how to save a powerpoint presentation to microsoft teams

Home Blog PowerPoint Tutorials How to Share a PowerPoint Presentation on Microsoft Teams

How to Share a PowerPoint Presentation on Microsoft Teams

In recent years many remote meeting tools like Microsoft Teams and Zoom have become the norm for regular remote meetings. If you’re new to Microsoft Teams, the chances are you are still finding your way around various options. One of the most common questions a Microsoft Teams newbie might ask is how to share PowerPoint on Teams.

What is Microsoft Teams?

Microsoft Teams is a messaging app by Microsoft for online collaboration and remote meetings that comes integrated with Microsoft 365. It provides a real-time workspace where end users can collaborate via chat, Teams Channels, Live calls, etc. Microsoft Teams also integrates with other Microsoft products like PowerPoint and OneDrive, enabling instant file sharing via the cloud.

Why use Microsoft Teams to Present Your PowerPoint Presentations?

Many organizations use Microsoft Teams for online collaboration and remote meetings. Organizations with integrated Microsoft products like its Windows operating system, Microsoft Office, and Azure Active Directory prefer Teams as the primary internal and external communication app. Organizations use Microsoft Teams to provide secure accounts to employees, with two-factor authentication and data encryption. These accounts are integrated into the Active Directory, providing scalability and control for IT administrators to offer people within an organization an online collaboration platform that can be securely used within the limits of the organization’s data protection policies.

While there are many alternatives to Microsoft teams, such as Zoom and Google Meet, the integration of teams with other Microsoft products, such as Azure, Microsoft Office apps, and OneDrive, makes it attractive within a secure enterprise environment.

How to Present PowerPoint in Teams?

How to present your PowerPoint slides on Microsoft Teams, let us tell you there are at least two methods for sharing presentations. This includes sharing a PowerPoint file directly and presenting your slide deck before one or more meeting participants, or perhaps PowerPoint templates or Google Slides templates to help a colleague design a slide deck.

How to Attach and Share Your PowerPoint Slides on Teams

To share a PowerPoint file on teams, go to an ongoing conversation or meeting window and click Attach files . This will provide you with the option to either fetch a file via OneDrive or from your device. This option can be used for sharing PowerPoint files and other types of files, such as documents, spreadsheets, videos, compressed files, etc.

When sharing a file, you can add a message optionally before hitting Send .

The recipient and the sender can download the file, open it in a browser, or copy the file link for further sharing.

How to Present Your PowerPoint Slides on Teams

Method #1: use the share button in powerpoint.

You can also directly present your slide deck via Microsoft Teams by sharing your screen to start a Live presentation during a remote meeting instantly. Suppose your organization uses Microsoft Teams regularly. In that case, the chances are you will be using it for presentations during remote meetings; therefore, it’s essential to know how to use the screen-sharing option to present online.

Method #2: Share Screen to Present a PowerPoint Presentation

Another way to present a PowerPoint presentation on Teams is by sharing the screen with your audience. If you share your screen, this will show the audience whatever is visible on the entire screen on your device.

Pros of sharing your screen with the audience to present a presentation:

• It is easier to activate
• You can easily switch to other windows besides the PowerPoint presentation and also share them with the audience

Cons of sharing your entire screen on Teams for presenting:

• If you have confidential data in other windows, you may want to avoid switching the windows and keep only the Slideshow window in front.
• You may accidentally switch to other windows, and your audience can lose focus of the presentation.

Method #3: Share PowerPoint Window to Present Your Slides

If you intend to hide parts of your screen, you can simply share the relevant PowerPoint window so that your audience can only view the presentation. During a Live call, click the Share button and select your screen or window to share.

5 Features to Make the Most from Your Microsoft PowerPoint Presentation Sharing in Teams

Microsoft Teams offers a wide array of features that make it a robust remote meeting and online collaboration app since it leverages the full force of Microsoft 365 and other Microsoft products.

1. Translate Slides into a Different Language

This is a private feature that individuals can use to translate slides in their language instantly. As a presenter, you can ask your audience to use this feature if they deem it convenient to help bridge a gap that might exist due to a language barrier.

Slides can be viewed in a different language via More actions > Translate Slides . From the drop-down list, you can pick a preferred language.

2. Use Live Captions

Microsoft Teams supports Live Captions / Closed Captions (CC) to help persons with disabilities, including those suffering from hearing impairment. Closed Captions can also be helpful for people to translate or view text in a preferred language.

Turn on Live Captions: To enable Live Captions on Teams, go to More options > Turn on live captions . Translate Spoken Language: To translate Live Captions, go to Captions settings > Change spoken language .

Turn Off Live Captions: You can turn off Live captions anytime via More actions > Turn off live captions .

3. View Slides in High Contrast

Viewing slides in high contrast on Teams can have several benefits. For example, it helps you focus on the content and is also helpful for people with visual impairment. To configure your slides to appear in high contrast, follow the steps below:

1. Launch your PowerPoint presentation.

2. Click on the Present tab at the top of the window.3. Go to More action > View slides in high contrast .

4. Annotate your Slides in Real Time

Like any standard remote meeting app, Microsoft Teams also provides a number of handy annotation options to help you make the most out of your PowerPoint presentations. You can click on Start annotation when sharing your full screen during presentations to start annotating slides.

Powered by Microsoft Whiteboard, this powerful feature enables one or more meeting participants or the presenter to annotate presentations. It can also be a helpful feature when you’re looking to collaborate online during a Live presentation.

5. Pop Out the Window

You can separate the presentation window from the Teams window to make it easier to work with the two. This feature can be handy when working with multiple monitors or separating the two windows from uncluttering your screen. You can use this option by clicking on the Pop-out option from the toolbar during a screen-sharing session.

How to Stop Presenting on Teams

When presenting your slide deck, you can also present your PowerPoint presentation using any view, be it as a SlideShow or in Normal view. Once you’re done presenting, click Stop Presenting to conclude your session. Furthermore, you can also choose to enable or disable your camera and computer sound when presenting your slides.

To turn off screen sharing during a remote meeting, you can click Stop Sharing .

Present in Teams Button in PowerPoint is Missing. How to Fix it?

Some users might have used the Present in Teams option to share a PowerPoint presentation during a meeting. Suppose you are wondering why the Present in Teams button in PowerPoint Presentations is missing. In that case, this option isn’t available for anyone using the free version of Teams, as only users with a paid subscription, such as a Business Standard or Business Premium Plan. Furthermore, you must share your PowerPoint presentation with OneDrive to use this option. To use the Present in Teams option, upload your PowerPoint presentation to OneDrive. You can do this via File > Save As > OneDrive .

Once done, the Present in Teams button will become available to instantly launch your presentation for sharing during a Teams call.

5 Tips to Make your Presentation a Success on Microsoft Teams

Presenting PowerPoint in Teams can require being mindful of a number of things. This includes accounting for brevity to ensure your presentation does not take more than its designated time, using slides that are suitable for remote meetings. Below is a list of 5 tips to make your presentation successful using Microsoft Teams.

1. Check Your Audio and Video Settings

One of the most annoying problems faced during remote meetings is technical failures such as no or low audio quality. This becomes even more annoying when the meeting organizer or a presenter during their session faces the issue, wasting precious time. This is why you must check your audio and video settings beforehand to ensure everything works correctly. If you need to play a video during your session, make a test call with a colleague and get feedback if the sound and video quality are up to the mark.

2. Make Sure Your Slides are Clear and Concise

Presentations delivered via Microsoft Teams will often take place during scheduled remote meetings. This means that you will have to account for the designated time given for your session, which is why you must ensure that your slides are clear and concise.

3. Use Animations and Transitions Sparingly

Since remote meetings will be attended by participants using different types of computers and mobile devices, some animations and transitions might not be suitable. This is because they can cause Teams to slow down, or the slides might not display appropriately via screen sharing. For example, 3D animations , GIF animations , and objects with elaborate PowerPoint animated sequences might cause issues when displayed via Teams. 

4. Keep Your Slides on Topic

One of the banes of remote meetings is how a discussion can go off-topic very quickly. This is why it’s best to ensure that your slides remain focused on the topic and additional discussions are discouraged during the presentation session.

5. Use Team Members’ Names Sparingly to Call Out Specific Points

Calling out team members for their opinion or advice during a remote meeting can quickly lead to a very lengthy and off-topic discussion. This is why it’s best to call out team members’ sparingly. If you have been using Teams or other remote meeting apps long enough, you would have learned by now that for some topics, it’s best to ask participants to schedule a separate meeting so that the ongoing discussion remains on track.

Other Issues to Troubleshoot while presenting a PowerPoint presentation on Microsoft Teams

Someone has already set up Teams for your organization’s error

If you’re using a premium subscription for Microsoft Teams managed by your organization’s IT team, you might get an error when logging in to Teams. In such a case, you might get the following error:

“Someone has already set up Teams for your organization.”  

If you see the error message mentioned above, this means that your account isn’t ready yet, and you need to contact your organization’s IT team to ask when your account might be ready for use.

We’re sorry–we’ve run into an issue error.

Another prevalent issue is when the following error message appears:

“We’re sorry–we’ve run into an issue.”

This is a generic message, and usually, it can be resolved by clicking the Restart button that appears below the error. In case the issue isn’t resolved after restarting the Teams app, ensure your Internet connection is working. More often than not, the issue is associated with the Internet connection. If the issue persists, you can clear your cache , reinstall Teams or contact your IT support team. The error can also occur if there is an outage affecting Microsoft products or if there is a configuration issue for Microsoft 365 accounts associated with your organization.

Final Words

Using Microsoft Teams to share a presentation file is easy enough. However, when presenting a PowerPoint presentation in Teams, you must decide how to present your slide deck. If you need to switch back and forth between your slides and another document, spreadsheet, or browser window, it might be best to share your entire screen. However, if you wish to focus only on the slide deck, sharing your Window can help you avoid sharing the rest of your screen with the audience.

Like this article? Please share

Meeting, Microsoft Teams, Share Filed under PowerPoint Tutorials

Related Articles

Filed under Business • July 28th, 2022

What is an All Hands Meeting?

The proper meeting format can boost your company’s transparency and help employees align with its core values. In this article, we will introduce the All Hands Meeting model and why it’s a resource you should consider from now on.

Filed under Business • February 17th, 2022

A guidebook to set Meeting Objectives by taking Effective Meeting Notes

Make an impact in your meetings by applying the science of note-taking. Capture all the valuable information you require by taking effective meeting notes.

Filed under Business • May 20th, 2021

Quick Guide to Project Kick Off Meetings

Every time a team must begin a project an essential set of meetings must happen to ensure the success of the project. In this blog post we discuss the Project Kick Off Meeting and why it´s so important at the beginning of any new project.

Leave a Reply

Apr 6, 2021

Try presenting in Teams meetings from PowerPoint

• Add our blog to your RSS feed reader" href="/rss/blog.xml" data-bi-name="RSS Subscription" data-bi-id="rss_feed" data-bi-bhvr="120" data-bi-socchn="RSSSubscription" title="Microsoft 365 Insider Blog RSS" target="blank" class="d-inline-block">

Hello Office Insiders, I’m Lishan Yu, a program manager on the PowerPoint team. You might have heard that we announced the PowerPoint Live in Teams feature at Microsoft Ignite last month. Today, I’m excited to show you how to check out this new experience, and start presenting in Teams meetings from PowerPoint.

Presenting in Teams meetings

Presenting in a meeting used to be as simple as clicking Slide Show in your PowerPoint deck. Nowadays, even though you may not be in the same room as your audience, we believe your flow to present should be as easy and intuitive – clicking the Present in Teams button in PowerPoint is the only step you need to take to present the deck in your Teams meeting!

How it works

Give the feature a try next time you need to present in a Teams meetings:

• Join a Teams meeting or an ad-hoc Teams call.
• Open your presentation in PowerPoint for Windows.
• Click the Present in Teams button in the top right corner.

Scenarios to try

Ready to take the PowerPoint Live feature for a spin? Try some of the scenarios below.

As a presenter :

• After clicking the Present in Teams button in PowerPoint, notice that you can see both the chat and your content at the same time in Teams (and don’t feel like you’re missing out on the discussion).
• Take advantage of features like grid review and slide notes to present more effectively.

As an audience member :

• If you joined late, move back through the deck and quickly catch up without having to ask the presenter to stop and recap what was already shared.
• Interact with and experience the richness of the content being presented such as better video quality, live web links, and more.
• Make any adjustments you need to more fully enjoy the presentation (i.e., use high-contrast mode).

Requirements

In order to try out the feature, you will need to:

• Have the latest Teams desktop app installed.
• Store the presentation on OneDrive for Business or SharePoint.
• Join a Teams meeting before clicking the Present in Teams button in PowerPoint for Windows.
• Be using an Office 365 E3/A3, Office 365 E5/A5, or Microsoft 365 for Government license. 

Availability

This feature is rolling out over the next several days to Insiders running Beta Channel Version 2104 (Build 13926.20000) and later.

We’d love your feedback, so please let us know how you think. To get in touch, do either of the following:

• Inside the app, select the Help button in the top-right corner of the app.
• Respond to this post or tweet at @OfficeInsider .

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people. We’re excited to hear from you!

