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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 Microsoft 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.

Until now, we have seen how to share presentations specifically on Microsoft Teams. However, there are other ways to share presentations. In our article How to share a PowerPoint presentation we review different methods to share a PPT with others.

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.

Teams is integrated with Microsoft products like PowerPoint, OneDrive, and Office, allowing for seamless and secure sharing of files during remote meetings. It’s widely used in organizations for its ease of use and security features.

To share a PowerPoint file, go to a meeting or conversation, click Attach files, and choose the file from OneDrive or your device. You can send the file to other participants for viewing or editing.

You can present by sharing your screen or PowerPoint window during a Teams call. Click the Share button in Teams, select your PowerPoint presentation, and begin the live presentation.

During a meeting, click Share in the toolbar and choose Screen. This allows you to show everything on your screen, including the PowerPoint presentation and other open apps.

Pros: Easy setup, allows switching between apps. Cons: Potentially exposes sensitive information if you accidentally switch to other windows during the presentation.

You can turn on live captions by clicking More actions -> Turn on live captions. This feature can display captions to assist people with hearing impairments or non-native speakers.

The ‘Present in Teams’ button is available only for users with a paid Microsoft Teams subscription (e.g., Business Standard or Premium) and requires your PowerPoint file to be saved in OneDrive.

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.

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No more “next slide please” with Microsoft Teams PowerPoint Live Presenter Mode

One of the great meeting features of Microsoft Teams is PowerPoint Live Presenter mode. For me, the killer feature is that anyone can “Take control” of presenting the deck seamlessly.

In my opinion, it really breaks the flow of a presentation for the presenter to keep prompting someone with “next slide please”. It became a running joke with the UK Government updates that they were constantly prompting for “next slide please”

PowerPoint Live Presenter Mode won’t be suitable for every meeting type, as you may not want everyone in the meeting to have the power to “take control” but for internal “All Hands” type meetings, where multiple presenters have a couple of slides each to present, each presenter can just “take control” in turn and drive the slides.

Using PowerPoint Live Presenter Mode

Firstly someone uploads the PowerPoint deck. Teams will show recent decks that the user has edited to make it easy to find the right deck to upload, but you can also browse OneDrive or the local computer.

The person uploading will be the initial “deck presenter”; they will initially have control to move the deck forward for everyone in the meeting

Presenter Options in PowerPoint Live Presenter Mode

The presenter gets a nice view of the overall deck and the current slide you are presenting. You will also see slide notes. This is so useful if you are presenting from a single screen. You can also see all the chat while presenting. This tight integration with PowerPoint is something that steps Microsoft Teams apart from other online meeting platforms.

You can also use the new “standout” mode (not sure about that name, I prefer “weatherman mode”) to appear over the slides which can help promote engagement. Note, standout mode person overlaid on the slides won’t come through on a recording, The recording will show normal bottom right video.

PowerPoint Live Attendee Features

Attendees can even personally move forwards and backwards in the deck, this is useful if they want to see what is coming up

the presenter can turn off this feature if they prefer

Attendees can also personally put the slides into “high contrast mode” for improved accessibility. This only affects their view of the slides.

“Take Control” – the “next slide please” killer

Often in meetings with multiple presenters, before PowerPoint Live, one person presents the deck for the whole meetings, probably via screen sharing, and as the current talker asks that person to move the slides forward; “Next slide please”. Saving the pain of one person screens sharing, then another, then another.

With PowerPoint Live, In the meeting, everyone other than the current person presenting the slides will see the slide the presenter is presenting, but they also have a “Take Control” button.

The person that presses that button then gets the presenter view and control, and the original presenter gets prompted that someone has taken over. They can see who took over as the current presenter is shown in the bottom left.

This allows seamless transfer of presenters with no interruption for the “viewers” of the presentation for a much slicker meeting.

See the banner prompt notifying the previous presenter that someone has taken over presenting and in the bottom left I can see it’s Tom Morgan now presenting

Note, PowerPoint Live won’t work well for meetings where presenters need to “screen share” outside of a single PowerPoint deck. If someone does drop the presentation to share their screen, or for any other reason, when the original deck uploader shares the deck again, it prompts them with the option to resume at the same point in the deck.

