extend screen powerpoint presentation

How to Use Powerpoint on Multiple Displays

Katie | April 14, 2020

If you have multiple screens and are using PowerPoint, there are some great tools and tricks available that you can use. Some of these include choosing which monitor you want to present on, how to use presenter view with the dual monitor function, and yes we show you how to use a virtual laser pointer! Enjoy our video or read through the walkthrough below.

Step by step walkthrough:

We make a lot of different products that allow you to add multiple displays to your system and in the course of helping our customers, we get questions that are not necessarily related to our products themselves, but to functional and usability aspects of having multiple displays. And one of the things we’ve helped customers with in the past that I’d like to demonstrate today are some of the multiple display options within Microsoft’s PowerPoint.

What I have right now is the PowerPoint application opened on my display on the left and I’ve got nothing open on my display on the right. I’ve got one of the built in PowerPoint example presentations open, and what I want to do is click on Slide Show where I can see certain settings about how the presentation will run when I start up. What’s interesting here is this section that’s called Monitor. Right now, the monitor is set to primary monitor.

Now my display on the left is my primary monitor. So what that means is when I start the presentation, the presentation runs on my primary display. I can go through it like I would any presentation using the arrow keys and when I’m done I can press escape to go back to PowerPoint. Well that’s pretty expected and standard, but there’s other options you have when you have more than one display. If I click on the dropdown for Monitor, I can pick the second display I have connected to the system so that when I start the presentation, PowerPoint will stay open on my one display, but the actual slideshow and we’ll start on the other.

Now why would you want to do this? I have a desktop with just two displays connected to it, but this could just as easily be a laptop with a projector connected to its video output. So while I’m working in my PowerPoint or presenting, I can still see all of the slides in the display outside of the actual presentation.

Okay, that’s pretty useful. But what else can we do? Let me stop the slide show and click the option: Use presenter view.

What this does is when I start the presentation that only shows the output of the presentation on my right display, but it also shows a timer, the slides themselves, what my next slide will be, if there’s any notes for the individual slide and handy tools that will allow you to manipulate information outside of the view of the audience while working.

Now, again, not the most exciting thing in and of itself, but pretty handy if you’re using a laptop and presenting. It allows you to have more control over your presentation and review any notes if you need to all at the same time.

If you have any questions please comment below or reach out to our support team at [email protected].

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7 Simple Steps To Use Presenter View in PowerPoint With a Projector

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What to Know

• Presenter View allows your laptop and external monitor to display different views for the presenter and audience. 
• Requirements: A laptop with multi-monitor function; a projector; video cables.
• Process: Connect your laptop to the projector with a video cable > Set the projector to the correct input source > Set the multiple display settings to Extend > Enable the Presenter View on PowerPoint > Set your laptop as the primary monitor. 

In this guide, I will share with you detailed step-by-step instructions to help you use the Presenter View feature in PowerPoint with your projector.

Let’s dive in!

Quick Navigation

What Is the Presenter View?

1. a pc that supports multiple monitors, 2. video ports on pc and projector, 3. video cables, how to use the presenter view in powerpoint, utilizing the presenter view, alternative solution: print slide with speaker note, bonus: use presenter view with just one monitor.

The Presenter View was introduced in PowerPoint 2010 as a functional extension that gives you a private view on your laptop or computer during PowerPoint presentations while the audience sees the presentation on a screen.

The Presenter View is suitable for multiple display setups and it comes with basic tools to make your presentation easier. Some of these tools include:

• Speaker notes for you to put down key points and other ideas for your presentation while the audience sees the slides only.
• A Timekeeping tool to help you keep track of your time and avoid overrunning of time during the presentation.
• Drawing tools such as the annotation pen, laser pointer, or highlighter tool to draw attention to specific places in your slides and for better elucidation.
• A Thumbnail icon to see slides and jump through slides easily during the presentation.

Requirements

Below are a few things you’ll need to use the Presenter View on PowerPoint.

Almost every Windows laptop supports (at least) dual monitors. You can check the specifications of your graphics card on the manufacturer’s website to confirm. If the Multi Monitor section is marked “Yes,” you’re good to go.

If your laptop supports multiple monitors but cannot detect your projector after connecting them, it means you have to update or reinstall your graphics driver .

You’ll need a wired connection like HDMI or VGA to transmit (or mirror) the video data on your laptop’s screen to the projector. 

Your PC must have HDMI , DVI , DisplayPort , or VGA ports. Check for the video ports on the back and sides of the laptop.

To make the connection easier, your projector should also have matching video ports. However, if the video ports on your projector and PC don’t match, you’ll need to buy an adapter (i.e., DisplayPort to HDMI ).

Depending on your interface of choice, you’ll need to buy HDMI , VGA , or DisplayPort cables.

To set up the Presenter View, you should have your second screen available, like your monitor or a projector or you will not see the Presenter View even if it is enabled.

If you are making a presentation in a large setting, then it will be suitable to use a projector to project your slides.

To hook up your computer/laptop to your projector and utilize the Presenter View function, simply follow these instructions:

Step 1 : Turn on your computer/laptop and projector.

Step 2: Connect the VGA cable to the VGA ports between your computer/laptop and the projector. If your computer/laptop and projector have HDMI ports, then connect your computer/laptop to your projector using an HDMI cable .

Using a VGA cable will only transport pictures and not sound; unlike the HDMI that transports pictures and sounds, so you will have to connect your projector speaker to your computer/laptop headphone jack using an aux cord.

External speakers or a high-quality audio system can be used in place of the projector speaker or in situations where the projector does not have an internal speaker.

Step 4: Press the Windows + P buttons on the keyboard to open the  PROJECT settings , and then select Extend your display in order to have an additional view.

