presentation mode in teams

Apr 6, 2021

Try presenting in Teams meetings from PowerPoint

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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!

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How to Present PowerPoint Slides in Microsoft Teams

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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.

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SharePains by Microsoft MVP Pieter Veenstra

Microsoft 365 and beyond

Become part of your presentation with Presenter Modes in Microsoft Teams

When you present in Microsoft Teams and you share your screen you might not be visible. Presenter modes make it easier to interact with your audience.

Presenter modes

Table of Contents

When you present in teams you can share your screen and that often works well, but you might find that interacting with your audience becomes a bit harder. Moving your hands is something that will be noticed by your audience.

In Microsoft Teams you can now share your screen and become part of your presentation.

Or if you don’t want to lose any presentation space you can also sit in front of your PowerPoint. A bit like the weather presenter who can point at the right places on the map.

You can do this all with the presentation controls at the top of your screen.

Alternatively, you can set the presenter mode when you share your screen. Here you can also set any custom background that will appear behind your camera recording and your presentation/shared screen.

If you combine this with recording calls, you can get quite close to making professional recordings without the need for any additional tools.

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By Pieter Veenstra

Business Applications Microsoft MVP working as the Head of Power Platform at Vantage 365. You can contact me using [email protected]

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Create a microsoft teams team template, create views in microsoft teams, be careful with your 30 private channels in microsoft teams, 2 thoughts on “become part of your presentation with presenter modes in microsoft teams”.

I’ve been using presenter modes for synchronous lectures, but one huge drawback for the prerecorded lectures and students who have to catch up is that the more engaging presenter modes are replaced with the miniature talking head when making recordings. Your last comment suggests that you’ve found a way around this. Could you please share it?

Hi Jonathan, I found the same, and this is indeed quite annoying. I ended up using Camtasia to merge the two recordings. I will have a look if I can get this reported into Microsoft.

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Presenter Modes in Microsoft Teams Meetings

This article applies to: Microsoft Teams

Teams meetings offer presenters the option to appear in the same main meeting window as their presentation or screen share. Called Presenter Modes, they can be used to display:

• Standout : The presentation is full screen, and the presenter is in the lower right)
• Side-by-side : The presentation and presenter are each in their own window, with the presenter to the right)
• Reporter : The presenter is in the lower right over a full-screen virtual background, and the presentation appears in a window to the left.

To learn more, see how the modes look, or find out how to launch a presenter mode, visit Microsoft's  Engage your audience with presenter modes.

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How to use Microsoft Teams presentation mode

• User by Fatima Wahab
• Calendar Mar 19, 2021
• Comment 1 Comment

Microsoft Teams allows users to share their screen but it’s also a great online presentation tool. You can use it with apps like Whiteboard or Freehand. 

Microsoft Teams also allows users to present a PowerPoint presentation. It has built-in tools that allow a presenter to move through slides and view notes alongside them. These tools are specific to a PPT or PPTX file and similar tools are not available for presenting documents or spreadsheets. During presentation mode, you automatically enter Do not disturb and notifications are silenced while you’re presenting.

Microsoft Teams presentation mode

Presenting a PowerPoint presentation is fairly easy but it works via the screen sharing tool. You can upload a file when the presentation starts but it’s a good idea to upload it beforehand to avoid problems. 

Upload PowerPoint presentation to Microsoft Teams

To upload a PowerPoint presentation to Microsoft Teams, follow these steps.

• Open Microsoft Teams.
• Go to the Teams tab, select a team, and the channel you want to present over.
• Go to the Files tab of the channel.
• Click Upload and select File from the menu.
• Select the file from your local disk and upload it.
• Once the file has been uploaded, you can present it in a meeting.

Note: Files are uploaded to specific channels and can only be presented from that channel. If you’d like to present the same file in a different channel, you have to upload it to that channel as well.

Present in Microsoft Teams presentation mode

To present a PowerPoint presentation in a meeting in Microsoft Teams, follow these steps.

• Open Microsoft Teams and go to the Teams tab.
• Select the team and channel that the presentation has been uploaded to.  
• Start a meeting or join one .
• Click the Screenshare button at the top right to start sharing your screen .
• From the sharing drawer at the bottom, select the uploaded presentation . If you haven’t uploaded the file, go to the Browse tab and select Upload from computer . Select the file and it will be uploaded.
• Select the file that you want to present and you will enter Presentation mode.
• Use the navigation controls at the bottom to move through the slides.
• If you’d like to stop others from ‘reading ahead’ or browsing forward through the slides while you’re presenting, click the eye icon next to ‘Stop presenting’.

Presentation mode is only for screens or app windows that are shared, or for presentations, and the select apps that are supported. It may be useful to present a document or a spreadsheet but for that, you will have to use the app/window sharing option when sharing your screen.

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Presenter modes in microsoft teams meetings.

Add style to your next presentation with new presenter modes in Microsoft Teams meetings. Presenter modes enable you to customize how content and your video feed appear together during a meeting. You can now use new presenter modes:

• Reporter  places content above your shoulder just like a news story.
• Side-by-side  displays your video feed next to your content.
• We’ve had  standout  for a while, which shows your video feed as a silhouette in front of the shared content.

New Presenter modes allow you to customize how your video feed and content appear together. Reporter places content above your shoulder just like a news story. Side-by-side displays your video feed next to your content.​​​​​​​ Standout shows your video feed as a silhouette in front of the shared content. Note: presenter modes are not yet available with PowerPoint Live, but will be soon.

To turn use a presenter mode during your meeting:

• Turn on your video.
• Select the  Share  icon from the meeting controls.
• Select one of the  Presenter mode  icons to choose your mode.
• Share your screen or a window.

A small pop-up window will appear, allowing you to see the attendee view.