Sign up for the Office Insider newsletter and get the latest information about Insider features in your inbox once a month!

Sorry, JavaScript must be enabled to use this app.

How to Present PowerPoint Slides in Microsoft Teams

Your changes have been saved

Email Is sent

Please verify your email address.

You’ve reached your account maximum for followed topics.

What Is Xbox Game Pass? Tiers, Pricing, and More Explained

I track my time at work with these 5 apps, i studied with an ai flashcard generator and i’ll never make my own cards again.

A successful PowerPoint presentation extends beyond just the content—its delivery is just as important, especially in a virtual space like Microsoft Teams.

In Microsoft Teams, you can choose to present your slide deck by sharing your entire screen, PowerPoint window, or using the Microsoft Teams' PowerPoint Live feature. Let's explore how you can use each of these three methods and discuss their pros and cons.

Method 1: Share Screen

Sharing your screen in Microsoft Teams is pretty easy and straightforward. It's best to minimize or close unnecessary tabs before joining the Microsoft Teams meeting to avoid exposing sensitive information. Once you're confident in your screen's content, follow the steps below:

• A red border appears around your desktop, indicating you're sharing your screen.

• Present your PowerPoint slideshow.

Sharing your screen is a straightforward method, especially when you want to present other documents besides your PowerPoint slideshow. However, the downside is that you may accidentally reveal sensitive information.

Method 2: Share PowerPoint Window

If you want only to present your PowerPoint slide deck, it's best to share just that window. Here's how:

• A red border will appear around your PowerPoint window, indicating you're sharing just that window.
• Launch your slides in slideshow mode and start presenting.
• Open the Microsoft Teams window and click Stop sharing when you're done presenting.

Sharing just your PowerPoint window prevents accidental display of sensitive desktop content. Even if you switch windows, viewers only see the PowerPoint presentation.

However, this method also has its limitations. One of the main limits is that you can't view your PowerPoint speaker notes without the audience seeing them as well. You also can't access Microsoft Teams features like the chat and reactions during your presentation.

Additionally, If your network connection has low bandwidth or slow upload speed , sharing your screen can result in a blurry and stuttering presentation for the audience. Thankfully, the PowerPoint Live feature provides the solution to these issues.

Method 3: Use PowerPoint Live

Presenting with the PowerPoint Live feature is easy and provides additional benefits. Your audience only sees the slides, while you get to see all the extra controls that come with the presenter view. When using the presenter view in your presentation, you have a few helpful tools at your disposal:

• You can easily adjust the font size of your slide notes to make them more readable.
• To navigate between slides, simply click on the corresponding thumbnail.
• You can use the laser pointer, pen, or highlighter tools to draw attention to specific areas of a slide.
• Use the Standout layout to place your camera feed on the slide without the background.
• Use the Cameo layout to insert yourself into the slide, provided you've set up Cameo to record customized camera feeds .

Here's how you can use PowerPoint Live to share your presentation:

• When it's your turn to present, click Share .

• When you're done presenting, click Stop sharing in the top toolbar.

The PowerPoint Live feature tackles the limitations of sharing your entire screen or PowerPoint window. It also comes with really cool features like co-presenting and allowing attendees to click on links in the presentation.

Your Audience's View When Using PowerPoint Live

In addition to the main slide view, your audience also has access to the slide navigation, grid, and more options controls (the three dots icon below the slides).

This means they can navigate the slides at their own pace and change specific slide settings to suit their preference without affecting your view and that of others. If you find this non-ideal for delivering an engaging presentation , you can disable the audience's navigation control. To do so, enable Private view in the top toolbar.

By default, each meeting attendee joins as a presenter. This means they can share their own content or control someone else's presentation. If that's not what you want, you can change each person's meeting roles in Microsoft Teams to prevent it.

Deliver a Seamless Presentation Experience in Microsoft Teams

Presenting your PowerPoint slides in Microsoft Teams might seem tricky at first, but once you get the hang of it, it's a piece of cake. Practice makes perfect. So before your next Teams presentation, familiarize yourself with your chosen method to ensure an effective delivery.

• Productivity
• Microsoft Teams
• Microsoft PowerPoint

The right way to present a PowerPoint file during a Microsoft Teams meeting

Check out Matt's book!

This is the field guide every Microsoft Teams user out there has been waiting for, covering Teams, chat, meetings, files, and more!

Subscribe to our newsletter!

Stay in the know with goings-on in Office 365, SharePoint, Microsoft Teams and more. It only takes a second, plus it's free!

Get the Periodic Table as a Poster

You can have your PPT cake and eat it too

PowerPoint is likely one of the most popular apps shared during a Teams meeting. There’s a reason when you bring up the share options, PowerPoint takes up more than a third of it. People present slides all the time. But are they using PowerPoint to its potential when they use Teams? Most people do not. To view a video version of this post (lots of video demos!), press play below. (You should watch it, actually.)

PowerPoint has a lot of really great features and while this isn’t a PowerPoint best practices post, I do really appreciate PowerPoint for many of its professional features, like smooth transitions (Morph can be amazing), slide notes, non-distracting animations, screen annotations, and especially presenter view.

Well, if you’ve ever tried to present a slide deck in Teams, you’ll know that some of these features can be hard to find depending on which method you use to share your slides. There are three main sharing options and these are the only three I’ll cover today.

The three options—and I’m going to stick to this naming convention throughout the post—are The Teams Built-In Share, Desktop Window Share, and Presenter View Share.

TL;DR: For the most part, you want Presenter View Share. Launch your slideshow like you would normally. Alt-Tab to your meeting and share the window (not the screen) , Alt-Tab back to your presentation, right-click, and select Use Presenter View . That's it! Below is a more in-depth review of this way and the most common other ways to share slide decks during a Teams meeting.

Teams Built-In Share

Teams Built-In Share is the first option we’re going to discuss and it uses the built-in PowerPoint option. The sharing drawer shows you all your recent PowerPoint files. Though note that they’re only ones you’ve accessed in SharePoint or OneDrive; you don’t see anything from your local device or other cloud locations like Google Drive. Whether you know it or not, this method makes use of PowerPoint for the web—or formerly known as PowerPointOnline—so you’re getting the “Lite” version of PowerPoint when you present. That can work in many situations, especially if your slides are simple and straight forward.

There are a couple major upsides to this method. First, everything stays right in Teams and you have full control of your computer and its screen, unlike normal presentation mode with PowerPoint, where it completely takes over your screen. The other is that your viewers can actually choose to jump ahead or backward in your slides at their own pace without impacting what others see, which is a benefit you don’t get from any otherPowerPoint sharing option. You can disable this if you want to keep them on the slide you’re presenting, though. I generally don’t like people being able to jump slides on their own; it's usually more a distraction than a benefit. So for me, this isn’t a compelling feature.

The major downsides to this method are that you’re stuck with PowerPoint Lite: animations and transitions are sometimes really poor—and yes, animations and transitions are incredibly powerful for your message when they’re used correctly. But more importantly to me, you don’t get presenter view, so no annotations, no notes, and you have absolutely no idea which slide or animation is coming up next (unless you practice your slides a lot, but let's be real: you probably cobbled them together right before the meeting). Those downsides are the reason that I never use this method, even if it is right up in my face when I want to share a slide deck in Teams. The only way you’ll find me using Teams Built-In Share is once presenter view is built into PowerPoint for the web. 

Desktop Window Share

Desktop Window Share, the second option, is a nice little hack for sharing your presentation from the desktop app, complete with all the slick transitions and animations you’d like. You won’t get presenter view with this method, but you will get safety and comfort of all the full-fledged features in the desktop app and it won’t take up your whole screen while you’re presenting. Though it will include a little chrome in the top toolbar.

This method is similar to what people use when they set up kiosks for people to browse at expos or stores, except in this case, it doesn’t take up the whole screen. To present this way, you need to toggle a setting. Jump into the Slide Show tab in PowerPoint and click Set Up Slide Show . Select Browsed by an individual and click OK.

Now when you present this slideshow, it’ll show your entire slide in its own window, without the rest of PowerPoint showing. It’s like a mini PowerPoint presenter mode. To share this window, jump to your Teams meeting, click Share , and select PowerPoint under the Window section. Handy.

Presenter View Share

Note: This feature seems to have been recently removed from PowerPoint on macOS; I haven't been able to test it on Windows to confirm any impact there. I've reached out to Microsoft for some explanation or insights on this. I'll provide an update when I have one.

And lastly, Presenter View Share is my favorite way to present a slide deck during a Teams meeting and it’s really the subject of this post. Presenter View Share gives you all the features of the desktop app—because that’s what you’re using—including presenter view. That means you get notes and annotations, can see the upcoming slide, and can jump around slides as much as you want.

This technique is actually stupidly simple, but it’s not obvious at all. To share your presentation this way, it works best if you’re only using one monitor. If you have a second monitor, I’d actually recommend disconnecting it. And that’s coming from someone who always uses two monitors. The reason for that is the feature isn't available when you have two monitors because you'll already have presenter view on one of them and you can't share PowerPoint as a window when you have two monitors because the app takes up two windows and becomes essentially disqualified from being shared as a window (the only way to share the slides is by sharing the whole screen, which is less private).

First, have your PowerPoint file open and start the presentation the way you normally would. Now, Alt-Tab (Command-Tab on Mac) back to your Teams meeting and share the PowerPoint window—not the whole screen. Alt-Tab back to PowerPoint. And here’s where the magic happens: right-click on your slide and click Use Presenter View . And that’s it!

Wait, you’re worried that the people on the other end are seeing presenter view? They’re not. In fact, they didn’t even see you right-click because the menu isn’t part of the window. For them, nothing happened. While on your side, you just went from low fi to high fi in a matter of two clicks. From here you can do all the stuff you want through presenter mode and everyone on the other end will only see slides.

So, why do I like this method the most? Because I get to have my cake and eat it too! Sure, the slides take up my whole screen, but that doesn’t stop me from jumping around my device all I want. Alt-Tab is your best friend. If you’re not an Alt-Tab person now, you will be moving forward, because it’s a great little trick for jumping between apps.

That means I can be taking notes about a potential customer in my OneNote app during a demo without them knowing. Or I can check in on the meeting itself to see if someone’s raised their hand or said something I need to respond to. All they’ll ever see is the current slide—even if you see another app on top of it—because all I’m sharing with them is the PowerPoint window.

Edit: Some folks have reported they can actually use two monitors and still are able to share the single presented-view of PowerPoint. I can't confirm this because on Mac, the Use Presenter View isn't available when you have two screens (the option is not available in the right-click menu). That said, if you use multiple monitors, you're a power user. So take 2 minutes to check with a colleagues to test if it still works in your situation to pull this off, but with the multiple monitors you're used to. So if one of your original thoughts was, "I can't not use two monitors", test before you knock it. 🙂

Frankly, I’ll never look back on any other presentation options again. At least until Teams Built-In Share—remember, I really mean PowerPoint for the Web when I say this—finally transitions from PowerPoint Lite to a full-fledged version of PowerPoint. Once that day comes, I may convert. But for now, I’m sticking to the desktop app because it’s a beast.

But what do you think? How do you present slides during Teams meetings? What tips do you have when you’re presenting? Share them in a comment below so others can learn some of your tips and hacks for better meetings in Teams.

Recent blog posts

Periodic Table of Microsoft 365 - 2022 Edition

Send a link to a Power App in an email or communication

Publish a Power App to a SharePoint page

Obviously you have an opinion, so share it.

[email protected] ​ jumpto365, Inc. PO Box 1960 PMB 24057 Wilmington, DE 19899

• Infographics
• Periodic Table
• Periodic Table Poster
• Other Tables
• Recipes by jumpto365
• Reuse Requirements
• Privacy Policy
• Terms of Service
• Billing Portal

Tools & Service Descriptions (preview)

Integrations (alpha).

Vesa Nopanen – My Metaverse Day

Mr. Metaverse welcomes you to my Metaverse day to explore the Future Work.

The Ultimate How To Guide for Presenting Content in Microsoft Teams

Sharing / presenting content in Teams meeting is at the same time simple but is also has some options available that may not be known enough by everyone. This guide lets you get started and dive deeper what happens when you share your window, document or desktop in Microsoft Teams.

This article will be updated when there are new features or based on feedback.

Updated 22.3.2021 Presenter View section.

Community: I am happy to add Mac and iOS screenshots into the article as well if someone is willing to collaborate & provide them. 😎💪

Teams Desktop: sharing a screen (Windows)

Opening the sharing with Microsoft Teams Desktop (in the New Meeting experience mode).

This opens the Share Tray. From it you can choose to start sharing

• Your Desktop (Screen share)
• Specific application (Window)
• Whiteboard application: either Microsoft Whiteboard (natively with Microsoft 365) or available 3rd party Whiteboards
• PowerPoint document

TIP: When you choose to share something using Teams Desktop you can choose to include your computer sounds to meeting. This is a must-have option if you are playing music or video to your participants. You can not toggle this on later – you need to choose this when you start sharing.

When you choose to include computer sound included with the sharing you need to have configured the speaker for computer and Teams meeting to be the same one.

If you have multiple monitors available for your Microsoft Teams you can choose any of those displays.

