presentation mode ppt

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• PowerPoint Tutorials

How to Use the Presentation Modes and the Screen Recording Features in PowerPoint

After designing all the slides for your presentation, the next and last step is presenting in front of your audience. In this new Slidesgo School tutorial, you’ll see how the presenter view works and how you can record your presentation .

Presentation Modes

Presentation modes — set up slide show, presentation modes — record slide show.

• There are different presentation modes in PowerPoint, besides the one you can find at the bottom of the screen.
• To access the presentation modes, go to the Slide Show tab.
• The first two options allow you to start the presentation from the beginning or from the currently selected slide.

• If you choose Present Online, an URL will be generated, which you can then share with your potential online viewers. After clicking this button, a new window will open, displaying info about the Microsoft Office online presentation service and a checkbox to enable remote download for your online audience. To enjoy this service, you need an Office 365 account. When you’re ready, click Connect to generate the URL.
• If you choose Custom Slide Show, you can select which slides to display in your presentation.  First, create a new custom slide show and select the slides that you want to display. Then, click Add, enter the name of the presentation and click OK. This new custom presentation will appear on the list. Select it and click Show to begin the presentation.
• In the Set Up group you’ll find options to set up the presentation, hide slides, rehearse your presentation and even record it.
• Click Set Up Slide Show to adjust several settings regarding your presentation. You’ll find more information in the next section of this tutorial .
• If you click Hide Slide, the selected slide won’t show up during your presentation. Hidden slides will appear faded out on the list and their numbers will be crossed out.
• If you click Record Slide Show, you’ll be able to record your presentation from the beginning or from the current slide. We’ll go into detail in the last section of this tutorial.
• There are several checkboxes regarding whether to play narrations, use timings and show media controls.

• In the Monitors group you can choose which screen to display your presentation.
• The last group, Captions & Subtitles, is only available in Office 365. You’ll find options to enable subtitles, which will be generated out of your speech (so you’ll need to have a mic). There are settings to change the language and the position of the subtitles.
• Open your presentation in PowerPoint.
• Go to the Slide Show tab.
• In the Set Up group, click Set Up Slide Show. A new window will open, where you’ll find several options.
• In the top-left corner, under “Show type”, you can choose whether the presentation will be in fullscreen with speaker notes, windowed, or in fullscreen without speaker notes or the menu bar.

• Under “Show options” you can choose whether to show the presentation without narration or animations, or disable the hardware graphics acceleration (for better performance). You can also set the pen and laser pointer color.

• Under “Show slides”, you can choose which slides to show in your presentation. You can select all of them, a specific range or a custom slideshow.
• There are other settings to determine how to advance slides (manually or using timings), what the resolution will be and whether to use the presenter view.
• Click Record Slide Show. From the drop-down menu, select From the Current Slide or From the Beginning.
• A new window will open, along with the presentation in fullscreen mode. At the top-left you’ll find a button to start recording.

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How to Use the Presenter View in Google Slides

Google Slides, like PowerPoint, has different presentation modes that can come in handy when you’re presenting and you want your slideshow to look smooth. Whether you’re looking for slides only, speaker notes or the Q&A feature, in this new Google Slides tutorial, you’ll learn about these and their respective settings. Ready? Then let’s explore the presenter view! 

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When preparing a presentation, many people start panicking because they realize how much time it will take to edit each and every slide. Creating them from scratch, filling them in, looking for pictures, moving the elements...How stressful! But there is a solution that saves you a lot of time. We're sure that you've browsed the internet for templates, or basically, pre-established designs and elements, that can be downloaded for free and can be edited to your liking. Are we right? Then, we have some good news for you!

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• Presentations

How to Present a PowerPoint Slideshow With Presenter View (+ Video)

• Bahasa Indonesia

Giving a presentation can be intimidating, even to seasoned speakers. Learn how to use PPT Presenter View , which is your private cockpit view.

This is a view that you'll see on your own screen while giving a presentation using PowerPoint. While the audience will see the presentation on the projector or big screen, you'll have your own private view on a second monitor.

This feature is like a cockpit for giving presentations. You'll keep all the most important controls front and center while presenting.

PowerPoint Presenter View gives you at least four essential tools that make presenting your slideshow more comfortable:

• In Presenter View , this display keeps your  speaker notes  in view to reference while speaking.
• You'll see a thumbnail for the next slide to begin preparing for your next key point, and you can jump to other slides quickly.
• A timekeeping tool helps you track how long you've been speaking to ensure you don't overrun any time limits.
• Drawing tools allow you to add illustrations on screen while presenting to draw attention to specific parts of your slides.

You need every advantage you can get when it's time to give a presentation. In this tutorial, you'll learn how to make the most out of Presenter View in PowerPoint.

In this tutorial, I'm going to focus on an underused feature of PowerPoint: Presenter View. 

How to Present a PowerPoint Slideshow With Presenter View (Video)

In this video, I'll teach you how to get started with Presenter View in PowerPoint. You'll learn how to enable Presenter View and then use the tools inside of it. I'll teach you to use the special Presenter View features to keep your notes and tools close, that way you can present more confidently. 

Keep reading to find out more about using Presenter View in PowerPoint and the best features to try out.

Turn On PowerPoint Presenter View

In PowerPoint for macOS, simply click on  Presenter View  on the  Slide Show  tab to kick off the presentation in Presenter view .

You'll see the Presenter View interface on one screen. The other display will show the "audience version" of the presentation. In other words, it shows what they'll see on a projector screen, or even their own display. 

How to Make the Most of Presenter View

Let's dive into some of my favorite features that Presenter View brings to the table. Using even one of these is reason enough to try out Presenter View in PowerPoint. But when you combine them together, it's a no-brainer.

This is how to use Presenter View on PowerPoint. But the real question is why to use presenter mode PowerPoint. The reason is twofold:

• It helps your slides look better.
• It keeps you organized.

You can share neat, uncluttered slides that aren’t packed with content. That’s because you can keep your supporting content to yourself.

For this Presenter View in PowerPoint tutorial, we’ll be using the beautiful Tezia - Corporate PowerPoint Template from Envato Elements. Tezia has 40 stunning slide layouts. Each one works great in PowerPoint Presenter View . Download it today and follow along.

Now, let’s learn how to use Presenter View in PowerPoint fast!

1. Speaker Notes

Speaker Notes is a top feature that works best with Presenter View in PowerPoint. Many presenters will spend time filling out cards or scribbling ideas onto paper. But it's much easier to add them directly into your PowerPoint file.

To add Speaker Notes to a presentation, start off by working in Normal view on PowerPoint's View tab. At the bottom of your screen, you can click on Notes to open up the Speaker Notes section and add your own text.

Speaker Notes and Presenter View go hand in hand. When you're in Presenter View , your speaker notes will show up on the right side of your screen. You can adjust the text size with the icons near the lower right corner. 

Speaker Notes show how to use Presenter View in PowerPoint to your advantage. They help keep you on track as you present on your key topics.

Speaker Notes are important because they avoid the potential of you reading off your slides. Why? Because you don’t have to commit every key detail to memory! You can engage with your audience, all while referring to pre-built notes that they’ll never see.

2. Slide Previews

Let’s face it: you might be sharing a presentation with dozens of different slides inside. When you know how to put PowerPoint in presentation mode, you can get a sneak preview as you present. It’s easy to forget exactly how you sequenced slides together.

With Presenter View , you can stop guessing. That’s because you’ll always have a preview of the next slide in your deck.

