how to share powerpoint presentation on teams

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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 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.

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.

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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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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Share Slides in Teams meetings with PowerPoint Live

PowerPoint Live offers benefits over simple screen-sharing.

This article applies to: Microsoft Teams

PowerPoint Live in Microsoft Teams offers several benefits over screen-sharing your PowerPoint presentation window or editing window. 

• Seamlessly switch between presenters.  Unlike screen-sharing, where the presentation is shared from a single presenter, co-presenters can take control of the slide deck during their portion of the presentation. 
• The built-in presenter view provides all the tools you need for a successful meeting.  You can see the audience, control slides, and view notes all in one location. 
• Enhanced accessibility.  Audience members can use screen readers, live translation, and high contrast slides. 
• Special audience focus tools.  Use the laser pointer, pen, and highlighter to draw attention to key points. 
• Option for attendees to go back or ahead.  If enabled, audience members can move between slides to review something they missed while the presentation continues. 
• Smoother transitions to video or audio.  Play high-quality embedded video and audio without having to change to a browser, media player, or other outside app or window. 
• Instant attendee access to links.  Audience members can open links and videos in the presentation on their own devices. No more waiting for you to circulate the presentation after the meeting. 

For more information, see Microsoft’s  Share slides in a Teams meeting with PowerPoint Live  and the Microsoft blog post  Introducing PowerPoint Live in Microsoft Teams . 

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Sharing a powerpoint presentation in teams.

For: Staff Application: MS Teams Tagged: Microsoft Teams , web conferencing

To share an online presentation, you can either share your screen with PowerPoint open on your PC or upload your presentation directly into Teams . There are several options for screen sharing and configuring your PowerPoint files when presenting online. You can choose to display your entire desktop or just a specific application on your PC. You can also configure Teams to utilise multiple displays to host a presentation (where multiple monitors are available).

This guide covers:

Share your screen in teams, powerpoint presentations with multiple displays, upload a presentation file into teams.

During a Teams meeting, select the Share Content icon at the top of the window to initiate screen sharing. You will be presented with a window displaying all the available options for sharing. This window will list any displays connected to your device (i.e., Desktop 1, Desktop 2), which will broadcast everything on the selected desktop.

Sharing your entire screen may be the best option if you intend to switch between applications during your presentation. When sharing media, like a video or audio clip, toggle the option to Include computer sound .

Teams will also list options for sharing any specific windows currently open on your PC, allowing you to only broadcast a specific application and hiding the rest of your desktop from view. If you want to only display your presentation file, ensure the PowerPoint presentation is open prior to clicking the Share Screen button .

Upon sharing your screen, the Teams interface will minimise so you can better view your shared content. There will be a small Teams window at the bottom of your screen where you can see the active speaker and use basic meeting controls.

There will also be a bar at the top of the screen allowing you to give control of the presentation to another participant or Stop presenting . If this bar disappears, hover your cursor at the top of your screen and it will unhide. Click the ‘ Pin ’ icon to keep the bar visible at all times.

Please note: If you are sharing your web browser, Teams will broadcast any tab open on your screen to participants. Keep this in mind if you need to access personal information such as your email account.

When delivering a Teams presentation with multiple displays (i.e., two monitors connected to a PC or a laptop with external monitor), you may want to take advantage of the second display to monitor participants. By adjusting your PowerPoint settings to disable ‘Presenter View’ , you can utilise an additional display to open the Chat and Participants windows, or to view participant videos.

To disable Presenter View, open PowerPoint and select the Slide Show tab and then click Set Up Slide Show .

In the options window, under Show type , select Browsed by an individual (window) , and click OK .

When ready to present, click Play from Start to expand your presentation view. Rather than taking over both displays, your presentation will now display in a window that can be expanded and moved between your screens.

Select Share content in Teams and select your PowerPoint presentation from the list of windows to share . Open the main Teams meeting window after sharing your screen and move it to your second display. You can now monitor the chat and manage participants whilst presenting.

If you do not want to share your PC screen when presenting, you can upload and share a PowerPoint file directly in Teams. This can be advantageous when you do not have a strong internet connection or if you have multiple presenters who will need to control the slides during the session.

Click the Share content icon at the top of the meeting window and select Browse my computer to upload a file (or select Browse OneDrive if your presentation is located in your QMUL Office 365 account).

In the file browser , locate the presentation file on your PC and click Open . It may take a few moments for Teams to upload and convert your presentation file.

When the presentation has been shared, you will have a set of PowerPoint controls at the bottom of your slides. Use these options to move between slides , open grid view to quickly jump between slides, select a laser pointer , or one of the pen tools to annotate your slides.

