how to present a presentation in teams

How to Present a PowerPoint Presentation in Microsoft Teams

My journey with technology has been one of trial and error, but each challenge has taught me how to solve problems efficiently. Now, I channel that expertise into creating straightforward, practical guides that make even the most intimidating devices accessible to everyone.

• Microsoft Teams allows participants to showcase a PowerPoint presentation live during a meeting.
• There are two ways to do this: using the PowerPoint Live option in Teams or the Present in Teams option in PowerPoint.
• Audience members can flick through the slides at their own pace or sync their experience with the presenter.

With more companies and individuals utilizing video conferencing to meet their peers, it’s important to have ways to present content live. Thankfully, learning how to present a PowerPoint presentation in Microsoft Teams is straightforward. We’ve highlighted two ways to add your presentation directly into your Teams meeting — and make it interactive.

How to Present a PowerPoint Presentation in Microsoft Teams: PowerPoint Live Option in Teams

Step 1: Start a Teams meeting and wait until all guests are present.

Step 2: Select Share.

Step 3: Look for PowerPoint Live and double-click the presentation you want if it’s available in the visible list.

Step 4: If you don’t see the PowerPoint presentation you want to share, click Browse my computer or Browse OneDrive. Then, navigate to where your presentation is saved and double-click to open it.

Step 5: Use the navigation arrows to move back and forth through your presentation slides as needed.

Step 6: You can also use the thumbnail strip to skip quickly through the presentation to a specific slide.

Step 7: Alternatively, press Go to slide, which will display a grid showing all your available slides. Click the slide you want to share with your audience at that moment.

Step 8: To highlight points on your slides in real time, you can use the highlighter, pen, laser pointer, or eraser (all tools available in PowerPoint Live).

Show a PowerPoint Presentation in Microsoft Teams: Present in Team Option

Step 1: Open the PowerPoint presentation you want to showcase in your Team meeting.

Step 2: Click the Present in Teams button at the top of the PowerPoint window.

Now you can continue with your presentation using the same method highlighted above from Step 5 onward.

Bonus Tips: Audience Participation Controls

As an audience member on Teams, you don’t have to simply watch the presentation passively. Microsoft Teams provides several ways to absorb the information at your own pace. You can use the navigation arrows in the same way as the presenter, but only you will see your changes. If you need to go back and review an earlier slide, you can use the arrows to do this. Jump right back to where the presenter is at any time by pressing the Sync to Presenter button.

You can also click hyperlinks in the slides exactly as if the slides were stored on your own machine. The same applies to video content and other media.

Finally, you can translate PowerPoint slides into the language of your choice from a selection of 19 available. Click More options and look for Translate slides. Choose the relevant language to begin translation.

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Last updated on 25 November, 2024

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How to Present in Microsoft Teams: Step-by-Step Guide for Effective Meetings

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Ever found yourself stumbling through a Microsoft Teams meeting trying to present your PowerPoint slides without a hitch? You’re not alone!

Whether it’s for school or business, knowing how to present seamlessly in Microsoft Teams can make or break our meetings. The key to a smooth presentation is mastering the features that Microsoft Teams offers, especially when sharing those all-important PowerPoint slides .

Let’s face it, virtual meetings can sometimes feel like trying to juggle flaming torches while riding a unicycle. We’ve all been there: struggling with technology, fiddling with settings, and worrying about whether our slides are showing.

It’s like being the wizard behind the curtain—keeping everything running smoothly requires a bit of magic. In this post, we’ll share tips to ensure your presentations are as captivating as a blockbuster movie.

Engaging with our audience is crucial, but it starts with mastering the tools at our disposal. Using PowerPoint Live in Teams helps us keep our audience’s focus right where we need it.

Plus, opening shared content in a separate window gives us the flexibility to manage both our presentation and viewer interaction like the pros. So, gear up as we dive into the ins and outs of presenting in Microsoft Teams without losing our cool!

JUMP TO TOPIC

Using OneDrive and SharePoint

Optimizing powerpoint files for teams, using microsoft teams live events, screen sharing and presenter controls, enhancing audience engagement, accessibility and viewing options, using keyboard and mouse controls, touch and gesture commands, managing slide appearance, setting up your presentation in microsoft teams.

When it’s time to present in Microsoft Teams, preparation is key.

We focus on managing files with OneDrive and SharePoint, optimizing PowerPoint files for smooth delivery , and utilizing Microsoft Teams Live Events for larger audiences.

To smoothly share presentations, OneDrive and SharePoint are reliable friends. We upload our presentation files to OneDrive or SharePoint, ensuring they’re easily accessible during the meeting.

This way, we avoid the embarrassing scramble for files just moments before. It’s like having your homework in your backpack and not under a pile of clothes!

For collaborative efforts, SharePoint shines. We can co-author presentations in real-time, making edits together without the chaos of version confusion. It’s a seamless approach perfect for team presentations.

By storing our presentations here, we also gain a safety net—files are backed up and shared effortlessly.

Preparing PowerPoint files for Teams involves more than just uploading them. We focus on optimizing the presentation to ensure smooth performance.

First, we resize large images to reduce file size. This helps in maintaining clarity without straining bandwidth.