As you work in Presenter View in PowerPoint, notice the slide thumbnail in the upper right corner. It’s labeled Next Slide , and that’s exactly what you’re seeing. This helps you transition smoothly from slide to slide. Often, you may set up some closing narration on one slide to help introduce the next. Guesswork and delays are gone, thanks to using Presenter View in PowerPoint.

Knowing how to present on PowerPoint involves keeping slides in a logical order. That means that on occasion, your next slide should no longer be the next one in line. Presenter View helps you handle this situation. 

Across the bottom of the view is a filmstrip of every slide’s thumbnail. You can scroll through it and click on any slide to jump directly to it.

This way, you can jump around in your slide deck without your audience ever knowing it! This helps you drive the flow of your slide deck in real time, with no interruptions or distractions. 

3. Drawing Tools

Like sports commentators do during a broadcast, you can use drawing tools to draw on top of your slides. This is perfect if you've got a tablet for example, but the feature works well for computer users with a mouse too.

To enter the drawing tools, you can click on the icon shown in the PowerPoint screenshot below. This turns on the tools you need to add highlights and annotations to the selected slide.

Annotations are great if you want to call out key details in real time. You can highlight, mark up, or circle any element on a slide. This is how to use Presenter View in PowerPoint in a live environment. You can use it to capture audience attention and focus on details as your narrative flows. 

Choose from tools like the Laser Pointer, Pen, and Highlighter to add annotations to a slide. A laser pointer is a digital version of the popular tool used to draw attention to parts of a slide.

The Pen and Highlighter tools will actually add new marks on top of the slide that your audience will see. 

4. Timekeeping

This feature is straightforward to use, but I can't stress enough how helpful it is. Nothing is worse than giving a presentation and realizing that you used only half of the time. Or that you went far over the time limit.

In Presenter View , you'll see a feature that keeps time above the current slide thumbnail. You can pause this feature with the Pause button or reset the counter with the icon on the far right. But often, it's best to leave it running. This keeps you on pace, on track, and focused on your message. 

Plus, this is how to put PowerPoint in presentation mode to work for you. At a glance, you can see how much time you have left. This may encourage you to speed up your dialogue. Or it may afford you extra time to expound on a key point or new supporting detail. 

I can think of many times when this feature would have been a big help during presentations in college. When you're graded or judged based upon your runtime, it's a great idea to keep that time total in view.

5. Navigate Effortlessly with Keyboard Shortcuts

Presenter mode PowerPoint presentations are easy to navigate. That’s because they work well with a variety of keyboard shortcuts. By using these shortcuts, you can see how to present on PowerPoint efficiently.

Presenter View offers an array of keyboard and mouse shortcuts that you can use as you present. Again, your audience won’t notice this. 

For a look at them, click on the Tips button in the upper left corner of Presenter View . You’ll see a complete cheat sheet of shortcuts listed. Refer to it often and use these tips to navigate through your slides.

The Best Source for Stunning PowerPoint Templates (With Unlimited Downloads)

Envato Elements is the best place to find stunning PowerPoint templates in 2022 . For a flat, monthly rate, you can download as many PowerPoint templates as you want. Plus, Elements offers an array of other creative content. This includes stock photos, music, fonts, and more.

When you’re using Presenter View in PowerPoint, you need templates that look their best. It’s tempting to turn to free options. But premium templates from Envato Elements are always your best bet.

Why? They’re designed by creative experts with you in mind. You simply fill in the blanks to add your own content. You don’t have to spend time and effort designing slides from scratch. This gives you even more time to craft a compelling narrative to wow any audience.

With premium Envato Elements templates, you’ll unlock an array of features. Each of these helps you shine when you use presenter mode PowerPoint features:

• easy-to-edit text placeholders
• photos and illustrations throughout
• charts and infographics
• pre-built animations

As you learn how to put PowerPoint in presentation mode, you’ll see how all these benefit you.  

Learn More Powerful PowerPoint Tools

We can use tools like Presenter View to reduce the anxiety that comes along with giving presentations. It may still take time to prepare and feel confident about your presentation. But Presenter View keeps those key features in easy view so that you aren't scrambling for written notes.

Check out these tutorials to learn more about giving presentations using Microsoft PowerPoint :

Download Our eBook on Making Great Presentations (Free PDF)

We have the perfect complement to this tutorial, which will walk you through the complete presentation process. Learn how to write your presentation, design it like a pro, and prepare it to present powerfully. 

Download our  eBook: The Complete Guide to Making Great Presentations . It's available for FREE with a subscription to the Tuts+ Business Newsletter. 

Start Using Presenter View Today

You just learned how to use Presenter View in PowerPoint. You're the pilot, and now you're in the cockpit of your presentation plane! The features you saw in this tutorial will keep everything you need in view while you give a presentation.

Don't forget to launch your presentation in presenter mode PowerPoint mode. That means you'll always have your slide cues, notes, and more while you speak to an audience.

Editorial Note:  This post has been updated with contributions and a video from Andrew Childress . Andrew is a freelance instructor for Envato Tuts+.

How To Get Into Presentation Mode In PowerPoint

Are you looking to take your PowerPoint presentations to the next level?

We will discuss why you should use Presentation Mode, how to enter it, its key features, and how to navigate through your slides.

Key Takeaways:

What is presentation mode in powerpoint.

Presentation Mode in PowerPoint refers to a feature that allows presenters to display their slides in a full-screen view, enhancing the visual impact of their presentation.

Why Use Presentation Mode in PowerPoint?

Using Presentation Mode in PowerPoint offers numerous advantages, such as creating a more engaging and professional presentation experience for both the presenter and the audience.

Allows for a more engaging and professional presentation

One of the key reasons to use Presentation Mode in PowerPoint is that it allows presenters to deliver a more engaging and professional presentation by providing advanced control over their slides, including features like a laser pointer .

Helps the presenter stay on track and organized

Presentation Mode in PowerPoint aids presenters in maintaining focus, organization, and efficiency throughout their presentation by offering tools like Presenter View, where notes and slide previews can be accessed.

Provides a better experience for the audience

When toggling to Presentation Mode, the display settings undergo a transformation that optimizes the presentation for viewer interaction. The ability to seamlessly swap displays allows the presenter to effortlessly navigate through slides, ensuring a smooth transition between different sections of the presentation. This elegant integration of features not only captivates the audience but also enables a more fluid and engaging delivery of the content. The visual appeal of the slides is enhanced, making it easier for viewers to follow along and grasp the key points being presented.

How to Enter Presentation Mode in PowerPoint?

Step 1: open your powerpoint presentation.

The first step to enter Presentation Mode in PowerPoint is to ensure that your presentation file is open and ready for display.

Step 2: Click on the ‘Slide Show’ tab in the top menu bar

Once you’re on the ‘Slide Show’ tab, you’ll find a variety of essential controls that aid in delivering a seamless presentation experience. Here, you can click on ‘From Beginning’ to start the slide show from the very first slide. You can choose ‘From Current Slide’ to begin from the slide you’re currently on.

Step 3: Select ‘From Beginning’ or ‘From Current Slide’ to start the presentation

When you opt for ‘From Beginning,’ your presentation will start from the very first slide, whereas selecting ‘From Current Slide’ allows you to start your presentation from the slide you are currently on. This choice depends on whether you want to begin at the start of the presentation or jump in at a specific point.

What Are the Features of Presentation Mode in PowerPoint?

Presenter view with notes allows speakers to refer to their talking points discreetly, ensuring a seamless delivery. The incorporated laser pointer feature permits highlighting key areas on slides, directing the audience’s focus effectively. Slide previews provide a comprehensive overview of the presentation flow, aiding in smoother transitions between topics. The option to hide or reveal slides as needed enhances the element of surprise and control during the presentation, captivating the audience’s attention. These combined features transform the presenter’s performance into a dynamic and engaging experience for all participants.