NOTE: If the Windows PROJECT Settings don’t open, do the following on your PC:

Windows 10: Click on Start > Settings > System > Display > Multiple Display > Extend these displays.

Windows 11: Click on the Windows icon on the taskbar and go to Settings > System > Display > Multiple Displays > Select Extend .

Step 5: On your PowerPoint screen, go to the ribbon tab and click on Slideshow, then click on the Use Presenter View to enable it.

Step 6: Select which monitor to display the Presenter View.

Step 7: To start the Presenter View, press F5 on the keyboard. Now one screen will have the Presenter View while the other screen will have the audience’s view.

Navigating your way around the Presenter View is easy so you do not have to worry about confusing features.

The top left part of the screen shows the slide you are working on while the top right shows the preview of the next slide in your presentation. The bottom left consists of controls and a next and previous slide arrow and finally, the bottom right contains the speaker’s note.

Some of the features and options in the Presenter View include:

• Show Taskbar allows you to switch to another activity without interrupting your slideshow.

• Display Settings include two options, that is the “ Swap Presenter View and SlideShow ” and “ Duplicate Slide Show ”. The Swap Presenter View is to switch the screen that has the presenter view and the slideshow presentation, while the Duplicate SlideShow is to present your slideshow on both screens.

• End Slide Show which is used to end the presentation. You can also use the ESC button on the keyboard to end the slideshow.

• Speaker Notes are used to write down your key points or ideas and have them in front of you on your screen instead of writing them down on a piece of paper.
• Drawing Tools include the annotation pen to help you draw on the screen, and the laser pointer to point on the screen. The drawing tools are perfect for drawing attention to specific points or areas of concentration and can be erased after usage.
• Timekeeping is on the left, starts timing as soon as the slideshow begins, and shows the amount of time you’ve spent on a slide. You can pause it or readjust it by clicking on the two icons next to it.
• Current Time is located on the right and is used to help you pace your presentation in order to avoid overrunning your time.
• Thumbnail Icon is used to see all the slides in your presentation and to jump to another slide. This is great for switching and jumping through slides easily.
• The Font Icon is used to make the speaker notes larger or smaller.
• The Arrow Icon next to the slide number enables you to go between slides.
• The Magnifying Glass icon is used to zoom in and out on a particular part of your slides.
• Screen Icon that lets you make the screen temporarily black to draw attention to you. You can also use the B key to achieve this black screen and the W key for the white screen.

If you have an older computer that doesn’t support multiple monitors, hand-held notes are another way to access your notes during a presentation.

Speakers often shy away from hand-held notes because they might lose their audience while taking glances at their notes. However, the trick to pulling it off is interacting more with your audience than with your notes.

You can print out your slides before the presentation with the notes you added in Presenter View.

Steps to printing slides with speaker notes:

Step 1: Open the presentation in PowerPoint and highlight a slide.

Step 2: Click on File at the top left corner of the screen, and then select Print from the options.

Step 3: In the Settings section, choose Slides , and select Notes Pages as your print layout from the dropdown menu.

Step 4: Click on the Print icon to print.

Unfortunately, at this time, there is no option to print multiple slides with notes per page. You’ll have to print any slides where you have notes individually.

NOTE: You can also print your presentation in the “ Outline ” layout, but the print will only include the slide content and not the slide notes.

You can also activate Presenter View mode with only one monitor by pressing the shortcut key combo Alt + F5 on your keyboard.

Note: Ensure that you have enabled the Presenter View feature in the Slideshow menu settings of your PowerPoint. Please refer to the previous section .

This is extremely useful for getting accustomed to the Presenter View display or rehearsing your presentation.

The Presenter View on PowerPoint is great for presenters who like to keep their slides simple. You can add all your extra texts to the notes section of each slide so that you don’t skip any important points.

While the notes function is my best part of Presenter View, there are other essential features that you and your audience can benefit from. You’ll only need a PC that supports multiple monitors, a projector, and HDMI (or other suitable) video cables.

Will you try this out? Let us know in the comments when you do.

Gabriella ‘Diogo is a technical writer with a vested interest in tech hardware and equipment. She shares her knowledge and processes in an easy-to-grasp, lighthearted style. When she’s not testing or researching device performance, you’ll find her writing short stories or rewatching episodes of her favorite sitcoms .

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Home » Adoption » Using Dual monitors for presentations

Using Dual monitors for presentations

• June 14, 2020
• Adoption , Microsoft Teams

Due to COVID, I conducted many Dual Monitor Teams Presentations, meetings and live events. Here are the best practices you should know. This will minimize mistakes and eliminate trial and error. Reading time 12 min.

Why Dual Monitor Teams presentations

If you are just going to present a single presentation and do not need any other interaction, you do not need dual monitors.

In simple terms, if you want to share whole desktop and work on other applications without showing them on the shared screen you need a dual monitor.

If you want to jump slides, you need the PowerPoint Presenter View. This view needs a dual monitor. Otherwise it does not make sense.

During long, detailed meetings or sessions, you need to do many things at once…

• Display the desktop, along with a presentation
• Choose the correct slides using the presenter view
• Interact with the meeting participants using the chat window
• Take notes using the meeting app or OneNote or some other tool
• Look at the attendee list and mute participants, admit them if in lobby, remove unwanted participants, stop or enable incoming video
• Switch presentations – in case you have multiple presentations to show. This is a tricky things – see below for details.
• Check bandwidth, upload sample files, create surveys on the fly and so on
• Change slides, open apps and move them between two monitors

All this is possible only with dual monitors. Trying to do all this in a single monitor will show unwanted activities to participants and will distract as well as confuse them.

