Presentation symbols

Define the role of each symbol

To use symbols consistently in a presentation, first decide which concept each mark will represent. Then determine which slides it will appear on, how it will be distinguished from similar concepts, and whether it needs an accompanying explanation. Collecting these decisions in a brief glossary makes it easier to give each symbol the same meaning throughout the presentation.

The goal is not to fill every gap with an icon or redesign the entire presentation. Use a symbol if it makes the message easier to understand or compare. If it serves only as decoration, consider removing it. Do not assume that a symbol’s meaning will be self-evident to everyone; check how your audience interprets it.

Prepare a short symbol glossary

List the key concepts in the presentation and choose a primary symbol for each. First clarify whether closely related concepts such as “approved,” “complete,” and “successful” really have distinct meanings. If they do not, avoid using different symbols unnecessarily; if they do, do not represent them with the same mark and create confusion.

For each symbol, include the following information in the glossary:

• Meaning: Which concept does it represent?
• Use: In what situations and on which slides will it appear?
• Appearance: What will its color, line, fill, and approximate size be?
• Explanation: What label will accompany it on first use or when needed?

The Stanford Encyclopedia of Philosophy entry on Susanne Langer discusses the relationship between symbolic forms and the shareable aspects of thought and experience. This offers context for thinking explicitly about shared meanings in a presentation; it does not prove that everyone will interpret a particular icon in the same way or that a symbol guide is necessary. (Stanford Encyclopedia of Philosophy: Susanne Langer) Test the meaning with your audience as well.

Apply visual rules consistently

For symbols serving the same function, use similar line weights, fills, and sizes. Marks taken from different sources may vary in appearance; review them side by side and, if needed, adjust them to match a common example. Keep a symbol’s placement appropriate to its purpose and as consistent as possible.

If you associate colors with meanings, keep that association consistent throughout the presentation. But do not rely on color alone to convey meaning: adding a short text label or a different shape can provide an additional cue for people who do not recognize the symbol or color. This is a suggested review method, not a guarantee of accessibility compliance on its own. If a change in size indicates a difference in meaning, explain the rule; if it does not, avoid showing similar marks at unnecessarily different sizes.

Use sources in context

Examples of symbols having multiple associations do not establish a standard for a particular presentation. The University of Dayton page about garden symbols is an example of how plants are associated with different meanings in religious and cultural narratives; it is not a guide to choosing symbols for presentations. (University of Dayton: My Garden Prays) The limited reminder to take from this is that a mark’s meaning can depend on context; check how it is used in your presentation.

Worked example: three slides showing project status

Hypothetical example: A team summarizes project status in three slides. In its glossary, a check-marked circle means “complete,” a clock means “in progress,” and an exclamation mark means “decision needed.” These marks are chosen only for this example; do not assume the team’s audience will understand them in the same way.

• Slide 1 — Status summary: Three workstreams are listed by name. The relevant symbol and a short status label appear beside each name. The symbols’ meanings are explained on first use.
• Slide 2 — Timeline: The same workstreams are shown on a timeline. The symbols’ shapes and meanings stay the same; if color is used, the category colors remain consistent as well.
• Slide 3 — Item awaiting a decision: The exclamation mark appears only beside the item that requires a decision. The accompanying text explains the decision needed; the symbol does not replace the explanation.

In this example, what matters is not the particular clock or exclamation mark, but that the same concept is presented with the same mark and explanation on every slide. For a timeline layout, see presentation timeline examples; if information will be compared in a table, see improving accessibility in presentation tables.

Correct inconsistencies

The same symbol is used with different meanings: Review the glossary. If the concepts are distinct, choose different marks; if they are not, standardize the meaning and revise earlier uses accordingly.

A symbol is unclear: Add a short label or explanation where it first appears. Ask someone unfamiliar with the presentation what the symbol means and compare their answer with your glossary. Do not treat one person’s answer as definitive proof.

The appearance changes from slide to slide: Review the same types of marks side by side throughout the presentation. If there are differences in color, line, or proportions that do not carry meaning, make the appearances consistent.

The symbol competes with the text: Try removing it. If the message is clearer without it, the icon may not be contributing anything. If you keep the symbol, simplify its placement; do not make it so small that it makes the text harder to read.

Final checklist and frequently asked questions

Review the presentation from beginning to end:

• Is every symbol defined in the glossary and used with the same meaning wherever it appears?
• Is there an explanation or label where one is needed on first use?
• Are the colors, lines, fills, and sizes of similar marks consistent?
• Does a symbol’s meaning depend on color alone?
• Does the symbol support the text, or does it create unnecessary repetition?
• Can someone unfamiliar with the presentation interpret your chosen symbols correctly?

If the answers do not match the glossary, strengthen the label or change the symbol. This review helps you check how your audience understands the symbols; it does not guarantee that everyone will interpret them in the same way.

Should I put a symbol on every slide?

No. Use a symbol only if it makes a concept easier to recognize or compare. Consider removing decorative repetitions that do not reinforce the meaning.

Is color alone enough?

You can use color as a cue, but also support the meaning with a short label or the symbol’s shape. During your review, check whether the message is understood when the color difference cannot be distinguished.