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How to Present PowerPoint Slides in Microsoft Teams

Ready to elevate your virtual presentations in Microsoft Teams? Discover three distinct methods to deliver flawless PowerPoint presentations.

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

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

Method 1: Share Screen

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

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

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

Method 2: Share PowerPoint Window

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

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

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

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

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

Method 3: Use PowerPoint Live

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

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

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

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

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

Your Audience's View When Using PowerPoint Live

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

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

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

Deliver a Seamless Presentation Experience in Microsoft Teams

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

Home Blog PowerPoint Tutorials How to Share a PowerPoint Presentation on Microsoft Teams

How to Share a PowerPoint Presentation on Microsoft Teams

In recent years many remote meeting tools like Microsoft Teams and Zoom have become the norm for regular remote meetings. If you’re new to Microsoft Teams, the chances are you are still finding your way around various options. One of the most common questions a Microsoft Teams newbie might ask is how to share PowerPoint on Teams.

What is Microsoft Teams?

Microsoft Teams is a messaging app by Microsoft for online collaboration and remote meetings that comes integrated with Microsoft 365. It provides a real-time workspace where end users can collaborate via chat, Teams Channels, Live calls, etc. Microsoft Teams also integrates with other Microsoft products like PowerPoint and OneDrive, enabling instant file sharing via the cloud.

Why use Microsoft Teams to Present Your PowerPoint Presentations?

Many organizations use Microsoft Teams for online collaboration and remote meetings. Organizations with integrated Microsoft products like its Windows operating system, Microsoft Office, and Azure Active Directory prefer Teams as the primary internal and external communication app. Organizations use Microsoft Teams to provide secure accounts to employees, with two-factor authentication and data encryption. These accounts are integrated into the Active Directory, providing scalability and control for IT administrators to offer people within an organization an online collaboration platform that can be securely used within the limits of the organization’s data protection policies.

While there are many alternatives to Microsoft teams, such as Zoom and Google Meet, the integration of teams with other Microsoft products, such as Azure, Microsoft Office apps, and OneDrive, makes it attractive within a secure enterprise environment.

How to Present PowerPoint in Teams?

How to present your PowerPoint slides on Microsoft Teams, let us tell you there are at least two methods for sharing presentations. This includes sharing a PowerPoint file directly and presenting your slide deck before one or more meeting participants, or perhaps PowerPoint templates or Google Slides templates to help a colleague design a slide deck.

How to Attach and Share Your PowerPoint Slides on Teams

To share a PowerPoint file on teams, go to an ongoing conversation or meeting window and click Attach files . This will provide you with the option to either fetch a file via OneDrive or from your device. This option can be used for sharing PowerPoint files and other types of files, such as documents, spreadsheets, videos, compressed files, etc.

When sharing a file, you can add a message optionally before hitting Send .

The recipient and the sender can download the file, open it in a browser, or copy the file link for further sharing.

How to Present Your PowerPoint Slides on Teams

Method #1: use the share button in powerpoint.

You can also directly present your slide deck via Microsoft Teams by sharing your screen to start a Live presentation during a remote meeting instantly. Suppose your organization uses Microsoft Teams regularly. In that case, the chances are you will be using it for presentations during remote meetings; therefore, it’s essential to know how to use the screen-sharing option to present online.

Method #2: Share Screen to Present a PowerPoint Presentation

Another way to present a PowerPoint presentation on Teams is by sharing the screen with your audience. If you share your screen, this will show the audience whatever is visible on the entire screen on your device.

Pros of sharing your screen with the audience to present a presentation:

• It is easier to activate
• You can easily switch to other windows besides the PowerPoint presentation and also share them with the audience

Cons of sharing your entire screen on Teams for presenting:

• If you have confidential data in other windows, you may want to avoid switching the windows and keep only the Slideshow window in front.
• You may accidentally switch to other windows, and your audience can lose focus of the presentation.

Method #3: Share PowerPoint Window to Present Your Slides

If you intend to hide parts of your screen, you can simply share the relevant PowerPoint window so that your audience can only view the presentation. During a Live call, click the Share button and select your screen or window to share.

5 Features to Make the Most from Your Microsoft PowerPoint Presentation Sharing in Teams

Microsoft Teams offers a wide array of features that make it a robust remote meeting and online collaboration app since it leverages the full force of Microsoft 365 and other Microsoft products.

1. Translate Slides into a Different Language

This is a private feature that individuals can use to translate slides in their language instantly. As a presenter, you can ask your audience to use this feature if they deem it convenient to help bridge a gap that might exist due to a language barrier.