Dual Monitor Teams Presentations setup

• After attaching the second monitor, press Windows P.
• Choose Extend.
• Choose Identify to see the numbers 1 and 2. Do not assume. Try it. 1 is the primary monitor and 2 is the secondary monitor.
• Decide which is your primary display. By default the laptop screen or the base display is the primary one. But you can change it if required. Click on screen 2 and then choose Make this my primary display. What is the impact of this? Read ahead…

Set Resolution in dual screen

To avoid confusion, set resolution of both monitors to same setting. If bandwidth is limited and if your content can fit, I have found 1600 x 900 to be adequate. Else, use the lowest possible setting for your needs. This way you can optimize bandwidth.

Also remember if your audience has a lower resolution screen or a mobile phone, they cannot see very small font. So it is always better to use a lower resolution to maximize clarity and visibility – especially if you are going to show live demos and not just presentations.

Adjust position of dual screens in Windows Display settings

This is a very important step which is often missed leading to confusion of cursor movement. You have two physical monitors. Usually one laptop screen and one external monitor. Or you may have two monitors as well. In either case, you must tell windows how these two displays are located next to each other – side by side, one on top and one below or whatever is the layout. How do you tell this to Windows? You actually drag the monitor box (1 or 2) in Windows Display settings and move it where it actually is in the real world. Then choose the Apply button.

Suppose you have set it with monitor 2 is above monitor 1 as shown below. Now, when you move the mouse cursor to the top edge of monitor 1, it will appear from the bottom of the monitor 2 and vice versa.

If you do not understand this and set it correctly, you will get confused about how to move the mouse cursor between monitors. If there is mismatch in resolutions – as show below, the mouse cursor will NOT move to monitor 2 if you are in the top right corner of monitor 1. Why? Because the resolution of monitor 1 is more than that of monitor 2. So the mouse cursor will get stuck in top right corner of screen 1 and you will get thoroughly frustrated.

Where to show the taskbar

In Windows – Settings – Taskbar, there are some very important options about Taskbar. If you only want to display a presentation on the second monitor then make sure the taskbar is shown only on the primary screen. Secondary screen does not need a taskbar.

If you want to show some applications other than the presentation on the secondary display, it is better to display the taskbar on the secondary display itself. That way you do not get confused about which application is running where. To enable the taskbar on secondary display, enable the above setting. And then, choose additional settings…

Moving windows from one monitor to another

This should NOT be done by dragging the title bar of windows. That is clumsy and irritates the audience. There is a much simpler and faster way. Remember the shortcut Windows Shift Right arrow or Left arrow . Works instantly.

Presenting on the secondary monitor

First choose PowerPoint – Slide Show tab (menu) – Secondary monitor (monitor name). Also choose the Presenter View option. Now start the presentation.

The presentation will be shown full screen on monitor 2. You will also see the Presenter View on the primary monitor. The presenter view will also occupy the whole screen of monitor 1. This is not ideal because you want to see other windows (Teams for example) on the primary monitor.

I find it useful to split the screen into two parts. Right side is the presenter view and left side is the Teams app where I am conducting the meeting. Here is how to do this… Click on the restore button of the presenter view.

Now press Windows Right arrow. The presenter view will now occupy the right half of the screen. Other open applications will be shown has thumbnails. Choose the one you want on the left side of the screen. Here is Teams on left and presenter view on right.

Now you can use the presenter view to skip slides, change topics and jump to a specific slide without stopping the presentation. Also, while presenting you can chat with participants, open related files or do anything else you need to do – without the audience seeing any of this. Here is how to use the presenter view effectively in dual monitor Teams presentations. To learn more about using Teams watch my 15 minute video .

Switching between two presentations in presenter view

Presenter view is designed for displaying ONE presentation at a time. However, I often need to jump between multiple presentations. This can get very tricky. So here is the correct way to do it.

You start one presentation and the presenter view starts along with it. When you start a second presentation, the presenter view is now shows the second presentation. So far so good.

Now if you want to show another slide from the first presentation.. how do you do it? Logically, you will try one of these two things and unfortunately, both of them don’t work.

• You try to find some way to switch the presentation inside the presenter view itself. This feature does not exist.
• You go to the other presentation, go to the first presentation in edit mode on the primary monitor, find the desired slide and press Shift F5 – present from current slide. This also does not work. It will now show the first presentation on the second monitor but it will show the earlier slide which was being shown when you switched to the second presentation.

The solution

• Go to the main (primary) monitor.
• Look at the taskbar. You should see PowerPoint icon there. Hover the mouse cursor on top of it.
• Assuming you have two presentations open, you should see five thumbnails there. Two presentations, two running presentations and fifth is the Presenter View window.
• Currently the second presentation is loaded into presenter view and it is being presented in the secondary monitor.
• Now, carefully, click on the window which is showing the current slide in the first presentation. This will load the first presentation into the presenter view and show the current slide of the first presentation on second monitor.
• Now using the presenter view, go to whichever slide you want in the first presentation.
• I know this is cumbersome and tricky. But this is the only method which works. Practice it few times and then you can manage it easily.

Using laser pointer inside PowerPoint

While presenting, press the Ctrl L makes the cursor a laser pointer while Esc gets rid of the laser pointer. Simple and effective. Try it out.

How to come back to single monitor view after the presentation is finished

This one should be simple. Just switch off, or disconnect the other monitor and you are back to single monitor (the base PC / Laptop Display).

That is correct. But there is another situation. You want the second monitor to be connected and you want to use only on the second monitor. I use this all the time because my second monitor is big and high resolution and my laptop screen is very small (Surface Pro). In this case, we have to choose Windows P and choose Second Screen Only option.

