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How to share your powerpoint presentation

How to share your powerpoint presentation

Aside from the traditional method of sending a PowerPoint presentation to others as an email attachment, you can also upload and share your presentation from the cloud. All you need to get started is a OneDrive account. Here’s how.

Sharing Your PowerPoint Presentation

You can save a PowerPoint presentation to the cloud fairly easily. In fact, it takes only a few simple clicks. For this to work, though, you’ll need a OneDrive account. If you use Office 365, then you already have one. If not, all you need to do is create a Microsoft account and then sign in to OneDrive. This article will assume you already have a OneDrive account.

First, open the PowerPoint presentation that you’d like to share. At the top-right corner of the window, you’ll see a “Share” button. Go ahead and select it.

Once selected, the “Share” window will appear. You have a few different options here. In the “Attach a copy instead” group, you can choose to send your presentation as a PowerPoint or PDF attachment. Selecting either of these options will open your computer’s default mail client.

What we’re interested in, though, is sharing to OneDrive. To do this, select your OneDrive account under “Share.”

How to share your powerpoint presentation

If you haven’t already named your presentation, you’ll be prompted to do so. After you give it a name, click “OK.”

How to share your powerpoint presentation

Your presentation will now be uploaded to the cloud and the “Share” pane will appear on the right-hand side. This is where you can invite people to edit (or read) the document. In the address bar, enter the email of the recipient. Alternatively, select the icon to the right of the address bar and select a recipient from your Outlook address book.

How to share your powerpoint presentation

After you’ve entered the recipient’s email, you can then assign a permission level. Once you’ve given read/write or read-only permission, you can then add an optional message. When you’re ready, click “Share.”

How to share your powerpoint presentation

The recipient will receive an email providing access to the presentation.

Note: If you’re the recipient, be sure to check your spam folder! During our testing, we found the invitation in spam.

An alternative method for inviting people is to get a sharing link. At the bottom of the “Share” pane, select “Get a sharing link.”

Next, choose which type of link you’d like to provide. You can choose between a read/write link or read-only link.

How to share your powerpoint presentation

A link will then be generated. Select “Copy” to copy the link to your clipboard.

How to share your powerpoint presentation

Anyone you share this link with will then have access to the presentation. This will allow multiple people to collaborate on your presentation in real-time!

In this course:

Share a presentation by saving it to the cloud and sending it to others

If your presentation isn’t already stored on the cloud, select where to save your presentation to the cloud.

Choose a permission level.

Enter names and a message.

For info on collaborating with others on a document, see Work together on PowerPoint presentations.

Share by using a traditional email attachment:

If you don’t want to share a document with others to collaborate on, simply use a traditional email attachment to send the presentation to others.

This feature is only available if you have a Microsoft 365 subscription. If you are a Microsoft 365 subscriber, make sure you have the latest version of Office.

To send your presentation as a copy or a PDF, select Share.

Select Attach a Copy Instead in the Share dialog box.

Select either PowerPoint Presentation or PDF.

How to share your powerpoint presentation

PowerPoint will open the email application and attach the file to a new message. Enter the recipients details and a short message, and click Send.

This feature is only available if you have a Microsoft 365 subscription. If you are a Microsoft 365 subscriber, make sure you have the latest version of Office.

To send your presentation as a copy or a PDF, select Share.

Select Send as attachment in the Share pane.

Select either Send a copy or Send a PDF.

How to share your powerpoint presentation

PowerPoint will open the email application and attach the file to a new message. Enter the recipients details and a short message, and click Send.

You can share or co-author a presentation in PowerPoint for macOS. If you allow others to edit your presentation, changes they make will be merged into the original presentation. If you want to share your presentation, you can:

Invite people to view or edit the file located in the cloud, like your OneDrive.

Send a link to your file saved to the cloud.

Send a copy of the file as an email attachment.

Note: If you’re looking for information about saving a presentation in JPEG or PDF format, see File formats supported in PowerPoint.

Important: You can simultaneously edit presentations in the .pptx or .ppsx file format that are located on OneDrive or a server that has at least Microsoft SharePoint Server 2010 installed. To work with SharePoint in Office for Mac, you have to have at least Microsoft Office for Mac Home and Business 2011, Microsoft Office for Mac Academic 2011, or Microsoft Office for Mac Standard 2011.