And you have the sharing open. Shared area is marked with red rectangle around it. You will find the more smaller Teams meeting control window in one of your desktops – and if you have the camera on it will show the video.

But more importantly you can use that small window to control camera, audio or sharing (ending it with one press). Or you can click on the small window (not on meeting toolbar) and it will expand back to the full size.

You can use that same icon to stop sharing in the expanded window.

Tip: If you have two screens available you should consider presenting your PowerPoint presentation so that you share the external screen and project your presentation there (PowerPoint – Slide Show – Monitor). Share that external screen to Teams meeting so you can be sure that whatever you show in that screen it is shown to attendees. Just check that your second screen is not a ultra-wide display or 8k (or preferably even 4k) because the content is going to be tough to read and view by attendees. FullHD screen works the best here.

Tip2: when you are presenting PowerPoint in external screen (and sharing that to Teams meeting) do they advantage of inking and pen if you are using a device with touch screen (like Surface)!

Tip3: if you have an embedded video in your PowerPoint and you use screen/display sharing to present it to the audience: Don’t forget include computer sound with your share!

Teams Desktop: sharing a PowerPoint

You can choose from your recent PowerPoint documents in the list

• A PowerPoint document you opened or edited in Microsoft Teams (in a team you belong to) or in your OneDrive
• Browse for more

This list of sharing PowerPoints is causing often some big questions. PowerPoints will appear in the list once you edit or open the PowerPoint presentation in Teams or OneDrive (there may be some short delay). Generally it applies to the next meeting you join. Make sure you prepare for the meeting by opening the document in advance. Simply uploading a presentation to OneDrive or Teams does not bring it to the list – you need to open/edit it as well.

Browse-option lets you choose a PowerPoint from your OneDrive or from your computer.

What this one lacks is the ability to choose a file from a team you belong to.

TIP: Use OneDrive syncing to have an easy access to files in the most relevant teams you belong to .

Once you are sharing the PowerPoint you can see it in the presenter view mode! This feature is generally available ! This makes it easy to do presentations using Teams – without having to have a PowerPoint desktop app open at the same time. Seems to work only on Teams Desktop with new meeting experience mode at the moment.

The presented area (PowerPoint) is shown surrounded with a red rectangle.

Updated 22.3.2021. There are other controls in this as well for jumping between slides and accessibility controls.

I have a another article diving deeper to Presenter view in here !

NEW: PowerPoint Live has now laser pointer and inking capabilities. Read about them here !

Once the presentation is shared you can move back and forth easily with arrows in the screen.

Note: there is the “eye” icon. If you press that one it locks the PowerPoint for the participants so that they see the same slide as you do: they can not browse the deck on their own. This is called private viewing disable (arrows for other participants will be disabled). Private viewing is enabled on default.

Note: if you are a presenter in the meeting where a PowerPoint is shared to you can take control of the shared PowerPoint to advance slides. This does not ask for any confirmation and the feature is really useful when you have multiple presenters who use the same slide deck. Just be careful that everyone else are not presenters – or they know not to touch it.

You will get a warning that someone has taken the control and can easily take it back.

Whoever is in control of the presentation has also the control to disable/enable private viewing mode. As can be seen in the picture above (with Take control) the eye is missing and arrows are greyed out: this means someone else than you have the control and they have disable the private viewing.

Note: When you share PowerPoint to a meeting this way participants can click links you have in your presentation. Thank you Joe for this reminder!

If you add a online video to your presentation your participants can activate that on their own as well. It is good also to note that if you hit “play” it doesn’t reflect to attendees (=they need to play the video themselves)

Teams Desktop: sharing a Whiteboard

When you choose Microsoft Whiteboard from the Share Tray you are taken directly to the Whiteboard view. Everyone who is in the same organization as you are (the situation in January 2021) can co-author the Whiteboard with you. Once you are done you can Stop presenting (middle top screen) or share something else.

Teams web client: sharing a screen (Microsoft Edge)

Sharing looks a bit different when you are using Teams web client. Sharing is available in (new) Microsoft Edge and Google Chrome browsers. The toolbar is hovering on top of the meeting. From the toolbar you can open the share tray.

When you have the share tray open you can choose to share something of following

• Desktop (Screenshare)
• A specific PowerPoint document
• Whiteboard: either Microsoft Whiteboard or Freehand (3rd party).

• Entire screen
• Application window (a specific application only)
• With Microsoft Edge you have option to choose a selected, specific, tab

When(if) you have multiple monitors it is easiest to just share a one of them: it makes the sharing really simple and easy to manage: anything on that display is shared.

If you don’t have multiple monitors then you might want to just share a single application.

This is useful when you want to show something specific that runs in it’s own application but you can not share anything else on your screen.

Note: Teams is not in the list (not even on blurred ones) and nor is Spotify or ToDo. Not every application can be shared with this.

Note2: you can not share desktop audio to the meeting using Teams web client.

And the last option is to share a selected Edge tab – and if you have multiple Edge profiles open you can share from any of those by clicking the desired Edge active and choosing the tab.

In my example I chose to share one of my screens. You don’t get much feedback – you just click on the screen and hit Share. In one of your screens you will have this toolbar:

You can end sharing using either that toolbar or you can navigate to your web Teams meeting and choose Stop sharing from the toolbar there.

Teams web client: sharing a PowerPoint

This list of sharing PowerPoints is causing often some big questions. PowerPoint presentations will be in the list once you edit or open the PowerPoint presentation in Teams or OneDrive (there may be some short delay). Generally it applies to the next meeting you join. Make sure you prepare for the meeting by opening the document in advance. Simply uploading a presentation to OneDrive or Teams does not bring it to the list – you need to open/edit it as well.

Note: there is the “eye” icon. If you press that one it locks the PowerPoint for the participants so that they see the same slide as you do: they can not browse the deck on their own. This is called private viewing disable. Private viewing is enabled on default.

Whoever is in control of the presentation has also the control to disable/enable private viewing mode.

Teams web client: sharing a Whiteboard

Sharing a Whiteboard is initiated simply by choosing Microsoft Whiteboard (or Freehand or other available 3rd party application) from the share tray.

I have found out that sometimes when you start sharing Microsoft Whiteboard to the meeting using Teams web client it doesn’t do anything. The solution is to try again.

Once the Whiteboard opens you can work on it normally – or choose to open it in the Whiteboard app to have a broader set of tools available.

When you are done you can choose the “Stop presenting” that is hovering on the left bottom area (left of meeting toolbar).

Teams mobile: sharing a screen

Were you aware that you can also share content using your mobile device? I have examples and screenshots using a Android device but these also work with iOS – the user interface might be slightly different.

You initiate the sharing via … menu selection in the mobile to open the list of options

You choose Share and you get to choose what to share

Yes – you can share your mobile device screen to the meeting. This is really useful if you have a application you want to show or train to others.

You may have to adjust settings to turn on allowing Teams to display over other apps.

After that one you may have reshare the screen. And you get the next warning.

And your screen is now shared. You can see the red block that lets you know what are of your mobile device screen has been shared.

And if you pull down notifications area you have option to return to Teams meeting (if you have been using some other app) and there is also the notification that you are sharing your screen.

When you are done sharing you can return to Teams meeting and then choose to Stop presenting.

Teams mobile: sharing a PowerPoint

Sharing a PowerPoint works really well on Teams mobile! It is in fact even better than the version in other clients.

You start by imitating the sharing (as with screen share) and choosing the PowerPoint instead. You get a screen:

From this screen you can choose to browser thought

• A PowerPoint presentation from any Team and channel you belong to!
• Choose a PowerPoint presentation you opened or edited most recently (as you notice compared to other examples that this isn’t 1:1 in sync.. There are differences so that is why I am really happy that you can browse through Teams for sharing)

Once you have selected the PowerPoint to present it is very straight forward from that moment.

Using Teams mobile you can also take control of a PowerPoint someone else is presenting (if you are a presenter in the meeting). This means that you can participate in a multi-presenter meeting quite easily by using just your mobile device and Teams!

You will get a warning before you take the control – in case you pressed Take Control accidentally.

Teams mobile: sharing a photo or video

Follow the steps laid out earlier and instead of screen or PowerPoint you select this time a picture (from device’s picture gallery) or a video (using device’s video camera). Since sharing a picture is very straight forward I use the video instead as example.

You get to see a preview of video first. You can switch to other camera (front/back usually) & position the device properly and once you are ready you just hit Start presenting .

And when you are done you can press on “Stop presenting” to end your video feed.

This video is different from showing your own video using Camera icon the meeting toolbar. Instead of being a attendee video this one is shown in the shared area for every participant in the meeting. This is useful when you have something in the same room/space that you want to share to others in the meeting. Possible use cases: a model on table, physical whiteboard, view from the window, interviewing someone, view in the outside, …

Best practices from my experience

The way I use to share content when in Microsoft Teams meetings is

• I share one of my screens (I have three screens so this is a natural choice for me). This way I know what is being shared all the time since I always share the same screen (the one in the middle, my camera is on top of that screen). Be careful what you drag to the shared screen. This is the way I share my PowerPoint presentations (projecting the presentation to the shared screen)
• If you have a touch-screen device (like Surface-laptop) you should use pen/inking to enhance the presentation experience. This also works when you are sharing the external screen & presenting from touch-screen device: make your presentation stand out!
• Prepare the content you share in advance. Open PowerPoints, apps, browsers etc so you don’t have to spend any time with them when you are live.
• Share your screen early rather than later. This will give you time to reshare.
• When doing a presentation with multiple persons using just the PowerPoint deck share it directly to Teams meeting so you can switch between speakers easily. With the new Presenter view -support this is now a good option.
• Make use of Teams features: Put everyone but real presenters else as attendee so they can’t start sharing their screen accidentally – and you can hard mute them as well. Use meeting options -setting before they join in.
• When people complain they don’t see the share: check that you are actually sharing your screen. If someone is seeing your share and some others not: those who can’t see your share need to leave and rejoin the meeting. Sometimes restarting your sharing can fix that issue too but usually the issue is in the participant end.
• I rarely use application / window -sharing.
• Sharing a video in Teams meeting (or in Live event) is usually ok but you can expect some quality drop – especially if you have a lower bandwidth. Have a backup link to the video available. People seem to struggle more with videos embedded inside a PowerPoint.
• Use Windows Focus Assist and Teams Do Not Disturb mode so you don’t get any unwanted popups on your shared screen. Microsoft Teams will also have a upcoming feature (currently usable in public preview) that let’s users to choose if Teams notifications do their own “toast” (pop-up banner) or do they go directly to Windows notification area (honoring the Focust Assist setting).
• Use Teams Desktop version + new meeting experience when possible. Check that you have the latest version.

More information or different view into this?

Check out Microsoft Support article about Sharing content in Microsoft Teams meetings .

I hope you have enjoyed this guide and it has provided to be useful. Please do drop a comment from below if you have any questions or you want to send me greetings!

Sharing is Caring! #CommunityRocks

Aiheeseen liittyy.

Published by Vesa Nopanen

Vesa "Vesku" Nopanen, Principal Consultant and Microsoft MVP (M365 Apps & Services and Mixed Reality) working on Metaverse, AI and Future Work at Sulava. I work, blog and speak about Metaverse, AI, Microsoft Mesh, Virtual & Mixed Reality, The Future of Work, Digital Twins, and other services & platforms in the cloud connecting digital and physical worlds and people together. I am extremely passionate about Metaverse, AI, natural language understanding, Mixed & Virtual Reality and how these technologies, with Microsoft Teams and Microsoft Azure & Cloud, enable to change how people work together. Azure OpenAI Services - yes, I build AI solutions using those and other Azure AI services. I have 30 years of experience in IT business on multiple industries, domains, and roles. View all posts by Vesa Nopanen

5 thoughts on “ The Ultimate How To Guide for Presenting Content in Microsoft Teams ”

• Pingback: Dew Drop – January 18, 2021 (#3361) – Morning Dew by Alvin Ashcraft
• Pingback: [m365weekly] #19 – M365 Weekly Newsletter
• Pingback: PowerPoint Live / Presenter View in Microsoft Teams – Vesa Nopanen – My Teams & Microsoft 365 Day
• Pingback: PowerPoint Live / Presenter View in Microsoft Teams - Tech Daily Chronicle
• Pingback: Microsoft Tech News and Product Updates: 4/26/2021 – Mr. Wombat

Leave a comment Cancel reply

This site uses Akismet to reduce spam. Learn how your comment data is processed .

• Already have a WordPress.com account? Log in now.
• Subscribe Subscribed
• Copy shortlink
• Report this content
• View post in Reader
• Manage subscriptions
• Collapse this bar

Byte Bite Bit

How to Present PowerPoint in Teams: A Step-by-Step Guide for Professionals

When it comes to presenting PowerPoint slides in a Microsoft Teams meeting, many of us have encountered a mix of curiosity and confusion. We’ve all been there—scrambling to share content seamlessly while keeping our audience engaged. Using PowerPoint Live in Teams is a game-changer that elevates your presentation experience with interactive features and personalized viewing options . Imagine being able to annotate, navigate, and even translate slides effortlessly. It’s like having a magic wand for your presentations.

This is a sample bold text.