​​​​​​​If you’re including a video with your presentation, you’ll want attendees to be able to hear it. After selecting the  Share content  icon, toggle the option to  Include computer sound  to  on  before sharing. This will ensure any sounds played by your device—including video audio—will be included with the presentation.

To learn more check out this Microsoft Support Document .

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• Start the presentation and see your notes in Presenter view Article
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• Rehearse and time the delivery of a presentation Article
• Record a slide show with narration and slide timings Article
• Print your PowerPoint slides, handouts, or notes Article
• Create a self-running presentation Article

Start the presentation and see your notes in Presenter view

Using Presenter view is a great way to view your presentation with speaker notes on one computer (your laptop, for example), while only the slides themselves appear on the screen that your audience sees (like a larger screen you're projecting to).

If you're using a newer version of PowerPoint, just connect the monitors and PowerPoint automatically sets up Presenter View for you.

If Presenter view appears on the wrong screen, you can swap the display quickly .

Turn off Presenter view if you prefer not to use it.

Start presenting

On the Slide Show tab, in the Start Slide Show group, select From Beginning .

Use the controls in Presenter view

To move to the previous or next slide, select Previous or Next .

To view all the slides in your presentation, select See all slides .

Tip:  You’ll see thumbnails of all the slides in your presentation (as shown below), making it easy to jump to a specific slide in the show.

To view a detail in your slide up close, select Zoom into slide , and then point to the part you want to see.

For more details on zooming in, see Zoom in to part of a slide .

To point to or write on your slides as you present, select Pen and laser pointer tools .

Press the Esc key when you want to turn off the pen, laser pointer, or highlighter.

To hide or unhide the current slide in your presentation, select Black or unblack slide show .

You can use PowerPoint on your smartphone as a remote control to run your presentation and view your speaker notes. See Using a laser pointer on your smartphone when presenting in PowerPoint for more information, including a brief video.

Swap the Presenter view and Slide view monitors

To manually determine which screen shows your notes in Presenter view and which shows only the slides themselves, on the task bar at the top of Presenter view, select Display Settings , and then select Swap Presenter View and Slide Show .

What the notes look like in Presenter view

Tip:  You can add notes either while you’re presenting, directly from Presenter view, or as you’re editing your presentation. For information on how to add speaker notes to your presentation see  Add speaker notes to your slides.

The notes appear in a pane on the right. If you need to add or delete something, simply click in the text box to edit it. The text wraps automatically, and a vertical scroll bar appears if necessary. You can change the size of the text in the Notes pane by using the two buttons at the lower left corner of the Notes pane:

To change the size of the panes in Presenter View, point your mouse at the vertical line that separates them, then click and drag.

Tip:  If you don't need to see the current slide in Presenter View at all, and would like your notes to be larger, drag that vertical separator line all the way to the left.

Turn off Presenter view

If you want Presenter view turned off while you are showing your presentation to others:

On the Slide Show tab of the ribbon, clear the check box named Use Presenter View .

Keep your slides updated

If you're working with a team of people to create your slide deck it may be that changes are being made to the slides right up to the last minute. Traditionally once you've started your presentation your slides wouldn't update. If you're using PowerPoint for Microsoft 365 you have the option to let your slides be updated by your team even as you're presenting so that you always have the up-to-the-minute changes.

You can turn this on by going to the Slide Show tab of the ribbon, selecting Set Up Slide Show , and checking the box for Keep slides updated .  

If you've already started your presentation and you want to make sure that setting is on, you can do that from Presenter view. Select the More slide show options button (which looks like three dots) and on the menu make sure Keep Slides Updated is checked.

Using a laser pointer on your smartphone when presenting in PowerPoint

To start using Presenter view, select Slide Show > Presenter View .

To move to the previous or next slide, select the Previous or Next arrow.

To turn off the pen, laser pointer, or highlighter, press the Esc key.

To make the screen black or to un-black the screen, Press b on the keyboard.

Extend your Mac desktop to the second monitor

On the Apple menu, select System Preferences .

Open the Displays app.

Click the Arrangement tab in the dialog box.

Clear the Mirror Displays check box.

By doing this process, you now have a two-monitor setup. You can present a PowerPoint slide show on one screen while having other applications open on the other screen, keeeping those other apps private to yourself.

To manually determine which screen shows your notes in Presenter view and which shows only the slides themselves, on the task bar at the top left of Presenter view, select Swap Displays .

When your computer is connected to a projector and you start Presenter View, it appears on your computer's screen, while only the slides appear on the projector screen.

The notes appear in a pane on the right:

The text wraps automatically, and a vertical scroll bar appears if necessary.

You can edit the text in the Notes pane.

You can change the size of the text in the Notes pane by using the two buttons at the lower left corner of the Notes pane:

You can adjust the size of the current slide, and notes and next slide panels, by using your mouse to grab and drag the vertical line that separates the two panels.

Turn off Presenter view before a presentation begins

On the PowerPoint menu, select Preferences .

In the PowerPoint Preferences dialog box, under Output and Sharing , click Slide Show .

In the Slide Show dialog box, clear the Always start Presenter View with 2 displays check box.

Close the dialog box.

Turn off Presenter view during a presentation

At the top of the Presentation view window, click Use Slide Show .

This button closes Presenter view. As a result, both your personal computer screen and the projector screen show the slide show.

If you're working with a team of people to create your slide deck it may be that changes are being made to the slides right up to the last minute. Traditionally once you've started your presentation your slides wouldn't update. If you're using PowerPoint for Microsoft 365 for Mac you have the option to let your slides be updated by your team even as you're presenting so that you always have the up-to-the-minute changes.

You can turn this on by going to the Slide Show tab of the ribbon, and checking the box for Keep Slides Updated .  

Create a self-running presentation

Record your slide show

Keep slides updated

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