Invite people to view or edit your presentation

Save your file to the cloud and then invite people to view or edit it. That way, whenever you update your file, everyone you share with will have the latest version.

In the upper right corner, click the Share icon and then click Invite People.

How to share your powerpoint presentation

If the file is on your device, you’ll be asked to upload the file to the cloud first.

How to share your powerpoint presentation

Invite users by adding their email addresses to the invite field. When adding names for the first time, PowerPoint will prompt to access your Contacts.

To allow your users to edit the file, click the Can Edit check box. Add any comments in the comments field and click Share.

How to share your powerpoint presentation

The recipients receive an email with a link to the shared file.

You can copy the link to your presentation and paste it in another shared file or email to the recipients.

In the upper right corner, click the Share icon and then click Copy Link.

How to share your powerpoint presentation

If the file is on your device, you’ll be asked to upload the file to the cloud first.

How to share your powerpoint presentation

Paste the link wherever you need.

If you don’t want to save your file to the cloud, you can share it as an email attachment.

In the upper right corner, click the Share icon and then click Send Attachment.

How to share your powerpoint presentation

Click Presentation or PDF.

How to share your powerpoint presentation

PowerPoint will open your email application and attach your file to a new message. Just fill in the details, like email addresses and a short message, and click Send.

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Tips & Tricks

“Could I have a copy of your slides?” It’s a common question after you have finished your presentation and received the applause. You may just hand the file to the event sponsor to share with the crowd. However, most people will never get back to your slides – not because they were uninterested, but because it is too inconvenient. Is there a more effective way to share a presentation?

Yes there is—in fact, there are several. You can share your hard work, and not only with interested listeners after a presentation, but also with a larger audience you have never met. How many more people all over the world would benefit from the material you have put together? If you share your PowerPoint online, those viewers can find it.

Here are five of the best ways to share a PowerPoint presentation online. Each has its own advantages, so find the method that works best for your current situation.

How to share your powerpoint presentation

1. Let others download your original file

Of course, one method is to simply upload your PowerPoint to Google Drive or DropBox and give the link to a friend. For sharing with just a few people and with viewers, you know personally, this can be the best option.

  • If the user does not have PowerPoint, your content will be inaccessible.
  • If the user has an older version of PowerPoint, important features may be lost.
  • This method has the greatest security risk – if the wrong people get access to the file, they can copy, modify, and distribute it overnight.

To safely share your content with a larger number of viewers, consider one of the other options described below.

2. Upload your presentation to a hosting service

Today, services such as iSpring Cloud (soon to be released), SlideShare, SlideBoom, and many others will host your slides on the web.

  • Your file can’t be copied or stolen, so you can share it with the world without losing security.
  • You can upload PowerPoint, PDF, Keynote and OpenDocument.
  • Your slides can also be viewed on mobile devices.
  • You can share your slides in many ways: a direct link, an embed code, or an invitation.
  • Some services have features that let you monitor your presentations and solicit feedback from viewers.

A word of caution: depending on the service, you may lose animations and effects.

3. Turn your presentation into a video

This is a fantastic option if you want to reach the widest audience possible. Custom converters like SlideAlloy, Movavi, Wondershare and others will enable you to turn your PowerPoint into a video (Most of these tools function as add-ins in PowerPoint, giving you an extra tab when you open the program). Click the “Publish” button, and your video will go straight to YouTube.

  • YouTube comes on nearly every web-browsing device, making your video accessible in many ways.
  • You can receive views, comments, likes, and shares.
  • It’s easy to share the video on any number of sites just by providing a link.
  • You can also publicize the video on all forms of social media.
  • Videos are better than slides in many contexts, such as explanations or tutorials.
4. Convert your file to HTML5 or Flash

You can also convert your file to a more flexible format such as HTML5 or Flash. While a quick google search will reveal many free online conversion services, the quality they will produce is questionable at best.

  • Using a universal format can be more convenient for your audience.
  • HTML5+Flash can also be downloaded on all devices and in all browsers.
  • More ways to distribute content online.