In this case, there is a problem. If there is a presentation running, and you change to Second Screen only, it will display on the second monitor as expected. But at some point you will stop the presentation – right? At that point, it just comes back to dual monitor mode. And you have to switch it back to Second Screen only again. This you have to do for EACH presentation that is running.

So what is the best practice? First, close all presentations and then switch to the Second Screen Only mode.

Using dual monitor Teams presentations (or for any other tool for that matter) is serious work. Getting used to this is very important. With practice it becomes second nature. But initially, follow the best practices shown here and you will be up and running very quickly.

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4 Responses

PowerPoint Live should be a big help when it comes to presenting AND seeing the chat/reactions. How do you see PPT Live enhancing your 2020 experiences?

Hi Gaelyn PowerPoint Live is very useful. However, if you have dual monitor set up, you do not need PowerPoint Live. Why? Because you can see presenter view and the Teams meeting window on the other monitor. More importantly, PowerPoint Live is useful if you are going to use only ONE presentation. In my case, I have multiple presentations open and I need the ability to go to any slide in any presentation.

Of course, PowerPoint Live is great for presenting from a single screen. Apart from the benefits for the presenter, it also helps individual attendees see the slide in high contrast mode and translate it in their language.

can the presentation automatically switch to second display after it is shared (wothout dragging or pressing anything on keyboard)

Yes. Go to Slide Show menu (tab) and choose the monitor from dropdown.

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Normally the lecture theatre PC and Projector display the same content. You can change this to extend the display and use the two screens as if it were one large screen. This is especially useful for using Powerpoint in ‘Presenter View’.

Please note that when you extend the displays as described below the setting will apply to all users of the PC, so please, when you have finished your lecture, change the settings back to ‘Duplicate Display’. Please see the section ‘When you have Finished your Lecture’.

How to Extend the Displays Using the Windows-P Command

This is the quickest way to change the display configuration. Please note though that you should use it before you have launched Powerpoint and Panopto (and any other software you might be using) as it can cause issues with their display. If you do have issues, close software down and re-open it.

On the keyboard, press and hold the Windows key and then press the 'P' key. A menu at the bottom-right of the screen is displayed, as shown below. Select the 'Extend' option. The screens will adjust and they are now in extended mode.

You can now skip to the section 'Using Powerpoint and Panopto with Extended Displays'. 

To change the screens back to Duplicate mode, press Windows-P again and select the 'Duplicate' option.

How to Extend the Displays Using the Display Settings Menu

1. Make sure you can see your desktop on the PC screen. If you can’t, you can view it by pressing and holding the Windows key and pressing ‘D’. Right-click the mouse anywhere on the desktop. This will display the following menu. Select ‘Display Settings’ from it.

2. A window is displayed called ‘Display Settings’. Scroll down to the bottom of it so you can see the section headed ‘Multiple Displays’. There is a drop-down menu that will normally be showing ‘Duplicate these Displays’.

3. Click on the drop-down menu and select ‘Extend these Displays’.

4. The screens will turn blue and a message asking if you want to keep the settings will appear. Press the ‘Keep Changes’ button

5. Scroll to the top of the Display Settings window. You can now see two screens displayed in the ‘Rearrange these Displays’ section. Your view may look slightly different to the screenshot below. You can arrange the displays to determine how the mouse moved between them but as you just want to use Powerpoint this may not be important.

6. Click the close box at the top-right of the window.

Using PowerPoint and Panopto with Extended Displays

Please note: If you've opened your presentation using a browser-based version of Powerpoint, you can't use it in 'Presenter mode'. You need to open a desktop version of Powerpoint.

1. Launch Powerpoint and select the ‘Slide Show’ tab. In the ‘Monitors’ section of the ribbon, make sure ‘Use Presenter View’ is checked. It may also be the case that Powerpoint detects you are using expended screens and automatically starts your slide show in Presenter view.

2. If you start your presentation now, one screen will display the current slide with any notes you have made and a preview of the next slide. The other screen will show the current slide in your presentation. You can then use Powerpoint as you normally would.

3. If you are using Panopto to record your presentation, you will have some extra options relating to which displays you want to capture.

If you wish to only capture your Powerpoint then these settings will suffice. If you wish to capture either or both of the two other screens, then tick the checkboxes accordingly.

If you are displaying web pages, video clips or other documents then make sure you are capturing the screen the document is being shown on.

When you have Finished your Lecture

At the end of your lecture, you normally close software like Powerpoint, Panopto and Teams and then sign-out of the PC. When you extend the displays as described above, the setting applies to all users of the PC so subsequent lecturers will also have extended displays. This may be confusing to lecturers who are not expecting their mouse to disappear off one screen and on to the next and for their Powerpoint slides to be displayed in a different manner. Could you therefore, please change the display settings back to ‘Duplicate these Displays’ before you sign out of the PC. You would do this by re-doing steps 1 to 4 in the ‘Extending the Displays’ section but change the drop-down list setting to ‘Duplicate these Displays’ in step 3.

Once this is done, you can sign-out of the PC.

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Control, move, and resize your display with Presenter modes

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 for screen and window sharing merge content and video on the meeting stage. Presenters can now customize how their content will be oriented on screen. In Standout, Reporter, and Side-by-side mode, they can choose to appear on the left or right and adjust their video feed size to better fit their presentation.  

Customize Presenter modes 

Presenters can control how their content is displayed on screen . Customize the presentation layout in Standout, Reporter, and Side-by-side modes. 

1. Before starting the presentation, select  Customize  and choose a background image. 

2. After customizing the look and layout, start the presentation and select a screen or window to share. 

3. The presenter toolbar will appear at the top of the screen. This toolbar is only visible to the presenter. Here, presenters can select and change presenter mode layouts, give control to another person, and enable sound.  

