With the help of Microsoft Sway, a robust and intuitive digital storytelling tool, you can produce eye-catching reports, newsletters, presentations, and more. In contrast to conventional slide-based programs such as PowerPoint, Sway provides a more dynamic and fluid layout that is ideal for contemporary digital experiences.
Note: If you are new to Microsoft Sway, I recommend checking out my Overview of Microsoft Sway first to understand its core purpose and benefits. This blog dives deeper into how to use its features step-by-step.
Main Interface Overview
Once you open Sway, you will be welcomed by the Main Screen.
Once you open Sway, you will be welcomed by the Main Screen.
➤ Create New
Start from scratch and build your Sway step-by-step.
➤ Tutorials
By clicking this, you will be taken to Microsoft's official Sway learning tutorials.
➤ Start from a Topic
Enter any topic, and Sway will generate a layout based on information from Wikipedia, offering a head start with structure and content.
➤ Start from a Document
Upload a file (e.g., a PDF), and Sway will automatically convert it into a visually appealing presentation.
Additional Options on the Home Page
➤ My Sways
Displays a list of all Sways you’ve created.
- Edited – Shows your recently edited Sways.
- Viewed – Displays the most viewed presentations.
- Analytics – Gives basic insights into views and engagement.
- Deleted – Recover recently deleted Sways.
➤ Start from a Template
Choose from a variety of pre-defined templates to quickly build your Sway.
➤ Get Inspired by a Featured Sway
Browse sample Sways created by others. Click on one, preview it, and if it fits your needs, select “Start Editing This Sway” to customize it.
There were primarily two tabs on this screen:
- Storyline
- Design
Let’s break these down one by one.
Storyline Tab
In the Storyline, you construct and arrange your Sway. Think of it as the canvas for your content.
Understanding the Storyline Layout
Understanding the Storyline Layout
The Storyline is a linear, scrollable workspace where you add "cards" — blocks of content like text, images, videos, or embedded links.
Click the Plus (+) Button to Add Content:
Provides quick content suggestions based on your current section.
Text Options:
Text – Add content with formatting options like:
- Heading 1 – Create large headings for new sections.
- Bold (Emphasize)
- Italic (Accent)
- Bullet or Numbered Lists
- Link
Font Styling Tips:
- Gray Icon – Subtle emphasis (original font).
- White Icon – Moderate emphasis.
- Trash Icon – Deletes the card without confirmation.
Media Options:
➤ Image
Add images from:
➤ Image
- Suggested
- OneDrive
- Bing Images
- Flickr
- Pickit
- YouTube
- Your device
You can also:
- Emphasize or accent the image.
- Add a hyperlink to the image.
➤ Embed
Embedded content like videos or custom HTML.
Example: Upload an HTML file to SharePoint, copy the embed code, and paste it into the Embed card in Sway.
➤ Upload
Upload a document directly into Sway. It may take time based on the file size.
Group Layout Options
You can group content in various layouts:
Automatic
Automatically arranges selected items (images/videos) for optimal display.
Grid
Displays content in a neat grid layout.
Comparison
Enables you to use a slider to compare two images (PDFs are not compatible.).
Stack
The Stack option in Microsoft Sway allows you to add multiple images or text cards layered on top of each other, similar to a deck of cards. This feature is perfect for showcasing content that users can flip through one at a time, such as step-by-step instructions, comparison slides, or sequential visuals.
Once you add content utilizing the Stack option:
- Users can click or tap on the highlighted corner of the stack to flip through each card.
- Each click reveals the next image or text in sequence, offering an interactive experience.
- This format is especially useful for storytelling, tutorials, or product showcases where you want the user focus on one item at a time.
In the context of visual communication, it showcases a collection of pictures systematically arranged, resembling a traditional slideshow.
Design Tab
Customize the visual style of your Sway here.
Useful Tools
Undo/Redo
Located at the top corner. These help you revert changes instantly.
Navigation Panel
Click the small icon on the bottom-right to see an overview of your headings and navigate between sections easily.
Click “Styles” at the Top-Right Corner
You can choose:
- Vertical scrolling layout
- Horizontal scrolling layout
- Slides style (like PowerPoint)
- Change background and theme colors.
- Click Remix! to let Sway randomly pick a style for you.
Preview Before and After Styles: Toggle through styles to see how they transform your presentation.
Here's how the presentation looked before applying a new theme:
Export and Share:
Once your design and content are ready, it's time to share it or export it for other uses. Click the Play button to preview your final creation as it will appear to viewers.
When you were ready to share or export your work:
- Duplicate this Sway: Make a copy of your existing Sway.
- Save as Template: Turn your current Sway into a reusable template.
- Print: Choose Print to get a printable version of your Sway in a clean, reader-friendly format.
- Export as PDF: A static, shareable version for distribution to get better idea.
- Export as Word Document: Great for additional editing or documentation needs.
Conclusion
- Microsoft Sway is an intuitive tool for building dynamic, web-based presentations without needing advanced design skills. With features like automated layouts, embedded support, templates, and easy customization, it's perfect for both professionals and beginners.
- Whether you're creating a company newsletter, project report, or classroom presentation, Sway makes storytelling simple and beautiful.
Need a quick recap or want to share Sway with someone new? Read this introductory post: Microsoft Sway – An Overview
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