Let’s face it, presenting isn’t just about sharing your screen anymore. We need tools that can keep up with the dynamic nature of our meetings. Whether you’re opting to share your entire screen or just the slide show window, each method offers its pros and cons. PowerPoint Live stands out by offering not just basic sharing but also the ability to zoom in on content and even open slides in new windows. Our objective is to make your next presentation a breeze, with fewer “technical difficulties” and more “wow moments.”

One of the coolest features of presenting in Teams using PowerPoint is the seamless integration. You’re already in a Teams call, so why not maximize its capabilities? Simply hit the Present in Teams button, and you’re ready to captivate your audience. This user-friendly approach streamlines the process and helps you focus on what truly matters—delivering impactful content.

• 1.1 Utilizing PowerPoint Live for Impactful Presentations
• 1.2 Facilitating Interactive Sessions with Microsoft Teams
• 1.3 Leveraging Videos and Animations to Captivate the Audience
• 2.1 Real-Time Co-Authoring and Sharing Features
• 2.2 Inclusive Communication with Various Teams Features
• 3.1 Boosting Productivity with Microsoft Teams Meeting Options
• 3.2 Securing Meetings and Managing Network Resources

Maximizing Engagement in Teams Meetings

Effective Teams meetings require dynamic presentations, interactive sessions, and captivating multimedia content. Below are strategies to achieve these goals.

Utilizing PowerPoint Live for Impactful Presentations

PowerPoint Live in Microsoft Teams is our secret weapon for creating impactful presentations. With it, we can effortlessly share our PowerPoint files directly within the Teams interface.

Audience view becomes interactive: they can navigate through slides at their own pace while we remain in control in presentation mode . This dual functionality keeps things flexible and engaging.

Incorporating animations and transitions enhances the visual appeal, making our presentations far more interesting. To keep the audience engaged, we can also annotate directly on slides, drawing attention to key points.

Facilitating Interactive Sessions with Microsoft Teams

Beyond just presenting slides, interaction plays a crucial role in engaging our participants. Utilizing the Teams chat feature, we can invite real-time questions and comments, which keeps the meeting lively and interactive.

Polling is another great tool we use. By asking for audience reactions through quick surveys, we can gauge their understanding and keep them involved.

With the raise hand feature, audience members can signal their desire to speak without disrupting the flow, making our Teams meetings orderly yet interactive.

Leveraging Videos and Animations to Captivate the Audience

Using videos in presentations can significantly boost engagement. Embedding compelling videos within our PowerPoint slides captures the attention and provides a break from static content.

Adding animations not only makes our slides visually appealing but also helps in emphasizing important points. Custom animations for text and images can make the content more digestible.

We ensure to use these multimedia elements judiciously to avoid overwhelming our audience, maintaining a balance that keeps them captivated without distracting them from the main content.

Enhanced Collaboration through Teams Tools

To effectively present PowerPoint in Microsoft Teams, leveraging collaboration tools is crucial. These tools facilitate real-time engagement and inclusive communication, making sure everyone is on the same page.

Real-Time Co-Authoring and Sharing Features

Teams Meeting and Microsoft 365 allow for seamless collaboration on presentations. We can co-author PowerPoint slides in real-time, ensuring our content is always up-to-date. Through OneDrive or SharePoint , we can easily share our PowerPoint files.

The File tab in Teams offers a central location for all shared documents. This means we no longer need to email files back and forth. It also maintains version history, so we can revert changes if needed. Co-presenting becomes straightforward with the share feature in Teams, letting us hand over control to another presenter effortlessly.

Inclusive Communication with Various Teams Features

Ensuring inclusive communication is essential for effective collaboration. Teams supports accessibility features like high contrast view and screen readers , making content accessible to everyone. We can use SharePoint sites to store and organize resources, and collaborate using the chat and discussion forums.

During a presentation, Inclusive communication tools allow us to cater to diverse needs. For instance, while presenting in Teams, we can highlight key points using bold text and bullet points for clarity. Integrating files from SharePoint or OneDrive ensures everyone has the latest material, fostering a cooperative environment.

Utilizing these robust tools in Teams helps us present more effectively while ensuring inclusivity and collaboration.

Advanced Teams Meeting Management

Hosting effective and secure Microsoft Teams meetings involves several advanced techniques, from leveraging productivity tools to ensuring stringent security measures.

Boosting Productivity with Microsoft Teams Meeting Options

We’ve all been there—juggling between screens or apps while presenting. Simplify this by using Teams’ native PowerPoint Live to present directly from the Teams app. Use the “Presenter View” to see your notes while attendees see the slides, enhancing your delivery.

Enable dynamic camera control for better engagement. Adjust or spotlight specific participants, ensuring key contributors stay visible. Coupled with the “Together Mode,” it creates a more interactive experience.

Also, you can share computer sound during presentations. This is perfect for embedded videos or audio clips. Just click “include computer sound” before sharing.

When multitasking is needed, manage different views efficiently. Split your display between the presentation and other Teams tools, like chat or participant lists. Keep interactions smooth without switching tabs, maintaining focus on the presentation.

Securing Meetings and Managing Network Resources

Security is paramount in a digital workspace. Ensure all our Teams meetings are secure by requiring attendees to authenticate before joining. This restricts access to authorized personnel only.

Enable the lobby feature to screen participants. We can admit or decline guests as appropriate, keeping the meeting secure and private.

To secure your device , always run the latest antivirus software and use strong passwords for Teams access. Implement end-to-end encryption for sensitive discussions.

Managing network bandwidth is crucial for Teams on the web or extensive meetings. Reduce camera resolution or encourage voice-only participation in large groups. Monitor your network’s performance and prioritize essential services to maintain a stable connection.

If bandwidth becomes an issue, suggest turning off the camera for non-speaking participants. This strategy reduces load, maintaining the quality for the hosts.

These measures guarantee a productive and secure Microsoft Teams meeting environment, ensuring we utilize our resources effectively.

Related posts:

• How to Add Music to PowerPoint: A Step-by-Step Guide for Seamless Presentations
• How to Insert GIF into PowerPoint: A Step-by-Step Guide
• How to Present PowerPoint with Notes: Master Speaker Tips
• How to Create an Org Chart in PowerPoint: Step-by-Step Guide for Beginners
• How to Wrap Text in PowerPoint: A Step-by-Step Guide
• How to Change Font on All Slides in PowerPoint: A Step-by-Step Guide
• How to Use Slide Master in PowerPoint: Streamline Your Presentation Design
• How to Present PowerPoint with Notes: Expert Tips for Seamless Delivery
• How to Indent Bullet Points in PowerPoint: A Step-by-Step Guide
• How to Add Watermark to PowerPoint for Professional Presentations
• How to Add a Row to a Table in PowerPoint: Step-by-Step Guide
• How to Create a Flow Chart in PowerPoint: Step-by-Step Guide

Leave a Comment Cancel reply

Save my name, email, and website in this browser for the next time I comment.

Teams.rocks

#microsoftteams | enterprise mobility | powershell automation and more.

Save directly to Teams from Office desktop apps

In this short tutorial I will show you how to use the save as dialogue to save your files directly into the files area of your favourite teams.

While you have always been able to drag and drop files into Teams, or upload them by navigating to the files tab in a channel and choosing Upload…

…many are still used to work inside their Office desktop apps.

They are often also acustomed to using the save as dialogue to browse folders when saving their documents, or navigating to OneDrive or SharePoint sites this way. How cool would it be to have access to your favourite teams right from within Office?

Well as of now you can, if you are on the Office 365 ProPlus  Monthly Channel and your build is 8730 or later.

Let’s first check the Office build by opening Word, going to File in the upleft corner and then Account in the left menu. You should see the product information and the installed build on the right.

This is supposedly a staged rollout, so it might be another week or so until all clients/tenants are affected.

To save a document to Teams, open or create a document from one of the Office desktop apps (Word, Excel, PowerPoint), hit File followed by Save As and choose Sites – Your Company in the menu. In the right column you should see a list of your teams.

If you find that the sorting of teams in the list is confusing, there is a thread on TechCommunity discussing this and a Microsoft employee explaining that “The sorting in the Frequent list is based on activity, with greater weight being placed on a Group that you have saved or opened a file from”. It does however at this time seem to consider all interactions, which can cause confusion as to the sorting of the list.

Make sure to save to the appropriate channel, by first browsing Documents and then opening the corresponding folder. Please also note that if you rename a channel, the folder in the underlying SharePoint site will not update with the new name (and doing so manually will break stuff). Also saving outside of the channel folders can make the documents unavailable for the Teams client.

Share this:

13 thoughts on “ save directly to teams from office desktop apps ”.

Any idea of the roadmap for this on Mac??

Hi Mel, unfortunately I have seen no mention of this feature for Office on Mac.

I’m running Mac Word version 16.10 (180109) (the fast track insider release) and I can save to Teams locations from the “online” locations save dialog. The UI is different, but I see frequently visited and following sections that have teams libraries in them. The files end up in the files section and the corresponding SharePoint library.

Like Liked by 1 person

Mine is now doing this as well. Although I’m not keen on the way it works. It’s just a list of every SharePoint location I’ve recently visited (and even some I haven’t, it seems) without any structure. When will it work like the Windows version that shows the Team names and then lets you see the folders contained within. I’m keeping my fingers crossed that it’s soon.

Hi. I dont see all my teams in sites. Just some few. Any idea how I can gat Access to all?

A Microsoft employee stated on TechCommunity that “the sorting in the Frequent list is based on activity, with greater weight being placed on a Group that you have saved or opened a file from.” Not sure why some teams would be missing, but maybe if you open a document from that team it will show up?

This same great feature works with any SharePoint site connected to an Office 365 Group, be it MSTeams, Groups for Outlook or Yammer connected O365 Groups. I like that saving to “Sites” offers your frequently visited sites and sites you are following. This means the best way to make a site appear in the Save list is to follow it from the SharePoint Home site in the Office 365 apps.

Hi, If I want to upload any attachment directly from Outlook to Teams, I can go to the option Click on drop down menu in the attachement -> Upload -> More -> “Select Teams” from the list.

But the list is not showing all the teams which I am part of. How to enable to show all my teams in the list.

Hi Hari, I think Office uses the Graph and some logic around your activity to list the teams. I read once that you could influence this by marking the underlying SharePoint site as favourite, but haven’t tried myself.

You could also just forward the entire email to a channel within the team. https://support.office.com/en-us/article/send-an-email-to-a-channel-in-teams-d91db004-d9d7-4a47-82e6-fb1b16dfd51e

I see how to save Office documents directly into Teams, but is there a way to save a PDF directly into teams?

Well, you can save a word document or powerpoint as a pdf into a team, or you could sync the document library of the team with your computer and that way save it into your team.

hey – how do you sync the document library in teams to your computer?

Sync Teams files with OneDrive

Leave a comment Cancel reply

• Already have a WordPress.com account? Log in now.
• Subscribe Subscribed
• Copy shortlink
• Report this content
• View post in Reader
• Manage subscriptions
• Collapse this bar

How to Track Changes in PowerPoint? A Step-by-Step Guide

Table of Contents

PowerPoint is a great tool not just for making presentations, but also for working together on them.  If you want to share your slides with others and get their feedback, PowerPoint’s Review feature can help you track changes and see comments.

This feature allows you to compare different versions of your presentation side-by-side, so you can see exactly what’s been added, removed, or edited. You can then choose to accept or reject those changes, and even add your own notes to discuss them further.

This blog post will guide you through using the Review feature in PowerPoint to track changes made to your presentations. Let’s get started!

Steps to Track Changes in PowerPoint

Step 1: create a copy and send your presentation for review .

Before sharing your presentation for feedback, it’s important to create a separate working copy. This ensures you don’t accidentally overwrite your original version with edits. Here’s how to do it:

• Save a Draft: Start by saving your current presentation as a draft. This can be helpful for referring back to your initial ideas during the review process.
• Create a Dedicated Review Copy: Next, save another copy of your presentation with a different filename. This will be the version your reviewers will work on. Consider including “For Review” or “Feedback” in the filename to avoid confusion.
• Choose a Sharing Platform: Select a secure, shared location to store your review copy. Popular options include OneDrive, SharePoint, or a similar cloud storage platform. Uploading your presentation there allows reviewers to access it easily.
• Generate a Shareable Link: Once uploaded, right-click the review copy file and find the option to “Copy Link. This link is what you’ll send to your reviewers in an email.
• Provide Instructions: In your email to reviewers, include clear instructions on how you’d like them to provide feedback. Do you want them to add comments directly within the slides, or would you prefer a separate document summarizing their thoughts?

By following these steps, you’ll have a dedicated review copy ready for collaboration and can effectively track the changes made by your reviewers.

Create presentation slides with AI in Seconds in Google Slides

10M+ Installs

Works with Google Slides

Step 2: Use the Compare Feature and Merge Both Versions

After everyone has finished reviewing your shared presentation, you can use the Compare feature to review their changes and integrate them into your original document. Here’s how to do it:

1. Open the Original Version: Start by opening the original version of the presentation that you saved before sharing it for review. This will serve as the baseline for comparing the changes.

2. Navigate to the Review Tab: Locate the “Review” tab on the PowerPoint ribbon. This tab houses all the functionalities related to reviewing and editing presentations collaboratively.