Reporter presenter mode

Standout presenter mode

Side-by-side presenter mode

Customize video display 

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

2. Shift videos to the left or right sides of the screen or window using the Position buttons. 

3. 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. 

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FAQ: PowerPoint Presentations on Multiple Screens

Feb 23, 2019 | FAQ

I am looking into something to play a PowerPoint presentation on multiple screens from one computer.

We are currently using 3 static images on 3 screens and we want to replace this with a PowerPoint slideshow with animations.

That is a good move to replace your boring and simple images with a PowerPoint slideshow. Not only the images have the risk to burn in on your monitors, but you will also get more attention with a moving and flashing presentation. PowerPoint is ideal for that because you can easily drop text boxes and pictures on your slides and add some interesting and smooth animation into it.

It is normal to attach a screen to a computer. Some computers are equipped already with dual-monitor support. This means that there is an upgraded video graphic card on this computer. With such a computer, you can perfectly use this computer and show a PowerPoint slideshow on both screens. You can choose to duplicate the output of screen A to screen B. But more spectacular would be if you have different content for both screens.  Superb it becomes when a moving object or animation is floating over both screens.

Want more a waaaw-effect? Use more than 2 screens like what they call a video wall. 3 screens, 4 screens, 6 screens, 9 screens etc. are all possible. Here, you need to upgrade your video graphics card again. Need the output on 6 screens? Buy a video graphics card that supports 6 screens.  It is cheaper to use one computer and a special video graphics card than buying a computer per screen.  And another advantage is that the screens can work together; synchronized slides and synchronized global animations over all screens together.

Native PowerPoint is limited to run on one screen only. You can choose on what screen you want to run the slideshow. You need some special wall software from us like Dynamic Wall or iPoint to expand your PowerPoint for simultaneous use on multiple screens.

Next to this extra software, you need to adjust your slide size. To change your PowerPoint slide size, click Design, Slide size, Custom slide size… and you will see this form.

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How to stop PowerPoint from extending display when presenting on laptop 

Stop powerpoint from extending display when presenting on laptop, prevent powerpoint from extending display when presenting on laptop using group policy, prevent powerpoint from extending display when presenting on laptop using registry, how do i extend my screen when presenting, do not allow powerpoint to automatically extend display when presenting on a laptop or tablet, sudipmajhi@twc.

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How to Extend Your Presentation with Wireless Display

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How to Extend Your Business Presentation for Better Productivity and Efficiency with ScreenBeam

Has this ever happened to you?

You’re in a meeting with your work team. You’re giving a PowerPoint presentation, using your notebook connected to a room display. Then, your boss asks about the source of a statistic you’ve referred to in one of your slides.

You know you bookmarked the website where you found the statistic, but stopping the presentation to toggle to and open your web browser is frankly awkward .

Not a scenario that exactly maximizes productivity or efficiency—or worse, makes you appear less than competent with your boss and audience.

ScreenBeam provides a better option.

Unlike other wireless display options, ScreenBeam supports the Miracast standard built into the Windows 10/8.1 OS, which can both wirelessly duplicate content from a user device to a display, and also seamlessly extend the user screen.

If you have a Windows 10 device, simply press the Windows key + K to start a wireless display connection. Next, choose your receiver. If you’re using Windows 8.1, press the Windows key + C to open the charms bar, then choose the Connect charm.

Once connected to your ScreenBeam, press Windows + P key simultaneously. A bar will open on the right side of your screen. Choose the option labeled Extend.

Now, when you use ScreenBeam in extend mode to wirelessly display content, your device is still usable for other actions.

So, remember that scenario above with your boss?

In extend mode, you can keep displaying the PowerPoint presentation on the wireless display, while at the same time quickly accessing your web browser on your notebook computer to find the information your boss asked for.

ScreenBeam in extend mode is a win-win-win for productivity, efficiency, and professionalism.

Want to learn more? Contact Us anytime!

Get the ScreenBeam Experience. Request a trial

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How to set up Zoom video for dual monitors and screen sharing with PowerPoint

While Zoom publishes a straightforward document on how to use dual monitors with the Zoom desktop client , in our experience, the process can be more complex. Because some apps may not work the way you want them to on default, you’ll likely need to make a few further changes.

We’ll describe below the issues we encountered and the workarounds we found. We have reached out to Zoom for comment, but have not heard back as of this posting. 

For starters, this is the default view you get from using Microsoft’s PowerPoint 365 on a dual-screen setup where you get duplicate screens.

The default view of Zoom video client and PowerPoint 365 on a dual-screen monitor setup could use a little jazzing up.

While we actually think it’s pretty smart for PowerPoint 365 to sense your second display and use it for the presentation, the software is assuming there’s a live audience viewing a projection that the presenter can’t see. That’s not the case with screen-sharing audiences. Instead, you might want that second screen full of happy faces.

Here’s how you fix it.

Set PowerPoint 365 to use only your laptop display

First you’ll need to set PowerPoint to stop giving you duplicate images. You can do this by clicking Slide Show and then un-checking Use Presenter View .

On a dual-screen setup, PowerPoint 365 will automatically select Use Presenter View. Uncheck this option.

In our experience, PowerPoint still automatically tried to use the second display, but you can further limit it by using the Monitor option. Click Select the Monitor and choose your primary display from the drop-down menu. The Primary Monitor is typically the laptop’s display.

Once you’ve done this, it will effectively make PowerPoint act as though you have only a single display. This mode of use is also handy if you want to have other applications visible on the second display while giving a streaming presentation.

If you don’t want PowerPoint to fill the second screen by default, change the Monitor Option from Automatic to your Primary Monitor, which is typically your laptop’s display.