Full-screen display of slides

Ability to use a laser pointer or pen tool.

Presentation Mode enables presenters to use a laser pointer or a pen tool to highlight key points on slides, enhancing the clarity and impact of their presentation.

Presenter view with notes and slide previews

When utilizing the Presenter view, presenters gain the advantage of accessing notes discretely without them being displayed to the audience, allowing for a more professional and polished delivery. In addition, having a live preview of the upcoming slides enables the presenter to seamlessly transition between points, enhancing the flow of the presentation. Through system preferences or the displays app, customization options such as adjusting the layout to suit individual preferences or toggling between speaker notes and slide previews can be easily configured, providing a tailored experience for each presenter.

Option to hide the presentation controls

In scenarios where presenters are utilizing a two-monitor setup for advanced display configurations, such as showing notes on one screen while presenting on the other, hiding presentation controls on the main display ensures that only the essential content is visible to the audience, maintaining a neat and streamlined appearance.

How to Navigate Through Slides in Presentation Mode?

Use the arrow keys on your keyboard.

Utilize the arrow keys on your keyboard to seamlessly advance through slides in Presentation Mode, ensuring a smooth and controlled flow of your presentation.

Click on the arrows in the bottom left corner of the screen

Users can enhance their presentation experience by utilizing the fullscreen mode . By entering fullscreen, viewers can keep the focus solely on the presentation content, removing any distractions from the surrounding interface elements. This feature is particularly useful when showcasing detailed slides or when presenting to a larger audience, allowing for a more immersive and engaging delivery.

Use the scroll wheel on your mouse

With its responsive nature, the scroll wheel ensures quick and precise movements, enabling presenters to fluidly transition between slides with the utmost ease.

How to Exit Presentation Mode in PowerPoint?

To exit Fullscreen mode in PowerPoint, you can simply press the ‘Esc’ key, the keyboard shortcut that is universally used to escape full-screen views across various applications. This action will promptly take you out of the immersive mode and back to the regular interface.

Step 1: Press the Esc key on your keyboard

Exiting Presentation Mode using the ‘Esc’ key is a simple maneuver that can swiftly transition you back to your familiar workspace. Once you press the ‘Esc’ key, the fullscreen effect will dissolve, and any Speaker Notes you might have been glancing over will no longer dominate your screen, ensuring a seamless flow as you exit the presentation. This action provides an effortless way to shift the focus back to the general view of your PowerPoint, facilitating a smooth continuation of your usual workflow.

Step 2: Click on the ‘End Show’ button on the top left corner of the screen

Step 3: select ‘end show’ from the drop-down menu.

For a more detailed exit process, users can select ‘ End Show ‘ from the drop-down menu within PowerPoint, ensuring a controlled and comprehensive conclusion to their presentation.

Frequently Asked Questions

How do i enter presentation mode in powerpoint.

To enter presentation mode in PowerPoint, click on the Slideshow tab in the top menu and then select “From Beginning” or “From Current Slide” depending on where you want to start your presentation.

Can I customize the way I enter presentation mode in PowerPoint?

Is there a shortcut to enter presentation mode in powerpoint, can i use a different display for presentation mode in powerpoint.

Yes, you can use a different display for presentation mode by going to the Slideshow tab and selecting “Set Up Slide Show.” From there, you can choose to present on a secondary monitor or projector.

How do I exit presentation mode in PowerPoint?

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Mastering Presenter View in PowerPoint for Online Presentations

• June 6, 2024
• Last updated: July 3, 2024

Microsoft PowerPoint's Presenter View, also known as Presenter Mode in PowerPoint, is a great tool for maintaining your presentation flow and engaging your audience. This guide will walk you through the steps for how to use presenter view in PowerPoint, tailored for both single and dual monitor setups, and provide tips for presenting on Zoom, Microsoft Teams and Google Meet. We’ll also cover common troubleshooting tips to ensure a seamless presentation experience.

Setting Up Presenter View in PowerPoint

Step 1: preparing your presentation:.

• Open your PowerPoint presentation.
• Click on the “Slide Show” tab on the Ribbon.
• Check the “Use Presenter View” box (refer to the image below for guidance).

Step 2: Configuring Display Settings

Additional steps if you are using dual monitors:

• Connect your second monitor.
• In PowerPoint, go to the “Slide Show” tab and click “Set Up Slide Show.”
• Under “Multiple monitors,” select your primary display as “Automatic” or select the monitor you want to use for Presenter View.
• Click “OK.”

Presenting on Zoom with PowerPoint Presenter View

Presenting in zoom via dual monitor setup.

• Start your Zoom meeting and share your screen.
• Select the window with your PowerPoint presentation (the one that shows your Presentation).
• When you have a share screen active in Zoom, a thin green bar will display around the window being presented - it's worth checking to make sure you can see the thin green bar around the screen you are presenting, rather than your Presenter view)
• Start your presentation. Your audience will see your slides, while you see the Presenter View.

Presenting in Zoom via Single Monitor Setup

How to view notes in PowerPoint while presenting with one monitor - in Zoom:

• Open your PowerPoint presentation and start the slide show.
• In Zoom, select “Share Screen” and choose your presentation window.
• When you have a share screen active in Zoom, a thin green bar will display around the window being presented.
• You can use Alt+Tab to switch between Zoom controls and Presenter View.

Presenting on Google Meet with Presenter Mode in PowerPoint

Presenting in google meet with dual monitor setup.

• Start your Google Meet call and click the “Present now” button (refer to the image below)
• Choose the “Window” option and select your PowerPoint presentation from the available windows (refer to the second image below for an example).
• Start your presentation. Your audience sees the slides, while you see the Presenter View.

Presenting in Google Meet with Single Monitor Setup

How to view notes in PowerPoint while presenting with one monitor - in Google Meet:

• Start your presentation in Presenter View.
• Use Alt+Tab to navigate between Google Meet and Presenter View.

Presenting on Microsoft Teams with PowerPoint Presenter View

Dual monitor setup.

• Start your Microsoft Teams meeting.
• Click the “Share” button.
• Choose the window with your PowerPoint presentation (the one that shows Presenter View).

Single Monitor Setup

• Select your entire screen or the window with your PowerPoint presentation.
• Use Alt+Tab to switch between Microsoft Teams and Presenter View.

How to turn off Presenter View in PowerPoint

Once you have completed presenting, you can turn off presenter view

Tips for a Seamless Presentation with PowerPoint Presenter View

• Practice Beforehand: Familiarize yourself with Presenter View’s features, such as the timer, notes, and navigation controls.
• Use Notes Wisely: Presenter View allows you to see your notes without displaying them to the audience. Keep notes concise and relevant.
• Engage with Your Audience: Maintain eye contact with the camera, not the screen. Use the pointer or annotation tools to highlight key points.
• Check Your Setup before the event: Test your audio, video, and internet connection before the presentation. Have a backup plan in case of technical difficulties.

Troubleshooting Common Issues in PowerPoint Presenter View

Here are some troubleshooting suggestions for common issues when presenting using PowerPoint presenter mode:

• Go to the “Display Settings” in Presenter View and swap displays (refer to the screenshot below for guidance on how to find this option), or simply stop your share and then restart the share so that you can select the correct screen
• Ensure your monitor configuration is correctly set in your operating system settings.