Slides can be viewed in a different language via More actions > Translate Slides . From the drop-down list, you can pick a preferred language.

2. Use Live Captions

Microsoft Teams supports Live Captions / Closed Captions (CC) to help persons with disabilities, including those suffering from hearing impairment. Closed Captions can also be helpful for people to translate or view text in a preferred language.

Turn on Live Captions: To enable Live Captions on Teams, go to More options > Turn on live captions . Translate Spoken Language: To translate Live Captions, go to Captions settings > Change spoken language .

Turn Off Live Captions: You can turn off Live captions anytime via More actions > Turn off live captions .

3. View Slides in High Contrast

Viewing slides in high contrast on Teams can have several benefits. For example, it helps you focus on the content and is also helpful for people with visual impairment. To configure your slides to appear in high contrast, follow the steps below:

1. Launch your PowerPoint presentation.

2. Click on the Present tab at the top of the window.3. Go to More action > View slides in high contrast .

4. Annotate your Slides in Real Time

Like any standard remote meeting app, Microsoft Teams also provides a number of handy annotation options to help you make the most out of your PowerPoint presentations. You can click on Start annotation when sharing your full screen during presentations to start annotating slides.

Powered by Microsoft Whiteboard, this powerful feature enables one or more meeting participants or the presenter to annotate presentations. It can also be a helpful feature when you’re looking to collaborate online during a Live presentation.

5. Pop Out the Window

You can separate the presentation window from the Teams window to make it easier to work with the two. This feature can be handy when working with multiple monitors or separating the two windows from uncluttering your screen. You can use this option by clicking on the Pop-out option from the toolbar during a screen-sharing session.

How to Stop Presenting on Teams

When presenting your slide deck, you can also present your PowerPoint presentation using any view, be it as a SlideShow or in Normal view. Once you’re done presenting, click Stop Presenting to conclude your session. Furthermore, you can also choose to enable or disable your camera and computer sound when presenting your slides.

To turn off screen sharing during a remote meeting, you can click Stop Sharing .

Present in Teams Button in PowerPoint is Missing. How to Fix it?

Some users might have used the Present in Teams option to share a PowerPoint presentation during a meeting. Suppose you are wondering why the Present in Teams button in PowerPoint Presentations is missing. In that case, this option isn’t available for anyone using the free version of Teams, as only users with a paid subscription, such as a Business Standard or Business Premium Plan. Furthermore, you must share your PowerPoint presentation with OneDrive to use this option. To use the Present in Teams option, upload your PowerPoint presentation to OneDrive. You can do this via File > Save As > OneDrive .

Once done, the Present in Teams button will become available to instantly launch your presentation for sharing during a Teams call.

5 Tips to Make your Presentation a Success on Microsoft Teams

Presenting PowerPoint in Teams can require being mindful of a number of things. This includes accounting for brevity to ensure your presentation does not take more than its designated time, using slides that are suitable for remote meetings. Below is a list of 5 tips to make your presentation successful using Microsoft Teams.

1. Check Your Audio and Video Settings

One of the most annoying problems faced during remote meetings is technical failures such as no or low audio quality. This becomes even more annoying when the meeting organizer or a presenter during their session faces the issue, wasting precious time. This is why you must check your audio and video settings beforehand to ensure everything works correctly. If you need to play a video during your session, make a test call with a colleague and get feedback if the sound and video quality are up to the mark.

2. Make Sure Your Slides are Clear and Concise

Presentations delivered via Microsoft Teams will often take place during scheduled remote meetings. This means that you will have to account for the designated time given for your session, which is why you must ensure that your slides are clear and concise.

3. Use Animations and Transitions Sparingly

Since remote meetings will be attended by participants using different types of computers and mobile devices, some animations and transitions might not be suitable. This is because they can cause Teams to slow down, or the slides might not display appropriately via screen sharing. For example, 3D animations , GIF animations , and objects with elaborate PowerPoint animated sequences might cause issues when displayed via Teams. 

4. Keep Your Slides on Topic

One of the banes of remote meetings is how a discussion can go off-topic very quickly. This is why it’s best to ensure that your slides remain focused on the topic and additional discussions are discouraged during the presentation session.

5. Use Team Members’ Names Sparingly to Call Out Specific Points

Calling out team members for their opinion or advice during a remote meeting can quickly lead to a very lengthy and off-topic discussion. This is why it’s best to call out team members’ sparingly. If you have been using Teams or other remote meeting apps long enough, you would have learned by now that for some topics, it’s best to ask participants to schedule a separate meeting so that the ongoing discussion remains on track.

