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How to Enable PowerPoint Presenter View in Teams

Last Update: Sep 04, 2024 | Published: Jan 12, 2021

• Microsoft 365
• Microsoft Teams

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One of the most useful features in PowerPoint is Presenter View . Presenter View provides a different view of the presentation to those watching the slide show and allows the person presenting to see their notes and move between slides out of order – for example if they need to skip to the end or move back several slides to provide a recap.

Unfortunately, when presenting over Microsoft Teams, the built-in PowerPoint presentation functionality did not have this capability, only allowing the presenter to see the same view of the slide show as attendees and move back and forward in order.

The result is people who are fortunate enough to have two monitors share a screen so they can use PowerPoint’s Presenter View, while those using single screens and laptops have mostly struggled without this capability.

This week, however, the Presenter View arrives natively in Microsoft Teams.

Initially, this feature rolls out to Public Preview , and therefore will roll out to all users shortly.

If you want to use the feature now, choose About from the Teams drop-down menu and then select Public Preview from the list:

When you next join a Teams Meeting, the new functionality will automatically be available for use.

To use it, share a PowerPoint presentation to the meeting by choosing the Share icon to the left of the Leave button, then selecting a recent PowerPoint presentation from the list, or choosing to browse for a local file or one stored in OneDrive:

When presenting using the new Presenter View feature, you will see a Teams-style version of PowerPoint’s traditional Presenter View.

This shows the current slide that attendees see on the left, alongside your presenter notes on the right.

In the lower third of the meeting, you will have a horizontal scroll bar allowing you to move freely between slides and see which slides are next.

It is worth noting that attendees can move between slides by themselves by default. To switch this off, toggle the eye icon highlighted on the top control bar.

Other presenters will have the ability to take over the ability to present, as they did with older iterations of this feature. This is especially useful if you are presenting with a colleague and need to hand over talking roles and hand back during the presentation to avoid unprofessional “next slide please” moments.

Finally, if you are wondering what the attendee experience is like using this feature, you will see the attendee experience below. Attendees will only see the slide and will not see the full presenter view:

This feature has been heavily requested and will be welcomed by the millions who are using Teams everyday to share PowerPoint decks.

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Try presenting in Teams meetings from PowerPoint

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Hello Office Insiders, I’m Lishan Yu, a program manager on the PowerPoint team. You might have heard that we announced the PowerPoint Live in Teams feature at Microsoft Ignite last month. Today, I’m excited to show you how to check out this new experience, and start presenting in Teams meetings from PowerPoint.

Presenting in Teams meetings

Presenting in a meeting used to be as simple as clicking Slide Show in your PowerPoint deck. Nowadays, even though you may not be in the same room as your audience, we believe your flow to present should be as easy and intuitive – clicking the Present in Teams button in PowerPoint is the only step you need to take to present the deck in your Teams meeting!

How it works

Give the feature a try next time you need to present in a Teams meetings:

• Join a Teams meeting or an ad-hoc Teams call.
• Open your presentation in PowerPoint for Windows.
• Click the Present in Teams button in the top right corner.

Scenarios to try

Ready to take the PowerPoint Live feature for a spin? Try some of the scenarios below.

As a presenter :

• After clicking the Present in Teams button in PowerPoint, notice that you can see both the chat and your content at the same time in Teams (and don’t feel like you’re missing out on the discussion).
• Take advantage of features like grid review and slide notes to present more effectively.

As an audience member :

• If you joined late, move back through the deck and quickly catch up without having to ask the presenter to stop and recap what was already shared.
• Interact with and experience the richness of the content being presented such as better video quality, live web links, and more.
• Make any adjustments you need to more fully enjoy the presentation (i.e., use high-contrast mode).

Requirements

In order to try out the feature, you will need to:

• Have the latest Teams desktop app installed.
• Store the presentation on OneDrive for Business or SharePoint.
• Join a Teams meeting before clicking the Present in Teams button in PowerPoint for Windows.
• Be using an Office 365 E3/A3, Office 365 E5/A5, or Microsoft 365 for Government license. 

Availability

This feature is rolling out over the next several days to Insiders running Beta Channel Version 2104 (Build 13926.20000) and later.

We’d love your feedback, so please let us know how you think. To get in touch, do either of the following:

• Inside the app, select the Help button in the top-right corner of the app.
• Respond to this post or tweet at @OfficeInsider .