• Close unnecessary applications to free up system resources.
• Ensure a stable internet connection.
• Reduce video resolution in your meeting application if necessary.
•  Check your microphone and speaker settings in your meeting application.
•  Ensure your audio devices are properly connected and selected.
•  Double-check the screen/window you are sharing.
•  Verify permissions and settings in your meeting application.
• Ensure you are using a version of PowerPoint that supports Presenter View (available in Microsoft 365 and certain standalone versions).

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Home Blog PowerPoint Tutorials How to Work with Presenter View in PowerPoint

How to Work with Presenter View in PowerPoint

Not all presenters have excellent memory recall or the ability to speak flawlessly to the audience without any cues. However, many of them are good at hiding it by using Presenter View in PowerPoint. It is a presentation mode that enables the presenter to hide speaker notes and presentation controls from the audience while leveraging the various handy features offered by PowerPoint.

How to Use Presenter View in PowerPoint

To start using Presenter View, ensure it’s enabled before you begin your slideshow. If you are new to this feature, we recommend using this option to familiarize yourself with the various navigation options for this presentation mode. This might also be helpful if the PowerPoint templates you are accustomed to using might have animations that you might want to preview in this mode to understand when to give the next visual cue.

How to Enable Presenter View in PowerPoint

To enable PowerPoint presenter view, go to the SlideShow tab and make sure the Use Presenter View option is enabled. This will ensure that you can access Presenter View when you switch your slides to SlideShow mode.

Adjust Display Settings

You can swap between the presenter view and slideshow mode or duplicate the slideshow to exit the Presenter View from the Display Settings menu from the top toolbar.

Navigate Slides in Presenter View

Like any standard PowerPoint presentation in SlideShow mode, you can navigate between slides by using the arrow keys or with a presentation remote. Presenter View also provides slide navigation buttons to move the slides back and forth.

View Taskbar in Presenter View

The Show Taskbar option at the top enables viewing the taskbar. This can be helpful if you require using the taskbar, such as to view your battery charge, see the time, enable or disable another app from the taskbar menu, etc.

Reset or Pause the Timer

Once you start your presentation in Presenter View, a timer starts showing how much time you have spent in slideshow mode. This is an excellent way to understand how much time you have consumed for your session and to keep an eye out for good timekeeping. You can also hit Pause or reset the timer anytime.

Change the Size of the Speaker Notes

How to view notes in PowerPoint while presenting? If you have any speaker notes added to your slides, they will appear in Presenter View on your screen. You can increase or reduce the size of the text via the two options at the bottom of the speaker notes pane.

Using Annotation Tools in Presenter View

PowerPoint annotation tools can be accessed from the bottom toolbar in Presenter View. The Pen and Laser Pointer Tools button gives you access to the pen, ink colors, laser pointer, and eraser and also allows you to show or hide the mouse pointer via Arrow Options .

View All Slides in Presenter View

If you need to go back and forth to find a relevant slide for an ongoing discussion or query during your presentation, you can view all slides in Presenter View via the See all slides option.

Zoom Slides using Presenter View

PowerPoint’s Zoom feature lets presenters quickly pick a portion of the slide to zoom into. Presenter View allows you to leverage this feature by instantly selecting a portion of the slide to enlarge it after selecting Zoom into the slide option. To exit the Zoom mode or hit the Esc key.

Black or Unblack SlideShow

Sometimes, you might want to turn the screen blank for a while, such as during a mid-presentation break. The Black or Unblack SlideShow option blanks the slides for your audience while continuing to show you all navigation options via Presenter View.

Toggle Subtitles in Presenter View

One of the most revolutionary features introduced by Microsoft for PowerPoint over the past decade has been Live captions. This feature enables subtitles by converting speech to text as you present. You can toggle Live subtitles on or off while in presenter view to help your audience read what you speak.

Toggle Camera in Presenter View

Like subtitles, you can also toggle the camera on or off in Presenter View.

End Slideshow in Presenter View

There are different ways to end or exit a SlideShow from Presenter View. You can hit the Esc key or click End Slide Show . Similarly, you can click the three dots at the bottom and select End Show .

More Slideshow Options

Other than the various visibility prominent menus available to navigate, annotate, and present your slides, you can also find a few additional options via More slideshow options , which are accessible via the three dots at the bottom toolbar. These include adjusting the position of the subtitles, turning your screen white or black, ending the slideshow, etc.

How to Use Presenter View on a Single Screen

While Presenter View can be enabled to work with dual monitors, you can also use Presenter View on a single monitor with remote meeting apps like Zoom. A simple method for switching to Presenter View on a single monitor is to click the three dots ( More slideshow options ) at the bottom in SlideShow mode and select Show Presenter View .

You can also switch to Presenter View on a single monitor anytime using the ALT+F5 hotkey.

The presenter can easily manage a PPT in presentation mode, with the utility to view speaker notes, annotate or zoom slides, toggle subtitles or camera on or off, and keep your audience engaged via better slideshow management. However, if you’re new to this presentation mode, a bit of practice might help you avoid confusion when presenting before an audience in Presenter View for the first few times. For more information, check our article about PowerPoint presentation shortcuts .

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Present Better with PowerPoint Presenter View: Tips & Tricks

The PowerPoint presenter view is the ideal tool for your presentation. The PowerPoint presenter view is the ideal tool for your presentation. It allows you to display your speaker notes and slides on your computer while presenting. Meanwhile, your audience will see the presentation without your notes on another screen or projector.

What is PowerPoint presenter view?

The PowerPoint presenter view is a presentation mode that allows presenters to see a preview of the next slides as well as their speaker notes. The advantage of this mode is that your audience will only see the current slide and nothing else.

PowerPoint presenter view: advantages

Presenter view offers a number of features that can help you streamline and improve the flow of your presentations:

1. You can add notes to each slide. This gives you more freedom and you won’t have to struggle with clumsy index cards. You can individually design the notes for each slide and, when you switch slides, you’ll see that slide’s notes as well.

2. You always see the current slide number (e.g., slide 5 of 13). That way, you can begin preparing for the next slide. You receive an overview of the entire presentation throughout.

3. A preview image on the side of your presentation always shows you the next slide.

4. A timer notifies you of how much time has elapsed. This is especially helpful if you have a limited amount of time to present.

5. You can use the pen tools to mark, highlight and augment your slide content . These freehand markups can even be saved afterwards.

6. You can view a thumbnail overview of all your presentation slides. This lets you choose slides freely and jump from slide to slide.

7. You can use the magnifying glass to enlarge individual sections of the current slide. The virtual laser pointer allows you to highlight specific points .

8. During breaks and discussions, you can fade to a black screen and don’t have to turn off the projector. This allows you to restart the presentation in less time.

How to set up PowerPoint presenter view with a projector 

PowerPoint presenter view requires two separate monitors. This often includes a projector. Here’s how to properly set up a projector:

1. Connect your laptop to the projector. Make sure the laptop isn’t switched on.

2. When you turn on the laptop, the projector will recognize it as a second screen.

3. When you start Microsoft PowerPoint, you should see the same image on both screens.

4. Now press the Windows + P key combination and then select Extend . Click on the check mark to the right of Presenter View in the Slide Show tab.

5. You’ll now see the different views on your two monitors. As the presenter, you’ll see the presenter view while your audience will see the current slide.

6. Normally, presenter view is automatically displayed on the correct monitor (namely, yours). If it still appears on the audience screen, set it to Primary Monitor in the Monitor drop-down menu. Presenter view should now run on your monitor.

How to disable PowerPoint presenter view  

To disable presenter view during your presentation, simply uncheck the Presenter View box in the Slide Show tab.