3. Access the Compare Feature: Within the “Review” tab, look for the “Compare” button. Clicking this button will initiate the process of comparing your original version with the edited version received from reviewers.

4. Select the Edited Version: A window titled “Choose File to Merge with Current Presentation” will appear. Here, browse and select the edited version of the presentation that contains the reviewers’ comments and changes. This could be a file you received via email or downloaded from a shared folder.

5. Merge the Presentations: Once you’ve selected the edited version, click the “Merge” button. This will initiate the merging process, where PowerPoint will compare both presentations and highlight the differences.

6. Review Changes in the Revisions Pane: A new pane on the right side of your screen called the “Revisions” pane will appear. This pane displays all the changes made by reviewers on each slide. Look for sections titled “Slide Changes” and “Presentation Changes” to identify specific modifications.

7. Inspect Individual Changes: Click on each list item within the “Slide Changes” or “Presentation Changes” section to see the details of the edits made to specific elements on the slide. This could include added text, deleted content, formatting changes, or image replacements.

8. Review Reviewer Comments: If reviewers left comments alongside their edits, you’ll find them displayed under “Slide Changes” in the “Revisions” pane. Clicking the “Comments” button at the bottom of the PowerPoint window (on the status bar) will open a dedicated section for viewing all comments left by reviewers.

Step 3: Reviewing and Accepting/Rejecting Changes

This step lets you review the edits suggested by others and choose whether to keep them.

• Keeping a Change: If you like a change, simply click the checkbox next to the edit that says “Other authors: A change has been made.” This will accept the change and incorporate it into your presentation.
• Skipping a Change: If you don’t want to accept a change, you don’t need to do anything! Changes without checked boxes won’t be applied to your final presentation.

Benefits of Track Changes in PowerPoint

• Streamlined Collaboration: Multiple editors can work on a single presentation simultaneously. Track Changes highlights edits, clearly indicating who made what modification and when. This eliminates confusion and allows you to easily see the proposed changes. You can then decide to accept or reject them, ensuring everyone contributes effectively.
• Effortless Version Control: Tracking Changes makes managing different versions of your presentation a breeze. You can easily revert to an earlier version if needed, or compare multiple versions to see the specific changes made in each. This is helpful for tracking progress or making sure you haven’t lost important information.
• Enhanced Quality Control: By using Track Changes, you can guarantee that all edits are reviewed and approved before finalizing the presentation. This helps to catch errors or missing information before they become a problem in the final product.
• Regulatory Compliance: In some regulated industries like finance or healthcare, Track Changes can be crucial for meeting compliance requirements. It ensures that all changes made to the presentation are documented and verifiable. This provides a clear audit trail for regulatory purposes.
• No design skills required
• 3 presentations/month free
• Don’t need to learn a new software

Closing Thoughts

PowerPoint’s Track Changes feature offers a powerful and user-friendly solution for collaborative presentations. By following the steps outlined in this guide, you can effectively track edits, manage reviewer feedback, and ensure a streamlined workflow for creating high-quality presentations. From improved collaboration to enhanced quality control, Track Changes empowers you to deliver polished and impactful presentations every time.

Save Time and Effortlessly Create Presentations with SlidesAI

How-To Geek

6 ways to speed up your powerpoint file.

Your changes have been saved

Email Is sent

Please verify your email address.

You’ve reached your account maximum for followed topics.

How Microsoft Outlook Helps Me Achieve Inbox Zero

New outlook for windows is now ”generally available”, i love google chrome's new tab organization feature, quick links, reduce your powerpoint file size, review the master slides, check for macros and add-ins, disable autosave, other options.

There are many reasons why your PowerPoint file is running slowly, and all of them lead to frustration and wasted time. Before you throw your computer out the window, take a look at these tips that will hopefully get you back up and running more smoothly.

It's likely that the main cause of your sluggish PowerPoint file is its size. Since PowerPoint is a presentation designer, you might have lots of images, audio clips, and videos, each increasing the memory the program consumes on your computer. You might have also added many animations and transitions to make your PowerPoint more impressive, but these also add to your file's size. Addressing these will significantly reduce your file size and, thus, quicken the program's processing speed.

The question to ask is whether you need so many images in the first place. Go through your slides and remove any images that don't add any true value to your presentation. If you still find that you have lots of images, consider making them smaller by dragging the corner image handle towards the center of the picture.

Hold Ctrl to select many images on a slide at the same time, and then adjust one of those images to make them all smaller.

A second option is to remove artistic effects from images. It might be tempting to use PowerPoint's built-in picture editor, but adding shadows, reflections, and borders instantly adds kilobytes to your file. To revert the image to its original formatting, first select the image, and then click "Reset Picture" in the Picture Format tab on the ribbon.

Finally, consider compressing your images . While this will reduce their quality, using a lower resolution will mean that PowerPoint won't have to work as hard to display them in both the Normal and Slide Show views. Select an image in your slideshow, and click "Compress Pictures" in the Picture Format tab.

Then, you can either choose to compress the image you selected or all images in your file. If you plan to project your finished presentation onto a screen, 150 PPI is the optimal choice for reducing your file size without lowering the image quality too much.

The other way to compress your images, and all future pictures you add, is to first click File > Options. Then, click "Advanced" in the left-hand menu, and change "Default Resolution" to 150 PPT or 220 PPI in the Image Size And Quality options.

Then, click "OK."

Removing backgrounds and watermarks from your slides will also help to speed up your file.

Audio and Videos

As well as compressing images, you can also compress the media within your presentation, but the method differs slightly. Click File > Info, and choose the "Compress Media" drop-down button. There, click "HD" or "Standard" as alternatives to the Full HD option.

Compressing the media in your presentation will also remove embedded subtitles and alternate audio tracks.

If this doesn't speed up your file, consider removing the media from your PowerPoint file altogether. This doesn't mean you have to lose that feature from your slideshow, however—adding a link to the video or audio, which you can click when delivering your presentation, is a good alternative.

Animations and Transitions

Animations are a good way to emphasize details in your PowerPoint presentation or gradually introduce information step-by-step, and transitions between slides can look professional and slick. However, overusing these features not only distracts your audience and looks tacky, but also reduces your PowerPoint's performance efficiency. Keeping animations and transitions to a minimum, in terms of both quantity and type, will make a big difference. If possible, try to stick to these rules:

• Ask yourself, "Does this make my presentation better?" If the answer is no, don't put it in.
• Use slick effects that last less than one second without you having to change the speed of the animation . Fade and Cut are professional and quick transition effects, and Appear and Fade are optimal entrance animations.
• Use the same transition effect for each slide, and the same animation for each item.
• Try to avoid adding more than one animation to each item, and avoid animating individual words and letters.

You might think that the slides in the thumbnail pane on the left-hand side are the only slides in your file. However, the Slide Master contains hidden information that dictates how your presentation is designed. You can see the master slides by clicking "Slide Master" in the View tab on the ribbon.

First, scroll through the Slide Master, and right-click and delete any of the layouts you don't need.

Second, you might see objects (such as pictures or formatted text) that don't add any value to your PowerPoint. Click the relevant master slides and remove those items.

While useful, macros and add-ins—advanced tools that enable more features and functions—significantly add to your PowerPoint file's workload, and could be the reason it is running slowly.

Macros let you automate a series of commands to execute a task with a single click or keyboard shortcut. To check which macros you have enabled in your PowerPoint, click the "Macros" button in the View tab. This will bring up a dialog box, where you can view, edit, and—importantly—delete any macros.

Even though deleting a macro means you might lose some automation, it will likely speed up your file significantly.

Add-ins are custom tools you can add to PowerPoint that enable you to do more with the program. For example, you can add more customized charts or interactive elements to take your presentation to the next level. However, since you're effectively adding another program to PowerPoint, these affect its performance hugely.

To see whether you have add-ins installed, click the "Add-ins" icon on the Home tab, and any add-ins will show under My Add-ins in the drop-down dialog box.

Then, to remove an add-in, click "More Add-ins."

In the Office Add-ins window, click "My Add-ins," and click the three dots next to whichever add-in you want to delete. Finally, click "Remove."

This will remove the add-in from your Microsoft account, affecting all Office applications compatible with this add-in.

This tip is somewhat of a last resort, as Microsoft 365's AutoSave is a great way to ensure you don't lose your work if something unexpected happens, such as an impromptu update or the dreaded blue screen of death .

However, because AutoSave uploads the latest version of your PowerPoint file to your OneDrive account every few seconds, it's always working in the background and might slow down the program's performance.

Providing you're sure that you'll remember to press Ctrl+S every few minutes to save your work manually, try disabling AutoSave to speed up your file.

If you can't see the AutoSave icon, right-click any of the tabs and click "Show Quick Access Toolbar."

If you still can't see it, click the "Customize Quick Access Toolbar" down arrow, and check "Automatically Save."

Then, click the AutoSave toggle to "Off," and the AutoSave function will stop working away in the background.

Failing all of the above, there are two more options you might explore to work more efficiently in PowerPoint.

Use PowerPoint for the Web

If you're using a low-spec computer, it mightn't be powerful enough to handle PowerPoint's complexities. Using the web-based version of PowerPoint could be your way around this issue, as it doesn't require the use of any software on your PC. What's more, PowerPoint for the web is a slimline version of the desktop app, so it's likely to perform more efficiently on lightweight PCs and tablets.

Clean up Your PC

Have you considered that the issue mightn't be PowerPoint itself? Try opening some other apps, and see whether they also run more slowly than you'd hope. If this is the case, try freeing up some space on your PC . Similarly, if your computer has just installed an update, this might be the cause of your device's sluggish performance, and there are different things you can try to fix this issue.

As well as optimizing your file, you can increase your PowerPoint effectiveness and efficiency by avoiding some of the common mistakes that people make when using the program.

• Microsoft PowerPoint
• Microsoft 365

How to Compress Videos in PowerPoint for Smaller File Size

Learn how to effectively compress videos in PowerPoint without losing quality. Get tips on optimizing file size... read more

#ez_toc_widget_sticky--1 .ez-toc-widget-sticky-container ul.ez-toc-widget-sticky-list li.active{ background-color: #ededed; } Steps To Follow

Get Trainings

Advance your Microsoft Excel & Office Skills with the MyExcelOnline Academy!

In today’s fast-paced digital world, efficient communication is key, and that includes the way we prepare and share presentations. With the growing trend of remote work and digital collaboration, the need for small-sized presentations has surged. This is not just to accommodate the varying bandwidth limitations faced by individuals but also to optimize for mobile device compatibility where every byte counts. Smaller PowerPoint file sizes mean quicker load times, easier sharing via email or cloud services, and ultimately, a smoother presentation experience for both the presenter and the audience.

Key Takeaways

• Open your PowerPoint file and go to the “File” menu, then choose “Save As.” Click on the “Tools” menu within the “Save As” dialog box and select “Compress Media” to initiate the compression process.
• By knowing how to compress videos in PowerPoint, you reduce file sizes, making the videos easier to share via email or online platforms, and the files occupy less storage space on your computer or hard drive.
• Compressing media in PowerPoint helps enhance performance and ensures your presentation is more likely to be compatible with different devices and platforms, while also considering the balance between compression and maintaining video quality.

Compressing Videos in PowerPoint

Compressing videos within PowerPoint is like giving your presentations a performance boost. It cuts down on unnecessary bulk, ensuring your slides glide smoothly from one to the next without the dreaded loading lag or compatibility issues. Imagine not having to worry about video playback stuttering during an important pitch or educational session. That’s the value of understanding video compression in PowerPoint. Below, I’ll walk you through the straightforward process of reducing your video size without compromising the impact of your visual aids. Whether you’re preparing for a boardroom presentation or a classroom lecture, mastering this skill can make a world of difference.

Table of Contents

The Art of Reducing Video Size in PowerPoint

Review the quality of your images and videos.

Reflecting on the quality of the images and videos embedded in our presentations is a step we must not overlook. As we endeavor to compress them, reviewing their current state is crucial as it serves as our benchmark for post-compression results. By scrutinizing the resolution, frame rate, and audio clarity, we gain insights into what the audience will experience. A resolution that’s too low can render imagery pixelated, frame rate drops may disrupt smooth playback, and poor audio can overshadow the visual narrative.

It’s important to note how compression affects each element. Compressing your video files too much might lead to a fuzzy picture or muffled sound, which can detract from the overall impact. We must ensure the final version maintains a professional polish—it should look crisp on a big screen and clear through a projector—but not at the expense of file portability. Hence, it’s about striking that sweet balance.

Inserting Videos Directly vs. Linking to External Sources

When considering how to incorporate videos into a PowerPoint presentation, we’re faced with a crucial choice: embedding the videos directly into the slideshow or linking to external sources. Both methods have their merits, and the decision hinges on various factors such as the presentation’s purpose and the audience’s access to the internet.

Embedding videos ensures that the presentation is self-contained. There’s no reliance on internet connectivity which means zero buffering issues during playback. However, this comes with a significant increase in file size. On the other hand, linking to external sources, such as YouTube, helps maintain a slender file size. Accessibility becomes contingent on an active internet connection, which may not be ideal in all scenarios.

