You're probably familiar with the standard portrait and landscape orientations in Microsoft Office PowerPoint. Besides these, there are many other PowerPoint slide formats. Some modern desktop and laptop monitors differ from traditional screens, which means you may need to adjust your PowerPoint format.
There are several ways to change the PowerPoint slide format. In this article, we explain how to change the format of your slides and what you need to keep in mind.
Changing PowerPoint format – What slide formats are available?
In addition to the standard and widescreen options that PowerPoint offers users, Microsoft PowerPoint also provides a custom slide size option. This can be selected under "Design" and then under "Slide Size" .
Among the many different sizes, 4:3 and 16:9 are among the most important and frequently used PowerPoint slide formats. The following table lists all the important dimensions and measurements at a glance:
Slide formats 4:3 and 16:9 – What is the difference?
The 4:3 aspect ratio was the predominant slide format until PowerPoint 2010. This was because the majority of computer monitors used up to that point also had this aspect ratio. PowerPoint slides could therefore be displayed filling the entire screen. The most well-known 4:3 monitors we use today are iPads, Apple's tablets.
However, most monitors today have a 16:9 aspect ratio, as monitors, laptop displays, and tablets have not been manufactured in the 4:3 format for several years. Compared to the 4:3 format, the 16:9 format now fills the screen on the majority of computer monitors.
Please note that the 16:9 format is a widescreen format, and this difference should be taken into account when printing PowerPoint slides. Otherwise, you risk having the content of your slides cut off during printing.
Changing PowerPoint format – When is it useful, or when should you use which format?
It can often be unclear when which PowerPoint slide format is appropriate for your presentation and when you should change your PowerPoint format. This decision depends on several factors – firstly, on the device you are using to create your presentation, and secondly, on the room conditions during your presentation.
When presenting from a smartphone or iPad, it's important to pay attention to the format. Smartphones and some tablets display PowerPoint presentations in 16:9, while iPads display them in 4:3.
The 16:9 format, on the other hand, is now the standard for the display resolutions of modern monitors and projectors. In addition, this format offers more space on the slide and is the common format for videos.
Another factor that favors the 16:9 format is presenting to a larger audience. In such cases, those sitting further forward can have their view obstructed by the back rows. Therefore, choosing the widescreen format, i.e., 16:9, makes sense to guarantee a larger area for your presentation.
Visually unappealing and distorted: This is what happens when you don't change your PowerPoint format.
Do you want to change the PowerPoint format after you've already created your presentation? That's no problem and can be done quickly and easily. Keep in mind that some minor corrections may be necessary. We've listed the potential consequences of changing the slide format for you.
You should especially avoid distorting images and other files. This quickly looks unprofessional and leaves a bad impression on the audience.
1. The PowerPoint slides are displayed in a reduced size.
If you want to present a slide presentation with 4:3 aspect ratio slides on a 16:9 screen, the presentation may shrink to fit the available screen height. Conversely, the height of your slides will appear reduced if you present a 16:9 slide presentation on a 4:3 screen.
2. The PowerPoint slides are cut off.
In the worst-case scenario, your presentation slides will be cut off on the screen. This can happen, for example, if you use an older projector for your 16:9 presentation. These projectors cannot be adjusted and only support the 4:3 format.
3. The content of the slides is compressed or stretched.
Especially when slides from presentations with different formats are combined, unsightly distortions can occur.
When slides in 4:3 format are stretched to 16:9, circles become ellipses and squares become elongated rectangles. Viewers will notice, especially with images, that they are unnaturally distorted and something is wrong. This can negatively impact the impression you make on your audience.
However, if 16:9 slides are incorporated into a presentation with the 4:3 format, the content appears compressed.
Warning: Distortion may occur! Changing the PowerPoint format requires adjusting the scaling of your slide content.
When changing your PowerPoint format, it's important to pay attention to scaling elements such as images, text, and graphics. The new format will also change the size of these objects inserted on the slides.
For images, you can choose whether to maximize them or scale them appropriately .
Maximizing simply enlarges the inserted content, while scaling attempts to optimally adapt the elements to the new format.
To scale or maximize, under "Slide Size" select "Custom Slide Size" and then "Portrait". After confirming your selection, the dialog box shown below will open.
Here's an example of what maximizing or scaling can look like:
How to change PowerPoint format: Here's how to switch from 4:3 to 16:9 and vice versa.
