What is Microsoft Sway? How to use the powerful presentation program, and how it differs from PowerPoint

business professional giving presentation
Microsoft Sway can help you create more professional-looking presentations.

  • Microsoft Sway is a presentation program that lets you create slideshows, newsletters, resumes, blogs, and more.
  • You can also share your Microsoft Sway projects online with friends or co-workers.
  • Sway has templates you can use to start your projects, but you aren’t limited to those.
  • Visit Insider’s Tech Reference library for more stories.

Microsoft has spent decades as both a hardware and software juggernaut. And when you look at their products, it’s not hard to see why – nearly every PC user on Earth has used Microsoft Office or Microsoft 365 at some point.

And although we tend to think of Office as Microsoft Word, PowerPoint, and Excel, there are actually a lot more programs out there.

One of the most useful is Microsoft Sway. Sway is a presentation making app that can can be accessed at sway.office.com for free as long as the user has a Microsoft account. For those with a Microsoft 365 subscription, Sway offers more features than the free version.

What is Microsoft Sway?

Microsoft Sway is similar to PowerPoint in that both can be used to create eye-catching and informative presentations. But while PowerPoint centers around the slideshow format, Sway’s applications are more varied.

With Sway, you can create anything from newsletters and resumes to portfolios and blogs. You can start from scratch if you have a specific design in mind, or you can upload images, documents, and YouTube videos, and Sway will design something for you around that.

Additionally, Microsoft Sway is hosted entirely online, making it easy to access and share your finished work anywhere with an internet connection.

How to use Microsoft Sway

To get started on Microsoft Sway, you need to choose one of three options from the application:

  • “Create New” will enable you to create a Sway project from scratch.
  • “Start from a topic” will let you search specific topics and create an outline for your presentation based on that topic.
  • “Start from a document” will prompt you to upload a document, which Sway will adapt into a presentation draft.
What_is_Microsoft_Sway_ _1
Sway lets you choose from various templates, start from scratch, or upload a pre-existing document.

You can also click on one of the available templates for an instant outline.

What_is_Microsoft_Sway_ _2
There are a number of pre-designed templates to choose from.

There are two main components to Sway’s interface: the Storyline tab and the Design tab. The Storyline is your dashboard for organizing the presentation’s content, while the Design is where you’ll see how the presentation actually looks. To put it more simply, you create the presentation in the Storyline tab, and people who view it will see the Design tab.

If you’ve ever created a blog using WordPress, that’s a good reference point for how Sway’s Storyline works. The Storyline breaks up individual paragraphs, images, and videos into “cards” so that they’re easy to keep organized, move around, and tell the story you’re trying to communicate with your presentation. As you move items around on your Storyline, the Design tab will reflect those changes.

Once you’re ready to share your Sway, click the “Play” button in the upper-right corner to see how it looks, then click “Share” to send the finished Sway to whoever you want.

What_is_Microsoft_Sway_ _3
Click “Play” to view your finished Sway.

As with most creative endeavors, the easiest way to start putting together amazing Sways is to play around with it and see what works best for what you’re trying to do.

Office 365 (small)What is Microsoft Authenticator? Here’s what you need to know about the two-factor authentication app that can secure your online accountsWhat is Microsoft 365? Here’s what you need to know about the subscription service to Word, Excel, and other Microsoft programsWhat is Microsoft Stream? Here’s what you need to know about the video platform for businessesWhat is Microsoft Access? Here’s how the database management system works, and how it differs from Excel

Read the original article on Business Insider

How to give better PowerPoint presentations and improve your slides to keep an audience engaged

powerpoint presentation to coworkers in office space
It’s important to know how to create well-designed PowerPoint presentations to help your audience follow along and stay engaged.

  • You can improve your PowerPoint presentations by both improving your presentation skills and making better use of the program. 
  • To create a more compelling PowerPoint presentation, you can use tricks like animated charts, a background soundtrack, or embedded fonts. 
  • Here are 17 tips for making cleaner slides, speaking more effectively, and using little-known PowerPoint tools for smarter presentations.
  • Visit Insider’s Tech Reference library for more stories.

Microsoft PowerPoint remains the most common platform to create and deliver presentations. 

No matter what your content, you can make a more compelling presentation when you’ve toned some common presentation skills and also mastered some of PowerPoint’s lesser-known features.

How to make a better PowerPoint presentation

Here are nine ways to get more out of PowerPoint and create a killer presentation. 

Start your presentation instantly 

Few things look as unprofessional as fumbling around trying to start your presentation in the PowerPoint app. But you can skip all that by setting your presentation to start instantly.

1. When your PowerPoint deck is complete, click “File” and “Save As.”

2. In the Save As dialog box, change the “Save as” type to “PowerPoint Show” and store it somewhere easy to find, like your desktop. 

10_tips_to_make_a_better_PowerPoint_presentation 1
Save a finished presentation as a PowerPoint Show so it’ll launch directly into Slide Show mode.

