How to Set a Default Shape in PowerPoint

This article provides a step by step guide of how to set default shape properties in PowerPoint in either your current presentation or in a PowerPoint .potx template file. There is also information about how to update and remove default PowerPoint shape properties.

1. Understanding PowerPoint Themes and Defaults 

Before we delve into the specifics, let’s clarify a few concepts: 

• Themes: PowerPoint themes define the overall look and feel of your presentation, including fonts, colors, and effects. When you create a PowerPoint Template it has a theme associated with it (Learn more about PowerPoint themes, templates and layouts)
• Default Properties: PowerPoint Defaults refer to the initial settings applied to various elements, such as default shapes, lines, and text boxes. 
• Templates: PowerPoint templates are files ending in .potx - these files are used to store a combination of a theme and defaults along with layouts and branding etc for an organization.

If you set default shape properties while working in a PowerPoint presentation, it will remain the default for that presentation until it is changed.

Alternatively, if you set or update the default shape for a PowerPoint template, it will be applied each time the template is used to create a new presentation.

In this article we explain how to set/ change the default elements of PowerPoint shapes in a PowerPoint presentation and in a PowerPoint template. Default shape, line and text box settings are attributes that can be associated with specific PowerPoint presentations or PowerPoint Templates .

2. Setting your PowerPoint Default Shape 

To customize PowerPoint default shape properties you need to insert a shape to your presentation and update the properties to match your preferred default (or you can use an existing shape in your presentation). Skip forward to step 3 if you have already inserted a PowerPoint shape to your slide and updated the properties to match your preferred default:

1. Insert a PowerPoint Shape: 

• Open a PowerPoint presentation. 
• Insert a shape from the the PPT Productivity Format Toolbar, the PowerPoint Insert Shape dropdown menu or from the Insert Tab on the Ribbon.
• Select any PowerPoint shape - the formatting styles you adjust and set as default will be applied to all shapes added to the current presentation.

2. Format the PowerPoint Shape: 

Once you’ve inserted the shape, format shape properties according to your preferences. You can:  

• Add/Adjust the fill color (or change to no fill if preferred)
• Modify the outline color and thickness (or change to no outline if preferred)
• Add Shape effects - for example shape shadow, bevel or 3D effects. 
• Set the text style including font color, style, size attributes

3. Set as PowerPoint Default Shape: 

Once you have a shape on your PowerPoint slide with your preferred properties, its time to set it as the default.

• Right-click the shape you’ve customized. 
• Choose Set as Default Shape from PowerPoint's context menu. 

Once you have selected to set as default shape, any new PowerPoint shape you insert to your presentation will inherit and apply these customized properties. 

Note that you only need to customize the style attributes on one PowerPoint shape, eg a rectangle, and set as default. All other inserted PowerPoint shape types will inherit the new default style attributes.

If you use PPT Productivity add-in for PowerPoint you should also note that your default text styles will also be applied to the PPT Productivity Status Stamps and Sticky Notes, however color and other style attributes are set for these shapes via Settings on the the PPT Productivity ribbon.

Changing default PowerPoint shape attributes does not change the default PowerPoint table styles, PowerPoint charts, text boxes or content placeholders.

Also - when you set a default PowerPoint shape, this customization applies only to your current presentation. If you want default shapes for multiple presentations, repeat this process for each one - or refer to step 4 below for how to set default shape in PowerPoint templates. 

3. Updating Default PowerPoint Shape Attributes 

To update the PowerPoint default shape attributes (e.g., changing the outline color or thickness), follow these steps: 

1. Modify a PowerPoint Shape: 

• Insert a new shape into your presentation. 
• Make the desired changes to the shape’s attributes (e.g., adjust the outline color or remove the fill). 

2. Set as Default PowerPoint shape (to override existing): 

• Right-click the modified shape. 
• Choose Set as Default Shape once more. 
• This ensures that any subsequent shapes you insert will reflect the updated attributes. 

5. Set default shape for PowerPoint template (or update)

The steps to set a default shape or update default shape for a PowerPoint template are almost the same as the above. However to update a PowerPoint template, you first need to open the .potx template file in editing mode.

When you double click a .potx file (for example from Windows File explorer view), it triggers a new instance of a PowerPoint presentation to be created. However if you want to open the PowerPoint template .potx file in editing mode (to make changes to the template), you need to right mouse click on the .potx file, then Open from the right click menu.

How to make sure you have opened the .potx file rather than creating a new presentation? Simply check the presentation title once the PowerPoint opens. If the presentation title says "Presentation 1" (or another number), then you need to close the file and try again. When a PowerPoint template is opened correctly in editing mode, you will see the name of the .potx file displayed.

Once you have opened the .potx file in PowerPoint , follow the previous steps to set or update a default PowerPoint shape for your template (insert a shape to the slide, format it based on your preferences and then right click and set as default). However the main difference - before saving the updates to the PowerPoint template, ensure you delete the shapes that you added after selecting the 'set as default' option.

Note that when editing PowerPoint .potx files in Microsoft 365, the autosave feature will be disabled. You will be prompted to decide whether to save changes when closing your PowerPoint template.

4. Additional Tips: 

• PowerPoint Slide Master: If you want to change other defaults through your presentation or template (like fonts or text alignment), consider using the Slide Master. It allows you to set global settings for your entire PowerPoint presentation (note: remember to do this in the .potx file if you would like the changes to apply to all future presentations you create using your template). 
• Custom Themes: Create custom PowerPoint themes with your preferred shape attributes and apply them consistently across PowerPoint presentations. (Learn more about PowerPoint themes)

Setting default PowerPoint shapes can streamline your workflow and ensures consistency in your designs. However, as the changes you make affect all added shapes, consider carefully the style attributes that you set as your default (aim to set as default your most commonly used shape style).

If you frequently work with a variety of shape formats in PowerPoint (eg frequently using different colored shapes or different fonts/ outlines for shapes, you might be interested in PPT Productivity's Magic format painters, which let you quickly copy and paste all or specific formatting attributes across other shapes in your PowerPoint presentation.

Now you’re ready to create eye-catching presentations with your personalized default shapes! 🎨🔍 

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