First, select the "Design" tab and then click on "Slide Size." Here you can choose between Standard (4:3) and Widescreen (16:9). Alternatively, you can create your own format under "Custom Slide Size..." . We also explain how this works in this article under the section "Can't find a suitable slide format? Simply set your own."
Alternatively, you can also set the orientation to portrait or landscape in the same window. You can find detailed instructions on how to do this in our blog .
Tip: Use guide lines as a guide.
To reset the content of your PowerPoint slides to their original state, here's a helpful tip. Select "Slide Master" from the "View/Master Views" tab of your presentation.
Now, under the "View/Show" tab, check the box next to "Guides" .
Now move the guide lines to your desired position by hovering your mouse pointer over a line until the cursor changes. This will ensure the content is aligned uniformly.
To reset all images or illustrations that appear distorted to their original size, select "Reset image and size" under "Image format/ Adjust" .
Here's how to set a slide size as the default.
To set a new slide size as the default for all slides, you first need to create a new design template. To do this, go to the "Design" tab, select the arrow to the right of the selectable designs, and then select "Save Current Design…" .
You can now find the saved design in the "Custom" section. Right-clicking it will allow you to "set as default design".
Couldn't find a suitable slide format? Simply set your own format!
If you are not satisfied with the templates that PowerPoint offers, you also have the option of creating your own format. This allows you to define the slide size.
To do this, open the "Design" tab again and click on "Slide Size" or "Custom Slide Size". Also select "Custom" for the paper size and then enter your desired height and width dimensions.
Now, in the "Design" tab, right-click on your current layout and select "Set as Default Theme" . The next time you start PowerPoint, your custom layout will be automatically activated.
Other aspects to consider when changing the PowerPoint format
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Text formatting: When changing the PowerPoint format, keep in mind that you may need to adjust text formatting and fonts to ensure a consistent appearance. Therefore, always check the text sizes, line spacing, and indents on the slides after making any adjustments and, if necessary, adapt them to the new format.
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Backgrounds : Color scheme and the use of background images play a crucial role when changing the PowerPoint format. Check that the colors and background images remain effective and appealing in the new formatting. Adjust the color palette to the new format and ensure that contrast and readability are maintained. Also, check that background images are well-scaled and positioned in the new formatting to create an aesthetically pleasing overall impression.
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Animations: When customizing your PowerPoint format, check not only the images but also the animations. Ensure that the animations and transitions continue to function smoothly and effectively after you've changed the format as desired. Verify that all elements are animated correctly and that the speed and timing of the animations remain appropriate.
- Compatibility: If you plan to present your presentation on external devices, ensure that your PowerPoint presentations are compatible and convertible between different formats and versions. Check if your presentation displays correctly in the new format on older versions of PowerPoint. If necessary, convert your presentation to the correct format to ensure it plays smoothly on various platforms and devices. Keep in mind that certain formatting may be lost when converting between different formats.
Pro tip: How to properly format the 16:9 aspect ratio
Are you planning to switch to the more modern 16:9 format and take the opportunity to optimize your content? We'll give you three helpful tips for the transition.
1. Divide records into columns
In the 4:3 format, bullet points, sometimes with sub-items, are used. Visually, however, such slides offer little visual interest. An alternative for 16:9 would be to simply place the content side by side instead of one below the other. You can reinforce the meaning of each point with icons, which you can also find in our shop . Here is a small selection of our icons as examples:
2. Make optimal use of the newly gained space.
Square-shaped slide content would look out of place in the new 16:9 format. Instead, use larger text boxes and arrange elements like images and icons according to the reading direction. This will make your slides appear more dynamic compared to the older 4:3 format.
3. Reposition charts
If you use elements like a bar chart from older presentations with the 4:3 aspect ratio, they can sometimes appear stretched. When redesigning your slides, try dividing them into thirds: one-third text and two-thirds chart, or vice versa, will make your slides appear more dynamic.
Are you looking for professionally designed (bar) charts for your PowerPoint presentation? Feel free to browse our shop. We have a wide selection of charts. For example, these:
Conclusion: Changing PowerPoint format – Master the switch in simple steps and choose the right format for your presentation.
To make your presentations appear more modern and dynamic, it's advisable to switch from the 4:3 to the 16:9 format. With our tips, you'll be well-prepared for the change and can present yourself as a PowerPoint expert.
For questions regarding changing PowerPoint format or for general inquiries, please contact us at becker@presentationload.de .
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