Other Issues to Troubleshoot while presenting a PowerPoint presentation on Microsoft Teams

Someone has already set up Teams for your organization’s error

If you’re using a premium subscription for Microsoft Teams managed by your organization’s IT team, you might get an error when logging in to Teams. In such a case, you might get the following error:

“Someone has already set up Teams for your organization.”  

If you see the error message mentioned above, this means that your account isn’t ready yet, and you need to contact your organization’s IT team to ask when your account might be ready for use.

We’re sorry–we’ve run into an issue error.

Another prevalent issue is when the following error message appears:

“We’re sorry–we’ve run into an issue.”

This is a generic message, and usually, it can be resolved by clicking the Restart button that appears below the error. In case the issue isn’t resolved after restarting the Teams app, ensure your Internet connection is working. More often than not, the issue is associated with the Internet connection. If the issue persists, you can clear your cache , reinstall Teams or contact your IT support team. The error can also occur if there is an outage affecting Microsoft products or if there is a configuration issue for Microsoft 365 accounts associated with your organization.

Final Words

Using Microsoft Teams to share a presentation file is easy enough. However, when presenting a PowerPoint presentation in Teams, you must decide how to present your slide deck. If you need to switch back and forth between your slides and another document, spreadsheet, or browser window, it might be best to share your entire screen. However, if you wish to focus only on the slide deck, sharing your Window can help you avoid sharing the rest of your screen with the audience.

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You can have your PPT cake and eat it too

PowerPoint is likely one of the most popular apps shared during a Teams meeting. There’s a reason when you bring up the share options, PowerPoint takes up more than a third of it. People present slides all the time. But are they using PowerPoint to its potential when they use Teams? Most people do not. To view a video version of this post (lots of video demos!), press play below. (You should watch it, actually.)

PowerPoint has a lot of really great features and while this isn’t a PowerPoint best practices post, I do really appreciate PowerPoint for many of its professional features, like smooth transitions (Morph can be amazing), slide notes, non-distracting animations, screen annotations, and especially presenter view.

Well, if you’ve ever tried to present a slide deck in Teams, you’ll know that some of these features can be hard to find depending on which method you use to share your slides. There are three main sharing options and these are the only three I’ll cover today.

The three options—and I’m going to stick to this naming convention throughout the post—are The Teams Built-In Share, Desktop Window Share, and Presenter View Share.

TL;DR: For the most part, you want Presenter View Share. Launch your slideshow like you would normally. Alt-Tab to your meeting and share the window (not the screen) , Alt-Tab back to your presentation, right-click, and select Use Presenter View . That's it! Below is a more in-depth review of this way and the most common other ways to share slide decks during a Teams meeting.

Teams Built-In Share

Teams Built-In Share is the first option we’re going to discuss and it uses the built-in PowerPoint option. The sharing drawer shows you all your recent PowerPoint files. Though note that they’re only ones you’ve accessed in SharePoint or OneDrive; you don’t see anything from your local device or other cloud locations like Google Drive. Whether you know it or not, this method makes use of PowerPoint for the web—or formerly known as PowerPointOnline—so you’re getting the “Lite” version of PowerPoint when you present. That can work in many situations, especially if your slides are simple and straight forward.

There are a couple major upsides to this method. First, everything stays right in Teams and you have full control of your computer and its screen, unlike normal presentation mode with PowerPoint, where it completely takes over your screen. The other is that your viewers can actually choose to jump ahead or backward in your slides at their own pace without impacting what others see, which is a benefit you don’t get from any otherPowerPoint sharing option. You can disable this if you want to keep them on the slide you’re presenting, though. I generally don’t like people being able to jump slides on their own; it's usually more a distraction than a benefit. So for me, this isn’t a compelling feature.

The major downsides to this method are that you’re stuck with PowerPoint Lite: animations and transitions are sometimes really poor—and yes, animations and transitions are incredibly powerful for your message when they’re used correctly. But more importantly to me, you don’t get presenter view, so no annotations, no notes, and you have absolutely no idea which slide or animation is coming up next (unless you practice your slides a lot, but let's be real: you probably cobbled them together right before the meeting). Those downsides are the reason that I never use this method, even if it is right up in my face when I want to share a slide deck in Teams. The only way you’ll find me using Teams Built-In Share is once presenter view is built into PowerPoint for the web. 

Desktop Window Share

Desktop Window Share, the second option, is a nice little hack for sharing your presentation from the desktop app, complete with all the slick transitions and animations you’d like. You won’t get presenter view with this method, but you will get safety and comfort of all the full-fledged features in the desktop app and it won’t take up your whole screen while you’re presenting. Though it will include a little chrome in the top toolbar.

