Microsoft Teams Powerpoint

2/15/2022by admin

The latest public preview for Microsoft Teams adds several new features, from better content sharing to easier PowerPoint presenter view to noise suppression on a Mac. How can I enable the pointer during the micro soft teams meeting and shared powerpoint presentation. Moved from: Microsoft Education / Microsoft Classroom (Preview). Training: Use Microsoft Teams to show PowerPoint slides in an online meeting. Learn how in this online video.

Powerpoint

Microsoft has started rolling out a new sharing dialog in Teams and I have started to see it this past week. Here are some of the changes that have been made and one issue that you need to be aware of. The rollout is still happening so if you haven’t seen this new dialog yet it will come to your Teams tenant soon.

Opens on the top right, not the bottom

The sharing dialog now opens on right side of the Teams window, not across the bottom of window. It is also much smaller than before so you continue to see more of the video of the people in the meeting.

Limited number of screens shown initially

Microsoft Teams Powerpoint Training

Because the dialog is smaller, it shows less sharing options initially. For sharing a full screen, it shows two screens. This is not likely an issue for most people. I have three screens so to get to the third screen that I share with my slides, I have to click on the More link to see all of my screens in a scrollable list. It is an extra click for me.

Sharing a window requires an extra click

Unlike the previous sharing dialog, the new dialog does not show all of the windows you have open so you can select one to share in the meeting. You need to click on the Window icon to see all the open windows in a scrollable list. Then you can scroll down to find the window you want to share. This is an extra step and click when you want to share a window such as a browser.

Microsoft Teams Powerpoint

Include computer sound top right instead of left

Microsoft Teams Powerpoint Presentation

The Include computer sound slider is now in the top right of the sharing dialog instead of on the left where it was before. You need to use this option if you want the sound from a video to be heard in the meeting. If you are on Windows 10 and you find the sound from videos very low when shared, you may also need to change a Windows setting (this video shows you how).

Sharing PowerPoint slides using the built-in PowerPoint Live method is more prominent

Microsoft is pushing the PowerPoint Live in Teams method as the best way to share PowerPoint slides in Teams. They have recently upgraded this option to use Presenter View by default and are promoting it heavily. You will see a list of recently opened PowerPoint files from Sharepoint that you can chose from. You can also browse OneDrive (corporate only, not personal) or browse for files on your computer. In each of these options it uploads the file and starts it in PowerPoint Live. I still don’t recommend this method as I have not found it stable enough.

Easier access to Whiteboard and apps

The Microsoft Whiteboard app is listed as a sharing option after the screens and window options. This opens the whiteboard app in Teams so you can add text, shapes, and draw with pens. Others in the meeting can collaborate on it as well.

Because it is an app you still have access to the sharing dialog if you want to switch to sharing other content. To stop sharing the whiteboard click on the Stop presenting button at top.

Other apps your organization may offer are listed at the bottom of the sharing dialog list.

Teams presenting control bar always on screen when shared

One issue that I hope they fix soon is that if you share a full screen Teams displays its presenting control bar on that screen and it does not go away. It stays there the whole time and covers up the top part of your slides. The first time I used this new sharing dialog it stayed there the whole 90 minute training session.

It indicates that it is not pinned but it seems to be pinned. I’ve had some success making it go away by clicking on the pin icon on the right side of the control bar and then clicking on the unpin icon that replaces it in the control bar. This seems to reset the state and it works from then on in that meeting (it takes about 10-15 seconds to auto-hide when you share the screen again).

Rollout will come to you in time

I have seen the new sharing dialog in my own Teams tenant and in one client but not another this week. This new sharing dialog is rolling out now and if you don’t have it already you will soon.

Dave Paradi has over twenty years of experience delivering customized training workshops to help business professionals improve their presentations. He has written nine books and over 100 articles on the topic of effective presentations and his ideas have appeared in publications around the world. His focus is on helping corporate professionals visually communicate the messages in their data so they don’t overwhelm and confuse executives. Dave is one of less than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel and PowerPoint communities. He regularly presents highly rated sessions at national and regional conferences of financial professionals.

One of the most common questions that has been asked about presenting PowerPoint slides in a Microsoft Teams meeting is how to use Presenter View if you only have one screen. Presenters who use this mode have been accustomed to adding their speaking notes in the Notes section below the slides. Presenter View displays the slides on a second monitor or projector and shows you your notes along with a preview of the next slide on your laptop.

Teams

With so many business professionals now working from just their laptop, the usual Presenter View doesn’t work because there is no second screen attached. When they start the slide show in PowerPoint, their notes disappear because the slide takes over the screen.

But it can be done in Windows using Presenter View Preview in modern versions of PowerPoint and sharing a hidden Slide Show window in Teams. I have an article with detailed instructions for using Presenter View with 1 screen in Teams on Windows.

