What Is a Presentation Software and When Should You Use One

Your boss has just asked you to create a presentation to showcase a new product, deliver a compelling speech, or lead a team training.

But you’re aiming for more than the standard, “template-filled” look, and there's one small problem: you don’t have Microsoft PowerPoint installed.

Choosing the right presentation software can mean the difference between delivering an engaging, memorable pitch and falling short of your audience's expectations.

The right presentation tool enhances your message's clarity and ensures it sticks.

Are you new to presentation software or do you want to boost your productivity with something beyond PowerPoint? Well, you’re in the right place.

In this guide, you’ll learn how to choose the best PowerPoint alternatives, packed with must-have features for fast, collaborative, and professional presentations.

What is presentation software?

Presentation software, often called presentation programs or graphics applications, is designed to help users craft engaging, visual presentations.

Presentation tools organize content through slides, blending text, photos, and multimedia, guiding audiences via a narrative that supports your spoken words.

Presentation tools go beyond just displaying information – they structure it logically and visually.

Whether you’re presenting complex data or a fresh idea, presentation software solutions allow you to make your key points memorable.

What to use presentation software for?

Wondering how presentation software can cater to your unique needs, audience, or purpose?

Read on to learn how to integrate presentation apps throughout your professional life.

Work

Presentation software supports a wide range of professional tasks, like:

• Creative briefs and mood boards.

• Pitch decks and proposals.

• Competitor analysis and market insights.

• Project reports and annual reviews.

• Marketing and strategic plans.

• Product demos.

• Client proposals.

• Sales and investor pitches.

• Conference keynotes.

• Training modules.

University

A custom presentation provides a visual aid for students and educators, preparing:

• Lectures and class presentations.

• Research projects and group assignments.

• Workshops and seminars.

• Educational presentations.

School

Students benefit from using interactive presentations for:

• School projects and book reports.

• Science fairs, history projects, or group assignments.

• Art, writing, or personal interest projects.

How to create presentations that work?

To create a successful presentation, you should plan; considering your purpose and audience, presentation design and narrative, and more.

Plan and structure your content

Before opening any presentation apps, build a map to pinpoint what you want to cover and the presentation flow.

Start by identifying:

• Who you'll be talking to? Your audience’s familiarity with the subject will help you decide on the language and depth of information.

• What is your overarching message?

• What are your objectives: do you aim to inform, educate, or inspire?

To keep the flow consistent ensure each slide has a single key point that naturally leads up to a strong call to action.

What's the story?

Your presentation narrative is the thread that ties everything together – your motivation for the presentation, your audience’s interests, and the unique insights you bring.

After clarifying the story, create a detailed outline as a guide for both speech and slides, ensuring no key elements are overlooked.

Presentation design

When it comes to design, make the most of presentation software’s built-in tools to keep your slides visually appealing yet straightforward.

Utilize pre-built templates to maintain brand colors and consistency while adding customization as needed.

Keep multimedia elements relevant, high-quality, and purposeful to enhance your message.

The minimalistic design remains one of the best approaches for professional presentations. Simple and clean layouts maintain an elegant appearance and help audiences focus on the content.

Speech o'clock

Although you’ll build some of your speech as you create your stunning presentations, dedicate extra time to shaping it fully.

Start by, once again, identifying the core reason you’re speaking to this audience.

Plan for a powerful opening and closing to leave a lasting impact.

Add your speaker notes to your presentation, they'll act as prompts to help you stay on track and avoid getting lost or stuck.

Practice makes perfect

Once you feel prepared, test the presentation software, technology, and timing of any multimedia elements.

Note how long your presentation takes – add any missing information and trim unnecessary elements to keep the message concise.

Finalize your presentation

Set aside at least a day to ensure your slide decks are flawless.

Start by focusing on the design details – ensure images and text are aligned; colors are consistent; and correct any typos.

After this, rehearse your presentation from start to finish.

In a second round of review, focus on tone, grammar, and punctuation to refine your writing.

What should every PowerPoint presentation have?

Presentation software provides a powerful suite of tools that not only make slide creation easy but also help you design presentations that are polished, brand-aligned, and captivating for any audience.

Here are the key features you need to look out for:

Templates

Many platforms come with professionally designed presentation templates that make creating visually appealing presentations a breeze.

With drag-and-drop presentation templates, you can match your slides to company branding and even search a library of pre-approved layouts and designs for faster formatting.

Color aesthetic

Colors carry psychological associations that can impact how messages are received, so your presentation colors should align with your brand’s message.

