Why Canva is as a Modern Alternative to PowerPoint

by Erika Meisels

At Xennial, design isn't just a layer we add to our work; it's a core part of how we communicate ideas, build products, and collaborate as a team. As a UX Designer, I'm always looking for ways to make our internal tools more intuitive and easier to work with. The next tool on my list was our presentation software. Like most other companies on the PLANET, we've been using PowerPoint. PowerPoint has been our default for years, but with growing needs around visual consistency, workflow simplicity, and sharing flexibility, I wanted to evaluate if another tool could check all these boxes. This is where CANVA came into the picture.  

We have designers who are incredibly familiar with Canva. They already built out our brand library into the software, where all of our Xennial assets and branding can be used on any given presentation or design. Because of this, I wanted to test whether Canva could serve as a modern replacement. To do this, I led a usability testing sprint comparing Canva and PowerPoint, and the results were actually incredibly exciting!  

The Objective  

PowerPoint is about making PRESENTATIONS. So, I evaluated how well Canva could support the real presentation needs of our team, from slide building and branding to visual content, notes, and sharing. Specifically, I wanted to understand:  

• How easy Canva is to learn for first-time users  

• Whether it supports Xennial's branding standards  

• How well it handles workflows like adding charts, notes, and images  

• Whether team members would prefer using it over PowerPoint  

The Process  

Over the course of one week, I ran one-on-one usability sessions with four colleagues across different technical roles, including AI developers and full-stack engineers. None had used Canva before.  

Each participant was asked to recreate one of their real PowerPoint slides inside Canva using our brand guidelines. I observed how they navigated the interface, completed tasks, and shared their thoughts throughout. Afterward, we discussed what worked, what didn't, and whether they'd be open to switching platforms.  

What I Observed  

1. Canva is easy to pick up, even for new users.  
2. Three out of four participants adapted quickly and completed their tasks with minimal guidance. One participant initially found Canva confusing but was comfortable navigating the interface and exploring additional features within a few minutes of playing around with the software.  
3. Several participants noted that Canva felt less rigid than PowerPoint. Instead of forcing content into predefined slide layouts, Canva allowed them to structure slides more freely, which aligned well with our need for project-specific customization.  
4. Once users were shown where to find our brand fonts and colors, they were able to apply them easily. That said, most users suggested that having a short onboarding resource would help ease the transition and ensure consistency.  
5. Canva's library of icons, charts, and templates was a clear win over PowerPoint. Participants found it more robust than PowerPoint's, although a few mentioned that the icons followed a specific art style that may not suit every presentation. Others wished it were easier to find simple shapes like hollow rectangles.  
6. One of the most appreciated features was the ability to share a presentation via a link instead of exporting files. This aligns perfectly with how we review work internally and make quick iterations. Notes, Present Mode, and other key features were also easy to find and use.  

Summary of Feedback  

• 3 out of 4 participants preferred Canva over PowerPoint  

• 4 out of 4 said they'd be happy to use Canva going forward  

• Most found Canva easier to navigate and less cluttered than PowerPoint  

• All agreed that a short internal guide or training session would smooth out the initial learning curve  

What This Means for Xennial  

Based on these results, we decided that Canva is well-positioned to become our primary presentation tool. It better reflects how we work and is more flexible, collaborative, and visually engaging. The only real barrier is onboarding, which is easily addressed with a short guide or quick walkthrough.  

In UX, we always talk about meeting users where they are. Canva meets us where we are right now, agile, visual, and ready to communicate with clarity.