Click the ‘ … ’ More actions icon to switch between single slide and presenter view, or to view the slides in high contrast mode (which may be helpful in certain instances for accessibility purposes).

In presenter view, you will see any presenter notes displayed on the right side of your presentation.

At the top of the window, there is a ‘eye’ icon which you can click to toggle to allow or prevent participants from moving through your shared presentation on their own . Click Stop presenting to end the presentation.

Did this answer your query? If not, you can raise a ticket on the online Helpdesk or email: [email protected] . Alternatively you can also request a particular guide or highlight an error in this guide using our guides request tracker.

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How to share your screen and PowerPoint in Microsoft Teams

Categories: Microsoft 365

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 Share a PowerPoint in Teams

Microsoft Teams is a powerful platform for collaborating with your colleagues. One of its most useful features is the ability to share files, including PowerPoint presentations. In this article, we’ll take you through the steps you need to follow to share a PowerPoint in Teams, as well as exploring some of the benefits of Teams for PowerPoint sharing, tips for collaboration, troubleshooting common issues, and best practices for sharing PowerPoints with external parties.

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Understanding the Benefits of Sharing PowerPoints in Teams

There are numerous benefits to sharing PowerPoints in Teams. Firstly, by using Teams, you can share your presentation with many people at once, without the need to send individual emails or messages. This helps to streamline communication and collaboration, and saves you a lot of time and effort.

Secondly, Teams allows you to organize your PowerPoint files neatly in channels. This makes it easy for your team to find and access the content they need when they need it. Thirdly, Teams makes it easy to collaborate on a presentation in real-time, by enabling everyone to view and edit the same PowerPoint at the same time. This eliminates email chains and enables your team to work together more efficiently.

Additionally, Teams provides a secure platform for sharing PowerPoints. You can control who has access to your presentation and ensure that sensitive information is not shared with unauthorized individuals. Teams also allows you to track changes made to the presentation, so you can easily revert to a previous version if needed. This feature is particularly useful when working on a presentation with multiple team members.

A Step-by-Step Guide to Sharing a PowerPoint in Teams

Sharing a PowerPoint in Teams is straightforward. Follow these steps:

• Open Microsoft Teams and navigate to the channel where you want to share the PowerPoint. If you haven’t created a channel yet, follow the steps in the next section to do so.
• Click on the ‘Files’ tab in the channel.
• Click on the ‘Upload’ button and select the PowerPoint file you want to share.
• Click on the ‘Share’ button next to the uploaded file.
• Select ‘Share in Teams’ from the dropdown menu.
• Select the people or groups you want to share the PowerPoint with by clicking on the ‘To’ field.
• Add a message if desired by typing in the ‘Add a message’ field.
• Click on the ‘Send’ button to share the PowerPoint in Teams.

It’s important to note that when you share a PowerPoint in Teams, the recipients will be able to view and edit the file in real-time. This means that multiple people can work on the same PowerPoint simultaneously, making collaboration easier and more efficient. Additionally, Teams automatically saves changes made to the file, so you don’t have to worry about losing any progress.

Accessing PowerPoint Files in Microsoft Teams

If you need to access a PowerPoint file that has already been uploaded to Teams, simply follow these steps:

• Open Microsoft Teams and navigate to the channel where the PowerPoint file is located.
• Find the PowerPoint file you need and click on it to open it.

Once you have opened the PowerPoint file, you can view it in Teams or choose to download it to your computer. To download the file, click on the ‘Download’ button located at the top of the screen.

It is also possible to edit the PowerPoint file directly in Teams. To do this, click on the ‘Edit in Teams’ button located next to the ‘Download’ button. This will open the file in the Teams app, where you can make any necessary changes and save them directly to the file.

How to Upload a PowerPoint into Teams

If you need to upload a PowerPoint into Teams for the first time, follow these steps:

• Open Microsoft Teams and navigate to the channel where you want to upload the PowerPoint.
• Click on the ‘Upload’ button and select the PowerPoint file you want to upload.

It’s important to note that the maximum file size for a PowerPoint upload in Teams is 2GB. If your file is larger than this, you may need to compress it or consider using a different file sharing method. Additionally, make sure that your PowerPoint is saved in a compatible format, such as .pptx, to ensure that it can be properly viewed and edited by your team members.

Creating a Channel for Sharing PowerPoints in Teams

If you haven’t already created a channel for sharing PowerPoints in Teams, follow these steps:

• Open Microsoft Teams and click on the ‘Teams’ tab.
• Click on the team you want to create the channel for.
• Click on the ‘+’ button next to the ‘Channels’ header.
• Enter a name for the channel, e.g. ‘PowerPoints’.
• Click on the ‘Create’ button.

