 0.6.15 (2018-09-24), 0.6.14 (2018-09-24), 0.6.13 (2018-09-10), 0.6.12 (2018-08-11), 0.6.11 (2018-07-25), 0.6.10 (2018-06-11), 0.6.9 (2018-05-08), 0.6.8 (2018-04-18), 0.6.7 (2017-10-30), 0.6.6 (2017-06-17), 0.6.5 (2017-03-21), 0.6.4 (2017-03-17), 0.6.3 (2017-02-28), 0.6.2 (2017-01-03).

BACKWARD INCOMPATIBILITIES:

Some changes were made to the boilerplate XML used to create new charts. This was done to more closely adhere to the settings PowerPoint uses when creating a chart using the UI. This may result in some appearance changes in charts after upgrading. In particular:

0.6.1 (2016-10-09)

0.6.0 (2016-08-18), 0.5.8 (2015-11-27), 0.5.7 (2015-01-17).

Shape.shape_type is now unconditionally MSO_SHAPE_TYPE.PLACEHOLDER for all placeholder shapes. Previously, some placeholder shapes reported MSO_SHAPE_TYPE.AUTO_SHAPE , MSO_SHAPE_TYPE.CHART , MSO_SHAPE_TYPE.PICTURE , or MSO_SHAPE_TYPE.TABLE for that property.

0.5.6 (2014-12-06)

0.5.5 (2014-11-17), 0.5.4 (2014-11-15), 0.5.3 (2014-11-09), 0.5.2 (2014-10-26), 0.5.1 (2014-09-22), 0.5.0 (2014-09-13).

A table is no longer treated as a shape. Rather it is a graphical object contained in a GraphicFrame shape, as are Chart and SmartArt objects.

As the enclosing shape, the id, name, shape type, position, and size are attributes of the enclosing GraphicFrame object.

The contents of a GraphicFrame shape can be identified using three available properties on a shape: has_table, has_chart, and has_smart_art. The enclosed graphical object is obtained using the properties GraphicFrame.table and GraphicFrame.chart. SmartArt is not yet supported. Accessing one of these properties on a GraphicFrame not containing the corresponding object raises an exception.

0.4.2 (2014-04-29)

0.4.1 (2014-04-29).

The following enumerations were moved/renamed during the rationalization of enumerations:

Documentation for all enumerations is available in the Enumerations section of the User Guide.

0.3.2 (2014-02-07)

0.3.1 (2014-01-10), 0.3.0 (2013-12-12), 0.2.6 (2013-06-22), 0.2.5 (2013-06-11), 0.2.4 (2013-05-16), 0.2.3 (2013-05-05), 0.2.2 (2013-03-25), 0.2.1 (2013-02-25), 0.2.0 (2013-02-10).

First non-alpha release with basic capabilities:

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Dec 13, 2013

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Jun 12, 2013

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May 6, 2013

Mar 26, 2013

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How to create powerpoint files using Python

Introduction.

We’ve all had to make PowerPoint presentations at some point in our lives. Most often we’ve used Microsoft’s PowerPoint or Google Slides.

But what if you don’t have membership or access to the internet? Or what if you just wanted to do it the “programmers” way?

Well, worry not for Python’s got your back!

In this article you’ll learn how to create a PowerPoint file and add some content to it with the help of Python. So let’s get started!

Getting Started

Throughout this walkthrough, we’ll be using the python-pptx package. This package supports different python versions ranging from 2.6 to 3.6.

So, make sure you have the right version of Python installed on your computer first.

Next, open your terminal and type −

Once the module is successfully installed, you are all set to start coding!

Importing the Modules

Before we get into the main aspects of it, we must first import the right modules to utilise the various features of the package.

So, let’s import the presentation class that contains all the required methods to create a PowerPoint.

Now, we are all set to create a presentation.

Creating a Presentation

Let us now create an object of the Presentation class to access its various methods.

Next, we need to select a layout for the presentation.

As you can see, there are nine different layouts. In the pptx module, each layout is numbered from 0 to 8. So, “Title Slide” is 0 and the “Picture with Caption” is 8.

So, let us first add a title slide.

Now, we have created a layout and added a slide to our presentation.

Let us now add some content to the first slide.

In the above lines, we first add a title to the “first slide” and a subtitle using the placeholder.

Now, let us save the presentation. We can do this using the save command.

If you run the program, it will save the PowerPoint presentation in the directory where your program is saved.

You have successfully created your PowerPoint presentation.

Creating a second slide and adding some content

Firstly, you’ll need to import additional methods to add content.