This method is similar to what people use when they set up kiosks for people to browse at expos or stores, except in this case, it doesn’t take up the whole screen. To present this way, you need to toggle a setting. Jump into the Slide Show tab in PowerPoint and click Set Up Slide Show . Select Browsed by an individual and click OK.

Now when you present this slideshow, it’ll show your entire slide in its own window, without the rest of PowerPoint showing. It’s like a mini PowerPoint presenter mode. To share this window, jump to your Teams meeting, click Share , and select PowerPoint under the Window section. Handy.

Presenter View Share

Note: This feature seems to have been recently removed from PowerPoint on macOS; I haven't been able to test it on Windows to confirm any impact there. I've reached out to Microsoft for some explanation or insights on this. I'll provide an update when I have one.

And lastly, Presenter View Share is my favorite way to present a slide deck during a Teams meeting and it’s really the subject of this post. Presenter View Share gives you all the features of the desktop app—because that’s what you’re using—including presenter view. That means you get notes and annotations, can see the upcoming slide, and can jump around slides as much as you want.

This technique is actually stupidly simple, but it’s not obvious at all. To share your presentation this way, it works best if you’re only using one monitor. If you have a second monitor, I’d actually recommend disconnecting it. And that’s coming from someone who always uses two monitors. The reason for that is the feature isn't available when you have two monitors because you'll already have presenter view on one of them and you can't share PowerPoint as a window when you have two monitors because the app takes up two windows and becomes essentially disqualified from being shared as a window (the only way to share the slides is by sharing the whole screen, which is less private).

First, have your PowerPoint file open and start the presentation the way you normally would. Now, Alt-Tab (Command-Tab on Mac) back to your Teams meeting and share the PowerPoint window—not the whole screen. Alt-Tab back to PowerPoint. And here’s where the magic happens: right-click on your slide and click Use Presenter View . And that’s it!

Wait, you’re worried that the people on the other end are seeing presenter view? They’re not. In fact, they didn’t even see you right-click because the menu isn’t part of the window. For them, nothing happened. While on your side, you just went from low fi to high fi in a matter of two clicks. From here you can do all the stuff you want through presenter mode and everyone on the other end will only see slides.

So, why do I like this method the most? Because I get to have my cake and eat it too! Sure, the slides take up my whole screen, but that doesn’t stop me from jumping around my device all I want. Alt-Tab is your best friend. If you’re not an Alt-Tab person now, you will be moving forward, because it’s a great little trick for jumping between apps.

That means I can be taking notes about a potential customer in my OneNote app during a demo without them knowing. Or I can check in on the meeting itself to see if someone’s raised their hand or said something I need to respond to. All they’ll ever see is the current slide—even if you see another app on top of it—because all I’m sharing with them is the PowerPoint window.

Edit: Some folks have reported they can actually use two monitors and still are able to share the single presented-view of PowerPoint. I can't confirm this because on Mac, the Use Presenter View isn't available when you have two screens (the option is not available in the right-click menu). That said, if you use multiple monitors, you're a power user. So take 2 minutes to check with a colleagues to test if it still works in your situation to pull this off, but with the multiple monitors you're used to. So if one of your original thoughts was, "I can't not use two monitors", test before you knock it. 🙂

Frankly, I’ll never look back on any other presentation options again. At least until Teams Built-In Share—remember, I really mean PowerPoint for the Web when I say this—finally transitions from PowerPoint Lite to a full-fledged version of PowerPoint. Once that day comes, I may convert. But for now, I’m sticking to the desktop app because it’s a beast.

But what do you think? How do you present slides during Teams meetings? What tips do you have when you’re presenting? Share them in a comment below so others can learn some of your tips and hacks for better meetings in Teams.

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Introduction to Microsoft Teams

Oct 30, 2019

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Introduction to Microsoft Teams. Chat-centered workspace in Office 365. Agenda. Microsoft Teams Introduction Microsoft Teams Features Microsoft Teams Requirements Appendix Items. Goals of this Training. Get an understanding of what Microsoft Teams can do for you

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Presentation Transcript

Introduction to Microsoft Teams Chat-centered workspace in Office 365

Agenda • Microsoft Teams Introduction • Microsoft Teams Features • Microsoft Teams Requirements • Appendix Items

Goals of this Training • Get an understanding of what Microsoft Teams can do for you • Highlight some key features to help increase your organizations productivity • Identify the Licensing, Deployment and Software requirements

Out of Scope • How to Deploy Microsoft Teams • Settings Management • Overview of Meetings • Chat Services