About the author

A Microsoft MVP and Microsoft Certified Master, Tom Arbuthnot is Founder and Principal at Empowering.Cloud as well as a Solutions Director at Pure IP.

Tom stays up to date with industry developments and shares news and his opinions on his Tomtalks.blog, UC Today Microsoft Teams Podcast and email list. He is a regular speaker at events around the world.

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So they have finally caught up to WebEx and Adobe Connect

Not bad. Would definitely need to be able to share other things like videos outside of PowerPoint. Also, other online meeting tools have this feature but if the original presenter tries to use their own screen, it overrides what the remote user is doing. Does this happen in Teams Live as well?

The original presenter can press take control, like the others.

[…] No more “next slide please” with Microsoft Teams PowerPoint Live Presenter Mode. One of the great meeting features of Microsoft Teams is PowerPoint Live Presenter mode. The killer feature is that anyone can “Take control” of presenting the deck seamlessly. […]

Can you stop selected participants from taking control as well as moving forwards?

Yes, in the meeting settings

can you please give us more details how to do so?

thank you in advance!

Do you know of any way to make the Powerpoint slides bigger for the participants? The full screen command does not really go full screen anymore and all the zoom shortcuts zoom in on the controls, not the presentation – help!? I can’t find this anywhere – the old key commands that used to work now do not in Powerpoint Live. We are on laptops btw – not bigger monitors – hence the problem.

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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.

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How to share your screen and PowerPoint in Microsoft Teams

Categories: Microsoft 365 , Callan

Sharing your screen, presentations and whiteboards in Microsoft Teams is a great way to make your Teams meetings more effective. And fun… After all, who doesn’t like a cheeky post-meeting game of hangman to secure the office bragging rights for the day? 🏆

Microsoft Teams brought many teams together and has been the tool that brings projects from start to finish. But sometimes, clients will require our IT support services to show them the ropes - especially with sharing screens and PowerPoint presentations in Microsoft Teams. 

In this article I’ll show you precisely how you can do these things on Microsoft Teams:

• Share your entire desktop,
• Share a specific window,
• Share a PowerPoint presentation, or
• Share a whiteboard that your team can “collaborate” on 🙂

Sharing Screen Content in Microsoft Teams

You've got a handful of options at your disposal when you want to share content in a meeting, let’s get clear on what the options look like and the best scenario for each. 👇

Select the share your desktop option if you want to share your entire desktop screen in Microsoft Teams.

Note: This is the equivalent of having someone look over your shoulder and will include visibility of all your notifications, reminders, and other desktop activity.

Tip : Choose this option when you need to share multiple windows simultaneously. It’s a good idea to disable your notifications or set your computer to do-not-disturb mode first.

Select the share your screen option if you want to present one of your open windows in the Microsoft Teams app. An example might be a spreadsheet, webpage or word doc.

Note : This option will exclude notifications, reminders or desktop activity outside the shared window.

Tip : Choose this option if you only need to share one thing and want to keep the rest of your screen private.

Microsoft Teams have built in the capability of sharing your PowerPoint presentations. This interactive method of sharing allows your team to interact with your presentation by skipping forward and backwards through your slides, without disrupting your flow as the presenter.

Tip : Choose this option whenever you share a PowerPoint in Microsoft Teams and want your audience to be able to move through the presentation at their own pace.

Note : As the presenter, you can disable the ability for others to browse through the slides if you wish.

Each Teams meeting has a whiteboard where meeting participants have space to ink together. Select the share your whiteboard option if you want to open the virtual whiteboard that everyone can collaborate on in Microsoft Teams.

Tip: Choose this option if you want to brainstorm with your team and have your ideas attached to your meeting. Also great for a quick game of hangman, tic tac toe or dots and crosses. 🙂

How to share your screen in Microsoft Teams

• While in a meeting, chat or group chat click the share icon
• Choose if you’d like to share your entire desktop or just one specific window
• When you’re done sharing click the stop sharing Icon

How to share your PowerPoint presentation in Microsoft Teams

• Choose from one of your recently opened PowerPoint slide presentations. Alternatively, click Browse to navigate to your PowerPoint file
• Your team members will be able to navigate through your presentation by default. (Optional turn off this feature by clicking the eye icon to turn off participant navigation). And that's how to share PowerPoint on Teams
• And when you’re done sharing, click the stop sharing icon

How to share your whiteboard in Microsoft Teams

• Select the whiteboard option from the menu
• Everyone will be able to grab a pen and interact with the whiteboard

If you need further help with PowerPoint or any of the Microsoft 365 productivity tools, your friendly neighbourhood IT support guys are willing to help. 

