1.2Text, text boxes & formatting
The essentials in 30 seconds
- 24 pt minimum, 6 lines maximum, short sentences: readability at the back of the room.
- If PowerPoint shrinks your text on its own, the slide is too busy: cut.
- The detail goes in the speaker's notes or a supporting document, not on the screen.
Spun mini case — Text, text boxes & formatting
Amel writes the key messages: a title that affirms, three short bullet points, a number highlighted. She must make the text readable in the room and keep the detail for her speaker notes.
Continuation of the common theme: the Blida agri-food SME is preparing its market launch.
1. Less text, more impact
5×5 rule: 5 bullets max, 5 words per bullet — the detail lives in your mouth and your notes. Minimum size 24 pt (readable at the back of the room), airy line spacing, only one idea per bullet. If everything is important, nothing is.
2. Hierarchy: the gaze must know where to go
Title-message (affirmation, 32 pt+), bullet points (short proofs), parsimonious bold (the keyword, not the sentence). Maximum two chip levels; beyond that, it's a document, not a slide — split.
3. Text boxes: the framed exception
For additions (caption, source, quote): one area, aligned with the grid (Display → Landmarks), same font as the mask. The sources in 10-12 pt gray at the bottom: present without polluting.
🔎 Concrete example — Real-world example — Lighten an overloaded slide
BEFORE: 12 lines of 15 words in 14 pt (“Our process…”)
AFTER:
Title: “Deadlines have fallen by 30%”
• Online ordering (vs. paper)
• Validation in 24 hours (vs. 5 days)
• Real-time monitoring
Source: Q2 report (10 pt, bottom of slide)Reading: 3 seconds to capture, the rest orally.
Lesson: the title affirms, the bullet points prove, the source reassures.
Section vocabulary
- Text box
- Free text box (Insertion → Text box) — to be reserved for annotations; the main content goes in placeholders.
Simple example: Amel mobilizes “Zone detexte” in preparing for the launch.
What it is not: Treat “Text Box” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Bullet Levels
- Hierarchy in a content area: Tab demotes, Shift + Tab promotes — like in Word.
Simple example: Amel mobilizes “Levels of chips” in preparation for the launch.
What it is not: Treat “Bullet Levels” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Automatic adjustment
- PowerPoint shrinks overflowing text: warning signal! If the text shrinks, there is too much.
Simple example: Amel mobilizes “Automatic Adjustment” in preparation for the launch.
What it is not: treat “Auto-adjust” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Convert to SmartArt
- Right click on a list → Convert to SmartArt: the list becomes a visual diagram (process, cycle, etc.).
Simple example: Amel mobilizes “Converter en SmartArt” in preparation for the launch.
What it is not: treat “Convert to SmartArt” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
- Line spacing
- Home → Line spacing: 1.2 to 1.5 aerates lists — more readable from afar.
Simple example: Amel mobilizes “Interligne” in preparing for the launch.
What it is not: treat “Line spacing” as a detail unrelated to the message.
Reflex: Does this choice make the presentation clearer for the audience?
In practice — Saving an overloaded slide
- Create a “Title and Content” slide and paste 10 lines of text on it: watch as the auto-adjust shrinks the font — the “too full” signal.
- Reduce to 5 short bullet points (5-8 words each): reduce the size to 24 pt minimum.
- Prioritize: sublevel 2 bullets with Tab.
- Visual alternative: right click on the list → Convert to SmartArt → choose a process. Compare the impact of the two versions.
Ready-to-say script — Text, text boxes & formatting (25 sec)
“Enter and format the text, manage bullets and levels, and ensure readability. Concretely, I check this point before projecting: 24 pt minimum, 6 lines maximum, short sentences: readability at the back of the room. »
Short wording, to be adapted to the audience and the context of the meeting.
Copy and paste template — “Text, text boxes & formatting” checklist
CHECKLIST — Text, text boxes & formatting
1. 24 pt minimum, 6 lines maximum, short sentences: readability at the back of the room.
2. If PowerPoint shrinks your text on its own, the slide is too busy: cut.
3. The detail goes in the speaker's notes or an accompanying document, not on the screen.
4. A list > 5 items almost always benefits from becoming SmartArt or being split into two slides.
EXPECTED RESULT: The anti-overload reflex acquired: less text, larger, or converted into visual.Express version
Apply only the essentials and the first key point, then check the rendering in projection.
Remote
Share the file and check fonts, contrasts and text size before the video conference.
As a team
Lock in the common model and document choices to keep colleagues consistent.
Printed version
Keep the message titles and the text outline; remove animations that are no longer needed.
✓ Best practices
- 5×5 and 24 pt minimum, always.
- Bold on the keyword, not the phrase.
- Sources in small gray at the bottom.
✗ Common pitfalls
- Entire paragraphs in 14 pt.
- All in bold (= nothing in bold).
- Three levels of nested bullets.
Key takeaways
- 24 pt minimum, 6 lines maximum, short sentences: readability at the back of the room.
- If PowerPoint shrinks your text on its own, the slide is too busy: cut.
- The detail goes in the speaker's notes or a supporting document, not on the screen.
- A list > 5 items almost always benefits from becoming SmartArt or being split into two slides.
48 hour challenge — apply tomorrow
Resume saving an overcrowded slide on Amel's launch presentation: Create a "Title and Content" slide and paste 10 lines of text on it: watch the auto-adjust shrink the font — the "too full" signal. Time 20 minutes and note what has changed for the audience.
- I can explain and apply: 24 pt minimum, 6 lines maximum, short sentences: readability at the back of the room.
- I can explain and apply: If PowerPoint shrinks your text on its own, the slide is too busy: cut.
- I can explain and apply: The detail goes in the speaker's notes or an accompanying document, not on the screen.
Frequently asked questions
What font should I choose to be readable in projection?
A sans serif: Segoe UI, Calibri, Arial, Verdana. Avoid thin (Light) and fancy fonts; Bold is for key words, not paragraphs.
How to distribute a text that is too long without shrinking it?
Split into two slides (“Part 1/2”) or use the Dual Content layout. The temptation of 16 pt is always a mistake: the public ultimately gives up.
What is the minimum size for readable text in a room?