You then can do whatever you want with the converted file: embed it on any website, or upload it to your favorite hosting provider to experience all the advantages described in point # 1.

5. Upload your presentation to an LMS

An LMS, or Learning Management System, such as DigitalChalk, is a great option for anyone whose work is related to education. These systems deliver training programs and online classes.

  • LMSs often have features for feedback and collaboration.
  • Statistics on user activity, such as completion of tests and tasks, are always provided.
  • Viewers need an account to access the LMS, helping keep your material secure.
  • Some businesses have picked up on the advantages and started to use LMSs for registering or training employees.

New technological solutions are developing all the time, but here are 5 of the best ways available today to share your slide decks with a larger audience while remaining in control.

Stay tuned for more tips to make technology work for you.

Do you have what it takes to become a DigitalChalk guest author? Contact us at [email protected] to find out more!

Written by: Elizabeth Studenroth
Elizabeth Studenroth has been writing for iSpring for almost a year now. She manages to successfully combine writing about e-Learning with actually teaching people at a community college. Being inspired by both learning and teaching, she is really passionate about both of her jobs. We believe it’s that passion that helps her get down to the bottom of any topic.

About DigitalChalk

DigitalChalk is your complete solution for creating and delivering your training online. No matter who you train, the DigitalChalk platform is a time-saving, efficient, learning management system (LMS) that lets you design and launch your courses, your way.

Sharing Your Presentation Online

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How to share your powerpoint presentation

Lesson 33: Sharing Your Presentation Online

Introduction

PowerPoint offers several options to enhance or even totally change the way you deliver presentations. Instead of presenting your slide show normally, you can choose to present it as a video, or you can even present it live online so others can view it remotely. No matter how you choose to give your presentation, you can enhance it by customizing your slide show to remove or reorder slides. All of these options can help you give a polished and professional presentation.

Optional: Download our practice presentation for this lesson.

Watch the video below to learn more about the different ways you can share your presentation.

Exporting a presentation as a video

The Create a Video feature allows you to save your presentation as a video. This can be useful because it lets your viewers watch the presentation whenever they want. To make sure your viewers have enough time to view each slide, you might want to rehearse the timings or record your slide show before using this feature.

To create a video:

  1. Click the File tab to access Backstage view.

How to share your powerpoint presentation

How to share your powerpoint presentation

How to share your powerpoint presentation

How to share your powerpoint presentation

In addition to emailing your video, you can upload your video to free video-sharing sites like YouTube. Once your video is uploaded, you can give the link to anyone you want to see it. To learn more about using YouTube to share videos online, review our YouTube tutorial.

How to share your powerpoint presentation

Presenting your slide show online

Presenting a slide show online is surprisingly easy. All you and your viewers need is an Internet connection—they don’t even need PowerPoint. Once your viewers are connected, you can start the presentation as you normally would.

Please note that you cannot edit your presentation or mark it with a highlighter or pen while you are presenting a slide show online. You also cannot use PowerPoint to speak to your audience. Plan to communicate with your viewers through teleconferencing, or pre-record your narration.

How to share your powerpoint presentation

Did you know that PowerPoint 2010 has a feature called Broadcast Slide Show with which you can share your presentation through the web to another computer, smartphone or any other device with a browser? Here’s how to use it.

Sharing Your Presentation

After you have finished your presentation, go to Slide Show tab and click on Broadband Slide Show.

How to share your powerpoint presentation

You will see a window telling you about this service and that you will need a Windows Live ID to use it. Press on Start Broadcast.

How to share your powerpoint presentation

It will upload your presentation to be shared. This can take a while depending on how big your file is.

How to share your powerpoint presentation

You will then be given a window with the link to your broadcast. You will also see options to copy the link or to send it through mail.

How to share your powerpoint presentation

After you have sent your link, you will see a warning telling you that you cannot make changes while you are broadcasting and giving you the option to end it.

Your viewers will just have to click on the link you sent them (via mail or IM).

How to share your powerpoint presentation

The browser will open and they will see the presentation just as you are navigating through it.

