1. Clarify the requirements before designing
Note the poster’s dimensions and orientation, the required file format, and any logo or citation requirements from the event guidelines. Do not guess the dimensions: prepare your design to the size specified by the event. If information is missing, ask the organizers; if there are special printing requirements, check with the print center.
Do not assume that menu steps are the same in the desktop, web, and mobile versions of PowerPoint. Check the help for your version to confirm how to set slide size and orientation. If you cannot find the relevant option, ask the organizers for an approved template or guidance rather than proceeding with an arbitrary size. Once the dimensions and orientation are confirmed, start working on a single slide and keep a copy of the original file.
2. Choose content to support the reading flow
A poster is not a scaled-down copy of the entire paper. First, state the main finding in one sentence; then select the sections needed to understand that message. A possible flow is the title and authors, research question, methods, key results, conclusion, and references. Follow a different order if the event or your institution’s template specifies one.
Rather than copying long paragraphs directly onto the slide, select the sentences that carry the main message. Consider whether each chart and figure contributes to the research message. If you use a chart, check its title, axis labels, and units; add a short caption if it is not clear without one. Compare the numbers and values shown in visuals with your verified research data.
3. Plan a layout for a single slide
Before adding content, sketch approximate positions for the title and sections using simple boxes. If you use multiple columns, make the reading order clear. Align the boxes consistently and leave space between the text and the edges. These are design suggestions; the event’s template or guidelines take priority.
To change the layout of an existing slide in PowerPoint, you can first select the slide, go to Home > Layout, and then choose a suitable layout; menu names may vary by version. Microsoft’s guide to slide layouts explains that layouts can contain placeholders for content such as text, pictures, and charts, and may include theme formatting. The guide also notes that resetting a layout does not delete content you have added.
Making general changes to a layout and applying a layout to a single slide are not the same operation: Microsoft’s guide to Slide Masters and layouts explains that layouts are managed in Slide Master view and applied to slides in Normal view. When you change a layout in Slide Master view, slides based on that layout are affected; you may need to reapply the layout to existing slides that are still linked to the previous layout. If you are working on just one poster, choose a layout that suits that slide rather than changing the general layout unless necessary.
4. Place text and visuals carefully
Keep the title short and prominent, and make section headings distinct from the body text. Avoiding unnecessary variety in fonts and formatting can make the layout simpler. Do not assume that one font size works for every poster size and viewing condition: if possible, inspect a printout at the actual poster size and check whether the text is readable from the expected viewing distance.
After placing visuals, check for cropping, lack of clarity, and overlap with text. Microsoft’s guide to adding images, icons, and other items describes the options in Microsoft 365 and the Office versions specified in the guide. It notes that Microsoft 365 subscribers can access an expanding content library, while Office 2021 and web users can access part of the library without a subscription. This applies only to the content options in that library; you do not have to use it to add visuals. Check in the app whether the options are available in your account and version. Also verify that you have permission to use the visual and, where needed, include its source information.
5. Worked example: a hypothetical poster draft
This example is entirely hypothetical; it contains no real research data or findings. Topic: “Bicycle commuting preferences among university students.” After confirming the event’s size and orientation requirements, imagine placing the title and author information at the top, with three content areas below:
- Left area: Research question and a brief methods summary.
- Center area: A chart to be created using real data and a short explanation.
- Right area: Interpretation of the findings, conclusion, and key references.
Do not make up a sample size, percentages, or findings. In the actual study, use only verified data and methods information. The title, research question, chart, and conclusion should all support the same research message. If the chart is not clear on its own, add the necessary explanation.
6. Review the file before submission
If the event requires a PDF, use your PowerPoint version’s help to confirm how to save or export as PDF; do not assume the menu path is the same in every version. After creating the file, open it and check for overflowing text, cropped visuals, incorrect orientation, character issues, and readability. If another format is required, confirm both the required format and how to create the file in your version. Keep the editable presentation file as a working copy.
If the poster feels crowded, remove sentences that are not relevant to the main finding; do not try to hide the problem simply by making the text smaller. If you think the on-screen appearance may differ from the printout, ask the print center about a proof print and color expectations.
7. Final checklist and FAQ
- The dimensions, orientation, and submission format match the event guidelines.
- The title, author information, and section order have been checked.
- Charts, units, numbers, and source information have been verified.
- Text and visuals are not cut off in the final file, and the layout is readable.
- The required submission format and file creation method have been confirmed.
Can I use a ready-made slide layout?
Yes. Choose a layout that suits your content, but a slide layout does not confirm that you have set the poster’s dimensions or orientation. Verify these requirements separately using the event guidelines and the help for your version.
How should I create the PDF?
If a PDF is required, find the save or export steps in the current help for your version of PowerPoint. After creating the file, open it and review how it looks; no single menu path for all versions is assumed here.
For further reading, see Creating an academic poster in Google Slides and Saving a PowerPoint slide master as a template.
← Back to blog