How our work has changed N O W T H E N Employees work on 2x more teams now than they did five years ago1 1 Source: 2009, 2014 US IW Survey

Ineffective collaboration has real costs Agility Takes longer to make and execute decisions Quality Worse decisions due to incomplet data Innovation Discoveries aren’t leveraged in other areas

Office 365: Complete Group Collaboration Solution Addressing the unique needs and workstyle of each group Call and meet Chat Email and schedule Create, share, find content Connect across the org Trust Control on your terms with cross application security & compliance Graph Discover content and people with cross application intelligence Groups Move from task to task with cross application group membership

Chat-based workspace in Office 365 Chat for today’s teams A hub for teamwork Security teams trust Customizable for each team Communicate in the moment and keep everyone in the know Give your team quick access to information they need right in Office 365 Get the enterprise-level security and compliance features you expect from Office 365. Tailor your workspace to include content and capabilities your team needs every day.

Teams and Channels Helps groups of people get organized with more focused conversations.

Teams Teams are the overall group of people working on a project. They can range in size from a small product team to a larger organization.

Creating Teams Create teams by adding member individually by email aliases or security groups. Every new team will have a default favorite channel called General, you can use it for whatever you like.

Channels Teams are made up of Channels, each covering a different topic. Only favorited Channels will show up in the left pane, other channels will show up if there is a notification for you. The remaining channels can be accessed by clicking more.

Creating Channels Channels are open to everyone on the Team, so anyone can drop in and see what everyone is talking about. Channels can be created to cover Topics, Departments, or Projects.

Teams Owners • There can only be 10 owners per Team • Owners can: • Add new members and other owners • Manage Team settings: • Enable\Disable @Mentioning • Allowing GIFs, stickers, memes, and moderation settings • Rename the Team • Delete the Team

Teams Members • There can be as many as 600 members per Team • Members can add additional channels to the team

Productive Chat Threaded conversations

Threaded Conversations In channels you can reply directly to a message, keeping the discussion easy to follow.

Like and Save messages At the top right corner of all messages in Channels, you have an option to like messages or save them for later. Saved messages will be kept in Saved along the left rail.

Documents and Conversations You can review a file with the conversation along side it. When you give feedback and comment, it’ll also appear back in the channel so no one loses the history.

Mention Team Members You can also bring people’s attention by @Mentioning them, just type the @ symbol before their name. And if you admin enables it, you can @mention your whole team or any channel.

Ways to Express Yourself Everything from emojis to GIFs to stickers and memes that you can actually edit, are there for you to showcase the personality of your team and add some flare to the conversation.

Private Conversations Open team channels are great for collaboration, but sometimes you need to talk privately

Chat By selecting Chat along the left side of the application, you can have private conversations with your teammates.

Group Chat Simple click the new chat icon and type the names of the people you want to add to a conversation. You can add up to nine people in a group chat.

Sharing Files You can add files from your computer or OneDrive for Business account

Meetings Microsoft Teams makes it easy for people in a channel to go from a group conversation to a meeting.

Start a Meeting In a channel conversation, click the Meet Now icon in the compose box. Or keep all the context of an existing conversation by clicking the Meet Now icon in the reply box.

Notify Team Members of the Meeting Once you’re in, you can invite the people from your conversation, or anyone from the team by clicking on their name.

Find a Meeting While you’re waiting for people to join, other team members who follow the channel will see that a meeting has started. They don’t need to join the meeting to see who’s in attendance.

Join a Meeting One click, and you are in the meeting.

Full Bleed Video Leveraging the full width of the screen, the audio and video experience make remote team members feel like they’re really part of the conversation.

Share your screen Once you are in the meeting, you can share you desktop. The content layout lets everyone see what’s being shared. Along with people’s facial expressions.

Meeting History Once the meeting is done, people who couldn’t join will see that the meeting happened in the context of the conversation.

Scheduled Meetings On demand meetings are great if you need to meet at a moment’s notice, but what if you want to schedule a meeting ahead of time? We’ve got you covered.

Tabs and Connectors Allow you to integrate the tools and services you love right into your chat or channel

Tabs Tabs are always visible at the top and stay with the conversation, so everyone can get to them easily.

Default Tabs You automatically get a couple of tabs. Files that get uploaded will live in the Files tab and notes people add will live in the Notes tab.

Add a Tab There are a variety of data and services you can integrate into your channel using tabs.

Planner A planner for tracking tasks and managing work items.

Chat about a Tab You can start a conversation in the Tab. Team members can follow the discussion here, or back in the conversation Tab.