How to share your powerpoint presentation

They will also have an option to watch it in Full Screen View.

How to share your powerpoint presentation

After you finish to present, your viewers will see a black slide telling them the broadcast is over.

How to share your powerpoint presentation

This is a great feature, although it lacks of audio transmission and you will need another program like Skype, Messenger or others to transmit the audio.

Many of us have had to turn to running meetings virtually in recent weeks, which can be a daunting task if you are not familiar with using virtual meeting software.

Here is a quick guide on how to share a Powerpoint presentation in Microsoft (MS) Teams during a virtual meeting.

Log into your Teams account, set up a virtual meeting and join the meeting. Click on the share button on the control panel (below).

How to share your powerpoint presentation

This will now give you the option of sharing your powerpoint presentation in two ways, either by sharing your desktop, or using the Powerpoint App (below).

How to share your powerpoint presentation

To share your powerpoint presentation via the Powerpoint application simply click on the icon and launch your presentation into the full screen view. The screen (below) will appear. You are now broadcasting your presentation.

How to share your powerpoint presentation

To share a powerpoint presentation via the desktop, simply click on the desktop icon which will appear with a red outline as a reminder that you are broadcasting all content within the red outline (below).

How to share your powerpoint presentation

Sharing a Powerpoint presentation with Participoll using Microsoft Teams

If you are running an interactive PowerPoint presentation using ParticiPoll, use the share desktop option NOT the Powerpoint application. Using the share desktop option ensures all the polling/interactive functions within your Powerpoint will function normally (below).

How to share your powerpoint presentation

The audience can continue to use their mobile devices to participate with polling etc. as normal.

When using Powerpoint with Participoll in MS Teams remember the desktop screen share feature is what you need to use to share your presentation, all ParticiPoll functionality remains the same.

Remember to test your slides before your meeting to ensure everything is working before you go live!

If you have any questions or wish to share your experiences, we’d love to hear from you!

Overview

While you can share PowerPoint presentations or share Keynote presentations in meetings, you can also share your presentation as a Virtual Background for an immersive sharing experience. Sharing your slides as a Virtual Background allows your participants to view your video imposed directly on the screen share. It also allows you to manage your presentation directly from within the Zoom meeting controls.

Note: Sound, transitions, or animations embedded in slides are not supported.

If the presenter records the meeting locally, the recording will also have the video embedded on top of the slides. If the host or another participant records the meeting locally, they must be on at least 5.2.0 or higher for the video to be embedded on the slides. If they are on any version older than 5.2.0 or record to the cloud, the recording will record the slides and video as a normal screen share recording.

This feature is currently in beta, available to all customers. If you do not want your account to use this feature, please contact Zoom support to request that this feature be disabled.

This article covers:

Prerequisites

Presenter requirements

  • Zoom Desktop Client for Windows, version 5.2.0 (42619.0804) or higher
  • Zoom Desktop Client for macOS, version 5.2.0 (42634.0805) or higher
  • Make sure your computer meets the system requirements for Virtual Background
  • PowerPoint installed locally
  • Keynote installed locally (macOS only)

Viewer requirements

  • Zoom Desktop Client
    • Windows: 5.2.0 (42619.0804) or higher
    • macOS: 5.2.0 (42634.0805) or higher
    • Linux: 5.2.0 (440215.0803) or higher
  • Zoom Mobile App
    • Android: 5.2.0 (42588.0803) or higher
    • iOS: 5.2.0 or higher

Note: If a participant is on a version lower than what is stated above or joining from the Web client, a Zoom Room, or 3rd party endpoint, they will view the slides as a normal screen share, and the presenter’s video will not be imposed over the slides.

Sharing a presentation as your background

  1. Click the Share Screen button located in your meeting controls.
  2. Click Advanced.
  3. Click Slides as Virtual Background.How to share your powerpoint presentation
  4. Browse, and select the PowerPoint presentation file.How to share your powerpoint presentation
  5. Click Open.

Once the presentation has been imported, the slides will be shown as your virtual background. If your video is on, by default it will be imposed over the slides.How to share your powerpoint presentation

Managing slides and video

Once the share has started, you can manage your video and slides from the meeting controls.