Tips for optimal use of the PowerPoint speaker view

1. practicing the presentation in advance.

If you want to use this tool effectively, you should be confident in using it . Therefore, test it extensively beforehand to be able to confidently operate the tool when it matters. In addition, also go through your presentation whilst projecting the speaker view. This way you can guarantee a more fluent presentation and fill in missing or insufficient notes.

2. Designing effective presentation notes

To ensure your notes are effective, keep them concise and to the point so you can access them quickly and easily during the presentation. Avoid long paragraphs and instead focus on bullet points that summarize the main ideas and important details .

By highlighting key terms or using abbreviations , you can make your notes easier to read. Your notes should also be large enough. To adjust the size of notes and previews, simply drag the edges of the relevant elements until they reach the desired size.

Be sure to structure your notes well to support the flow of your presentation and ensure a smooth transition between slides.

3. Managing time and breaks during the presentation

The integrated timeline allows you to always keep track of time during the presentation. To make the best use of your time, it is important to plan your presentation carefully and include breaks, if necessary, to give your audience time to process the information.

Be sure to use pauses deliberately, for example, to answer questions or emphasize important points. Also use the time display to keep track of your presentation speed so you don’t speak too fast or too slow to keep your audience’s attention.

This way, you guarantee a well-structured and engaging presentation that is both informative and enjoyable for your audience.

4. Integration of interactive elements

It’s no secret that interactivity in presentations helps keep the audience’s attention . Speaker View in PowerPoint offers the possibility to insert media and interactive elements into your presentation to make it more visually appealing and interesting.

For example, you can integrate videos, audio clips, animations, and interactive polls . Use the Speaker View to control the flow of media playback and make sure everything works smoothly.

For more ideas on how to make your presentations interactive, see the article “ Interactive presentations “.

5. Updating slides

PowerPoint presenter view allows you to update slides during your presentation. Dies This is really useful if you’ re in a team working on your presentation and changes are still being made, possibly right up to the last minute. To activate this setting, go to Set Up Slide Show from the Slide Show tab and select Keep slides updated .

Pro tip: Use shortcuts during your presentation

Shortcuts are keyboard combinations that allow you to quickly access certain PowerPoint functions. Here are five useful shortcuts which can simplify your presentations, especially in presenter view:

• Fade to the next slide by pressing the Enter key or the right or down arrow keys .
• To go back to the previous slide, press either the up or left arrow key .
• To jump to the last slide of your presentation, press the End key .
• If you want to skip slides during your presentation, press the slide number on your keyboard + Enter .
• To make your screen appear white or black, select either W or the comma key for a white screen and B or the period key for a black screen . These functions can be especially helpful when you want to make sure that the audience’s entire attention is on you and not the screen.

For more useful shortcuts to make working with PowerPoint easier, feel free to check out our blog .

Use PowerPoint presenter view for better presentations

Presenter view makes it much easier for you to present and navigate your presentation. Thanks to many useful features, you can make your presentation more fluid and hold your audience’s attention.

Feel free to contact us at [email protected] with any questions about presenter view and PowerPoint in general. We’ll help you out.

Are you looking for visually supportive and professionally designed slide templates? Feel free to have a look around our store. Here we have numerous slides prepared for you to download on a wide variety of (business) topics. Take a look today! ► To the store

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Jump Start Series: Learn How to Run a PowerPoint Slide Show

About this lesson, how do i run powerpoint slideshows in presenter mode.

This tutorial will walk you through the steps of getting your presentation on the screen.

You will not just see how it works, but get coaching of some subtle techniques that we have learned from our decades of experience.

What Will I Learn?

• How to launch Slideshow Presenter Mode (including shortcut keys)
• How to manage multiple monitors or a laptop and a big screen projector/TV
• Navigating your slides with both the mouse, keyboard, or even a Bluetooth remote
• How to use the big screen laser pointer and magnifier

Watch and learn in under 11 minutes.

BONUS: Room Projector Test File

See below for PDF files which is a four-slide PowerPoint room tester slide deck used in this training tutorial.

Topics include (with video timestamps):

• Intro: 0:00
• Windows Shortcut Extend Screen: 1:16
• Swap Presenter View Monitors: 2:28
• Slide Show Navigating Techniques: 2:53
• Bluetooth Remote Control: 3:58
• Blanking the Screen: 4:58
• Tour of Presenter View: 5:38
• Pen & Laser Pointer: 7:02
• Magnifier: 7:50
• Jump to Slide: 8:14
• On-Screen Controls: 8:50
• Wrap Up: 9:08

Subject Microsoft PowerPoint

Software Compatibility All versions of PowerPoint from Office 2013 to current Office 365

Level Foundation

Course Completed Complete

PDF Files There are not any files associated with this lesson.

TRAINING SERIES VIEW ALL

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Rough Training Video Transcript for “Learn How to Run a PowerPoint Slide Show”

You have created your presentation and you’re about to go on stage and you need help knowing how to run the presentation within PowerPoint.

Don’t worry. I’ve got you covered

This is Les from Power UP Training where my years of experience can become your expertise for free.

In this particular series, we’re gonna walk you through a variety of topics. 

I’m gonna explain how to work with a monitor and a projector screen 

We’ll also go through how to navigate to the presentation. I’ll talk about some of the keystrokes Mount strokes. And other techniques to keep things under control will also go through a hands-on demonstration of all the aspects of the presentation tools so as you feel comfortable before you go on stage and they’ll be some tricks and some tips along the way so let’s power up to running presentation mode. 

Just so you know, this particular training series is being run, guess what in PowerPoint, I do every green screen but we are live going forward, so how do you go from a regular PowerPoint mode into presentation mode, well the trick is to get it up on the projector you hook your laptop or your computer to the projector and then you need to be able to turn on the projection piece and if it’s not automatically being extended out to that presentation monitor, you can use a Windows keyboard trick of the Windows key in the control and the P. 

And it’s going to pop up this screen to give you some choices of how to extend your presentation out to the second monitor or the big screen presentation video system, you’re going to want to choose extend you don’t want to duplicate you don’t want to do any of the choices extends gonna create a second screen for your work from. 

Once you’ve got that turned on the next trick you need to do before you start your presentation is to figure out where the heck your mouse is because you’re going to have to move from one side to the other in your giant upstream video projection system, maybe on the right side or the left side, it’s helpful to know upfront where that is. 

The second thing you may need to do is swap your display once in a while PowerPoint gets confused and what it will do is it’s going to put your presentation on your little laptop screen, when you want it on the big presentation screen for other room simple enough at the very top with the screen you’re going to see that there’s something called a display setting that should then going to be able to swap presenter views and flies show. 

I’ll show you that in a moment but before we go too far, let’s get down some of the basics of how to control your presentation, there are some different ways to manage your presentation one. Is. Moving backwards and forwards with the keyboard or with your mouse You’re going to see on the screen and we’ll see this in just a moment that there’s going to be a VCR like I know a VCR like control the little triangles to maybe afford or backwards that you find often in YouTube or other types of video systems there. 

You’re going to be able to use that but I find I like using the keyboard the reason I like using a keyboard is I don’t have to look around where things are. I can just move things forward by using the space bar to advance to the next slide. You can also use your arrow keys or up and down. 

Lots of different ways to move forward and backwards including the end and home key the home getting to the very beginning your presentation and the end key getting to the very last slide your presentation. And then you can use the letter P to go your previous slide. So lots of techniques, you just need to find ones that you’re comfortable with using up on the stage. 