3. When you’re ready to start the presentation, double-click this icon, and the deck will launch instantly in presentation mode, without needing to open the PowerPoint application. 

Create an animated chart

You can format any kind of chart so each segment animates individually. This can help you call attention to specific parts of the chart as you discuss it. Add a chart in the usual way, then:

1. Click the “Animations” tab in the ribbon and then click “Animation Pane.”

2. In the ribbon, click “Add Animation.”

3. Choose the kind of animation you want to apply to the chart. 

4. Right-click the effect in the Animation Pane and then, in the menu, choose “Effect Options.”

5. In the Properties box, choose the “Chart Animation” tab and then change “Group chart” to “By Category” and click “OK.”

10_tips_to_make_a_better_PowerPoint_presentation 2
You can make each part of a chart or graph animate individually.

Align your graphics

PowerPoint lets you add objects – shapes, lines, arrows, text boxes, and other elements – to the screen, but getting them aligned can be tricky. You might appreciate knowing you can perfectly align any elements on the screen with just a couple of clicks. 

1. Press and hold the Shift key.

2. While continuing to hold Shift, click each item on the screen that you want to align. If you click an element by accident, click it again to de-select it. Release the Shift key when they’re all selected.

3. Click the “Home” tab in the ribbon.

4. In the ribbon, click “Arrange” and then, in the “Position Objects” section, choose an alignment to arrange or distribute the objects neatly on the screen. 

10_tips_to_make_a_better_PowerPoint_presentation 3
The “Arrange” menu lets you easily align and format items on the screen so they line up perfectly.

Embed your fonts for portability

If you’re using special fonts in your presentation and you try to open the deck on a computer that doesn’t have those fonts installed, PowerPoint will substitute a local font, sometimes with disastrous results. You can avoid that problem by embedding the font in the deck, making the presentation fully portable (and possible for other people to share and edit the deck as well).

1. Click the “File” tab in the ribbon and then choose “Options.”

2. In the PowerPoint Options dialog box, choose “Save” in the navigation pane on the left.

3. In the section called “Preserve fidelity when sharing this presentation,” click “Embed fonts in the file” and then select “Embed all characters.”

Blank the screen to keep all eyes on you

It seems inevitable: For whatever reason, you find yourself needing to discuss a topic that’s not directly related to the slide on the screen. That’s when the deck can become a distraction, with your audience’s eyes focused on a pie chart when you’re answering an unrelated question. PowerPoint has an easy solution: Press the B key to blank the screen – it’ll turn black until you press B again or move to the next slide. If you prefer, press W to turn the screen white. 

Easily jump between sections of your deck

Not every presentation is linear, and you might prefer to jump back and forth from sections of your deck to a common “table of contents,” so you can tackle the presentation in any order. This can be handy, for example, if you’re using a deck for training or education. PowerPoint’s Zoom feature is ideal for this.

1. Create a presentation and be sure to organize it into sections, ideally with title slides dividing each part of the deck.

2. Click the “Insert” tab in the ribbon.

3. Click “Zoom” and then click “Summary Zoom.”

4. In the “Insert Summary Zoom” window, select the title slide or start of each section and then click “Insert.”

10_tips_to_make_a_better_PowerPoint_presentation 4
Use the Zoom tool to jump back and forth between the presentation and a table of contents slide.

PowerPoint will add a summary page to your deck. Now you can start your presentation here and click a section to go there. When that section is complete, PowerPoint will return you to the summary page. 

Preserve the presentation as a PDF

If you want to share your presentation with your audience, a PDF file is an easy way to preserve the formatting, make it easily printable, and prevent anyone from modifying your content. Just click the “File” tab in the ribbon, choose “Save As,” and then select “PDF” as the “Save as” type. You can now share this PDF file quickly and easily. 

Zoom in for a closer look

During a presentation, you might realize that the audience can’t clearly see a detail you want to focus on. That’s ok – PowerPoint lets you zoom in with a couple clicks. 

First, make sure your presentation is set to Slide Show view. To zoom in, click on the magnifying glass in the lower-left corner of the presenter view. You’ll see a zoom box appear – position it where you want to zoom, and click. Now the presentation will be zoomed in on the part of the screen you want to focus on. You can even click and drag to move around the screen while zoomed in. 

When you’re done and want to zoom back out, either press the Escape key or the magnifying glass icon again. 

Add a musical soundtrack

You can easily add a musical score that plays in the background across all your slides. This is especially handy for “kiosk” presentations that run autonomously. 

1. Go to the slide where you want the music to begin and then click the “Insert” tab in the ribbon.

2. Click “Audio” and then click “Audio on my PC…”

3. Choose the track you want to play. 

4. In the ribbon, click “Play in Background.”

10_tips_to_make_a_better_PowerPoint_presentation 6
Select “Play in Background” to ensure the music doesn’t stop when the slides are advanced.

Now, when you reach this slide, the music will start to play automatically and it will continue playing across slides until the track is over, then loop and play again.

Related coverage from Tech Reference:

Read the original article on Business Insider