Let us first create and add the second slide.

Adding title for the next slide,

Now, we must create a textbox and move its layout to suit our needs.

Let us position it and adjust its margins in inches.

The above line of code will place a textbox 3 Inches from left and 1.5 Inches from the top with a width of 3 Inches and height of 1 Inch.

Once we have the layout and position fixed, time to create a textframe to add content to.

Now to add a paragraph of content,

Finally, save the presentation again using the save method.

That’s it! You can now create your own presentation with the help of Python.

And there are a lot more features within the pptx package that allows you to completely customise your presentation from A-Z just the way you do it in GUI.

You can add images, build charts, display statistics and a lot more.

You can go through python-pptx official documentation for more syntaxes and features.

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Automate PowerPoint Slides Creation with Python

Boost your Productivity with an Automated Tool for the Creation of Supply Chain Operational PowerPoint Reports with Python.

Boost your Productivity with an Automated Tool for the Creation of Supply Chain Operational PowerPoint Reports with Python

Article originally published on Medium .

You are a distribution planning manager in the logistics department of a fashion retail company.

To perform analysis, you connect to the warehouse management system to extract and process data using an automated tool built with Python.

However, you have to spend time manually putting these visuals in slides for your weekly operational reviews.

In this article, we will build a solution to automatically create PowerPoint slides with visuals and comments.

💌 New articles straight in your inbox for free: Newsletter

Have a look at the video version of this article,

Problem Statement

You are part of the distribution planning team of an international clothing retailer with stores on all continents.

Your distribution network includes several local warehouses that replenish the stores.

Monthly Operational Reviews

At the end of the month, you organize an operational review with the store managers to assess the performance of the distribution network.

To animate the discussion you prepare some slides,

• Extract data from the Warehouse Management System (WMS)
• Process data and built visuals with Python
• Prepare a PowerPoint presentation

To be efficient, you would like to automate the process of PowerPoint deck creation.

Your solution will be fully automated

• Extract order lines of the last month from the WMS SQL database
• Process the data and compute KPIs with key insights by week
• Automatically put the visuals and insights in a PowerPoint presentation

The final deck will have slides like the ones below:

• 5 slides with visuals of the daily workload (left) and 1 slide for the monthly analysis of the order profile (right)
• A visual generated with Python
• A comment area will provide insights based on the visual

You can find the source code with dummy data here: Github

Let us explore all the steps to generate your final report with python.

Data Extraction

Connect to your WMS and extract shipment records

• Create your SQL Query to extract shipment records
• Use pandas.read_sql_query to do the query
• Results will be a pandas data frame

If you don’t have access to a WMS database , you can use the dataset shared in the GitHub repo.

Process the data

Add a column that calculates the number of lines per order using pandas.

Create the visuals

Create a simple bar plot chart that shows the number of Lines and Orders prepared per day.

Save the charts

In order to be added to the PowerPoint, you need to save it locally.

Add comments and insights

You can add comments based on the chart you share that will summarize the performance of each week.

Include these comments under the visuals for more clarity.

Create the PowerPoint Decks

We will use the open-source library python-pptx to build our PowerPoint decks.

For more details, have a look at the documentation .

Introduction Slide

We will start with a special introduction slide at the beginning of the presentation.

Daily Analysis Slide by WEEK

The structure of your slide will be always the same

• A title on top (e.g: Warehouse Workload (WEEK-5))
• A picture at the centre of the slide
• A text box for the comment area

💡 TIPS You can change the position of the objects by modifying the parameters of Inches() functions.

Weekly Analysis of Order Profile

In this slide, you will use a stacked bar plot chart and the comments will be based on the full month scope.

💡 TIPS You can change the font size by modifying the parameter of the functions Pt().

Finally, you have a PowerPoint file with 7 slides ready to be used for your meetings.

Conclusion & Next Steps

With this very simple example, you have a template to build your own PowerPoint automation solution.

You can now,

• Add visuals, tables or smart visuals of PowerPoint (check the documentation)
• Bring more insights or enrich the text with conditions

This python script can be launched locally on your computer with one click.

You can also automate the report distribution by email using the SMTP library of python.

For more details, you can have a look at this article I published a few weeks ago,

Let’s connect on Linkedin and Twitter , I am a Supply Chain Engineer that is using data analytics to improve logistics operations and reduce costs.

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Python: create, modify, and copy slide master in powerpoint presentations.