Once you have created the channel, you can start sharing PowerPoints with your team members. To do this, simply click on the ‘Files’ tab within the channel and upload your PowerPoint presentation. Your team members will then be able to view and edit the presentation as needed. It’s important to note that you can also set permissions for each file, so you can control who has access to edit or view the presentation.

Inviting Team Members to View Your Shared PowerPoint

If you need to invite team members to view your shared PowerPoint, follow these steps:

• Open Microsoft Teams and navigate to the channel where the PowerPoint is located.
• Click on the PowerPoint file you want to share.
• Click on the ‘Share’ button next to the file.
• Add a message if desired.

It’s important to note that when you share a PowerPoint in Teams, the recipients will be able to view the file. If you need team members to collaborate on the PowerPoint, you can use the ‘Share in Teams’ feature to create a collaborative workspace where everyone can work on the file together in real-time.

Tips for Collaborating on a Shared PowerPoint in Teams

Collaborating on a shared PowerPoint in Teams can be challenging, especially if you have many people working on the same presentation. Follow these tips to make sure your collaboration is as smooth and efficient as possible:

• Use the @mention feature to notify colleagues when you’ve made changes to the PowerPoint, so they can easily find and review them.
• Enable version history to track changes and revert back to previous versions if necessary.
• Use the comments feature to leave notes for colleagues, ask questions, or give feedback.
• Consider using the co-authoring feature, which allows multiple people to work on the same PowerPoint at the same time.

Controlling Access to Your Shared PowerPoints in Teams

It’s important to control access to your shared PowerPoints in Teams, to ensure that only authorized people can view or edit them. Here are some steps you can take to control access:

• Use the ‘Share in Teams’ feature to share your PowerPoint only with people who need to view or edit it.
• Limit the permissions of individual users or groups if necessary, to ensure that they can only view or edit the PowerPoint as appropriate.
• Use the ‘File Permissions’ feature to control who has access to specific files or folders within Teams.

Troubleshooting Common Issues with Sharing PowerPoints in Teams

Here are some common issues you might experience when sharing PowerPoints in Teams, and solutions to these issues:

• If someone can’t access your shared PowerPoint, check their permissions and make sure they have been granted permission to view or edit it.
• If someone is unable to open your PowerPoint, ask them to check that they have the necessary software installed, e.g. Microsoft PowerPoint.
• If you’re experiencing problems uploading a PowerPoint into Teams, try saving the file in a different format, e.g. PDF.

The Importance of Keeping Your Shared PowerPoints Updated and Organized

Keeping your shared PowerPoints updated and organized is crucial to ensuring that your team can find and access the content they need when they need it. Here are some tips for staying organized:

• Use clear and concise file names that accurately reflect the content of the PowerPoint.
• Consider using folders to organize your PowerPoints by topic or project.
• Regularly review and update your shared PowerPoints to ensure that they are accurate and up-to-date.
• Remove outdated or irrelevant PowerPoints to avoid cluttering up your channels.

How to Use Microsoft Teams to Give a Live Presentation with Your PowerPoint

If you want to use Teams to give a live presentation with your PowerPoint, follow these steps:

• Open Microsoft Teams and navigate to the channel where you want to present your PowerPoint.
• Click on the ‘Meetings’ tab and select ‘New Meeting’.
• Type in a name for the meeting, e.g. ‘PowerPoint Presentation’.
• Select the date and time for the meeting.
• Click on the ‘Add participants’ field and select the people you want to invite to the meeting.
• Click on the ‘Schedule’ button to schedule the meeting.
• Click on the ‘Join’ button when it’s time for your presentation.
• Share your screen and open your PowerPoint by clicking on the ‘Present’ button in PowerPoint.
• Deliver your presentation as normal, using Teams to interact with your audience.

Integrating Other Apps and Tools with Your Shared PowerPoint in Teams

Microsoft Teams can integrate with many other apps and tools to enhance your PowerPoint sharing experience. For example, you can integrate with OneDrive to make it easy to access and edit your PowerPoint files, or use third-party apps like Trello to manage your PowerPoint projects. Explore the ‘Apps’ tab in Teams to discover what’s available.

Using Analytics to Track the Performance of Your Shared PowerPoints in Teams

You can use Microsoft Teams to track the performance of your shared PowerPoints by using analytics. Analytics can tell you who has viewed your PowerPoint, how long they spent viewing it, and what pages were viewed most frequently. This information can be used to help you improve your presentations and better understand what your audience is interested in.