Animations are great but can sometimes behave like a toddler without a nap—unpredictable. We keep them simple to minimize glitches. PowerPoint Live offers us an advantage, providing us with a presenter view that includes notes and slide previews, aiding in our navigation.

Remember, the goal is to avoid lag and keep the audience engaged, so efficiently balanced presentations are a must!

When addressing larger groups, Microsoft Teams Live Events are our go-to tool. Designed for broad audiences, these events allow us to reach up to 10,000 participants. This is ideal for company-wide meetings or product launches.

In Live Events, attendees can interact via comments and reactions, giving instant feedback and creating a dynamic atmosphere. We focus on ensuring strong network bandwidth for a smooth broadcast, just like ensuring the popcorn machine is ready before a movie begins.

Our preparation includes rehearsing, as these events can be more formal, combining practiced delivery with polished content.

Sharing Content and Interactive Features

Sharing content in Microsoft Teams isn’t just about putting your screen on display. It’s about collaborating in real-time, making sure every team member is engaged, and ensuring everyone has access to the information they need.

Let’s explore some features and tools available to presenters that enrich the experience for both presenters and participants.

In Microsoft Teams, screen sharing is a breeze. We can share our entire desktop, a specific window, or even a particular application, like a PowerPoint slideshow.

This flexibility means that we can tailor our presentations to suit our needs, whether we’re in a channel meeting or a private meeting.

Presenter controls help us to give control to other participants, allowing for seamless collaboration. When the presentation is over, we can stop sharing with just a click. Meeting controls also enhance our ability to pin video , and focus the audience’s attention on key speakers or content.

Audience engagement can be boosted using Microsoft Teams’ interactive tools.

By opting for PowerPoint Live , we can share slides dynamically. This feature allows participants to navigate different slides independently, giving them the freedom to review past points at their own pace while we continue presenting.

We can also share video content directly within Teams, ensuring smooth playback and better engagement.

Moreover, using presenter modes – like Together mode or Reporter mode – adds a fun twist by putting both visual content and presenter in the spotlight, making it more engaging and memorable for everyone involved.

Ensuring everyone can view and understand our presentation is crucial. With options to translate slides automatically, we cater to diverse audiences.

For those requiring visual adjustments, Teams allows for a high contrast view ensuring clarity.

The magnify slide option is handy for emphasizing important details, making sure everyone stays on the same page. These features ensure no one misses out on the information, making our presentations inclusive and effective. With these tools, everyone can enjoy a tailored and accessible presentation experience.

Navigating and Controlling Slides

Navigating and controlling slides in Microsoft Teams can significantly enhance the presentation experience. We will explore keyboard and mouse controls, touch and gesture commands, and the best ways to manage slide appearance. Let’s dive into the tools at our disposal.

Controlling slides with a keyboard and mouse is straightforward. Arrow keys let us move slides forward or backward. The Ctrl key combined with other keys provides more functions, like zooming in or out with the - key.

When we want to direct viewers’ attention, our trusty mouse can become an engaging laser pointer. We just hold the left mouse button and move it around the slide, acting like a laser, underlining key points as smoothly as a Jedi wielding a lightsaber. 🌟

For those tricky moments, the More Actions menu is our best friend. Access it with a click, and it’s like opening a toolbox filled with options, from pausing the screen to adjusting permissions. It’s like having a Swiss Army knife for our digital presentation needs.

On a touch-enabled device , presenting slides feels almost magical. Slide navigation is a breeze with simple gestures: swipe left to shuffle forward, right to go back. It’s a bit like flicking through the pages of a digital storybook.

Pinch to zoom in for focusing on specific details. Stretch to zoom out, offering a broad view of the slide. We can pan around effortlessly by holding a touch and dragging across the screen. It feels intuitive, making us look like tech wizards to our audience.

These gestures create an engaging experience, blending technology with simplicity, and making our presentation as smooth as spreading butter on warm toast.

We have plenty of features to make our slides not only look good but also ensure they are engaging and clear.

Adjusting slide layout can help highlight important information and make it shine like the North Star on a winter’s night. 🌟

The Presenter View offers us an edge. From here, we control the narrative without a hitch.

This view lets us keep an eye on notes and manage participant questions without skipping a beat. It’s like having a backstage pass to our own concert.

To ensure visual clarity, we use the navigation arrows or click and drag options.

They let us adjust and move slides on the screen to keep everything engaging and readable.

With these tools, we can transform our presentation into a seamless and professional experience.

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How to Present PowerPoint Slides in Microsoft Teams

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

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

Method 1: Share Screen

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

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

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

Method 2: Share PowerPoint Window

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

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

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

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

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

Method 3: Use PowerPoint Live

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

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

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

• When it's your turn to present, click Share .
• When you're done presenting, click Stop sharing in the top toolbar.

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

Your Audience's View When Using PowerPoint Live

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

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

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

Deliver a Seamless Presentation Experience in Microsoft Teams

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

• Productivity
• Microsoft Teams
• Microsoft PowerPoint

Introducing PowerPoint Live in Microsoft Teams

and learn about best practices directly from the product teams.