Hey the quick interruption here because I know people are going to ask on the comments below. That’s not how you’re running your presentation and that’s true when I get my classes. I’d like to stick to the tools that are in PowerPoint, but There are other techniques including some Bluetooth tools that’ll actually advance the slide with a click of a button. 

These are great because you can then walk around on the stage and not have to be tied to your keyboard your mouse and you can move forward on your slides one by one. Personally, I use the Logitech presentation remote control tool, which I love but I need to warn you this extremely expensive. 

It is cool and easy to use and it has looked little tricks like my spotlight mode here and you can see here. I’m using just my little remote to change. The spotlight on the screen. With that let’s go back to our ongoing training video on using Microsoft PowerPoint presenter mode. 

A couple keys that I really prefer is the black and white key. If I hit B in here we go, look what it just did. It blank the screen in black. If I hit the W key, it does the same thing it blanks the screen to white. Why would we use these? 

If I’m doing a presentation and it turns out a discussion pops up on a completely different topic and I don’t want them to be distracted with what they see. On the screen. I can easily blank the screen out by toggling on and off with you the W or the B key. 

So enough talk, let’s go in and see how this is going to work. And switch on over to the presenter view which would typically be displayed on the laptop in front of you. You can see here that we have a giant slide the top left corner. This represents what you’re going to see up on the big screen. 

On the right side is a smaller thumbnail which is showing what the next slide will look like so you have a preview of what’s about to show up. If I click the advantage to slide I’m not really advancing the slide. I’m actually advancing to the next bullet point because I have these as they structured bullet points one by one by one but they click. 

You can see here this is how I actually swap back and forth between my presentation view and my ash will presented you so if you have a confusion with the way is showing up let’s go down advance the slide and we’ll see the bullet points going forward we’ll see on the right side on the bottom right is where the script would be on the right the preview of the next slide the main screen and then these are some advanced tools for us to be able to use and then down here is the slide controls with the mouse or as we said before you can use your keyboard to move forward you could actually click inside the big slide. 

The area to advance or the little slide to advance all of those are hot spots but you cannot click in the other black areas on the screen nothing happens there, so you need to use the advanced at those three different locations, so let’s move on and take a look at some of our extra tools of how to best present we look over on the left side here the first set that I want to point out is the later pointer tool if you really have to highlight because you did not design your slides to be as clear as you wish you could turn this on as you move your mouse only in this hospital. 

One area it would show up on the screen once you leave that hot spot it disappears you can switch to the pen view which is not a favorite of mine is one. I can’t draw very clearly and it’s not as bright once again that’s a choice one that I hate worse is the highlighter because the highlighter just doesn’t demonstrate things any fair fashion, it makes things look messy but it’s there note that you can’t move forward until you turn the tool off by going back and clicking on again now you use your mouse to move forward through your slots a tool that I do love is the magnifying tool now at the moment. 

This is not showing on the big screen until I get to the spot that I want and but once I click that blows up on this screen and the big screen so everyone’s seen the same thing and then you can drag around the spy to show a variety pieces once again, you’re not going to be able to advance the slides until you turn the magnifier off one of the tools that I want to show you that I do enjoy using is the ability to jump back to the presentation to a different slide spot. 

I go down here. I will see all the slides of my presentation at the moment where I’m flight 18. I had to go back to an earlier slide because someone asked something I could just click on it and then run through go back to the giant slide list and go back to my slide 18, so it’s a great way to navigate through your presentation without going left and right with your arrows to bring them back up. 

When you’re done you could hit the escape key to go out but I’m going to swatch back and now we’re back in our presentation on the bottom left hand corner. I’m going to show you just a single view you can still control some of those magic tools, they’re just highlighted on the very bond it’s very very faint which you see you can do your slide advances and your other advanced tools such as laser pointer and slide jumper so you should now feel very comfortable using the presentation mode of powerpoint you do want to practice before you get up on the stage. 

If you like this video give me thumbs up as it encourages me to make more free videos for you also subscribe to our channel subscriptions help tremendously build the community that we are continuing to work on you got questions about this video or about other PowerPoint leave them in the comments below and you can even ask for future training videos on topics that I may not have already covered that you can find in our channel. 

Share this with others if you thought it was hopeful and that they would benefit from it and this particular class was just a subset of our master class series is a six-part training series that teach you from the beginning to becoming a PowerPoint power user in under three hours take a look for that playlist showing up here on our screen. 

And with that power up.

May 9, 2022

Edit your notes in Presenter view in PowerPoint

Victoria Tran

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Hey, Officer Insiders! My name is Victoria Tran, and I’m a Program Manager on the PowerPoint team. I’m thrilled to share that you can now edit notes in Presenter view in PowerPoint for Windows. No more switching to Editor view to type or change your notes, even during a presentation!

Edit notes in Presenter view

Accessing and editing your slide content whenever the need arises is a key part of the PowerPoint workflow. Whether you’re making an important edit to your speaker notes during a presentation rehearsal or jotting down feedback during your presentation, the ability to edit notes in Presenter view increases your productivity and eliminates the need to toggle between views.

We are excited to add this highly requested feature and expand the use of PowerPoint notes. In the future, we’ll continue to add support for editing notes in other views, such as Teleprompter view.

How it works

Ready to edit notes in Presenter view?

NOTE:  You can also press the F6 key to select the Notes pane in Presenter view. When a white outline appears around the pane, press Enter and start typing to make any updates you want.

Known issues

Presenter view currently only allows basic formatting of notes, such as bold, italics, and underlining (via keyboard shortcuts). Formatting such as text color, highlighting, and other options aren’t yet available.

Tips and tricks

• If you are using keyboard commands to navigate through your slides during a presentation, make sure the text insertion point is not showing in the Notes pane. If it is, the arrow keys will move the insertion point around in the pane instead of navigating the slides.
• If you have two monitors, a full-screen slide will show on one monitor and Presenter view on the other monitor, featuring a view of the next slide, your speaker notes, a timer, and more. If you have just one monitor, you can press Alt + F5 to try out Presenter view.

Availability

We will be rolling the edit notes in Presenter view feature out to Office Insiders running Beta Channel Version 2204 (Build 15225.20000) or later.

Don’t have it yet? It’s probably us, not you.

Features are released over some time to ensure things are working smoothly. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as an Insider, have had the opportunity to try it.

We want to hear from you! Please click Help > Feedback to submit your feedback about this feature.

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people. We’re excited to hear from you!

Sign up for the Office Insider newsletter  and get the latest information about Insider features in your inbox once a month!

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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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Top PowerPoint Keyboard Shortcuts to Present Like a Pro!

From business consultants to sales reps and entrepreneurs, anyone who works with presentations can benefit from knowing some PowerPoint keyboard shortcuts. Today, I’ll show you 20+ handy commands to help you shine before and during your presentations.

But First, What Are PowerPoint Shortcuts?

PowerPoint shortcuts are keys or keyboard combinations that quickly allow you to perform an action in the program . Otherwise, you’d have to use your mouse or navigate through multiple menus and toolbars until finding the right command. In other words, PowerPoint keyboard shortcuts help you reduce steps and optimize your experience when working in a presentation.

Now, let’s see which are the top shortcut keys you should know:

Useful PowerPoint Keyboard Shortcuts for Last-minute Changes

Even the most experienced speakers find themselves making last-minute changes in their slides' appearance or presentation structure. It’s just part of the presenter’s life. But there’s no reason to panic, the following keyboard shortcuts will give you a hand in those moments.

PowerPoint Shortcuts for a Quick Formatting

1) use “alt+w+m” to enter slide master view.

For last-minute changes in the layout of your presentation, your slide master is the place to go.