Slide Master in PowerPoint presentations is a powerful feature that lies at the heart of designing consistent and professional-looking slideshows. It's essentially a blueprint or a template that controls the overall design and layout of the slides, allowing users to establish uniformity across presentations without having to manually format each slide individually. In this article, we will explore how to harness the power of Spire.Presentation for Python to create, modify, and apply slide masters in PowerPoint presentations within Python programs.

Create and Apply Slide Masters in PowerPoint Presentations

Modify slide masters in powerpoint presentations, copy slide masters between powerpoint presentations, install spire.presentation for python.

This scenario requires Spire.Presentation for Python and plum-dispatch v1.7.4. They can be easily installed in your Windows through the following pip command.

• Package Manager

If you are unsure how to install, please refer to: How to Install Spire.Presentation for Python on Windows

Every PowerPoint presentation in PowerPoint, regardless of whether it is newly created or not, will have at least one slide master. Developers can modify the default master or create new ones and apply them to slides with Spire.Presentation for Python to achieve a consistent style and content layout across the presentation.

The detailed steps for creating new slide masters and applying them to the slides in a presentation file are as follows:

• Create an object of Presentation class and load a PowerPoint presentation using Presentation.LoadFromFile() method.
• Create slide masters using Presentation.Masters.AppendSlide() method.
• Use the methods under IMasterSlide class to set the backgrounds, customize color schemes, insert images, shapes, and text, etc.
• Apply the slide masters to specific slides through ISlide.Layout property.
• Save the presentation using Presentation.SaveToFile() method.

A presentation can have multiple slide masters, which can be applied to different slides to achieve a unified style application and modification for different types of slides.

The Presentation.Masters.get_Item() method in Spire.Presentation for Python allows developers to retrieve the specified slide master in the presentation by index and modify the master. The following step-by-step example demonstrates how to retrieve a slide master and modify its background, color scheme, and embedded images:

• Get a slide master through Presentation.Masters property.
• Use the methods under IMasterSlide class to change the background, set the color scheme, delete and insert text and images, etc.

Applying the slide style of a presentation to another presentation can be achieved by copying the slide master between presentations and applying the master style to the specified slides. The following are the steps to copy the slide master between presentations and apply it to the specified slides:

• Create two objects of Presentation class and load two presentation documents using Presentation.LoadFromFile() method.
• Get the slide master of the second presentation using Presentation.Masters.get_Item() method.
• Add the slide master to the first presentation using Presentation.Masters.AppendSlide() method.
• Apply the slide master to the slides in the second presentation through ISlide.Layout property.
• Save the first presentation using Presentation.SaveToFile() method.

Apply for a Temporary License

If you'd like to remove the evaluation message from the generated documents, or to get rid of the function limitations, please request a 30-day trial license for yourself.

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Contribute to the Microsoft 365 and Office forum! Click  here  to learn more  💡

April 9, 2024

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PowerPoint Forum Top Contributors: Steve Rindsberg  -  John Korchok  -  Bob Jones AKA: CyberTaz   ✅

May 10, 2024

PowerPoint Forum Top Contributors:

Steve Rindsberg  -  John Korchok  -  Bob Jones AKA: CyberTaz   ✅

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I can't export my PowerPoint presentation to MP4 so that I can create a YouTube video. I keep getting "Error while exporting video

I can't export my PowerPoint presentation to MP4 so that I can create a YouTube video. I keep getting "Error while exporting video.

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Most likely this is due to a specific item with an incompatible content type for saving as a video.

However, we need to cover the basics. Be sure your install is up to date. Use the Menu Bar and choose PowerPoint > About Microsoft PowerPoint . The version should be 16.85 or higher. Is it?

If there is some unusual content type on a slide, try cutting that slide from the presentation and try exporting without the unusual content. If you can't think of anything unusual on a slide, then start by splitting your presentation file into two halfs. Try exporting them. If one exports OK and the other doesn't, then you know bad content is in the half that won't export. Keep cutting in half till you narrow it down to the slide (or slides) having bad content.

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Download a copy of the current version of AutoUpdate from this link, install and then run AutoUpdate to bring your installation to current update level, then restart your Mac. If the updater does not open automatically after download, double-click the downloaded .pkg file. Click this link to download the updater. The update is free.

https://go.microsoft.com/fwlink/p/?linkid=830196

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Blog – Creative Presentations Ideas

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Creating Impactful Slides: PowerPoint Chart Improvement Tips

As a slide designer, I frequently work on enhancing charts to make them more impactful for business presentations. Today, I want to share several practical chart improvement tips on how to creatively customize your PowerPoint graphs for a more professional look.