Connectors Office 365 Connectors in Microsoft Teams

Connectors Connectors allow your Microsoft Teams users to receive updates right from popular services such as Twitter, Trello, Wunderlist, GitHub, and VSTS. Updates show up as rich cards in channels.

Connector Framework • For a more comprehensive list of Connectors and introduction to connectors check out Connect apps to your groups • If you’re interested in building your own Connectors, check out the Office 365 Connectors development site

Bots Bots allow users to complete tasks such as querying information and performing commands

T-Bot T-Bot gets you using Microsoft Teams quickly and more effectively by answering your questions and providing help. Type a question directly to T-Bot in a chat or browse the menu.

Bot Framework • Integrate existing line of business systems with Microsoft Teams via a bot • A full suite of indispensable bots are coming soon • Check out the Microsoft Bot Framework

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Implement proven techniques that make the educational experience more accessible and inclusive for all students regardless of their age, language, fluency, or abilities.

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Shared slides cannot be seen in Teams

For all my microsoft teams meetings I cannot see any powerpoint slides being shared with me, I logged in and out, but nothing happens or changes.

Any help in this regard will be appreciated. I work with microsoft teams on my laptop.

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Thank you for your answer. All other participants are able to see the slides. I am not sure if i use teams web app or desktop app. It does not appear in black screen, i just do not see anything, i only see all my colleagues..they all see slides. This happens when others share their slides with all participants.

Kind regards,

20 people found this reply helpful

I've had a similar experience where, in a large meeting, some participants were able to see the shared screen/presentation, and some not. They only saw a black screen with the initials of the person who was sharing content (as opposed to the actual content being shared). This happened for 2 out of 3 presenters (that some people saw the pres, others not).

Is this a known technical issue? Can it be mitigated by having the presenters use the web app as opposed to the desktop app?

Best regards,

17 people found this reply helpful

3 people found this reply helpful

1 person found this reply helpful

Thanks a lot for your reply..i tried it now ie logging in through the browser and i started seeing the slide again

I have this same issues.  It worked great for months and then was hit and miss and now I cannot see my shared slides, just the black screen.  We are a large hospital, all Microsoft organization on MS 365, Windows 10, MS Teams is loaded on PC.  I am the Organizer.  I have had NO problems with my guest speakers sharing their slides.  And everyone can see my slides. 

I open my meeting (on PC company loaded application on desktop), I hit the share button.  I go to PowerPoint (or Browse and select from my OneDrive or upload from files, doesn't matter all are not working most of the time) and select my Welcome or Final slide.  And it either shows and all is well OR it doesn't.  I have a black screen, can't move my slides forward, can't read my slides and get a pop up that wasn't able to display content.

I have signed off and back on MS Teams, I have cleared the cache multiple times (sometimes that  seems to help, sometimes doesn't).  I need to be able to consistently count on this working.  I facilitate a very large Medicine Grand Rounds (now virtual since April) presentation. Shelley

Thank you for your answer. All other participants are able to see the slides. I am not sure if i use teams web app or desktop app. It does not appear in black screen, i just do not see anything, i only see all my colleagues..they all see slides. This happens when others share their slides with all participants. Kind regards, Hanna

I experience the exact same issue as Hanna is describing - if another meeting attendee shares slides, sometime I (alone) can't see them even though the other attendees CAN see them.

For context I use the Windows Teams Client version not the web version.

I should also say that 95+% of the time, I DO see shared slides correctly. But once in a while I do randomly encounter this issue. I have still seen this as recently as the January 15, 2021 release.

9 people found this reply helpful

I wondered if this issue had a resolution as I am having problems when presenting. One of my students is unable to see the ppt presentation.

Hello Hanna,  May I further confirm with whether this issue occurred during meeting sharing and it would appear in black screen in meeting? For recently we have a sharing screen issue that users may be unable to see videos or screen sharing from remote participants .  You could share more details with me, or a screenshot of issue symptom so that I can perform further search in my lab.  Whether issue persists even when the presenter shares desktop screen, or other type of file? Please kindly confirm with other participants whether anyone else get impacted.  If currently you're using Teams desktop app, try to sign in Teams web app when issue occurs to see if you can see the presentation.  Best Regards, Anna

Hi, I am facing the same issue. I am trying to upload the slide under Files under Teams group chat but it is uploading only one slide and that too not editable.

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How to use Copilot in Microsoft Teams, Word, Excel, and more

How to use copilot in microsoft teams, word, excel, and more work smarter across your entire microsoft 365 workflow with these expert tips..