Set Zoom for dual-monitor support

The second thing you should do is set up Zoom for dual-monitor support. Note: We tested this on the latest desktop client for Windows 10, not the web client. Based on the Zoom documentation noted at the beginning of this story, the web client does not support dual monitors. 

First, click the small gear or cog icon for Settings, under your profile picture in the application. It should take you to the General tab, but if not, click  General . Check the box for Use dual monitors .

Set Zoom to Use dual monitor.

When you share your screen with Zoom from an active session (Alt+S), you’ll be given a choice of which window to share with your audience. Just pick the window that has PowerPoint. In the example below, it’s display 1.

When you share your session from Zoom, you’ll be given a choice of which window to share with your audience. Choose the display that’s running PowerPoint.

Restart Zoom to confirm the setting

While you’d think you were done now, the result may be a confusing at first when you start your video conference. As you can see, we have PowerPoint on just one screen, but our video windows aren’t exactly giving us full use of the second display. We found no way to go into full-screen mode, even if we checked the Go to full screen option.

We’ve set PowerPoint to use only one monitor, and Zoom to use Dual Monitor, but you may need to restart Zoom to get the full view.

The issue, we believe, is that Zoom’s “Use dual monitor” setting doesn’t change until you exit the application. When you close Zoom, it minimizes into the Window tray on the lower right-hand corner. To restart Zoom, find it in the Windows tray in the lower right-hand side, right-click the blue Zoom icon, and select Exit . Restart Zoom and PowerPoint, and you should see your PowerPoint confined to your laptop’s screen, and your Zoom video windows expanded so you can see the entire staff.

With Zoom video set for dual screen and PowerPoint set to display on only one screen, you get your slides on one screen, and video conference windows on the second screen.

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external displays receive input signals ONLY when I open a Powerpoint file and use slide show mode?

At work I use two external displays as extended monitors. Today suddenly I lost my input signals to both external displays.

Strangely, when I opened a Powerpoint file and read the slides in a slide mode, the slides were projected to the third display (which has an "in-slide" control panel to move forward and backward the slides) while the second display is considered "co-display" with the laptop monitor (as indicated by 1|2, and 3, when I tried to identify the displays).

What happens to the two external displays so that Powerpoint slide mode can project signals to the two external displays but when I close the Powerpoint file I would lose the input signals to the two external monitors.

And how can I resolve the issue of "no input signal" to the two external displays when I close Powerpoint program?

• multiple-monitors
• microsoft-powerpoint

• Is PowerPoint configured to use a specific resolution on said display... and is it that resolution which is needed for the display to show content? –  I say Reinstate Monica Commented Mar 19, 2019 at 23:40
• not sure. I assume it is configured in the default setting. Both PowerPoint and Monitor resolutions have not been tweaked. –  B Chen Commented Mar 19, 2019 at 23:48
• As I've experienced the same bug (and the solution provided here worked for me), let me add a bit extra observations. The problem started for me, when I was presenting in the conference room, connected to the room conference system. The conference system's monitors became active only when I'd started the presentation mode. When I'd finished the presentation, I didn't exit the presentation mode, just put the computer to sleep. After going to my usual setup I'd eventually stopped the presentation mode and from that point the external monitors were active only when in some presentation mode. –  Ister Commented Nov 2, 2023 at 9:04

3 Answers 3

• Turn on a Powerpoint presentation
• Press F5 to start slide show
• Restart computer (without closing the slideshow)
• See if it works

• 1 This is the weirdest bug I've ever had on my computer, and this answer is the solution. Worked perfectly. –  girlvsdata Commented May 4, 2021 at 4:12
• I concur. Apparently it is a repeatable bug (I had precisely the same case) and luckily repeatable solution. –  Ister Commented Nov 2, 2023 at 8:57
• I had a similar experience and I did exactly this in order to get the monitors working normally again. –  FTM Commented Nov 24, 2023 at 8:46

I have the same problem. I'm using a new Thinkpad 15" 20MAS4EX with a lightning dock on Windows 10 Version 1809 Build 17763.615.

My experience:

May 2019 Receive new Thinkpad 15" and Thinkpad lightning dock, 2 4k monitors extending with 2x Mini Displayport from dock...everything working! :)

a. June 2019, Mini Displayport stops working. :(

b. Switch to HDMI and both monitors work again to extend :)

a. July 2019 HDMI stops working on both monitors. :(

b. Very sad, same thing had happened on previous Dell laptop and dock. Just use laptop by itself. :(

a. August 2019, launch a presentation accidentally with monitors connected via HDMI and both work. :|

• b. Current state: As long as I launch a PowerPoint Presentation, HDMI works the 2 extended monitors. I can minimize the presentation and use the displays. ?-:)

Like the original poster, I would love to know why.

This is my state when I'm not in presentation mode. The monitors are "seen" in Display Settings, but not active or usable.

This is what happens when PowerPoint is in Presentation mode.

Possibly because you "extend" the displays instead of "duplicate" the displays.

On Windows 10: Setting -> display -> multiple displays -> duplicate these displays.

Then the external displays will show the same contents as those on your laptop/desktop display.

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How can I work in other applications while using PowerPoint presenter view on mac?

In Windows it is possible to switch between and work with open applications when PowerPoint is open in presenter view. In this mode, the audience sees only the PowerPoint presentation, while you use the other applications.

So the presenter is viewing the presentation via the MacBook and the audience sees it on a projector.

This does not seem possible on the Mac. Does anyone know how this can be achieved?