If you are using a Mac, you cannot use Presenter View in Teams with one screen to see your notes while the attendees see only your slides. If you do want to use Presenter View in Teams on a Mac, you will have to connect a second screen. You may also want to consider a second screen if you use Windows because it is a simpler setup for Presenter View. In this article I list nine ways to add a second screen and then you can use Presenter View with 2 screens in Windows or use Presenter View with two screens on a Mac.

As a business professional, what are the biggest frustrations, challenges, or struggles you have creating & delivering virtual presentations? Let me know here so I can create articles and videos to solve the biggest issues. Thanks.

If you don’t want to use Presenter View, you can still see your speaking notes while presenting your PowerPoint slides in a Teams meeting using these three methods.

Microsoft teams powerpoint presentation

Method 1: Print your notes

PowerPoint allows you to print Notes Pages in the print dialog.

This prints the slide image at the top of the page and your notes below. You can change the font size of the notes text by modifying the Notes Master on the View ribbon. I usually increase the font size to at least 14 point so I can see the text easily. If the notes do not fit on the page with the slide image they will continue on the next page (which will not have the slide image). Here’s what one of my Notes pages from a recent webinar looked like.

You can have these pages on the desk in front of you or, if your laptop is raised on a box or platform, you can have the pages standing up in front of that riser. When you are presenting, move the pages out of the way when you finish with each page instead of trying to slide them under the remaining pages. If you have the laptop raised, you could put the pages in a binder and prop it up, flipping pages as you present.

Try not to look at the notes pages too much as the attendees will see your eyes moving away from the webcam.

Method 2: Use your notes on the screen

Step 1: Create a PDF file of your notes

You can also save the Notes Pages as a PDF. Option 1 is to print them to a PDF. Windows and Mac both include printers or options in the print dialog to print as a PDF. Option 2 is to use the Save a Copy feature to save a PDF. Make sure you go into the options for saving a PDF and select Notes pages as what you want to publish as shown below.

Step 2: Set up the PowerPoint Slide Show in a window

Set up your PowerPoint file to display the Slide Show in the window it is in instead of in full screen mode. PowerPoint refers to this as the “Browsed by an individual” mode or Reading View. To use this mode, on the Slide Show ribbon, click on the Set Up Slide Show button. In the dialog box, in the Show type section in the top left corner, change the option by clicking on the radio button for “Browsed by an individual”.

Click the OK button to save the change and exit the dialog box. Now whenever you enter Slide Show mode, the slides are run just in this PowerPoint window, not the full screen. This way of displaying Slide Show mode does not offer all of the features of full screen Slide Show such as laser pointer or inking but includes all animations and transition features.

Step 3: Display the notes and slides on your screen

Open the PDF file you saved in step 1 above. Arrange it beside the PowerPoint window. Start the PowerPoint Slide Show and in Teams just share the PowerPoint window, not the full screen. Move your mouse over the PDF and use your mouse wheel to scroll the notes pages. If you accidentally click on the PDF window, click on the edge of the PowerPoint window to return focus to PowerPoint so you can advance your slides.

This method keeps your eyes on the screen all the time and it will appear to the attendees that you are not looking away from the webcam.

I used this method for a webinar recently. The organization was using a different meeting platform but this photo shows how I had my notes on the left side of my screen and the slides in the meeting platform on the right side of the screen. You also see a second device I am using that is connected as a participant so I can see what the audience sees.

Microsoft Teams Powerpoint

Method 3: Use a tablet or phone for your notes

You can also use the PDF of your notes you created in the previous method to view your notes on a tablet or phone. This allows you to run your slides full screen if you prefer so you can use the laser pointer or inking capabilities of full screen Slide Show mode.

Because a tablet or phone may be a much smaller screen than your laptop or external screen, make sure the text on the Notes Pages is big enough to read. You can adjust the text size in the Notes Master as described above.

With the PDF displayed on your device, use your finger to scroll through the notes during the presentation. If you can use a device holder to position the device close to your screen you will not have to look away as much to see the notes. A phone holder on a tripod can work or a tablet stand beside your laptop. Make sure you can comfortably reach the device and you are not moving closer to the webcam every time you reach for the screen.

Microsoft Teams Powerpoint Audio

Conclusion

Microsoft Teams Download

If you use the Notes section of PowerPoint to hold your speaking notes and can’t or don’t want to use Presenter View when presenting in a Microsoft Teams meeting, use one of these three options to see your notes while displaying the slides to the attendees . I usually use Option 1 but try the different options and use whichever option you are most comfortable with.

Microsoft Teams Powerpoint App

Dave Paradi has over twenty years of experience delivering customized training workshops to help business professionals improve their presentations. He has written nine books and over 100 articles on the topic of effective presentations and his ideas have appeared in publications around the world. His focus is on helping corporate professionals visually communicate the messages in their data so they don’t overwhelm and confuse executives. Dave is one of less than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel and PowerPoint communities. He regularly presents highly rated sessions at national and regional conferences of financial professionals.

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