From everyday prompt engineering to specialized functionalities across Teams, Outlook, Word, PowerPoint, and Excel, Microsoft Copilot is designed to save you time. Integrated directly within Teams and the Microsoft 365 (M365) suite, Copilot accelerates processes and helps you get a head start on your tasks.

But when a new tool claims it can do it all, figuring out how to start is overwhelming. This is especially true with generative AI, and Copilot is no exception.

With practice and a little know-how, Copilot can make quick work out of repetitive, time-consuming tasks and improve the way you collaborate, communicate, work, and present.

SHI’s Microsoft experts are here to show you how to effectively use Copilot across Teams and M365.

Start by writing good prompts

No matter how you use Copilot , your results will only be as good as your prompts, which are the written commands that send Copilot to action.

As a generative AI built on large language models (LLMs), Copilot performs at its best when your prompt includes four key aspects: the task , the persona , the context , and the format .

Depending on your use case, some of these aspects may not be as necessary as others. For example, you likely won’t need to give Copilot a persona to summarize your Outlook inbox, and formatting may not be important if you’re asking simple questions.

But for complex or creative requests, you’re more likely to get your desired result when you give Copilot an explicit task to perform, a specific persona to align with, context for why Copilot is performing the task, and a precise format in which Copilot should deliver its results.

As we explore how to use Copilot across Teams, Outlook, Word, PowerPoint, and Excel, we’ll include sample prompts to help you get started.

Collaborate better in Teams

For knowledge workers, Microsoft Teams is by far the most popular application for using Copilot. Whether you’re returning from vacation to a bazillion notifications or need notes from an hour-long meeting, Copilot simultaneously simplifies and enhances collaboration within Teams.

In Teams, you can use Copilot to:

• Generate a bulleted recap of your messages.
• Suggest future meetings and action items based on your message recaps.
• Schedule meetings based on the best mutual availability of all attendees.
• Summarize meetings based on their transcriptions.
• Provide meeting notes, recaps, action items, and even highlight where attendees had differing opinions.

Sample prompts for Teams

To best leverage Copilot in Microsoft Teams, experiment with prompts like the following:

Recap messages: Provide a bulleted summary of all my messages from the past week, highlighting any action items or potential future meetings.

Schedule a meeting: Schedule a meeting next Tuesday to discuss the department-wide Copilot rollout. Include myself, Jane Doe, and John Doe, and select a time during which we all have zero scheduling conflicts.

Give meeting notes: Provide notes for Tuesday’s Copilot meeting, highlighting any action items for myself, Jane, or John. Include a bulleted list and headers to denote when our discussion changed subjects.

Craft the perfect response in Outlook

Everyone has botched an email. Whether responding to a client, contacting a prospective customer, or replying to a thread, it’s been a rite of passage for people to fail at conveying humor, misinterpret and respond angrily to a casual message, or mess up a thread by accidentally replying to a weeks-old email.

Copilot puts an end to the embarrassment, helping you manage your inbox, craft the perfect response, and stay organized and in the know. In Outlook, use Copilot to:

• Craft emails with professional grammar and your intended tone.
• Recap your inbox after a long absence.
• Summarize long email threads.
• Contextualize emails with Teams messages from the same contact or group.

And because Copilot is integrated within your existing M365 tenant, it can pull from your contacts, SharePoint files, and groups to write and manage emails with depth and precision.

But remember: while Copilot is great for quickly starting tasks or creating a first draft of a response, it’s by no means a replacement for human thought. Trust your final discretion to determine whether an email generated by Outlook actually matches the messaging you want to convey, and adjust accordingly.

Sample prompts for Outlook

If you want to take the legwork out of managing your Outlook inbox, prompts like these can be great starting points:

Craft an email: Write an email to Jane Doe with the subject line, “The AI webinar you won’t want to miss.” Jane is an IT professional in the pharmaceutical industry, and through this email, we want her to register for our upcoming webinar titled “How to use AI like a pro.” Use a friendly, casual tone and include a bulleted list of ways AI benefits her role within her industry.

Recap your inbox: Catch me up on all my emails from the past week. Highlight any internal emails from my management, action items from my team, and external emails from my customers.

Summarize email threads: Summarize the email thread with Jane Doe about the AI webinar. Highlight any action items or potential future meetings.

Jumpstart your first draft in Word

The empty stare of a blank page in Microsoft Word can often be the biggest obstacle when writing statements of work (SoWs), reports, or documentation. With Copilot and a strong prompt, creating your first draft can become the easiest part of your project.

And if you’re on the opposite end of the spectrum, and you’ve been tasked with reviewing a 50-page proposal by the end of the workday, Copilot can also summarize and answer questions about existing documents.