Let’s say you want to replace the logo in your footer, change the color palette, or replace the font of your headlines. When you have only a few minutes available before presenting, this seems like an impossible task but here’s the secret: Anything that you put in your slide master will apply to all your slides so that you don’t need to go fixing them one by one.

If you’re not familiar with this type of slides, we’ve got a complete guide for you on how to create and use your master slides in PowerPoint .

2) Use “Shift” to keep objects in proportion

Have you ever resized a circle in PowerPoint and it ended up looking like an oval? When you resize by sight it’s hard to obtain perfect symmetry but the “Shift” key can help with that.

Simply press and hold “Shift” while resizing your elements. This comes in handy to make your objects bigger or smaller without losing their proportions. It works for shapes, images, and any other object in your slides.

3) Align your text

Alignment is essential to provide a clean and professional aspect to your documents. However, as formatting is one of the last steps in the making of a presentation, people tend to forget it. If this happens to you often, these are the PowerPoint shortcuts you need for a quick text alignment before starting your slide show:

• Use “Ctrl + J” to justify your text
• Press “Ctrl+E” to center the text
• Use “Ctrl+L” for left alignment
• Press “Ctrl+R” to right-align your text.

4) Use F7 to check your spelling

Most people don’t know this but you can actually check your presentation’s spelling in PowerPoint. It’s pretty simple: Once you enter the last words in your slides, press F7 . A new section will appear at the right of your screen showing misspelled words and giving you some options you can replace them with.

In some cases, you might need to try with “Fn + F7” to activate the check spelling shortcut.

5) Fix Up your Slides

Not exactly a PowerPoint keyboard shortcut but definitely a hack that will save you time and effort in the making of your slides.

If you work with presentations constantly, you’ll be happy to learn that you don’t need to design them yourself. You can have your deck quickly polished (or completely redesigned!) by professional PowerPoint designers . Check out some examples from the 24Slides team:

Want to get results like these? Learn more about the 24Slides’ presentation design services .

PowerPoint Keys To Edit Your Presentation Structure

1) use “ctrl + m” to insert a new slide.

Sometimes new information appears right before the big moment and you need to quickly update your presentation. Whenever you find yourself in this situation, select a slide and press “Ctrl+M'' to insert a new one. You’ll have a fresh title slide to keep adding content.

2) Use “Ctrl + D” to duplicate

But if you want to have similar slides, use “Ctrl + D” to duplicate them. This way, instead of working from a blank slide, you’ll be able to use one as your base and replace as much information as you want. This PowerPoint shortcut works for slides and objects alike.

3) Move slides

Arrange your presentation structure by using “Ctrl + Up arrow” to move a slide up or “Ctrl + Down arrow” to move it down.

I find this PowerPoint shortcut very useful especially when working with long presentations. Here’s why: Dragging slides one by one makes the thumbnails pass quickly and if you have 30+ slides, you’ll need more than a few seconds to land your slide in the spot that you want. Save yourself some time with this simple trick.

PowerPoint Shortcut Keys to Use During a Presentation

There are other PowerPoint keyboard shortcuts that only work in the slide show mode. We’ll go from my favorite basic commands to some advanced keyboard shortcuts to help you manage your presentation like a pro.

Basic PowerPoint Commands

1) use f5 to start a slideshow.

Done editing and ready to present? Press F5 to start your Slideshow from the first slide.

2) Use “Shift + F5” to start from the current slide

If you want to start from a specific slide, press “Shift+F5” . Let’s say you made a pause in your presentation to review some slides and want to pick up where you left off. Just select the last slide you were at and use this shortcut. It will save you tons of time because you won’t have to go through all your slides again.

3) Zoom in and Zoom out

Whenever you want to show an area of your slide in detail, press “+” to zoom in. You’ll be able to get a closer view of any element in your slide just by dragging the pointer. And when you’re finished zoom out with “-”

Advanced PowerPoint Shortcuts to Wow your Audience

1) annotate in your slides.

Did you know that you can mark up your slides during a live presentation? Yes, PowerPoint has some secret tools that help you grab and hold your audience’s attention while on a slideshow. And here are the shortcuts you need to activate them:

• Use “Ctrl + P” for a Pen Tool

You’ll be able to draw free lines and scribble across your slide. The PowerPoint pen tool comes in handy when you want to explain a process or show how to get from one point to another.

• Use “Ctrl + i” for a Highlighter

The PowerPoint highlighter pen uses a yellow color to help you annotate and draw attention to your slide’s key points.

• Use “Ctrl + L” for a Laser

A laser pointer is always useful to highlight specific aspects of your presentation. But don’t worry if you didn’t bring yours, PowerPoint lets you turn your cursor into a cool laser pointer.

• Extra: The PowerPoint Eraser tool

Now that you know how to annotate in your presentation, it’s fair that I share with you how to erase the marks you made in your slides. Use “Ctrl + E” to activate the Eraser tool. And if you want all the marks to vanish at once, just press the E key .

2) Show a black or white screen

Sometimes you’re elaborating on a concept and want people to focus all their attention on you and not your slides. In those moments, use the key “B” to change the screen to black during a slideshow or “W” to turn it white. You can go back to your slides by pressing the same key again.

3) Use “G” to display all the slides

You’ll open a nice visualization of all your slides so you can easily go back and forth through your presentation in a matter of seconds. Try it and check your audience’s reaction!

How to See Your Keyboard Shortcuts in PowerPoint?

I know. There are so many PowerPoint shortcuts that it’s impossible to remember them all. But that shouldn’t be a problem for presenters like you because PowerPoint offers some help.

A) In Presentation Mode

Whenever you need to check how to use keyboard shortcuts during your presentation, press F1 . A slide show help dialog box will display a list of your PowerPoint shortcuts available.

B) In Normal View

There are other types of shortcuts in PowerPoint called Key Tips or Access Keys which allow you to navigate through the ribbons and main menu. To activate them, press Alt or F10 .

C) Help Box

If you want to get the full list of PowerPoint shortcuts and further information about them, use the Help box. Just press F1 and search for “shortcuts”.

Note that this option only works when you’re connected to a WiFi network.

INFOGRAPHIC: Top PowerPoint Keyboard Shortcuts Every Presenter Should Know

The 24Slides team created this incredible infographic that summarizes all the PowerPoint keyboard shortcuts we’ve seen.

Save it, share it, and don’t forget to practice before your live presentation!

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Seamlessly Embed Videos into PowerPoint: A Step-by-Step Guide for Impressive Presentations

PowerPoint presentations are a staple in the world of business, education, and public speaking. They allow you to visually communicate your ideas and keep your audience engaged. However, sometimes static images and text aren’t enough to convey your message effectively. This is where embedding videos into your PowerPoint presentation comes in handy. Videos can bring your slides to life, making your presentation more dynamic and memorable. But how do you go about embedding a video in PowerPoint? Don't worry! This guide will walk you through the process step by step.

 Why Embed a Video in PowerPoint?

Embedding a video directly into your PowerPoint presentation has several advantages:

1. Enhanced Engagement: Videos can break up the monotony of text-heavy slides, keeping your audience engaged.

2. Clearer Communication: Complex ideas can often be explained more effectively through video.

3. Professional Appearance: A well-integrated video can make your presentation look more polished and professional.

 What You’ll Need

Before diving into the steps, let’s make sure you have everything you need:

- Microsoft PowerPoint: Ensure you have the latest version of PowerPoint installed. The steps in this guide are based on Microsoft PowerPoint 2019 and Microsoft 365.

- Video File: You’ll need the video file you want to embed. Common formats include MP4, AVI, and WMV.

