We’ve always touted PowerPoint’s ability to facilitate collaboration as people can share files, empowering non-designers to make their own edits, amends, and notes. With a lot of us working from home or limiting meetings, Microsoft Teams and other collaborative platforms are helping people remain safe and productive during quarantines and lockdowns. Combining the design and presentation capabilities with the simple collaborative tools in Teams – designing and presenting remotely is easier than ever.
Option 1: Share your entire screen
The simple, default method most people choose is to share their screen since it’s the closest to what you do during a live presentation or meeting. In Teams, choose the sharing option called Desktop to show your audience everything on your desktop. Ensure is PowerPoint is in full screen to conceal any other open applications or irrelevant information.
You start your slide show in PowerPoint and all features will work, including animations and transitions. You can use a presentation remote to advance through your slides or use the arrow keys. Because the slides take up the whole screen, you can’t see the Teams controls so you may miss any chat or questions from the audience. If you use Alt+Tab to switch to the Teams window to see the chat discussion, the audience sees this as well because they see everything on your screen – they can even request control of the screen and interact directly.
Option 2: Share the Slide Show window
Since Teams allows you to share any window open on your computer, you can also share the window that has the Slide Show in it. Before you start sharing in Teams, start the Slide Show in PowerPoint full screen. Use Alt+Tab to go back to the Teams window. In the Teams sharing options, choose the window that is displaying the slide show and not the PowerPoint regular window.
If you are only sharing a window, the audience won’t see anything else on your screen. Switch to the Teams window using Alt+Tab to check the chat conversation without the audience seeing.
Option 3: Share the editing window
The previous two options don’t allow you to see any other documents or notes you may have on your screen as the slides cover the entire screen. If you don’t need any animation or transition features and are okay with the audience seeing your slideshow in edit view, this minimises the PowerPoint interface so audiences can focus on the slide.
While in editing view, you can minimise the slide thumbnails by dragging the vertical divider all the way to the left until it just shows the text indicating that thumbnails are available. Drag the horizontal divider at the bottom of the slide down to hide any notes that are below the slides. Collapse the ribbon by clicking on the collapse indicator (upward arrowhead) in the lower right corner of any ribbon. The slide should then automatically resize, giving your PowerPoint a cleaner look than the regular editing view.
This is not as tidy as Slide Show mode (and any embedded media will need to be played manually), but it does allow you to see other open documents on your screen without showing the audience. To see the full Teams window, click the small Teams window in the lower right of your screen, which allows you to keep up with any chat discussion while presenting the audience seeing it.
Option 4: Run Slideshow and share window
Many presenters are unaware PowerPoint offers an option to run a slideshow without taking up the entire screen through the ‘Browsed by an individual’ mode or Reading View. On the Slide Show ribbon, click on the Set Up Slide Show button. In the dialog box, in the Show type section in the top left corner, change the option to ‘Browsed by an individual’. Click the OK button to save the change and exit the dialog box. Now whenever you enter Slide Show mode, slides are run just in this PowerPoint window, not the full screen.
In Teams sharing options, choose the window for your PowerPoint presentation and start Slide Show mode in PowerPoint. You’ll see the slide show with additional controls at the top and bottom of the window. This is a slightly different look for the audience if they are used to the full screen version, but all animations and transitions will work as expected. However, the laser pointer, inking, and some other features won’t be available.
Since this option is only sharing one window, it uses less bandwidth than sharing a full screen, which can minimise lag or distortion. This option offers the best combination of PowerPoint features and presenter controls and options.
Option 5: Use the PowerPoint share option in Teams
Teams and PowerPoint share a built in a presentation method unique amongst other meeting platforms. The PowerPoint sharing option allows you to load a PowerPoint file that then in slide show using PowerPoint online through Teams.
Microsoft claims this uses far less bandwidth compared to screen sharing without requiring PowerPoint to be installed on the computer. You can also use of the PowerPoint online accessibility features, availability of co-presenting features, and reduced battery use compared to screen sharing.
While these advantages are useful, the biggest disadvantage is that the method uses PowerPoint online, which doesn’t support all PowerPoint’s features, including certain transitions or animations.
Since this method is integrated into Teams, slide shows happen in the Teams window and you’ll see the Teams control bar on top of the slide show while you’re presenting so you can access to all the Teams options with the rest of your screen available for other documents to view privately.
Sharing PowerPoint through Teams is not only a great way to present remotely and create memorable experience for you audiences, but it’s a useful resource for collaboration. To make your PowerPoint file easier to share, discover a host of way to compress your PPT file size with our free guide here.