My recommendation is clear. If you are not transferring the presentation elsewhere or if internet access is reliable, link to the videos. Doing so is quite straightforward: under the Insert tab, click on the Video button and explore your options. But if you need a presentation that works offline, then consider embedding and compressing your videos. Remember, a presentation should not only capture the audience’s attention but also be approachable and sharable with ease.

Step-by-Step Instructions to Compress Videos

Accessing compression features in powerpoint.

STEP 1: First, embed a video into your PowerPoint slide.

Fine-Tuning Compression Settings for Optimal Results

Fine-tuning compression settings in PowerPoint is akin to being a skilled artist carefully mixing paint—it’s all about getting those details right for the perfect finish. Once you’re in the ‘Compress Media’ options, you’ll see choices such as ‘Presentation Quality,’ ‘Internet Quality,’ and ‘Low Quality.’ These settings are your paintbrushes for crafting the desired output.

‘Presentation Quality’ preserves the highest video quality suitable for, say, large screens and projections—it’s your go-to for a boardroom presentation. ‘Internet Quality’ strikes a reasonable balance, understandable for online sessions where file size matters but quality can’t be sacrificed. And ‘Low Quality’ minimizes the file size, a feasible option when sharing via email or other restrictions.

Remember to carefully experiment with these settings. If you choose a setting that’s too low, your video may seem a tad impressionistic when full resolution is needed. But a setting that’s too high can result in a bulky file, impeding easy sharing and playback.

After the compression, we must verify the output. Play the video to ensure the quality still conveys your message effectively, and remember, this isn’t a ‘set it and forget it’ task. Every video, every audience and every presentation may demand a different setting. Keeping this in mind, we can master the fine art of compression, ensuring our presentations are both visually stunning and remarkably optimized.

Tips and Tricks for Efficient PowerPoint Compression

Converting images to jpeg format before insertion.

Before dropping images into our PowerPoint masterpiece, consider this: format plays a huge role in the file size. I’ve found that converting images to JPEG format before insertion can significantly reduce the overall size of the presentation. JPEG is ideal for detailed photographs, and its compression algorithm excels in maintaining an acceptable level of quality with a smaller file footprint.

Do Image Edits Outside PowerPoint for Smaller Files

Taking the time to edit images outside of PowerPoint is a game-changer for keeping files lean. I’ve observed many of us tweak pictures directly in the presentation software, perhaps for convenience. However, it’s worth noting that PowerPoint retains all the original data of the edited images, which can bloat your file size considerably.

To avoid this, I strongly recommend using a dedicated image editor—be it Photoshop for the pros or simpler tools like Paint or GIMP for basic adjustments. Make all your crops, color adjustments, resizes, or filters there. Only once you’re satisfied with the image, bring it into PowerPoint.

This practice has a two-fold benefit. First, it preserves the optimal quality of your visuals because dedicated editors offer finer control over the edits. And second, it keeps your PowerPoint file size in check, as the software only stores the final version of your image.

Let’s remember to tell PowerPoint to discard all excess editing data once the images are in place. It’s an additional precaution to ensure our presentations remain as lightweight as possible.

Alternate Methods for Slashing PowerPoint File Size

Turning a bulky ppt into a compressed pdf or zip file.

When all else fails and you’re still grappling with a sizable PowerPoint file, consider flipping the script—turn that bulky PPT into a compressed PDF or ZIP file. The process is straightforward and can drastically reduce your file size, making it manageable for email and online sharing.

Transforming your PowerPoint into a ZIP file is essentially archiving it. Archive by right-clicking on the file, selecting ‘Send to’, and then choosing ‘Compressed (zipped) folder’. By doing this, you can reduce the size of the entire project, which is particularly useful when it’s chock-full of media and other hefty elements.

Another clever move is to convert the PPT to a PDF, especially when it’s heavy on text and static images. By using online PDF conversion tools like Adobe Acrobat, the process is a breeze. The resultant file is not only lighter but also more secure against unwanted modifications, and it maintains a consistent format across devices.

Here’s what to remember: subsequent compression of the PDF can further slim it down if needed. In essence, these techniques are the ace up our sleeve for sharing content-rich presentations without the bulk.

Real-world Applications for Compressed PowerPoint Files

When is compressing a powerpoint file beneficial.

Compressing a PowerPoint file is not just a best practice; it’s a strategic move that’s advantageous in myriad scenarios. For instance, when you’re gearing up to email a presentation, size limits can be your nemesis. A compressed file slips elegantly under those maximum capacity ceilings that email services impose.

Another situation where it shines is in facilitating smoother collaboration—think cloud storage and file sharing platforms. When working in teams, especially with bandwidth discrepancies, a smaller file ensures swift uploads and downloads, making the flow of ideas seamless.

Moreover, for those of us constantly on the go, a compressed PowerPoint is a must. Aside from freeing up valuable space on mobile devices, it also opens the door to remote accessing without painful waiting times. It’s an all-around win, enhancing accessibility, preserving quality, and boosting productivity. Whether presenting in person, sharing for review, or archiving, a lighter PowerPoint file is often the smarter choice.

Strengthening Your Presentation Profile with Reduced File Sizes

Reducing the file size of your presentations can significantly beef up your presentation profile. In a world where digital competency is paramount, being known for sleek, efficient, and easy-to-handle presentations can set us apart. A compressed PowerPoint lifts the burden on the recipient’s storage, conveys professionalism, and displays an understanding of digital etiquette.

Moreover, it can underline your skills in creating impactful presentations without overloading them with unnecessary data. This streamlining can directly affect your audience’s engagement and ensure smooth delivery whether you’re presenting in person or virtually.

By keeping your file sizes compact, you show a respect for people’s time and bandwidth limitations. Not to mention, smaller files are less likely to encounter compatibility issues, ensuring your content reaches your audience just as you intended—intact and effective.

Compressing PPT Files on Different Operating Systems

Differences between macos and windows compression techniques.

Navigating the maze of presentation file compression reveals one stark truth: the methods can differ greatly between operating systems, specifically macOS and Windows. Knowing these differences is not only empowering, it’s practically essential for achieving optimal results.

macOS users typically leverage built-in tools like iMovie and QuickTime Player to compress their media files before integrating them into PowerPoint. The advantage here lies in the seamless ecosystem of Apple products. However, macOS PowerPoint has a limitation—it doesn’t allow users to compress music or video files directly within the application, unlike on Windows.

On the Windows side, PowerPoint comes equipped with a dedicated ‘Compress Media’ option that’s highly intuitive and doesn’t require external tools. It’s just a few clicks within PowerPoint’s interface to shrink videos to your desired quality. This built-in functionality caters well to users who prefer a one-stop solution without toggling between different software.

Having this cross-operating system awareness when it comes to compression is not trivial, as it nudges us toward tailored approaches rather than one-size-fits-all solutions. Being adept at using the specific techniques of both macOS and Windows ensures we are versatile presenters, capable of smart file management no matter the platform.

Cross-Platform Tools for Universal File Reduction

In the quest for universal file reduction, cross-platform tools are our knights in digital armor. These stalwarts bridge the operating system divide, making video compression a cinch whether you’re a macOS devotee or a Windows warrior.

One such savior is HandBrake, an open-source video transcoder available for both macOS and Windows. HandBrake shines with its ability to convert video from nearly any format to a selection of modern, widely supported codecs. It’s a favorite for its granular control over compression settings, plus it’s free.

Then there’s the stalwart Adobe Premiere Pro, recognized for professional-grade video editing and compression capabilities, with consistent performance across both platforms. It’s a bit more advanced, and while it might be overkill for simple compression tasks, it offers unparalleled fines autonomy for those desiring the highest precision.

Tools like these dispel the friction sometimes encountered when sending presentations across different OS environments. By adopting a cross-platform mindset, we take a significant step towards creating universally accessible PowerPoint files without worrying about file bloat or compatibility issues.

Achieving Stunning Presentations without Compromising Quality

Achieving stunning presentations without compromising on quality may seem like a balancing act, but it’s definitely within reach with careful planning and understanding of compression techniques. The goal is to create slides enriched with media that captivate your audience while ensuring the file remains manageable and functional.

Here are some indispensable tips to hit that sweet spot: consider the resolution of your images and tailor them to your presentation medium, use video clips judiciously, and compress only to a level that maintains professional quality. Optimization tools in PowerPoint, such as the ‘Compress Media’ feature, should become your allies in this endeavor.

Remember, a high-quality presentation isn’t solely defined by pixel counts or decibels—it’s about coherence, relevance, and delivery. By striving for a harmony between visual excellence and file efficiency, we can craft presentations that are both visually impressive and technically sound.

Exploring More Resources and Articles on File Compression

As we venture further into the digital realm, expanding our knowledge on file compression becomes crucial. Fortunately, the landscape is abundant with resources and articles that delve into the intricacies of compressing PowerPoint files effectively.

For those looking to deep dive, Adobe’s blog offers a treasure trove of insights about file compression. Websites like TechRepublic or Computerworld often publish tips and tricks on handling large files. Additionally, Microsoft’s own support pages provide guides tailored specifically for PowerPoint users.

It’s essential to stay abreast of the latest discussions in forum sites like Stack Exchange or Reddit, where tech enthusiasts and professionals frequently share their real-world experiences and hacks.

By making use of these resources, we not only hone our technical skills but also enrich our understanding of best practices, ensuring our presentations are the epitome of efficiency and engagement.

Frequently Asked Questions About Video Compression in PowerPoint

What’s the most effective way to compress powerpoint videos without losing quality.

The most effective way to compress videos in PowerPoint without losing discernible quality is by using the built-in ‘Compress Media’ feature. Rather than compressing blindly, I recommend choosing ‘Internet Quality’, which retains a high level of visual fidelity while significantly reducing the file size. This strikes a good balance between clarity and manageability, which is ideal for most situations. Always preview the video post-compression to ensure it meets your expected standard.

Are There Any Free AI PPT Tools to Help with Video Compression?

Yes, there are free AI-powered tools like Winxvideo AI that can help with video compression for PowerPoint. These tools leverage AI to maintain quality while dramatically reducing file size, sometimes by up to 90%. This is especially useful when dealing with large videos, as the AI can intelligently optimize frames and audio to keep the essence of the video intact despite the size reduction.

How to reduce File size in PowerPoint?

To reduce file size in PowerPoint, compress your media files via the ‘Compress Media’ feature under the File and Info tab. Also, resize and edit images externally, saving them as JPEGs before inserting, and where possible, link to videos instead of embedding them. Don’t forget to remove unnecessary fonts, animations, and transitions that can add to the file size.

How do I send a compressed powerpoint file via email?

To send a compressed PowerPoint file via email, first reduce its size by using the ‘Compress Media’ feature in PowerPoint. If it’s still too large, turn the file into a ZIP by right-clicking and selecting ‘Send to Compressed (zipped) folder’ (Windows) or ‘Compress [file name]’ (macOS). Attach the ZIP file to your email as you would with any other document. If the file still exceeds your email provider’s limit, upload it to a cloud service and share the link instead.

John Michaloudis

John Michaloudis is a former accountant and finance analyst at General Electric, a Microsoft MVP since 2020, an Amazon #1 bestselling author of 4 Microsoft Excel books and teacher of Microsoft Excel & Office over at his flagship MyExcelOnline Academy Online Course .

Related Articles

How to Adjust Line Spacing for PowerPoint Slides

How to Use Tags in OneNote – Step by Step Guide

Top 5 Best Microsoft Teams Headsets for 2024

Get Video Training

Dramatically Reduce Repetition, Stress, and Overtime! Exponentially Increase Your Chances of a Promotion, Pay Raise or New Job! Learn in as little as 5 minutes a day or on your schedule.

• English   Español Deutsch Português Italiano Français 日本語 한국어 繁體中文 Türkçe Dutch Polish Thai Indonesian Malay
•  Free Download    For Windows  For macOS
• Screen Recording     RecExperts For Windows Screen recorder for PC   RecExperts For Mac Screen recorder for macOS   Online Screen Recorder Record screen online free   ScreenShot Take Screenshot on PC
• Buy Now Buy Now
• Student Discount
• Resources   Screen Recorder Windows 10 Record Zoom Meeting Record Internal Audio Mac Record Gameplay on PC Video Recording Software
• Support     Support Center Guides, License, Contact   Chat Support Chat with a Technician   Pre-Sales Inquiry Chat with a Sales Rep

6 Ways | How to Record Excel Screen Windows 10/11

How to record Excel screen Windows 10/11? Read this article to learn six feasible ways, including third-party tools, PowerPoint's built-in features, and Windows Xbox Game Bar, to finish Excel recording. You can also get relevant tips about screen/video recording.

 Trustpilot Rating 4.7

Don’t forget to share this post!

Page Table of Contents

Updated on Aug 02, 2024

Key Takeaways :

1️⃣If you want to save energy and efficiently record Excel screens on Windows 10 / 11 , the best way is to use a professional Excel recording tool like EaseUS RecExperts 🔥

2️⃣If you're more accustomed to MS PowerPoint's screen recording features or Windows Xbox Game Bar, please note its prerequisites before adopting one of them.

Screen recordings can capture the entire screen of your computer, phone, or tablet, the microphone, and audio, especially for recording live PowerPoint presentations or Excel files. For example, captured Excel recordings can streamline discussions by revealing how you manipulate Excel documents with voices or conversations.