- Compatible Hardware: A computer with enough processing power to handle video playback smoothly during your presentation.

 Step-by-Step Guide to Embedding a Video in PowerPoint

 1. open your powerpoint presentation.

Start by opening the PowerPoint presentation where you want to embed the video. If you’re starting from scratch, open PowerPoint and create a new presentation.

 2. Navigate to the Slide Where You Want the Video

Click on the slide where you want to add the video. It’s a good idea to have a clear idea of where the video fits into your presentation’s narrative. This will help you avoid disrupting the flow of your presentation.

 3. Insert the Video

Here’s where the magic happens. To insert the video:

- Go to the "Insert" tab: This is located on the Ribbon at the top of your screen.

- Click on "Video": In the "Media" group, you’ll see an option labeled "Video." Click on it.

- Choose the video source: You’ll be presented with two main options:

    - "This Device": Use this option to insert a video file saved on your computer.

    - "Online Video": Use this if you want to embed a video from an online source like YouTube. You’ll need to copy and paste the video URL here.

   For embedding a video from your computer, select "This Device."

- Locate your video file: A file explorer window will pop up. Navigate to where your video file is stored, select it, and click "Insert."

 4. Resize and Position the Video

Once your video is embedded, you can move it around and resize it just like any other object in PowerPoint:

- Resize: Click and drag the corners of the video frame to make it larger or smaller. Be mindful of the aspect ratio to avoid distortion.

- Position: Click and drag the video to the desired location on the slide.

 5. Adjust Video Playback Settings

PowerPoint offers several playback options to ensure your video plays exactly when and how you want:

- Playback Tab: After selecting the video, go to the "Playback" tab on the Ribbon. Here, you can adjust settings like:

    - Start: Choose whether the video starts automatically when the slide opens or if it requires a click to play.

    - Play Full Screen: Check this box if you want the video to take up the entire screen when played.

    - Loop until Stopped: If you want the video to repeat, enable this option.

    - Trim Video: You can trim the beginning or end of your video to remove unwanted parts.

 6. Test Your Video

Before finalizing your presentation, it’s crucial to test the video to ensure it plays correctly. Go into "Slide Show" mode and navigate to the slide with the video. Make sure it starts and plays as expected without any hitches.

 Common Issues and Troubleshooting

- Video Not Playing: If your video doesn’t play, it might be due to an incompatible file format. Consider converting your video to MP4, which is widely supported.

- Performance Issues: Large video files can cause performance issues. If your presentation lags, consider compressing the video file or using a lower resolution.

- Missing Video During Presentation: If you’ve moved the video file to another location after embedding it, PowerPoint might not be able to find it. To avoid this, always keep your video files in the same folder as your PowerPoint presentation or embed the video directly into the presentation file.

 Final Thoughts

Embedding a video in PowerPoint is a straightforward process that can significantly enhance the impact of your presentations. Whether you’re explaining a complex concept, showcasing a product, or simply adding some visual variety, a well-placed video can make all the difference.

By following the steps outlined in this guide, you can seamlessly integrate videos into your PowerPoint presentations, impressing your audience and elevating your content to the next level. 

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Present from PowerPoint Live in Microsoft Teams

PowerPoint Live in Teams gives both the presenter and audience an inclusive and engaging experience, combining the best parts of presenting in PowerPoint with the connection and collaboration of a Microsoft Teams meeting.

When you’re the presenter, you have a unique view that lets you control your presentation while staying engaged with your audience, seeing people’s video, raised hands, reactions, and chat as needed.

And if you’re an audience member, you can interact with the presentation and personalize your viewing experience with captions, high contrast slides, and slides translated into your native language.

Here’s how it works:  

Tip:  Are you an audience member? Jump down to learn more about how you can interact during the presentation.

Presenter view

Present your slides

If you're in PowerPoint for the web, select Present > Present in Teams .

Your slides will appear in the Teams meeting, with your Notes next to them.

Navigate through the slides

Use the navigation arrows to go forward and backward.

Use the thumbnail strip to jump ahead or backwards.

Select Go to slide to see a grid view of all slides in the presentation. Select one to jump to it.

Stay connected to the audience

One of the benefits of using PowerPoint Live to present instead of sharing your screen is that you have quick access to all your meeting tools you need to engage with the audience and to read the room in one view. This is especially true if you’re presenting from a single screen.

Turn Chat on or off to view what your audience is saying.

See audience reactions and raised hands in real-time.

Change the Layout of your presentation and choose how your live camera feed appears in your presentation, like Standout or Cameo . It helps the audience read your non-verbal cues and keeps them engaged.

Use the Laser pointer , Pen , Highlighter , or Eraser to clearly reference items on your slides.

Magnifying and panning

As you present, you can zoom in and out and pan around your slides to call attention to specific points and keep your presentation dynamic.

To zoom in or out on a slide, do any one of the following: 

Hover over the slideshow and pinch or stretch on trackpad.

Pinch or use the stretch touch gesture (on a touch-enabled device).

Press the + or – keys.

Hover over slide, hold down Ctrl key and scroll with mouse wheel.

In the More Actions menu, click the + or – buttons.

To pan around your slide, do any one of the following:

Press the arrow keys.

Click and drag using a mouse.

Click and drag on a trackpad.

Use one finger to touch and drag (on touch-enabled device).

When done zooming and panning, press  Esc to reset your screen. 

Audience view

As an audience member, you’re able to personalize your experience without affecting anyone else. Try these options to find what works best for you:

Note:  If presenters don't want people to be able to independently navigate through a PowerPoint file they are sharing, use the  Private view  toggle to turn it off.

Click any hyperlink on slides to get more context right away.

Interact with videos on slides to adjust the volume or jump to a timestamp and consume it at your own pace.

Use a screen reader to get full access to the slide content.

Switch to a high contrast view to make the slides easier to view if you have low vision. Select More options > View slides in high contrast .

Your viewing experience will be at a higher fidelity, letting you see crisp text and smooth animations. PowerPoint Live also requires significantly less network bandwidth than typical sharing, making it the b est option when network connectivity is a problem.

Independent magnifying and panning

You can zoom in and pan on a presentation slide without affecting what others see. Use your mouse, trackpad, keyboard, touch, or the Magnify Slide option as applicable. 

When done zooming and panning, press  Esc to reset your screen.   

Important: 

PowerPoint Live is not supported in Teams live events, CVI devices, and VTC devices.

If you're using Teams on the web, you’ll need Microsoft Edge 18 or later, or Google Chrome 65 or later, to see the presenter view.

Presenter view is hidden by default for small screen devices but can be turned on by selecting More options below the current slide and then Show presenter view (or by selecting the sharing window and then pressing Ctrl+Shift+x).

Meetings recordings won’t capture any videos, animations, or annotation marks in the PowerPoint Live session.

When you share from Teams, the PowerPoint Live section lists the most recent files you've opened or edited in your team SharePoint site or your OneDrive. If you select one of these files to present, all meeting participants will be able to view the slides during the meeting. Their access permissions to the file outside of the meeting won't change.

If you select Browse and choose to present a PowerPoint file that hasn't been uploaded to Teams before, it will get uploaded as part of the meeting. If you're presenting in a channel meeting, the file is uploaded to the Files tab in the channel, where all team members will have access to it. If you're presenting in a private meeting, the file is uploaded to your OneDrive, where only the meeting participants will be able to access it.

For Commercial GCC tenants, the endpoint data below are required for connectivity from a user's machine to Microsoft 365.

URL Address: *.osi.office365.us Port: 443

URL Address: *.cdn.office365.us Port: 443

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