• 1 Is this on a multiple monitor setup? I do not recall any instances of not seeing when the presenter switches to other applications when also using PowerPoint (in Windows and Mac). The only thing that would make this possible (and that I have seen) is if you had multiple monitors setup as an extended desktop. –  Christian Correa Commented Oct 3, 2011 at 20:31
• @ChristianCorrea - try that as an answer? (I'd upvote.) I was about to say the same thing; system prefs, hardware, displays and turn off mirroring. –  DanBeale Commented Oct 3, 2011 at 22:01
• @ChristianCorrea, one monitor for the presenter (on MacBook) plus projector for audience. –  Reinstate Monica - Goodbye SE Commented Oct 4, 2011 at 4:19
• I too am having the same problem. With my PC laptop I can run multiple programs at the same time and view different ones while my students only see my powerpoint program. I started to switch to using a macbook pro and quickly went back to using my windows laptop because of this. There is no way to have powerpoint work on a mac like it does on a PC. This really stinks and it made me move away from going to a macbook. –  user48512 Commented May 1, 2013 at 16:17

9 Answers 9

I am assuming multiple display setup in extended mode (not mirrored). I had this problem as well.

I found that in PowerPoint Mac 2011:

• go to "Slide Show" tab in the ribbon.
• Click "Set Up Show" button.
• Change radio button for "Show type" to "Browsed by an individual (window)".

This will put the presentation into a window, which you can maximize on the presenting screen (for me the 2nd display hooked up). Yes you get the title bar, but otherwise it's effectively full screen. On the primary display (which is still my laptop screen), I can move to different applications without affecting the windowed presentation screen.

Per @DanBeale's suggestion: The way I have seen a presenter switch to an application away from PowerPoint without being displayed on the presentation video output is to do it on a separate screen when you extend your desktop via a projector. This is the same behavior you see on a MacBook when you extend your desktop via an external monitor.

In other words, I do not think that what you are looking for is a PowerPoint feature per se. This behavior should be similar in Windows as well.

For example: Whenever I attach my MacBook to an external video source, say a Vizio television, I typically end up using Apple's mini-DVI to VGA adapter. Using the MacBook's video output port brings up additional options in the Display settings in System Preferences. If I choose to extend my desktop rather than mirror it, then I can use the Vizio television to display anything I want (PowerPoint, Keynote, Hulu over Safari, etc). As I do this, the MacBook's own screen remains free for me to use any way I see fit. This screen is not shown via the television.

You can achieve the same results using a projector rather than a television. Hope this helps.

• 1 When using extended desktops and PowerPoint, presenter mode uses both monitors in full screen, therefore any switch will trigger PowerPoint to close. I have the same issue with doing presentations, and it is a painful experience. Your solution only works if not using the Presenter View, and only having PowerPoint running on the external display, which does not allow you to use Presenter View. –  BinaryMisfit Commented Oct 4, 2011 at 6:46
• @Diago is correct, this was not what I'm looking for because I'm specifically using presenter view. –  Reinstate Monica - Goodbye SE Commented Oct 4, 2011 at 18:59

Use Command + Option + D to bring up your apple dock at any time...just be sure you have the applications you want to access on your dock. Suggest before you go into slide show presentation mode that you bring up the doc on whichever monitor the participants won't be seeing and leave it there before launching the slides. Once the slides are showing you can access your other applications without participants seeing on the other monitor * for example, presenters view * via your dock.

I got it to work by going to the slide show tab and then going to set up slide show and choosing the Browsed by an individual option, this does put the slide show into a window though, but you can then do whatever on the other screen.

Thanks all. There are still some oddities going om that I chased down. Maybe this would be helpful to others (using MacBook Pro and OS X 10.10.1)

Be sure to have mirror display off in OS via icon bar at top of desktop - monitor picture with triangular stand thingy.

In Powerpoint:

a. Only have one ppt document moved to the extended monitor

b. In THAT ppt, go to Setup Show and assure that BROWSED BY AN INDIVIDUAL is set (note that the option screen comes up on primary monitor)

c. Run slide show, this creates a slide viewer window on the extended desktop

d. Maximize this window on upper left green maximize circle

e. Now, can work on primary while secondary has ppt

f. To advance ppt, move cursor over the projected slide and double click once. Then, will behave as usual once it has focus

g. NOTE: once you leave the presentation, you need to change view to not be full screen via Ctrl-Command-F (or view Exit Full Sreen)

Hope this helps!

After tons of research around the web, I found a way to run other applications while running a Keynote presentation. Within Keynote's preferences, be sure the box for "Allow Expose, Dashboard, and others to use the screen." Next, set up Mission Control (formerly known as Spaces) do have your Keynote window on Desktop-1 and your other application's window on Desktop-2. Now hit "Play". At any point during the presentation, press "F" (to pause the slide show); Command-2 (to switch to your alternate application); Command-1 (to switch back to Keynote); and Space Bar (to resume). Your clients will see only one slide for the duration, and will not see anything you are doing on virtual Desktop-2.

• Could you raise this to reflect Powerpoint? –  bmike ♦ Commented Mar 8, 2016 at 1:55

If you follow this tutorial it will show you how to mirror the displays which is not what you want. Since you don't want them mirrored then just uncheck the box. I hope this helps.

http://www.usingmac.com/2008/6/19/setting-mirror-display-for-your-mac

• Thanks, but the issue is that on Windows I can run other applications simultaneously but on a Mac it quits the presentation. I don't think your suggestion helps, please correct me if I'm wrong. –  Reinstate Monica - Goodbye SE Commented Jan 8, 2012 at 19:25
• It should not quit the presentation it their any way for you to test it on you machine because I do it all the time. I drag my PowerPoint window to the new display and then I press play. It should just play on that external display. –  BDGapps Commented Jan 8, 2012 at 22:41

E. Lu's solution is the only thing I see that accomplishes what Windows PPT 2010 does out of the box: Allow you to show a PPT slideshow on an external screen while you do something else on your primary (MacBook screen).