Thus, some users who regularly use MS Excel might raise similar questions.

Yes , you can record Excel screens via PowerPoint's built-in features. Nevertheless, this is not the easiest way to execute Excel recording actions. If you're seeking easier ways to record Excel screens, please learn how to record Excel screen Windows 10 / 11 below.

Way 1. Finish Excel Recording via Third-Party Screen Recorders🔥

Based on our assessment, there's no better way than utilizing a reliable screen recording tool to record a screen video on Windows 10 Excel programs . In this scenario, EaseUS RecExperts is an excellent Excel recording utility that can free you from any restraints and render you a better screen recording experience.

Major features of EaseUS RecExperts:

• Record Microsoft Excel , Microsoft Project, PPT, or faulty page screens with your camera and microphone .
• Release the full-screen recording, selected region recording, schedule recording , auto-stop & auto-split options.
• Offer video/audio editing, video/audio file import, text transcription, microphone noise reduction, etc.
• Export your recorded Excel recording in high-quality MP4, MOV, FLV, MKV, AVI, or GIF format.

Step 1. Launch EaseUS RecExperts. There are two modes for screen recording. Choose "Full Screen" , this tool will capture the whole screen; choose "Region" , you will need to select the recording area manually.

Step 2. After that, you can choose to record the webcam , system sound , or microphone as you like. Of course, you can turn them off if you only need to record the silent screen.

Step 3. Then, you can click the red "REC" button to start recording. Now you will see a menu bar on your screen. If you want to pause the recording, click on the white "Pause" button; to end the recording, click on the red "Stop" button.

Step 4. After recording, you will be led to the recording list interface. Here you can view or edit your recordings easily.

After the Excel recording process, you can click the Recordings button to view the new recording. This versatile third-party tool can also help you trim videos without losing quality .

Way 2. Record Excel Screens via Screen Recording of MS PowerPoint

As mentioned at the beginning, MS PowerPoint also provides a user-friendly screen recording feature named Screen Recording. Similar to Excel recording, several Zoom users find it easy and convenient to utilize MS PowerPoint to record a presentation on Zoom .

Suppose you intend to show or present your Excel operations in a PowerPoint. This solution is more suitable because this built-in feature will automatically embed your finished Excel recording at the top of the PowerPoint after the video recording process. If you prefer, you can also store it as a separate file.

Nevertheless, the Screen Recording feature does not release more video editing features than video trimming. Let's explain how to screen record on Microsoft Excel documents via it.

Step 1 . Open the Excel file you want to screen record > launch your PPT > click Insert > select Screen Recording.

Step 2 . Designate the area you want to screen capture to Excel. If you prefer the entire recording, press Win + Shift + F.

• Since Microsoft PowerPoint automatically captures the audio and mouse pointer, these settings are pre-selected on the control deck. To disable them, please don't check Audio and Record Pointer.

Step 3 . After 3 seconds of automatic countdown, it will begin screen recording. To end this process, press Win + Shift + Q.

Way 3. Record Excel Screens via Record Slide Show of MS PowerPoint

How to record Excel screen Windows 10 or 11 with narration and timings? In this case, you can make good use of MS PowerPoint's Record Slide Show feature. Although this feature permits you to store your Excel recording in a video format, you cannot trim your recording or edit these videos. The following steps depict how to do a screen recording on Windows 10 /11 via PowerPoint.

Step 1 . Launch the Excel file you want to screen record > open one PowerPoint > click Slide Show > select Record Slide Show.

Step 2 . Select the Record from Beginning option or the Record from Current Slide option.

Step 3 . PowerPoint records both video and audio by default. Please click RECORD. You can STOP the Excel recording based on your needs.

Step 4 . To preview this new recording, click the Play button. To remove your unwanted narration or timings, please refer to the following clicks.

If you're in record mode, click Clear > select Clear Recording on Current Slide or Clear Recording on All Slides.

• Clear Recording on Current Slide : delete narration and timings on the current slide
• Clear Recording on All Slides : delete narration and timings from all slides at once

Step 5 . To export your recorded Excel presentation as a video, click File on the top left > select Export > click Create a Video. Here, you'd better set the video quality to Full HD (1080p) instead of Ultra HD (4K), HD (720p), or Standard (480p).

Step 6 . In the Save as type box, set this Excel recording file as an MPEG-4 (MP4) video or Windows Media Video > click the Save button. The MPEG-4 video format is recommended because it is compatible with almost all video players.

Way 4. Use Microsoft Steam Screen Recorder to Finish Excel Recording

How to record yourself on Windows 11/10 with Excel? If you have an accessible work or school account and are familiar with Microsoft SharePoint, this Microsoft Steam screen recorder suits you.

Steam (on SharePoint) is an intelligent video recorder that lets you capture, post, share, and manage videos without leaving Microsoft 365. You can add inking, stickers, images, music, text, customize your background, or record multiple screens . Please refer to the following steps to learn how to record a screen video on Windows 10 Excel programs.

Step 1 . Open the Stream start page https://stream.office.com > log into with your work or school account > select + New video recording.

Step 2 . Select New screen recording to open the camera > click options > select Settings in the Options menu.

Step 3 . Choose your camera and microphone > click Start screen recording.

Step 4 . In this case, select an application window you want > click Share.

Step 5 . Click Pause to end Excel recording. After that, you can do the following actions.

a . Re-record

b . Trim your recording, delete, or re-order clips

c . Save your Excel recording and upload it to OneDrive for Business

Way 5. Screen Capture to Excel via Xbox Game Bar

Besides the Microsoft Steam screen recorder, the Xbox Game Bar is another handy Windows built-in tool for recording your Excel screen. The Xbox Game Bar recording feature allows users to capture videos for up to four hours while playing PC games. The following steps depict how to record with Windows Xbox Game Bar.

Step 1 . Press Win + I to open Windows Settings > select Gaming > enable Game Mode.

Step 2 . Open your Excel document > press Win + G to open the Xbox Game Bar > click the Capture icon > turn on your camera and microphone before screen recording.

Step 3 . Hit the stop button or press Win + Alt + R to end your Excel presentation.

Also, here is a video tutorial about recording screen via Xbox Game Bar:

Way 6. Record Excel Screens on Windows 10/11 via Clipchamp

How to do a screen recording on Windows with Excel? Clipchamp is another reliable Microsoft screen recording software that can record your screen or record screen and camera at the same time to create Excel recordings (Excel presentations and Excel training videos), gaming streams, react videos, etc.

For a better outcome, layer recordings on top of each other on the timeline. The webcam and video can be placed over the Excel screen recording with freehand editing to create a picture-in-picture effect.

Step 1 . In Clipchamp for personal accounts, go to the record & createtab > click on the screen tool or screen & camera tool.

Step 2 . Give permission to access your camera and microphone.

Step 3 . Before new recording, choose your microphone source > activate or disactivate speaker coach > click the red button > choose browser tab, window, or entire screen to record your Excel.

Step 4 . Click the stop sharing button to end the recording > click the Play button to preview your Excel recording > click save and edit your recorded Excel presentation.

Are you wondering how to record Excel screen Windows 10 or later? Or how to video record yourself presenting a PowerPoint embedded with Excel? Undoubtedly, the most labor-saving and efficient way is to adopt professional Excel recording applications like EaseUS RecExperts.

Nevertheless, if you're more inclined to use Microsoft Steam Screen Recorder, Xbox Game Bar, or Clipchamp, please pay attention to the corresponding prerequisites before screen recording.

FAQs about Screen or Video Recording

This section lists some relevant screen recording or video recording tips. Please check them out below if needed.

1. How do I record in Microsoft Excel?

You can record worksheet actions using Office Scripts. Here are the steps.

Step 1 . Open one existing workbook > select Automate > Record Actions (Preview).

Step 2 . Record actions in your workbook.

Step 3 . After recording, click Stop recording in the Record Actions (Preview) task pane to save your recorded actions into a script.

2. Can I record a presentation of myself on Zoom?

Yes, you can. Zoom is an excellent tool for hosting online meetings and webinars, but it can also be used to make educational films for your students. It lets you record a video of yourself sharing content from your PC, such as MS PowerPoint presentations, Word, Excel files, or webpages.

3. Can I record a Teams meeting that someone else is hosting?

No, you cannot. The meeting organizer and the recording initiator must be granted recording permissions to record Microsoft Teams meetings. Meeting organizers with a Teams Premium subscription can use their meeting settings to control who can record and transcribe.

4. How to screen record Amazon Prime Video without black screen?

You can use QuickTime Player to record video clips from Netflix, Disney+, Hulu, Max, or Prime Video. EaseUS RecExperts is also a good helper for screen recording protected videos without a black screen .

EaseUS RecExperts

One-click to capture anything on screen!

No Time Limit, No watermark

  

Melissa Lee

  

 

Related Posts

YouTube TV Recording Limit and Alternative

[Updated] How to Record Keynote Presentation in 2024

How to Record on Firestick Free in 2024 (4K UHD)

How to Play AVI Files on Mac | Best AVI Player for Mac in 2024

Success, thanks for submitting!

• Refund Policy
• Terms & Conditions
• Do Not Sell

Copyright © 2004 - 2023 EaseUS. ALL RIGHTS RESERVED.

• Create a presentation Article
• Save Article
• Design Article
• Share and collaborate Article
• Give a presentation Article
• Set up your mobile apps Article
• Learn more Article

Save in PowerPoint

Save your presentation to OneDrive

When you save your files to the cloud, you can share and collaborate with others, and get to your files from anywhere - on your computer, tablet, or phone.

Select File > Save As .

Select OneDrive .

Save personal files to OneDrive - Personal , and work files to your company OneDrive. You can also save to another location, like your device.

When you're online, AutoSave is always on and saves your changes as you work. If at any time you lose your Internet connection or turn it off, any pending changes will sync as soon as you’re back online.

Need more help?

Want more options.

Explore subscription benefits, browse training courses, learn how to secure your device, and more.

Microsoft 365 subscription benefits

Microsoft 365 training

Microsoft security

Accessibility center

Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.

Ask the Microsoft Community

Microsoft Tech Community

Windows Insiders

Microsoft 365 Insiders

Was this information helpful?

Thank you for your feedback.

• 888.725.2555

• Support Portal

Microsoft OneDrive

We’ve supported 4,000+ clients including:.

What is Microsoft OneDrive?

Data Management and Collaboration

Microsoft OneDrive provides a comprehensive cloud storage solution that integrates seamlessly with Microsoft Office apps. It offers robust security features, reliable data backup, and extensive collaboration tools, ensuring that businesses can operate smoothly and securely.

OneDrive’s user-friendly interface and advanced functionalities make it an ideal choice for organizations looking to optimize their data management and improve productivity.

Get Started

Access the Future of Cloud Storage with Microsoft OneDrive

Whether you’re a small business or a large enterprise, OneDrive’s scalable storage plans and user-friendly interface provide the flexibility and reliability you need to stay organized and productive.

Seamless Integration

Work effortlessly with Microsoft Office apps like Word, Excel, and PowerPoint, enhancing productivity and collaboration.

Secure Storage

Protect sensitive business data with advanced security features, including file encryption and multi-factor authentication.

Anywhere Access

Have the most up-to-date files at your fingertips, no matter where you are, with seamless synchronization.

Collaboration Tools

Utilize real-time collaboration features to enable teams to work together efficiently, no matter where they are.

Automatic Backup

Ensure that your files are always backed up and easily recoverable in case of data loss.

Scalability

Easily scale your storage as your business grows, with options to accommodate small teams to large enterprises.

Tapping the Full Potential of SharePoint and OneDrive for Modern Collaboration

By working together, SharePoint & OneDrive enable real-time collaboration, co-authoring, and knowledge sharing across a wide range of hybrid scenarios. Read the Article

Make File Storage Easier, Safer, and More Connected with Microsoft OneDrive

Microsoft OneDrive is the ideal solution for businesses seeking to improve their data management and collaboration efforts, with features such as:

1 TB of Storage

Store all your important files, documents, and media with ample space.

File Encryption

Protect your data with advanced encryption both in transit and at rest.

Mobile Access

Access and manage your files from your smartphone or tablet.

Real-Time Editing

Collaborate on documents with team members in real-time, making changes and updates seamlessly.

Shared Libraries

Create shared libraries for your team to store and manage group documents and projects.

Offline Access

Access and edit your files even without an internet connection, and sync changes once you’re back online.

Integration with Teams

Integrate with Microsoft Teams for enhanced collaboration and communication.

Advanced Search

Find the files you need, when you need them, with powerful search capabilities.

File Restore

Restore files that have been accidentally deleted or corrupted within 30 days.

Compliance Solutions

Help your business stay compliant with industry regulations and standards.

Why Choose Velosio as Your Microsoft Partner?

No partner has as rich of a history in the Microsoft ecosystem as Velosio. We’re not only a multi-time global award winner for Microsoft Dynamics, but we’re the only Indirect CSP specializing in Dynamics 365. We are a Global ISV Development partner capable of building, connecting, implementing and supporting the entire Microsoft stack from Office 365 to the entire Business Application Cloud Suite.