Chart Improvement 1: Broadening Bars

The first step in upgrading a bar chart  I usually do is adjusting the width of the bars . The default width proposed by PowerPoint or Excel often makes the bars appear too narrow. Since these bars are crucial for conveying information in PowerPoint presentations, I make them wider for better visual presentation of underlying data values. 

To do this, I simply right-click on a bar, select ‘Format Series’, and then adjust the Gap Width. A good rule of thumb is to aim for a Gap Width of around 70-80%. This simple adjustment makes a significant difference in how your bar chart in PowerPoint is perceived.

Chart Improvement 2: Enhancing Clarity with Data Labels

Another data chart area worth customizing, after adjusting the bar widths are the data labels . The default location of data values is not always optimal. They may be too small or not visible. In my example placing these data labels inside the bars can significantly improve readability. Thanks to wider bars, we now have a space to embed numbers inside. This positioning, close to the bar ends, conveniently shows the value. 

To ensure they stand out, I increased the font size to 20 and adjusted the color to white for better contrast against the colored background. Depending on the font used, making these labels bold can further improve visibility. This makes your bar chart in PowerPoint not only more readable but also more visually engaging.

Chart Improvement 3: Simplifying Your Bar Chart, Removing Unnecessary Information

A key part of making a slide more readable is removing unnecessary elements . For instance, if the vertical axis (Y-axis) is providing practically the same information as data labels, then simply delete it. You will not lose information because it’s mentioned inside bars. 

Alternatively, you can keep only the axis and remove the bar data labels. You don’t need to have the same data expressed twice. 

This step, along with removing gridlines, contributes to a cleaner and more focused bar chart in PowerPoint, ensuring that the viewer’s attention is solely on the data being presented.

Chart Improvement 4: Tailoring the Graph Legend

The final touch I usually do in optimizing a bar chart in PowerPoint is adjusting the legend’s position . The legend placement depends on your presentation context. 

If your audience is already familiar with presented data categories, the legend can be placed in a less prominent position e.g. on the right side or under the data chart. However, for newcomers who seek first to learn what data categories you present, I recommend placing the legend where they see it first. For example at the top of the bar chart in PowerPoint or from the left side. This ensures an immediate understanding of what each bar represents, enhancing the overall effectiveness of your presentation.

Legend position can be adjusted either from chart options or manually by moving it.

Conclusion: Enhance Your PowerPoint Bar Charts for Audience Engagement

To sum up, customizing a bar chart in PowerPoint for better clarity involves several key steps:

• widen the bars (applying the 80-20 rule)
• enhance data value visibility
• eliminate unnecessary elements – axis data if they are already expressed other way
• choose the legend’s position based on your audience’s familiarity

By following these simple yet effective tips, you can transform a standard chart into a more engaging and informative visual tool for your business presentations. Explore more practical tips on how to ensure the slide reading flow is natural and easy to follow.

Watch the movie with full instructions here:

Explore another article related to bar chart design, where I share how to effectively address the common mistakes in PowerPoint chart design .

Follow our  YouTube channel  if you want to see more of such guides, and  subscribe to the newsletter  to get more design tips and slide inspiration.

Author: Peter Zvirinsky, slide design trainer and the founder of infoDiagram Reach out to Peter on  LinkedIn  or via his  slide design & training  website.

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Chief Diagram Designer, infoDiagram co-founder View all posts by Peter Z

How To Get Free Access To Microsoft PowerPoint

E very time you need to present an overview of a plan or a report to a whole room of people, chances are you turn to Microsoft PowerPoint. And who doesn't? It's popular for its wide array of features that make creating effective presentations a walk in the park. PowerPoint comes with a host of keyboard shortcuts for easy navigation, subtitles and video recordings for your audience's benefit, and a variety of transitions, animations, and designs for better engagement.

But with these nifty features comes a hefty price tag. At the moment, the personal plan — which includes other Office apps — is at $69.99 a year. This might be the most budget-friendly option, especially if you plan to use the other Microsoft Office apps, too. Unfortunately, you can't buy PowerPoint alone, but there are a few workarounds you can use to get access to PowerPoint at no cost to you at all.

Read more: The 20 Best Mac Apps That Will Improve Your Apple Experience

Method #1: Sign Up For A Free Microsoft Account On The Office Website

Microsoft offers a web-based version of PowerPoint completely free of charge to all users. Here's how you can access it:

• Visit the Microsoft 365 page .
• If you already have a free account with Microsoft, click Sign in. Otherwise, press "Sign up for the free version of Microsoft 365" to create a new account at no cost.
• On the Office home page, select PowerPoint from the side panel on the left.
• Click on "Blank presentation" to create your presentation from scratch, or pick your preferred free PowerPoint template from the options at the top (there's also a host of editable templates you can find on the Microsoft 365 Create site ).
• Create your presentation as normal. Your edits will be saved automatically to your Microsoft OneDrive as long as you're connected to the internet.

