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Informatics and GIS Program

Making Maps in PowerPoint with a Map Layers Presentation Created with ArcGIS Pro

Andy Lyons
February 2025

IGIS Tech Notes describe workflows and techniques for using geospatial science and technologies in research and extension. They are works in progress, and we welcome feedback and comments below.

Summary

GIS applications like ArcGIS Pro are well-equipped to make maps, but have a steep learning curve and hence are not widely used among the general population. PowerPoint on the other hand is well-known and has a good set of drawing tools, but doesn't know how to import or handle GIS data. This two-part video Tech Note describes how to to convert GIS data to editable map layers in PowerPoint, and then how to make maps in PowerPoint given a map layers presentation. Using this workflow, GIS users can empower their non-GIS colleagues to make simple maps entirely within PowerPoint using formatting tools they already know.

Overview

Maps are commonly used in presentations, but for the most part they are imported as clipart. This works fine when a suitable clipart file is available, but many presenters want to tweak a map to highlight specific features, edit the labels, or make it more visually aligned with the rest of the presentation. This is often not easy, or even possible, without going back to the GIS software that generated the map clipart, or editing the clipart file in a dedicated graphics program.

The workflow described in this two-part video Tech Note will show you how to convert GIS data into PowerPoint using ArcGIS Pro. The output is a "map layers" presentation in PowerPoint whereby each layer has been saved on a separate slide as native PowerPoint shapes. Most map layers can be brought into PowerPoint using this workflow, including points, lines, and polygons, as well as labels and basemap images (example).

A PowerPoint user can copy-paste the desired layers onto a new slide, and then use PowerPoint's formatting tools to modify the fill, outline, fonts, and apply special effects. This method also allows layers to be presented layer-by-layer as animations.

There are however some important limitations to be aware of before using this workflow. A map layers presentation will not turn PowerPoint into GIS software (but see ArcGIS for Excel). PowerPoint users will be limited to the layers made available to them in a map layers presentation, and even basic operations like changing the zoom will be limited. This workflow is also a workaround that will require some intermediate skills in both PowerPoint and ArcGIS Pro.

Part 1

Part 1 is for PowerPoint users and describes how to make a map in PowerPoint with a map layers presentation. ArcGIS is not mentioned at all. The video includes demos of making three different maps of the UC ANR network.

 

Part 1 begins by reviewing some general PowerPoint techniques useful for making maps, including:

  • copy-pasting shapes between slides
  • selecting shapes within a group
  • resizing shapes in place
  • deleting shapes from a group
  • changing shapes to other presets
  • resizing shapes as a group

Part 2

Part 2 describes how to create a map layers presentation using ArcGIS Pro, using graphic files as the intermediary. The video shares a number of tips and tricks for designing the map in ArcGIS Pro, creating a layout, recommended file formats for each type of map layer, and importing them into PowerPoint.

 

Tips covered in Part 2 include:

Setting up the map document

  • set your monitor to 1920 x 1080
  • size the map pane to match the aspect ratio of your slides
  • give the map a projection (and rotation if desired)

Layers

  • select a polygon layer to be the boundary for the map
  • simplify complex polygon layers

Symbology

  • use color-blind friendly palettes
  • no transparent colors!
    • hide outlines with 0 pt
    • use a white light gray fill for polygons
  • use simple shapes for point layers
  • shape markers are also ok if needed

Labels

  • no transparent colors!
  • no halos!
  • use basic fonts
  • use annotations for custom placement

Base maps

  • use simple base maps
  • select base maps with detachable labels
  • mask basemap layers using the boundary polygon layer

Creating a layout

  • size the layout to 13.3" x 7.5"
  • insert a map frame to fill the page
  • give the map frame 0 pt outline
  • move service credits off the page

Exporting the map layers

  • zoom to boundary layer
  • show one layer at a time
  • export polygons to SVG
  • export basemaps to JPG
    • Pro Tip: to export a basemap with a transparent background, export it as PNG, check 'transparent background', and run the resulting file through a PNG optimizer like CompressPNG to reduce the file size before importing into PowerPoint
  • export labels to EMF
  • export annotation elements (except text) to SVG

Importing graphic files into PowerPoint

Feature classes

  • start with boundary layer
  • drag 'n drop (or Insert -> Picture)
  • convert to shape
  • ungroup (twice)
  • lock aspect ratio
  • regroup

Basemap layers

  • drag 'n drop (or Insert -> Picture)
  • check alignment
  • crop if desired

Labels

  • drag 'n drop (or Insert -> Picture)
  • ungroup once or twice
  • if needed, select textbox elements and copy to another slide
  • apply center alignment
  • regroup
  • import leader lines separately