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- Microsoft Teams Quick Start Guide for New Users

- Microsoft Teams for Beginners: 101

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

Engaging with your audience while presenting PowerPoint in Microsoft Teams can transform a mundane meeting into an impactful interaction. We’ve all been there—fumbling to share our screen or stumbling over which buttons to click. Mastering how to present a PowerPoint seamlessly in Teams not only enhances your professionalism but also keeps your audience focused.

To kick off, let’s address the primary tool at your disposal: PowerPoint Live. This feature allows us to present our slides directly within Microsoft Teams. Instead of scrambling to share a screen, we simply select Share, choose our PowerPoint file, and we’re good to go. This method not only makes us look prepared but also streamlines the presentation experience for everyone involved.

On the flip side, let’s not forget the alternate methods available. We can share our entire screen, a specific window, or even just the slide show window. Each method has its perks and can be chosen based on the nature of our presentation. Ultimately, using these features intelligently helps us keep the session engaging, professional, and smooth. Ready to dive into making your next presentation flawless? Let’s explore further techniques and tricks.

• 1.1 Optimizing Content for Clarity
• 1.2 Using Advanced Features
• 2.1 Engaging with Your Audience
• 2.2 Presenter Tools and Accessibility
• 3.1 Improving Accessibility for Broader Audiences
• 3.2 Ensuring Stable and Quality Presentations

Setting Up Your Presentation

Before presenting your PowerPoint in Teams, it’s crucial to ensure your slides are clean and your features are optimized to enhance your delivery. Let’s dive into content clarity and the advanced features that make a difference.

Optimizing Content for Clarity

We need to start with content clarity . A polished layout with consistent fonts and colors engages the audience better. Stick to clear, straightforward text. Avoid overload:

• Use bullet points for summarizing
• Limit each slide to one key idea

Visuals are our friends! Images, charts, and icons make concepts easier to digest. Animations should be minimal, only enhancing understanding, not causing distraction.

Keeping our slides uncluttered will keep the audience focused on our message instead of reading walls of text.

Using Advanced Features

Next, we make use of Teams’ advanced features like PowerPoint Live, enhancing our presenter experience. Use the Presenter View to see notes that attendees can’t. It’s a game-changer for staying on track without fumbling through papers.

Storing presentations on OneDrive or SharePoint allows seamless access within Teams, and we avoid the hassle of switching between apps. Embed videos to make the session dynamic; just ensure they’re pre-loaded to avoid buffering during the live session.

Also, adjust camera settings from within Teams to keep our audience engaged. Eye contact, even through a webcam, can foster a better connection.

PowerPoint Live also allows us to interact in real-time with audience reactions and annotations, making our presentations more engaging and interactive without any hiccups.

Delivering Your Presentation

When delivering a PowerPoint presentation in Microsoft Teams, it’s crucial to connect with your audience and utilize the available presenter tools to enhance accessibility and engagement. Below, we delve into the key details to make your presentation effective and engaging.

Engaging with Your Audience

Maintaining audience engagement in a Teams meeting can be challenging. Start by turning on your webcam to make a personal connection. Use Presenter Mode to place your video beside your slides, giving the presentation a more personal touch.

Ask questions regularly to invite participation. Actively monitor the chat for questions or comments, and encourage your audience to use the raise hand feature. Adding interactive elements like polls or quick surveys also keeps the energy up.

Eye contact is vital. Even though you’re in a virtual setting, look at the camera to simulate eye contact, making your audience feel valued.

Incorporate stories or anecdotes related to the presentation content to make it relatable and memorable. Keep your slides visually appealing, using more images and fewer words to maintain interest.

Presenter Tools and Accessibility

Microsoft Teams offers several tools to help presenters. Use Presenter View to give your audience a smooth presentation while you view notes and upcoming slides. This mode also allows you to control the presentation flow, keeping things professional.