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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How to View Notes in PowerPoint While Presenting on Teams

Do you frequently use Microsoft Teams for online presentations, but struggle to view your notes simultaneously? If so, it’s important to know how to view your PowerPoint notes while presenting on Teams. By doing so, you’ll be able to stay organized, on-topic, and well-prepared during your presentation. In this article, we’ll explore step-by-step instructions on how to view notes in PowerPoint while presenting on Teams. Let’s dive in.

Table of Contents

Why You Need to Know How to View Notes in PowerPoint While Presenting on Teams

Firstly, it’s essential to understand precisely why it’s so crucial to learn how to view notes in PowerPoint while presenting on Teams. By doing so, you’ll have access to all the essential information and talking points during the presentation without getting lost or distracted. By keeping prompt notes for quick reference, you’ll be able to stay on topic and maintain your confidence throughout the presentation. Furthermore, by viewing your notes onscreen alongside your PowerPoint presentation, you’ll be less likely to forget crucial points and details, which can help you to deliver a more successful and impactful presentation altogether.

Another reason why it’s important to know how to view notes in PowerPoint while presenting on Teams is that it allows you to customize your presentation for different audiences. With access to your notes, you can easily adapt your presentation on the fly to better suit the needs and interests of your audience. For example, if you notice that your audience is particularly interested in a specific topic, you can quickly refer to your notes and adjust your presentation accordingly. This level of flexibility and adaptability can help you to engage your audience more effectively and deliver a more memorable presentation overall.

The Benefits of Viewing Notes While Presenting on Teams

There are numerous benefits to viewing notes while presenting on Teams. For one, it can help to keep you on track, ensuring that you don’t miss any important points or ideas throughout your presentation. Additionally, it can be a convenient way to access information quickly, without having to refer to physical notes or other external sources. By keeping your notes visible on your screen, you’ll be able to give the audience clearer explanations, details, and statistics that can help you to maintain their engagement throughout the presentation.

How to Prepare Your PowerPoint Slides for Presenting on Teams

Before you learn how to view your notes in PowerPoint while presenting on Teams, it’s crucial to ensure that your PowerPoint slides are fully prepared for the Teams presentation. This involves taking care of the visual elements such as the font size, type, color, and layout of the slides. It’s a best practice to keep the slides concise and straightforward while also keeping the audience engaged with visually appealing slides, and effective transitions. By preparing your PowerPoint slides upfront, you’ll be able to focus better on your presentation and deliver a more impactful and effective message.

Step-by-Step Guide: How to View Notes in PowerPoint While Presenting on Teams

Now that you understand the importance of viewing notes in PowerPoint while presenting on Teams and have prepared your slides let’s explore the step-by-step process of how to view notes while presenting on Teams.

Open your PowerPoint presentation and select the “Slide Show” tab on the top menu bar.

Click on the “Presenter View” button located within the “Monitors” group. This will initiate the Presenter View mode.

You will now see the Presenter View appear on your primary screen, and your presentation on the secondary screen. Here, you’ll be able to see your notes in one section, along with the next slide and timing for each slide.

To advance to the next slide, use the arrow keys on your keyboard, or click on the forward button located at the bottom of the presenter view section.

If you wish to make any quick annotations or highlight points during the presentation, you can use the laser pointer tool, which will make it easier for the audience to follow your cues.

Once done with the presentation, press the “Esc” key to exit the presentation mode.

Tips for Using the Presenter View in PowerPoint on Teams

There are some essential tips and tricks that you should keep in mind when using the Presenter View in PowerPoint on Teams. Firstly, adjust the settings to match your needs and preferences. Adjust the font, text size, and color of the notes to get the attention of your audience. Also, keep a reliable internet connection and a computer that can handle a high-graphic presentation. This will ensure that you enjoy a seamless experience, with no interruptions or delays. Additionally, keep your notes organized and labelled in a clear and logical manner, for easy reference when presenting.

Troubleshooting Common Issues When Viewing Notes in PowerPoint on Teams

Despite the ease of use of PowerPoint on Teams, there are some common issues that can arise when viewing notes. For instance, if you have a low-quality video or network problem, the notes and slides might not display correctly. The fix is to ensure that you have a high-quality connection and adjust the display resolution of your presentation. Also, ensure that your PowerPoint software is up-to-date, and avoid opening too many files at once, as this can make the software crash and your notes inaccessible.

Best Practices for Using Presenter View in PowerPoint While Presenting on Teams

To make the most of the Presenter View in PowerPoint presentation on Teams, it’s essential to follow best practices for its use. Some of these include choosing a well-lit and quiet place to present, using a high-quality microphone, and maintaining eye contact with the camera if presenting virtually. Additionally, continually referring to your notes and utilizing the laser pointer tool can help to reinforce your arguments and improve your delivery. Finally, ensure that you engage your audience during the presentation by asking questions, responding to feedback, and keeping them interested throughout the presentation.

