Text Formatting in PowerPoint
By the Syncfusion DevTutorials team · Last updated
Add text boxes; change fonts, sizes, and colors; use bold, italic, Change Case, Format Painter, Undo, and Find and Replace; and decorate titles with WordArt.
Text is one of the most important elements in a presentation. The way text is formatted affects how easily your audience can read and understand your slides. A larger title attracts attention, color highlights important information, and formatting helps organize content visually. In this lesson, you'll learn how to add text boxes, format text, change fonts and sizes, apply text effects, use Find and Replace, and work with WordArt.
Open the PowerPoint sandbox and follow along. Most text formatting commands are available in the Font group on the Home tab.
Text Boxes
Placeholders are usually the best place to enter text, but sometimes you need text in a custom location on the slide.
To add a text box:
- Click Insert > Text Box.
- Click or drag on the slide.
- Type your text.
Text boxes are useful for:
- Labels
- Captions
- Notes
- Additional information
In the sandbox, selecting Text Box adds a text box containing the word Text. Double-click the box, press Ctrl + A to select the existing text, and then enter your own text.
Selecting Text
Before you can format text, it must be selected.
You can select:
- An entire placeholder or text box
- A word
- A sentence
- A paragraph
- All text within a text box
Selecting a text box applies formatting to all text inside it.
Selecting specific text applies formatting only to the selected content.
In the PowerPoint sandbox, formatting changes typically apply to the entire text box rather than individual words.
Fonts and Font Size
The Font group on the Home tab contains controls for changing how text appears.
Font
The font list allows you to choose a typeface.
Examples:
- Calibri
- Arial
- Aptos
- Times New Roman
Font Size
Font size is measured in points (pt).
Typical slide sizes include:
| Text Type | Recommended Size |
|---|---|
| Slide Title | 36–44 pt |
| Body Text | 24–32 pt |
| Captions | 18 pt or larger |
You can:
- Choose a size from the Font Size list.
- Use Increase Font Size.
- Use Decrease Font Size.
Limit your presentation to one or two fonts. Using too many fonts can make slides look inconsistent and difficult to read.
Bold, Italic, Underline, and Other Effects
PowerPoint provides several text emphasis options.
| Option | Shortcut | Common Use |
|---|---|---|
| Bold | Ctrl + B | Important words and titles |
| Italic | Ctrl + I | Book titles, quotations, emphasis |
| Underline | Ctrl + U | Occasional emphasis |
| Strikethrough | None | Indicating removed information |
| Text Shadow | None | Adding subtle depth to text |
Click a formatting button once to apply it and again to remove it.
Font Color and Highlight
Font Color
The Font Color button allows you to change text color.
Using theme colors helps maintain a consistent appearance throughout the presentation.
Text Highlight Color
Text Highlight adds a colored background behind text, similar to a marker pen.
When choosing colors:
- Use strong contrast.
- Ensure text remains easy to read.
- Avoid color combinations that reduce visibility.
Change Case
The Change Case command automatically changes capitalization.
| Option | Example |
|---|---|
| Sentence case | This is a title |
| lowercase | this is a title |
| UPPERCASE | THIS IS A TITLE |
| Capitalize Each Word | This Is A Title |
| tOGGLE cASE | tHIS iS a tITLE |
Change Case is useful when text has been typed using the wrong capitalization.
Clear Formatting
Clear Formatting removes formatting and restores the text to the presentation's default style.
This removes:
- Bold
- Italic
- Underline
- Colors
- Font changes
- Size changes
Use it when text formatting becomes inconsistent.
Format Painter
Format Painter copies formatting from one piece of text and applies it to another.
To use Format Painter:
- Select text that contains the desired formatting.
- Click Home > Format Painter.
- Select the destination text.
Format Painter copies:
- Font
- Size
- Color
- Effects
It does not copy the text itself.
Double-click Format Painter to apply formatting multiple times.
Press Esc to exit Format Painter mode.
Format Painter may not function fully in the sandbox environment. If necessary, manually apply the same formatting.
Undo and Redo
Undo
Undo reverses the last action.
Shortcut: Ctrl + Z
Redo
Redo restores an action that was undone.
Shortcut: Ctrl + Y
These commands are also available on the Quick Access Toolbar.
Find and Replace
Find
Use Find to search for text in a presentation.
Shortcut: Ctrl + F
Replace
Use Replace to find text and replace it with different text.
Shortcut: Ctrl + H
Example:
Find: Product A
Replace With: Product X
Choose:
- Replace for one occurrence.
- Replace All for every occurrence.
Replace All is useful when a company name, product name, or spelling mistake appears on multiple slides.
WordArt and Text Effects
WordArt allows you to create decorative text with special visual effects.
To apply a WordArt style:
- Select a text box or placeholder.
- Open the Shape Format tab.
- Choose a style from WordArt Styles.
Additional options include:
- Text Fill
- Text Outline
- Shadow
- Reflection
- Glow
- Transform effects
WordArt is best used for:
- Titles
- Headings
- Short promotional text
Avoid using WordArt for large paragraphs because it reduces readability.
Common mistakes
| Mistake | What happens | How to fix it |
|---|---|---|
| Nothing selected when clicking Bold | Nothing changes | Select the box or text first |
| Too many fonts and colors | The deck looks messy | Stick to the theme fonts and colors |
| Underlining for emphasis | It looks like a link | Use bold instead |
| Light text on a light background | Nobody can read it | Choose a darker font color |
| Replace All without checking | Words inside other words change too | Use Match case, and check the slides |
Exercise
Click Load the practice presentation below. It's a three-slide flyer for a bookshop sale. Then do each task and press Check.
What to Remember
- Use Insert > Text Box to place text anywhere on a slide.
- Select text before applying formatting.
- Choose readable font sizes, especially for body text.
- Use Bold, Italic, and color to emphasize important content.
- Keep font choices consistent across the presentation.
- Change Case adjusts capitalization automatically.
- Clear Formatting removes unwanted formatting.
- Format Painter copies formatting from one text selection to another.
- Ctrl + Z performs Undo and Ctrl + Y performs Redo.
- Find and Replace help update text throughout a presentation.
- WordArt provides decorative styles for titles and headings.
In the next lesson, you'll learn how to work with paragraphs, including bullets, numbering, alignment, indentation, and spacing.