Best Practices for Sharing PowerPoints with External Parties through Microsoft Teams

When sharing your PowerPoints with external parties through Teams, it’s important to take extra care to ensure that only authorized people can view or edit them. Here are some best practices to help you do this:

• Use the ‘Guest Access’ feature to invite external parties to Teams channels where your PowerPoints are stored, while limiting their access to other channels or files as appropriate.
• Consider using ‘Advanced Security’ settings to implement additional security measures, such as multi-factor authentication or conditional access.
• Be cautious about sharing sensitive information in PowerPoints with external parties, and use encryption if necessary.

By following these guidelines, you can ensure that your shared PowerPoints are secure and easily accessible to appropriate parties, and that you can collaborate with your team more efficiently and effectively.

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• Create an email message
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Create and add an email signature in Outlook

In Outlook, you can create one or more personalized signatures for your email messages. Your signature can include text, links, pictures, and images (such as your handwritten signature or a logo).

Note:  If the steps under this New Outlook tab don't work, you may not be using new Outlook for Windows yet. Select Classic Outlook  and follow those steps instead.

Create and add an email signature

On the View tab, select   View Settings . 

Select Accounts > Signatures .

Select    New signature , then give it a distinct name.

In the editing box below the new name, type your signature, then format it with the font, color, and styles to get the appearance you want.

Select Save when you're done.

With your new signature selected from the list above the editing box, go to  Select default signatures and choose whether to apply the signature to new messages and to replies and forwards.

Select Save again.

Note:  If you have a Microsoft account, and you use Outlook and Outlook on the web or Outlook on the web for business, you need to create a signature in both products.

Create your signature and choose when Outlook adds a signature to your messages

If you want to watch how it's done, you can go directly to  the video below .

Open a new email message.

Under Select signature to edit , choose New , and in the New Signature dialog box, type a name for the signature.

Under Edit signature , compose your signature. You can change fonts, font colors, and sizes, as well as text alignment. If you want to create a more robust signature with bullets, tables, or borders, use Word to create and format your signature text, then copy and paste it into the Edit signature box. You can also use a pre-designed template  to create your signature. Download the templates in Word, customize with your personal information, and then copy and paste into the Edit signature box. 

You can add links and images to your email signature, change fonts and colors, and justify the text using the mini formatting bar under Edit signature .

You can also add social media icons and links in your signature or customize one of our pre-designed temlates. For more information, see Create a signature from a template .

To add images to your signature, see Add a logo or image to your signature .

Under Choose default signature , set the following options. 

In the E-mail account drop-down box, choose an email account to associate with the signature. You can have different signatures for each email account.

You can have a signature automatically added to all new messages. Go to in the New messages drop-down box and select one of your signatures. If you don't want to automatically add a signature to new messages, choose (none). This option does not add a signature to any messages you reply to or forward. 

You can select to have your signature automatically appear in reply and forward messages. In the  Replies/forwards drop-down, select one of your signatures. Otherwise, accept the default option of (none). 

Choose OK to save your new signature and return to your message. Outlook doesn't add your new signature to the message you opened in Step 1, even if you chose to apply the signature to all new messages. You'll have to add the signature manually to this one message. All future messages will have the signature added automatically. To add the signature manually, select Signature from the Message menu and then pick the signature you just created.

Add a logo or image to your signature

If you have a company logo or an image to add to your signature, use the following steps.

Open a new message and then select Signature > Signatures .

In the Select signature to edit box, choose the signature you want to add a logo or image to.

To resize your image, right-click the image, then choose Picture . Select the Size tab and use the options to resize your image. To keep the image proportions, make sure to keep the Lock aspect ratio checkbox checked.

When you're done, select OK , then select OK again to save the changes to your signature.

Insert a signature manually

If you don't choose to insert a signature for all new messages or replies and forwards, you can still insert a signature manually.

In your email message, on the Message tab, select Signature .

Choose your signature from the fly-out menu that appears. If you have more than one signature, you can select any of the signatures you've created.

See how it's done

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Note:  Outlook on the web is the web version of Outlook for business users with a work or school account.

Automatically add a signature to a message

You can create an email signature that you can add automatically to all outgoing messages or add manually to specific ones.

Select Settings   at the top of the page.

Select Mail >  Compose and reply .

Under Email signature , type your signature and use the available formatting options to change its appearance.

Select the default signature for new messages and replies.

Manually add your signature to a new message

If you've created a signature but didn't choose to automatically add it to all outgoing messages, you can add it later when you write an email message.

In a new message or reply, type your message.

If you created multiple signatures, choose the signature you want to use for your new message or reply.

When your email message is ready, choose Send .

Note:  Outlook.com is the web version of Outlook for users signing in with a personal Microsoft account such as an Outlook.com or Hotmail.com account.

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Create and add an email signature in Outlook for Mac

Create an email signature from a template

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