Advanced Techniques: Customizing the Presenter View in PowerPoint on Teams

There are some advanced customization options that you could take advantage of when using the Presenter View in PowerPoint on Teams. For instance, you can customize the gradient or solid color of your background, amend the size and location of the notes section, and adjust the timing for the presentation. This comes in handy especially when you want to add more details or data to the presentation to automate certain functions, like changing the slide transitions or animations.

How to Take Advantage of the Laser Pointer Tool in Presenter View on Teams

The laser pointer tool is a handy presenter tool that helps you highlight crucial points and get the audience’s attention. By using this tool, you can focus audience attention on a particular point or graph, which can help to help emphasize the point you’re making. You can easily access the laser pointer tool during your presentation by clicking on the “Use Pen” button in the Presenter View tab. Please select the “Laser Pointer” option to activate the tool, and then click on the slide where you wish to use the pointer.

Maximizing Your Presentation Impact with Notes and Annotations on Teams

One of the best ways to maximize the impact of your presentations on Teams is to use notes and annotations to make your presentation more organized, informative, and engaging. You can choose to add comments, highlights, or even bold text to your notes, which can help to reinforce your points and communicate more effectively with your audience. Annotations, on the other hand, can help emphasize a point, establish credibility, elicit emotions, or even create more interactivity with your audience.

Comparing Presenter View Versus Normal View: Which is Better for Your Presentation?

When it comes to presenting on Teams with PowerPoint, you have the option of using the Presenter View or the Normal View. While the latter option might be more straightforward and more accessible, Presenter View offers substantial benefits like seeing the next slide and having your notes visible alongside the slides. This helps to keep your presentation more organized and engaging. On the other hand, Normal View offers a more straight forward approach, and is ideal for short, less detailed presentations. Ultimately, the choice between Presenter View and Normal View comes down to the specific needs of your presentation and your audience, and what will work best to help you deliver the most effective results.

How to Switch Between Full-Screen and Presenter View Modes in PowerPoint on Teams

Another useful trick to learn is how to switch between Full-Screen and Presenter View modes in PowerPoint on Teams. To switch to full-screen mode while in presenter view, press the “F5” key. To return to presenter view, press the “Esc” key. This can come in handy when you want a more immersive presentation, but with quick access between your notes and your slides.

Using Presenter View as a Teaching Tool for Online Learning with Microsoft Teams

Using Presenter View as a teaching tool is a great way to enhance learning, cover significant topics, and ensure that the class is kept focused and engaged during online classes. With Presenter View on Teams, teachers can utilize the notes and annotations to help explain concepts, reinforce essential concepts, and keep the students engaged throughout the presentation. Some students might find it easy to follow the teacher’s notes and images during the presentation, while others might prefer to have them in-hand afterward. Overall, using Presenter View on Teams is an innovative and effective approach to modern teaching and e-learning.

Best Practices for Collaborating with Co-Presenters Using Presenter Mode on Teams

When it comes to working with co-presenters using Presenter View on Teams, there are some best practices to follow to ensure an excellent presentation. Firstly, assign roles to each co-presenter to avoid confusion and make running of the presentation smooth and effortless. Secondly, ensure that there is proper coordination and communication between the co-presenters to avoid any confusion or overlap during the presentation. Finally, ensure that everyone has access to the notes and annotations, and that everyone follows the same presentation guidelines to ensure an organized and effective presentation.

Viewing notes in PowerPoint while presenting on Teams is easy once you know how to do it. By following the step-by-step guide and implementing the tips and tricks we’ve covered in this article, you’ll be able to deliver professional, well-organized, and effective presentations to your audience on Teams, no matter what your topic or subject happens to be. Whether you’re preparing for a business meeting or holding a webinar, utilizing the PowerPoint presenter view on Teams is a great way to inform, educate, and entertain your audience all at once.

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• Microsoft teams presentation mode

How to use Microsoft Teams presentation mode

• User by Fatima Wahab
• Calendar Mar 19, 2021
• Comment 1 Comment

Microsoft Teams allows users to share their screen but it’s also a great online presentation tool. You can use it with apps like Whiteboard or Freehand. 

Microsoft Teams also allows users to present a PowerPoint presentation. It has built-in tools that allow a presenter to move through slides and view notes alongside them. These tools are specific to a PPT or PPTX file and similar tools are not available for presenting documents or spreadsheets. During presentation mode, you automatically enter Do not disturb and notifications are silenced while you’re presenting.