Sharing computer sound can enhance the experience if your slides include videos. Enable this option when you share your PowerPoint window.

Accessibility is critical. Teams’ built-in features like real-time captions ensure that everyone can follow along. Encourage the use of screen readers and provide slide decks in advance for those who need them.

Utilize tools such as magnifiers or high-contrast modes to assist viewers who might benefit from them. Make sure your slides are designed with colorblind-friendly palettes and straightforward fonts.

By using these tips, we can ensure our presentations are both engaging and accessible, making the most of Microsoft Teams’ powerful features.

Technical Aspects of Online Presentations

Delivering a presentation in Teams involves addressing key technical aspects to ensure accessibility and high-quality performance.

Improving Accessibility for Broader Audiences

We need to ensure our PowerPoint presentations are accessible to everyone. This means using screen readers effectively and providing subtitles or captions. These tools are essential for participants with hearing impairments or those who prefer different languages.

When we share our screens, it’s vital to highlight key points using bold text and simple fonts. We should also provide alt text for images and consider color contrast to assist those with visual impairments.

Ensuring accessibility ensures inclusivity and boosts engagement.

Ensuring Stable and Quality Presentations

A stable network is crucial. We must check our network bandwidth and connection stability before the presentation. This prevents interruptions and maintains video quality.

During the presentation, PowerPoint for the Web can be a game-changer. It allows us to share files directly and manage them without switching applications. We also need to ensure that our video quality is high and avoid sharing our screens when unnecessary, as this can save bandwidth.

Interacting dynamically with the audience can be achieved by using features like “Browse by an individual” where attendees can navigate their own version of the presentation.

Related posts:

• How to Do Hanging Indent on PowerPoint: Step-by-Step Formatting Guide
• How to Embed a YouTube Video in PowerPoint: Step-by-Step Guide
• How to Add a Video to PowerPoint: Step-by-Step Tutorial
• How to Add Speaker Notes in PowerPoint for Effective Presentations
• How to Add Music to PowerPoint: A Step-by-Step Guide for Seamless Presentations
• How to Curve Text in PowerPoint: Step-by-Step Guide
• How to Record a PowerPoint Presentation: Step-by-Step Guide for Professionals
• How to Crop a Picture into a Circle in PowerPoint: A Step-by-Step Guide
• How to Copy a Slide from One PowerPoint to Another: A Step-by-Step Guide
• How to Save PowerPoint as Video: Step-by-Step Guide for Beginners
• How to Make a Picture a Circle in PowerPoint: Step-by-Step Guide
• How to Print Notes in PowerPoint: A Step-by-Step Guide

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Engage your audience with presenter modes in Microsoft Teams

Meeting participants tend to be more focused and have a better experience when they see a presenter along with a presentation. An interactive presenter also helps guide an audience along with visual cues while reducing information overload.  By using a presenter mode such as Standout , Side-by-side , or Reporter in a Teams meeting instead of sharing screen or window content only, you become a more engaging and integral part of your presentation. The following examples show how each presenter mode appears to an audience:

Use a presenter mode

Under Presenter mode , choose the mode that you want. Also, be sure that your camera is turned on.

To start your presentation, choose to share your  S creen or Window on your PC or device.

Note:  Using interactive presenter modes with PowerPoint Live will soon be available.

Note:  Presenter mode customization is available as part of the public preview program and might undergo further changes before being released publicly. To get access to this and other upcoming features, switch to  Teams public preview . 

Presenter modes also allow presenters to customize how their content will be oriented on screen and adjust the size of the video to better fit the presentation.  

Customize video display 

1. Use the  Position buttons in the preview window to direct where videos will appear in relation to the content.  

2. Enlarge or reduce video size using the Size slider. Slide the circle to the left to reduce the size of a video, or to the right to enlarge the size of a video. 

More things to know

Interactive presenter modes are only available for the desktop version of Teams.

Meeting attendees using the mobile or online versions of Teams will see a shared window or screen and presenter video separately.

When you use an interactive presenter mode, a small, moveable picture-in-picture window pops up to show you what your audience sees. If you close this window and need it again, restart the presenter mode.

Related links

Meetings in Teams Schedule a meeting in Teams Share content in a meeting Introducing PowerPoint Live in Teams

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