By partnering with Velosio you can ensure:

Industry Expertise

Velosio’s seasoned advisors specialize in midmarket companies, ensuring tailored solutions that address specific industry needs. This gives us a unique edge in the ability to provide insights and strategies that drive real results.

Cloud Applications Leadership

As a leading cloud applications partner, Velosio empowers businesses to leverage cloud technology effectively. Whether it’s Dynamics 365, Azure, or Office 365, Velosio guides clients toward competitive advantages.

Transformative Solutions

Velosio’s deployment models swiftly guide clients to the right solution, helping them maximize their technology investments. From ERP to CRM, Velosio ensures that businesses stay ahead in today’s dynamic market.

Your Success is Our Focus

You won’t find a partner with people more passionate about making their clients into heroes. Velosio attracts the most experienced consultants and technologists around who go beyond implementation. Our team is dedicated to helping you unlock the full potential of Microsoft OneDrive.

Our Latest Recognitions

Whether you’re curious about our software solutions, services, or support, we’re ready to answer all your questions.

Get in Touch

Microsoft OneDrive Pricing

Onedrive for business (plan 1), microsoft 365 business basic, microsoft 365 business standard.

Does not include implementation costs.

Need help determining what licensing options and deployment model would align best with your business? We can help!

Start a Conversation

Microsoft onedrive licensing.

Find the licensing option that’s best for your business.

Enabling the Modern Worker with the Microsoft Platform

Learn the hidden potential of your hybrid workforce with our comprehensive guide for boosting productivity, streamlining operations, and creating a thriving culture – utilizing the Microsoft Ecosystem. Download the eBook

Your Team of Experts

Microsoft OneDrive Frequently Asked Questions

What security measures does OneDrive have to protect our business data?

OneDrive provides robust security measures, including encryption at rest and in transit, multi-factor authentication, and advanced threat detection.

How can OneDrive integrate with our existing software and tools?

OneDrive integrates seamlessly with Microsoft Office apps like Word, Excel, and PowerPoint, as well as Microsoft Teams for enhanced collaboration. It also supports integration with various third-party applications, allowing you to incorporate it into your existing workflow easily.

How does OneDrive handle data backup and recovery?

OneDrive automatically backs up your files, ensuring they are always protected. The file restore feature allows you to recover accidentally deleted files or restore previous versions of documents. Data recovery options ensure business continuity in case of data loss.

How can we manage user access and permissions in OneDrive?

OneDrive allows administrators to set permissions and control access to files and folders. You can assign specific roles and restrict access based on user roles, ensuring that sensitive information is only accessible to authorized personnel.

Can OneDrive help us stay compliant with industry regulations?

Yes, OneDrive helps businesses stay compliant with various industry regulations and standards, such as GDPR, HIPAA, and ISO/IEC 27001. It includes compliance solutions and auditing capabilities to ensure your data management practices meet regulatory requirements.

What if I want to add additional Microsoft solutions?

We’re here to help! Our portfolio includes a wide range of Microsoft solutions and services, tailored to accelerate your business’s growth. Whether it’s deploying new solutions, upgrading existing ones, or providing support for current systems, we’re committed to finding the right fit for your business needs.

Have a question? Our team of experts are here to help!

Recent insights, contact us today.

• controllers/app.php
• controllers/index.php
• controllers/singular.php
• controllers/page.php
• controllers/page-85804.php
• controllers/page-microsoft-onedrive.php
• $post » object
• $site_name » string
• $has_archive_header » boolean
• $page_option_classes » string
• $has_page_header » boolean
• $featured_image » array[8]
• $fields » array[9]
• $page_header » array[9]
• $page_content » array[22]
• $default_post_image » string
• $default_download_image » string
• $default_video_image » string
• $header_options » array[2]
• $footer_options » array[6]

• How to Login
• Use Teams on the web
• Join a meeting in Teams
• Join without a Teams account
• Join on a second device
• Join as a view-only attendee
• Join a breakout room
• Join from Google
• Schedule a meeting in Teams
• Schedule from Outlook
• Schedule from Google
• Instant meeting
• Add a dial-in number
• See all your meetings
• Invite people
• Meeting roles
• Add co-organizers
• Hide attendee names
• Tips for large Teams meeting
• Lock a meeting
• End a meeting
• Manage your calendar
• Meeting controls
• Prepare in a green room

Share content

• Share slides

Share sound

• Apply video filters
• Mute and unmute
• Spotlight a video
• Multitasking
• Raise your hand
• Live reactions
• Take meeting notes
• Customize your view
• Laser pointer
• Cast from a desktop
• Use a green screen
• Join as an avatar
• Customize your avatar
• Use emotes, gestures, and more
• Get started with immersive spaces
• Use in-meeting controls
• Spatial audio
• Overview of Microsoft Teams Premium
• Intelligent productivity
• Advanced meeting protection
• Engaging event experiences
• Change your background
• Meeting themes
• Audio settings
• Manage attendee audio and video
• Reduce background noise
• Voice isolation in Teams
• Mute notifications
• Use breakout rooms
• Live transcription
• Language interpretation
• Live captions
• End-to-end encryption
• Presenter modes
• Call and meeting quality
• Meeting attendance reports
• Using the lobby
• Meeting options
• Record a meeting
• Meeting recap
• Play and share a meeting recording
• Delete a recording
• Edit or delete a transcript
• Customize access to recordings or transcripts
• Switch to town halls
• Get started
• Schedule a live event
• Invite attendees
• organizer checklist
• For tier 1 events
• Produce a live event
• Produce a live event with Teams Encoder
• Best practices
• Moderate a Q&A
• Allow anonymous presenters
• Attendee engagement report
• Recording and reports
• Attend a live event in Teams
• Participate in a Q&A
• Use live captions
• Schedule a webinar
• Customize a webinar
• Publicize a webinar
• Manage webinar registration
• Manage what attendees see
• Change webinar details
• Manage webinar emails
• Cancel a webinar
• Manage webinar recordings
• Webinar attendance report
• Get started with town hall
• Attend a town hall
• Schedule a town hall
• Customize a town hall
• Host a town hall
• Use RTMP-In
• Town hall insights
• Manage town hall recordings
• Cancel a town hall
• Can't join a meeting
• Camera isn't working
• Microphone isn't working
• My speaker isn’t working
• Breakout rooms issues
• Immersive spaces issues
• Meetings keep dropping

Present content in Microsoft Teams meetings

When working remotely in Microsoft Teams, you can present content by sharing your screen, your entire desktop, a PowerPoint file, and more.

Start presenting content

Note:  If you're using Teams on the web, you'll be able to share your screen only if you're using Google Chrome or the latest version of Microsoft Edge. Screen sharing isn't available for Linux users.

When you're done sharing, select Stop sharing in your meeting controls. 

To turn off screensharing if your screen locks:

Turn the  Turn off my camera and mic when my screen locks toggle on.

Restart Teams to activate this setting.

Presenter controls

While you're sharing content, use the controls in the presenter toolbar to keep your presentation engaging and running smoothly. The presenter toolbar is only visible to the person presenting.

To bring the presenter toolbar onscreen:

The toolbar will stay in place for a few seconds until you're done adjusting the controls. Then, it'll disappear from view.

Move the presenter toolbar 

To keep the presenter toolbar from blocking important content on your screen, move it to any area on the screen you're sharing.

To move the presenter toolbar:

Drag it anywhere on your screen.

Release the drag handle when you've placed it in the right area.

Tip:  You can also move the toolbar by clicking and holding any area on the toolbar that isn't interactive (e.g., in between presenter controls) and dragging it.

Control your camera and mic

Give and take control of shared content

Give control.

If you want another meeting participant to change a file, help you present, or demonstrate something, you can give control to that person. While someone has control, they can make selections, edits, and other modifications to the shared screen.

You'll both be in control of the sharing, and you can take back control anytime.

Caution:  When you’re sharing an app, only give control to people you trust . People you give control can send commands that could affect your system or other apps. We've taken steps to prevent this but haven't tested every possible system customization.

Start sharing your screen.

Select the person you want to give control to. Teams will notify them that you’re sharing control.

Select Take back  to take back control.

Take control 

To take control while another person is sharing:

Select Request control . The person sharing can approve or deny your request.

Make selections, edits, and other modifications to the shared screen while you have control.

Select Release control to stop sharing control.

Sharing computer sound lets you stream audio from your computer to meeting participants through Teams. You can use it to play a video or audio clip as part of a presentation.

To learn more, see  Share sound from your computer in a Teams meeting or live event .

All sound from your computer, including notifications, will be audible in the meeting.

Optimize for video

Prevent choppiness or lag when you're sharing high-motion content by optimizing video.

To optimize video, select Optimize  in your presenter toolbar. 

Change your layout

When you're sharing content, you can choose from several different layouts to help make your presentation more engaging. 

To change your layout while you're sharing your screen:

Turn your camera on.

Select the layout you want to use:

Content only : Participants will see the content you're sharing in the main Teams window. They'll still be able to see your video feed next to the content.

Standout : This produces an effect on your background that blocks it and helps you stand out in your video feed.

Side-by-side : This view will place you and another participant side-by-side in the meeting window. This helps draw focus to you and other participants who are speaking during the meeting.

Reporter : This layout isolates you from your video feed and places you in front of the content you're sharing, just like a reporter in front of a scene.

Annotate content

To learn more, see Use annotation while sharing your screen in Microsoft Teams .

View participants

After you start presenting, a minimized view of the meeting window will appear next to your shared content. 

Stop sharing

Select Stop sharing in the presenter toolbar to stop sharing your screen and return to the main Teams meeting window.

Share content on a Mac

If you're using a Mac, you'll need to grant permission to Teams to record your computer's screen before you can share. 

You'll be prompted to grant permission the first time you try to share your screen. Select Open System Preferences from the prompt. If you miss the prompt, you can do this anytime by going to Apple Menu > System Settings > Privacy & Security .

Under Screen & System Audio Recording , make sure the toggle next to  Microsoft Teams is turned on.

Go back to your meeting and try sharing your screen again.

Note:  If you're using Teams on the web, make sure you've also granted screen recording permission to your browser.

Zoom in to shared content

To get a better look at shared content, click and drag it to see different areas. To zoom into or out of content someone's sharing during a meeting or call, use the buttons at the lower left of your meeting window: [+] to zoom in and [-] to zoom out. You can also try the following:

Pinch in or out on your trackpad.

Use Teams keyboard shortcuts .

Hold the Ctrl  key and scroll with your mouse.

Note:  Mac trackpads don't support zoom in meetings. If you're on a Mac, use one of the other options. If you're using Linux, giving and taking control of shared content isn't available at this time.

Open shared content in new window

Expand your view by opening shared content in a separate window during your Teams meetings.

To open shared content:

Join your meeting from Teams for desktop .

To minimize content, select X  to close the window.

To share content from your mobile device:

Tap Stop presenting  or Stop sharing when you're done. 

Tip:  To go forward and back in a PowerPoint presentation, swipe in the direction you'd like to go, or tap the forward and back buttons on the bottom of your screen.

Note:  If your role changes from presenter to attendee during a meeting and you're presenting, screensharing will stop.

Zoom in to shared content 

Want to get a better look at shared content?

Pinch in or out to zoom, and tap and drag to see different areas.

Note:  Zoom isn't currently supported when you're sharing photos and videos.

Minimize shared content

You may want to minimize the content someone is sharing in order to better see the people in the meeting on your mobile device. Here's how:

Tap  Minimize content from the menu

This will give you a better look at more of the people in the meeting. You'll still see the shared content on the lower portion of your screen.

Use your phone as a companion device in a meeting

Join a meeting on more than one device for more collaboration and content-sharing options.

If you're already in a meeting on your laptop, for example, you can add your phone as a companion device to present files, share live video, and much more. Any device with the Teams mobile app can be added as a companion device—just make sure the devices you're using are signed in to the same Teams account.

There's a lot you can do when you add a companion device to your meeting experience:

Use mobile video to show things that are out of view for remote participants.

Take a photo to share with everyone or pick one from your camera roll.

Use your phone to control a presentation.

Share your mobile screen.

If you can see it on your phone, you can share it in the meeting!

Tip:  For more details, see Join a Teams meeting on a second device .

Add a companion device to a meeting

Open Teams on your mobile phone when you're already in a meeting on another device.

You'll see a message near the top of your screen informing you that you're currently in a meeting on another device, and asking if you want to join it on this one, too. Tap  Join .

You'll then see two options: Add this device , and Transfer to this device . Tap  Add this device .

If you join this way, we'll mute your companion device's mic and speaker to avoid causing an echo effect.

When you're ready to share something from the companion device, tap Start presenting at the bottom of the screen. On your other device, you'll be able to see what you're sharing, just like everyone else in the meeting.

When you're finished, tap  Stop presenting , or simply hang up. Your other device will still be connected to the meeting.

Need more help?

Want more options.

Explore subscription benefits, browse training courses, learn how to secure your device, and more.

Microsoft 365 subscription benefits

Microsoft 365 training

Microsoft security

Accessibility center

Communities help you ask and answer questions, give feedback, and hear from experts with rich knowledge.

Ask the Microsoft Community

Microsoft Tech Community

Windows Insiders

Microsoft 365 Insiders

Was this information helpful?

Thank you for your feedback.