Microsoft Teams presentation mode

Presenting a PowerPoint presentation is fairly easy but it works via the screen sharing tool. You can upload a file when the presentation starts but it’s a good idea to upload it beforehand to avoid problems. 

Upload PowerPoint presentation to Microsoft Teams

To upload a PowerPoint presentation to Microsoft Teams, follow these steps.

• Open Microsoft Teams.
• Go to the Teams tab, select a team, and the channel you want to present over.
• Go to the Files tab of the channel.
• Click Upload and select File from the menu.
• Select the file from your local disk and upload it.
• Once the file has been uploaded, you can present it in a meeting.

Note: Files are uploaded to specific channels and can only be presented from that channel. If you’d like to present the same file in a different channel, you have to upload it to that channel as well.

Present in Microsoft Teams presentation mode

To present a PowerPoint presentation in a meeting in Microsoft Teams, follow these steps.

• Open Microsoft Teams and go to the Teams tab.
• Select the team and channel that the presentation has been uploaded to.  
• Start a meeting or join one .
• Click the Screenshare button at the top right to start sharing your screen .
• From the sharing drawer at the bottom, select the uploaded presentation . If you haven’t uploaded the file, go to the Browse tab and select Upload from computer . Select the file and it will be uploaded.
• Select the file that you want to present and you will enter Presentation mode.
• Use the navigation controls at the bottom to move through the slides.
• If you’d like to stop others from ‘reading ahead’ or browsing forward through the slides while you’re presenting, click the eye icon next to ‘Stop presenting’.

Presentation mode is only for screens or app windows that are shared, or for presentations, and the select apps that are supported. It may be useful to present a document or a spreadsheet but for that, you will have to use the app/window sharing option when sharing your screen.

Fatima has been writing for AddictiveTips for six years. She began as a junior writer and has been working as the Editor in Chief since 2014. Fatima gets an adrenaline rush from figuring out how technology works, and how to manipulate it. A well-designed app, something that solves a common everyday problem and looks

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Using Presenter Modes When Sharing in a Teams Meeting

The Share Content panel appears with four presenter modes, as described in the sections that follow.

Pick a mode. Then select either your whole screen, a specific window, Microsoft whiteboard, or PowerPoint Live to begin sharing. For Standout Mode, Side-by-side Mode and Reporter Mode, a smaller preview window shows you what your participants see as you are presenting. If you close this preview window and you want it back, you must restart sharing using one of the three video feed presenter modes.

Content Only Mode

Standout Mode

Side-by-side Mode

Reporter Mode

How to Use Teams Presenter Mode for PowerPoint Presentations

Microsoft Teams offers a powerful integration with PowerPoint to enable engaging presentations directly within Teams meetings. As a presenter, you can utilize Presenter Mode to control your slides and view speaker notes while still seeing participants and meeting chat. For the audience, there are options to translate slides, view closed captions, and adjust accessibility settings.

Benefits of Using Teams Presenter Mode

How to start a presentation in teams, if powerpoint is already open, if powerpoint is not already open, using teams presentation tools.

As a presenter in Teams, you have access to useful annotation and control tools:

Configuring Presenter Modes in Teams

Standout mode.

In Standout Mode, your video feed shows as a separate window over the slides, enabling your face and body language to stand out.

Side-by-Side Mode

Reporter mode.

Experiment with these modes to find which works best! The mode can be changed at any time by selecting the Presenter Mode button.

Presentation Tips for Teams

Additional resources.

With these best practices, your next presentation in Microsoft Teams will be smooth, professional, and engaging for both you as the presenter and your audience!

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Presenter modes in microsoft teams meetings.

Add style to your next presentation with new presenter modes in Microsoft Teams meetings. Presenter modes enable you to customize how content and your video feed appear together during a meeting. You can now use new presenter modes:

• Reporter  places content above your shoulder just like a news story.
• Side-by-side  displays your video feed next to your content.
• We’ve had  standout  for a while, which shows your video feed as a silhouette in front of the shared content.

New Presenter modes allow you to customize how your video feed and content appear together. Reporter places content above your shoulder just like a news story. Side-by-side displays your video feed next to your content.​​​​​​​ Standout shows your video feed as a silhouette in front of the shared content. Note: presenter modes are not yet available with PowerPoint Live, but will be soon.