If you’re short on time, opt for PowerPoint templates that align with your branding colors to avoid unnecessary customization.

Typeface and font size

The ideal typeface should be all systems-available, such as Arial or Calibri, ensuring compatibility on any device.

Limit yourself to a maximum of three typefaces per presentation to maintain a clean and cohesive look.

As for your title fonts, they should be between 36-44 pt, while body text should range from 24-28 pt. A single quote or key phrase on a dedicated slide can be effective, using a larger, 36 pt size in italics.

Bold text is ideal for emphasizing key concepts, while italics can highlight foreign terms or quotes.

Format

The standard 16:9 format offers a rectangular layout, widely compatible with modern devices and projectors, and prints well on A4 paper.

The 4:3 format's square layout can be more challenging for creating emphasis, but it ensures your presentation looks consistent on most projection equipment.

Collaboration

Cloud-based software often includes shared workspaces, letting teams collaborate on presentations, provide feedback, and track real-time progress.

With version control, you can easily manage changes, access prior versions, and review contributions from team members.

Stock libraries and visual assets access

Some presentation tools provide access to built-in libraries with images, photos, icons, and animations, while others integrate with sources like Unsplash or Giphy.

You can pull in high-quality visuals to strengthen your message and make your presentation even more dynamic.

Video, audio, and data integrations

Many programs support video embedding from sites like YouTube and offer audio integration, so you can add voiceovers or sound effects to bring slides to life.

Plus, some applications connect with data sources like Google Analytics or Sheets, letting you back up your story with real-time data insights.

Animation options

Transitions are key for holding attention, with options to control speed and sequence.

Keep your animations simple, lightweight, and consistent, as they should move smoothly between slides rather than distracting the audience.

Smart design tools

Advanced tools often include a built-in designer that automatically applies formatting rules, ensuring consistency without manual adjustments.

Features like automatic font resizing, color matching, and logo placement keep your presentations on-brand and polished.

What Is the Best Presentation Software out There?

In the next section of this guide, we'll provide you with the best presentation tools to suit your needs.

MobiSlides

MobiSlides is an intuitive and powerful tool for creating and delivering eye-catching presentations, whether for a corporate keynote or a school project.

The presentation software provides easy options for building slides, from choosing themes and templates to diving into its rich editor to customize layouts with text, media, and effects.

Meanwhile, its Slide Master tool allows you to customize multiple slides simultaneously.

Slides help users present confidently by allowing them to rehearse timings and use presenter view for a seamless delivery.

MobiSheets' standout feature is its compatibility with other major presentation formats like PowerPoint and Keynote, making it a versatile choice for anyone needing to share their work across different devices or platforms.

PowerPoint

Microsoft PowerPoint remains one of the most popular presentation software, known for its user-friendly design tools, multimedia integrations, and wide range of templates.

PowerPoint’s simplicity and familiarity make it a go-to choice for users who want a reliable, traditional slide deck experience.

The presentation software offers rich design tools, animations, and an easy-to-use interface that’s accessible to all levels of presenters.

Apple Keynote

Keynote, designed specifically for Apple users, is known for its high-quality graphics and ease of use.

Preloaded for free on Apple products, Keynote is a user-friendly tool offering sleek template layouts and stunning animations.

Keynotes provides seamless compatibility with macOS and iOS devices, making it especially convenient for those within the Apple ecosystem.

Google Slides

Google Slides is a cloud-based presentation software, ideal for teams needing real-time collaboration.

Slides are accessible from any device with internet access, a valuable feature for teams working from different locations.

Google Slides allows multiple users to work on a presentation simultaneously, with changes saved automatically and accessible to all collaborators.

With familiar design and layout options, users can quickly create or edit slides while also benefiting from Google’s robust sharing and collaboration features.

WPS Presentation

WPS Presentation is a free, cross-platform presentation software that offers a user-friendly experience similar to PowerPoint.

Compatible with multiple file formats like .ppt and .pptx, WPS Presentation enables seamless sharing and editing across devices, from Windows PCs to iOS and Android.

The software boasts an extensive library of templates and design resources, empowering users to create professional presentations quickly.

Conclusion

Choose the right presentation software to create a polished, engaging presentation that resonates with your audience and meets your unique goals.

From corporate pitches to classroom presentations, these tools offer flexibility, collaboration, and impactful design features that take your ideas further.

Don’t settle for standard templates; explore the best presentation software that aligns with your message and enhances audience engagement.

Ready to upgrade your presentation skills? Try MobiSlides for free and start creating standout presentations today!