Present a PowerPoint Presentation – using Teams PowerPoint
Running a presentation has become more complex. For example, if the presentation is stored on Microsoft Teams, there are 3 ways to open a presentation! Open in PowerPoint for Teams, Open in PowerPoint for Web, or open in desktop PowerPoint.
For this conversation, we are going to open the presentation in Teams PowerPoint, and present using Teams Presenter View. This will, in almost all instances, be presented during a Microsoft Teams meeting. To clarify, this is not using a screen share to add the slides to the meeting!
First, the presentation file needs to be stored on Microsoft Teams (which is either SharePoint or OneDrive, depending on your M365 account)
Our preferred option is to copy the presentation to a Teams project ahead of the meeting. The other option is done within PowerPoint: with the presentation open, click the “M365” icon in the top right.
And from the pop-up menu, click SAVE.
Note: there is an upload process (eg., a pause) before the presentation can be presented.
Now in the Teams meeting
• Share Content: Click “Share content” in the upper right meeting controls.
• DO NOT select a share screen option
• The POWERPOINT LIVE section lists a selection of presentations from the account OneDrive
• If the presentation is not in the PowerPoint Live list, scroll to the bottom and select BROWSE ONEDRIVE
• Optional: if the presentation has audio, use the INCLUDE SOUND if needed
Teams Presenter View
The presenter now sees the Teams Presenter View as their view of the Teams meeting. The attendees only see the slide in the red outline (they do not see the Presenter View interface, slide “film strip”, or Presenter Notes.
• Navigation: Use the Presenter View navigation buttons, keyboard arrow keys, or a PowerPoint slide remote
TIPS:
If you have 2 monitors, from where you are presenting, and want to see more of the attendees’ webcams or keep the meeting chat separate from Presenter View, use the POP OUT feature. Then position the Teams meeting itself on one monitor and the Teams Presenter View on the other monitor.
Access more options: Select “More actions” to show/hide notes, use a laser pointer, etc.
The Teams Presenter View has a thumbnail “Film Strip” similar to PowerPoint for Mac.
WARNING
By default, Microsoft Teams shares ALL the slides with attendees! Attendees can click ahead of the presenter, AND attendees can download the full presentation (ugh, and ugh!!)
This includes viewing slides in slide sorter – and viewing hidden slides!
DO THIS
To turn off the option for attendees to independently navigate through a PowerPoint, use the PRIVATE VIEW toggle to turn off these options.
FINAL NOTE
Microsoft has done an amazing job of optimizing the bandwidth needs when presenting within the Teams ecosystem (eg. presentation presented through Teams and attendees viewing in a Teams meeting). Back in 2020 Microsoft’s Jeremy Chapman posted a video showcasing how Teams has amazing bandwidth savings vs screen sharing a presentation. More info in our May 19, 2020 post here.
-Troy and the TLC Creative Design Team