To turn use a presenter mode during your meeting:

• Turn on your video.
• Select the  Share  icon from the meeting controls.
• Select one of the  Presenter mode  icons to choose your mode.
• Share your screen or a window.

A small pop-up window will appear, allowing you to see the attendee view.

​​​​​​​If you’re including a video with your presentation, you’ll want attendees to be able to hear it. After selecting the  Share content  icon, toggle the option to  Include computer sound  to  on  before sharing. This will ensure any sounds played by your device—including video audio—will be included with the presentation.

To learn more check out this Microsoft Support Document .

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Control, move, and resize your display with Presenter modes

Note:  Presenter mode customization is available as part of the public preview program and might undergo further changes before being released publicly. To get access to this and other upcoming features, switch to Teams public preview . 

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

Customize Presenter modes 

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

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

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

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

Reporter presenter mode

Standout presenter mode

Side-by-side presenter mode

Customize video display 

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

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

3. Enlarge or reduce video size using the Size slider. Slide the circle to the left to reduce the size of a video, or to the right to enlarge the size of a video. 

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User presence in Teams

• 28 contributors
• Applies to: Microsoft Teams

Presence is part of a user's profile in Microsoft Teams (and throughout Microsoft 365). Presence indicates the user's current availability and status to other users. By default, anyone in any organization using Teams can see (in nearly real time) if other users are available online.

For details about Teams user profiles on different platforms, see also Teams features by platform .

Teams respects your privacy configuration so if you have enabled the privacy mode , your presence isn't visible to people outside the organization.

Presence states in Teams

The order of statuses, from most available to least available, is:

• In a meeting
• Do not disturb
• Be right back

For users that have their mailbox hosted on-prem, presence delays of one hour (maximum) are expected.

Automatic status settings and user experience

App-configured presence states are based on user activity (Available, Away), Outlook calendar states (In a meeting), or Teams app states (In a call, Presenting). When you're in focus mode based on your calendar, Focusing is the state people see in Teams. Focus mode displays as Do not disturb in other products.

Your current presence state changes to Away when you lock your computer or when your computer enters idle or sleep mode. On a mobile device, your presence status changes to Away whenever the Teams app is in the background.

Users receive all chat messages sent to them in Teams regardless of their presence state. If a user is offline when someone sends them a message, the chat message appears in Teams the next time the user is online. If a user state is set to Do not disturb, the user still receives chat messages, but banner notifications aren't displayed.

Users receive calls in all presence states except for Do not disturb, in which incoming calls go to voicemail. If the recipient blocked the caller, the call won't be delivered and the caller sees the recipient's presence as Offline.

Users can add people to their priority access list by going to Settings > Privacy in Teams. People who have priority access can contact the user even when the user's status is set to Do not disturb.

Call queues can use presence to route calls to agents. For more information, see Create a Call Queue in Microsoft Teams .

Manual status settings by users

Users can manually select a status as follows:

Users in a call or in a meeting can select any status and it lasts for the duration of the call or the meeting.

Otherwise, users can select any status that is less available than the automatically calculated status. (For example, if a user's calculated status is Do not disturb , they could choose a status of Away but not Available .)

Users can set a duration for the presence that they set manually. If a user doesn't set a duration, their presence remains manually set as follows:

• Indefinitely if it's Appear offline
• For 1 day if it's Busy or Do not disturb
• For 7 days if it's any other status

Admin settings in Teams compared to Skype for Business

The following admin settings Skype for Business are different in Teams:

• In Teams, presence sharing is always enabled for users in the organization unless Privacy mode is enabled. In Privacy mode, presence isn't visible to people outside the organization.
• Presence sharing with everyone (including Federated services) is always enabled for users in Teams. Their contact list (if they had one in Skype for Business) is visible under Chat > Contacts or under Calls > Contacts .
• Client Do Not Disturb and Breakthrough features are always enabled for users in Teams.
• Calendar integration (includes out of office and other calendar information) is always enabled for users when Teams is integrated with Outlook.
• The Last seen or Away since indicator is always enabled for users in Teams if the organization also uses Skype for Business.

The ability of a Teams admin to customize these settings is not currently supported.

Admin settings in Teams compared to Microsoft Outlook

Teams presence in Outlook is supported on the Outlook 2013 desktop app and later for contacts in the same organization.

If the upgrade mode policy of the user account is set to TeamsOnly, Outlook talks to Teams to get presence. If the user account isn't set to TeamsOnly, then Outlook talks to Skype for Business.

Coexistence with Skype for Business

See Coexistence with Skype for Business for details on how Teams presence functions when your organization also uses Skype for Business.

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