In Windows, you can "setup show" to display the slides on whatever screen you like and then when you enter slideshow mode only the screen you have designated is used for the slides while your other screen can be used for whatever you like. Of course when you click Page down to advance the slides, PPT (specifically the PPT slideshow) has to have Windows Focus.

There is an option in PowerPoint preferences -> View that says 'always mirror displays when switching to another view or application' - I found that unchecking that kept the very bizarre behavior of my entire Mac desktop being set to mirrored when I used Command-Tab to switch from PPT while in slideshow (with the obligatory presenter view running).

Anyone know how to advance slides manually when in "Browse at a kiosk (full screen)" mode?

I suggest everyone visit Microsoft's Office for Mac page and provide feedback on this - we need a third "old school" option in the "Settings for two displays" ribbon!!

• Hi and welcome to Ask Different. Posting in the answers section is specifically reserved for posting direct answers to the question being asked. The Stack Exchange Q&A format is different from your typical forum, it's not meant for discussion. For more information please see our Help section . Consider deleting this as it will likely continue to attract down votes for not being a direct answer to the question or improving it to be a direct answer. –  Ian C. Commented Jun 17, 2014 at 5:05

You can use presenter view but use CMD-Tab to switch between programs on the Mac.

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How to put PowerPoint in Presentation Mode

Presentation Mode in PowerPoint enhances your delivery by displaying slides in full-screen view seamlessly.

How to Put PowerPoint in Presentation Mode: A Step-by-Step Guide

Step 1: open your powerpoint presentation.

Step 2: Click on the “Slide Show” Tab

Step 3: Choose How to Start the Presentation

• From Beginning : Click this to start the slideshow from the first slide.
• From Current Slide : Use this option if you want to start from a specific slide.
• Custom Slide Show : This option allows you to start a pre-set custom show if you have one set up.

Step 4: Use Shortcut Keys (Optional)

• F5 : Press F5 to start the slideshow from the beginning.
• Shift + F5 : Use this shortcut to start from the current slide you are on.

Step 5: Navigate Through Your Slides

Faqs can take you forward, what is presentation mode in powerpoint, how do i exit presentation mode in powerpoint, can i start a presentation from a specific slide, create ppt using ai.

Just Enter Topic, Youtube URL, PDF, or Text to get a beautiful PPT in seconds. Use the bulb for AI suggestions.

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• Powerpoint Tutorials

How to Make a Word Cloud in PowerPoint: Easy Step-by-Step Guide

Word clouds make presentations interactive and allow the viewers to get an overview of the key messages at once. Making a word cloud in PowerPoint is easier than you may think. This tutorial will show you how you can create a word cloud in just a few steps without having any special software for it. Let’s get started.

What is a Word Cloud?

But before the how-to, let me briefly explain what a word cloud is. A word cloud is a visualization of words where the size of each word indicates its frequency or importance. They are ideal for displaying keywords, and key phrases, or to summarize a longer body of text.

Why Use Word Clouds in Presentations?

Word clouds are ways in which to hook your audience and drive a message across creatively. They are best suited for:

• Identifying key themes
• Creative summary of data.
• Making your presentation lively and memorable.

How to Create a Word Cloud in PowerPoint

Step 1: prepare your text.

First, collect the text that you would like to make into a word cloud; it can be key points, survey responses, or even a brainstorming list. The more times a word appears in your text, the bigger its size in the word cloud.

Step 2: Make a Word Cloud via One of the Several Free Online Tools

PowerPoint doesn’t have a default option to create a word cloud, but don’t you worry! There are so many free, super-easy-to-use word cloud generators online, like WordArt.com, WordClouds.com, or Tagxedo. All you have to do is copy and paste your text there.

Pro Tip: Adjust fonts, colors, and shapes so that your word cloud can make sense of your presentation.

Once your word cloud is personalized, click the “Generate” or “Create” button. When happy with the look, download it as an image file, usually in a PNG or JPG format.

Step 4: Insert the Word Cloud into PowerPoint

Open your PowerPoint presentation and go to the slide in which you would like to include the word cloud. Click the Insert tab on the top toolbar and select Pictures, choosing the word cloud image you have downloaded.

Tip: Resize, and position the word cloud appropriately in your layout. Even better, use Format Picture options to add special effects like shadows or borders for that pop.

Step 5: Final Touches

Once the word cloud has been added, take a minute to ensure it aligns with your overall presentation design. You’ll want to adjust colors, font sizes, and other visual elements to maintain professional-looking slides. Want more presentation hacks? Head to our page for Tips & Tricks .

Pro Tip: Save Time with Pre-Made Templates

If you are in a hurry or want to make a neat presentation, save yourself by using premade professional PowerPoint templates available online. They’re made by pros, and besides, using such templates is going to save you so much work while making your presentation look sharp and polished. Many templates have design elements such as word clouds that are easily editable so you can fit them with your content.

More Presentation Hacks

Now that you can create a word cloud in PowerPoint, why stop there? You can go ahead and check out our blog “ How to Create a Word Cloud in Google Slides ” to learn the steps to add a Word cloud to the Google Slides platform.

It is rather easy to make a word cloud in PowerPoint. It will make any slide more dynamic and visually interesting in just a few steps. In addition, applying ready templates will save you time and effort and give a polished professional look to your presentation.

Happy presenting!

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Arockia Mary Amutha

Arockia Mary Amutha is a seasoned senior content writer at SlideEgg, bringing over four years of dedicated experience to the field. Her expertise in presentation tools like PowerPoint, Google Slides, and Canva shines through in her clear, concise, and professional writing style. With a passion for crafting engaging and insightful content, she specializes in creating detailed how-to guides, tutorials, and tips on presentation design that resonate with and empower readers.

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