Changing slides

To navigate through your slides, use the next and previous buttons in the meeting controls.

Changing video size and position

To reposition or change the size of your video:

  1. Click, the . in the presentation menu.How to share your powerpoint presentation
  2. Click Resize My Video.
  3. Click and hold one of the 4 corners of the image, and drag your mouse to resize the image.How to share your powerpoint presentation
  4. Click and hold the center of your image, then drag your mouse to reposition the image on the slide.How to share your powerpoint presentation

Remove your video from slides

If you want to stop imposing your video on top of the slides and have it sent as a separate video feed:

  1. Click, the . in the presentation menu.How to share your powerpoint presentation
  2. Click Split Video from Slides.How to share your powerpoint presentation
  3. Your participants will now view your slides as a normal screen share and your video feed will be sent as a separate feed. You can still navigate slides in the meeting controls.How to share your powerpoint presentation
  4. To re-impose your video on the slides, click Merge Video and Slides.How to share your powerpoint presentation

You can easily share a PowerPoint 2019 presentation with a friend or colleague by sending an invitation via email. The invitation email will include a link that will open the presentation in a web-based version of PowerPoint called the PowerPoint Web App. From the PowerPoint Web App, the user can view the presentation. If the user has PowerPoint installed on his or her computer, the user can also open the presentation in PowerPoint, edit the presentation, add comments, and save the edited presentation in the original OneDrive location.

Here are the steps to send an invitation:

1. Save your presentation to OneDrive.

2. Choose File → Share.

You are returned to the presentation with the Share task pane open, as shown here. The Share with People page appears, as shown. From this page, you can craft an email message that will be sent to the people with whom you’d like to share the presentation.

3. Type one or more email addresses in the Invite People text box.

If you have more than one email address, just separate the addresses with commas or semicolons.

You can click the Address Book icon to the right of the text box to bring up your address book. Then, you can select names from your address book rather than type the email addresses manually.

4. Choose the sharing permission you want to grant.

The two options are Can Edit and Can View. Use the drop-down list below the Invite People text box to select the permission.

5. If you want, type a message in the Include a Message [Optional] with the Invitation text box.

The message is included in the email that is sent to the recipients.

6. Click Share.

A confirmation message appears, indicating that the emails have been sent.

The figure shows a typical invitation email.

To open a shared presentation in PowerPoint Web App, simply click the link in the invitation. The following figure shows a presentation opened in Web App. You can view the entire presentation in Web App, or you can open the presentation in PowerPoint by clicking the Open in PowerPoint button. (Note that to open the presentation in PowerPoint, you must have a copy of PowerPoint installed on your computer.)

If you want to manually send your own email with a link that allows users to view or edit your presentation, you can choose File → Share → Get a Sharing Link. This displays a page that allows you to create a View Link or an Edit Link, which you can then copy and paste as needed.

Microsoft has integrated cloud computing into PowerPoint 2019 by providing its own dedicated cloud storage resource, called OneDrive, and designating it as one of the primary places you can store your PowerPoint presentations. (OneDrive used to be called SkyDrive, but Microsoft had to change the name because of a trademark lawsuit.)

When you install Office 2019, you are given the opportunity to create a free OneDrive account that offers up to 15GB of free cloud storage, with the capability to purchase additional storage. If you subscribe to Office 365, you get 1TB of cloud storage.

In addition to storing PowerPoint presentations on OneDrive, you can also share your presentations with other OneDrive users so that you can collaboratively view and edit your work. Before you can share a presentation with another user, you must first save the presentation to your OneDrive account. To do so, just follow these steps:

1. Choose File → Save As.

The Save As page appears, which offers several locations to which the presentation can be saved, as shown. The default location is your OneDrive account.

2. Click the OneDrive location where you want to store your presentation.

The Save As dialog box appears, as shown. As you can see, this dialog box automatically navigates to your OneDrive account’s Documents folder.

3. Navigate to another OneDrive folder or create a new OneDrive folder.

You can navigate OneDrive as if it were a local hard drive. And you can create a new folder by clicking the New Folder button.

4. Change the filename and then click Save.

The presentation is saved to your OneDrive.