It's important to keep in mind, though, that while you're free to use this web version of PowerPoint to create your slides and edit templates, there are certain features it doesn't have that you can find on the paid version. For instance, you can access only a handful of font styles and stock elements like images, videos, icons, and stickers. Designer is also available for use on up to three presentations per month only (it's unlimited for premium subscribers). When presenting, you won't find the Present Live and Always Use Subtitles options present in the paid plans. The biggest caveat of the free version is that it won't get any newly released features, unlike its premium counterparts.

Method #2: Install Microsoft 365 (Office) To Your Windows

Don't fancy working on your presentation in a browser? If you have a Windows computer with the Office 365 apps pre-installed or downloaded from a previous Office 365 trial, you can use the Microsoft 365 (Office) app instead. Unlike the individual Microsoft apps that you need to buy from the Microsoft Store, this one is free to download and use. Here's how to get free PowerPoint on the Microsoft 365 (Office) app:

• Search for Microsoft 365 (Office) on the Microsoft Store app.
• Install and open it.
• Sign in with your Microsoft account. Alternatively, press "Create free account" if you don't have one yet.
• Click on Create on the left side panel.
• Select Presentation.
• In the PowerPoint window that opens, log in using your account.
• Press Accept on the "Free 5-day pass" section. This lets you use PowerPoint (and Word and Excel) for five days — free of charge and without having to input any payment information.
• Create your presentation as usual. As you're using the desktop version, you can access the full features of PowerPoint, including the ability to present in Teams, export the presentation as a video file, translate the slides' content to a different language, and even work offline.

The only downside of this method is the time limit. Once the five days are up, you can no longer open the PowerPoint desktop app. However, all your files will still be accessible to you. If you saved them to OneDrive, you can continue editing them on the web app. If you saved them to your computer, you can upload them to OneDrive and edit them from there.

Method #3: Download The Microsoft PowerPoint App On Your Android Or iOS Device

If you're always on the move and need the flexibility of creating and editing presentations on your Android or iOS device, you'll be glad to know that PowerPoint is free and available for offline use on your mobile phones. But — of course, there's a but — you can only access the free version if your device is under 10.1 inches. Anything bigger than that requires a premium subscription. If your phone fits the bill, then follow these steps to get free PowerPoint on your device:

• Install Microsoft PowerPoint from the App Store or Google Play Store .
• Log in using your existing Microsoft email or enter a new email address to create one if you don't already have an account.
• On the "Get Microsoft 365 Personal Plan" screen, press Skip For Now.
• If you're offered a free trial, select Try later (or enjoy the free 30-day trial if you're interested).
• To make a new presentation, tap the plus sign in the upper right corner.
• Change the "Create in" option from OneDrive - Personal to a folder on your device. This allows you to save the presentation to your local storage and make offline edits.
• Press "Set as default" to set your local folder as the default file storage location.
• Choose your template from the selection or use a blank presentation.
• Edit your presentation as needed.

Do note that PowerPoint mobile comes with some restrictions. There's no option to insert stock elements, change the slide size to a custom size, use the Designer feature, or display the presentation in Immersive Reader mode. However, you can use font styles considered premium on the web app.

Method #4: Use Your School Email Address

Office 365 Education is free for students and teachers, provided they have an email address from an eligible school. To check for your eligibility, here's what you need to do:

• Go to the Office 365 Education page .
• Type in your school email address in the empty text field.
• Press "Get Started."
• On the next screen, verify your eligibility. If you're eligible, you'll be asked to select whether you're a student or a teacher. If your school isn't recognized, however, you'll get a message telling you so.
• For those who are eligible, proceed with creating your Office 365 Education account. Make sure your school email can receive external mail, as Microsoft will send you a verification code for your account.
• Once you're done filling out the form, press "Start." This will open your Office 365 account page.

You can then start making your PowerPoint presentation using the web app. If your school's plan supports it, you can also install the Office 365 apps to your computer by clicking the "Install Office" button on your Office 365 account page and running the downloaded installation file. What sets the Office 365 Education account apart from the regular free account is that you have unlimited personal cloud storage and access to other Office apps like Word, Excel, and Outlook.

Read the original article on SlashGear .