Use Copilot in Word to:

• Create a first draft for SoWs, reports, documentation, blogs, and more.
• Summarize and answer queries about documents.
• Generate content according to your chosen persona and tone.

As you use Copilot in Word, it’s important to consider any content it generates as a first draft . Take time to edit the content, make it yours, and verify any factual statements. Generative AI can be a terrific way to end writer’s block or start your projects, but you should never submit its content as a final product.

Sample prompts for Word

Don’t let blank pages and novel-length documents drag you down. Get a head start on your projects with prompts like these:

Draft a report: Write a report about our AI webinar leveraging information from the email thread “AI webinar retrospective.” Write it from the perspective of an IT Systems Admin in an informative and concise tone. Include analyses of our data usage, adoption rate, and helpdesk SLAs.

Summarize a document: Summarize this document with bulleted lists categorized by headers that match those found in this document.

Answer questions about a document: What is the most expensive line item in this statement of work and to which service is it aligned?

Generate entire presentations in PowerPoint

When you’ve spent days or weeks compiling information for a client, manager, or partner, the last thing that’s on your mind is what it all should look like when you’re presenting it. You know exactly what you need to say – and with Copilot, you don’t need to think about how it all comes together on a slide deck.

In PowerPoint, Copilot enables you to:

• Create a first draft of a presentation with just a prompt.
• Generate custom images for your slides.
• Create a presentation using a Word document as an outline.
• Add slides to existing presentations.

Just like when using Copilot for Word, you should consider any slide Copilot creates in PowerPoint as a first draft . Review it, fact check it, and tinker with the visuals to align with your organization’s branding – and never move forward with an unedited presentation from Copilot as your final draft.

Sample prompts for PowerPoint

Use prompts like these to save time and brainpower when making your next presentation:

Create a first draft of a presentation: Create a 10-slide presentation about AI. I’m an IT professional presenting to a tech-savvy audience. My audience particularly cares about data center sustainability and the amount of power and cooling AI demands. Conclude the presentation with a Q&A slide .

Generate custom images: Generate an image of a data center server rack in the style of a surrealist painting. Add the image to Slide 4.

Create a presentation from a Word document: Create a 15-slide presentation from the attached document, which is a quarterly helpdesk SLA report. I’m an IT helpdesk professional presenting to my direct manager. Emphasize my high satisfaction survey scores, fast time to resolution, and high percentage of issue resolutions.

Refine spreadsheets in Excel

For many knowledge workers, Excel is a keystone application for their workflows. But as spreadsheets grow and data becomes more complex, it can be far too easy to get bogged down in the details.

With Copilot, you can apply revisions, additions, filters, and more to your spreadsheets by simply using natural language in your prompts – which can be a huge advantage for those who get a migraine from formulas, conditional formatting, and other features that make Excel a great but intensive program.

In Excel, you can use Copilot to:

• Analyze data and generate charts in your spreadsheet.
• Create new columns with custom formulas.
• Highlight specific data points via conditional formatting.
• Automatically sort individual columns.

As you tinker with Copilot in Excel, it’s important to remember generative AI tools aren’t quite the mathematicians we’d all like them to be. These tools are getting better at math skills over time, but you should review formulas before applying them to your spreadsheet to ensure Copilot understood and correctly equated your prompt.

Luckily, Copilot in Excel provides formulas and the logic behind their generation before you apply them to your spreadsheet, making it easy to discard results that aren’t ideal.

Sample prompts

To get started with Copilot in Excel, try using prompts like the following:

Analyze data: What is the average duration of page view time in seconds?

Create a formula column: Add a column for the percentage of page viewers who filled out the form to the nearest whole number.

Highlight specific data: Add green, yellow, red conditional formatting to the page view time column, in which green is any duration above 60 seconds, yellow is any duration between 30 and 59 seconds, and red is any duration less than or equal to 29 seconds.

Successfully adopt Microsoft Copilot with SHI

Microsoft built Copilot to save you time across your entire Teams and M365 workflow – including in Outlook, Word, PowerPoint, and Excel. You can use Copilot to:

• Summarize lengthy Teams meetings.
• Craft emails in Outlook.
• Draft reports in Word.
• Draft presentations in PowerPoint.
• Create new formulas in Excel.
• And so much more!

But without strong governance and thorough adoption, your organization risks entering the AI future with insecure data and an uninformed userbase.

With SHI’s M365 Copilot Enablement program , our Microsoft experts will help drive successful, widespread Copilot usage while preventing unintended access to the data Copilot creates.

During our M365 Copilot Enablement program, we’ll work with your teams to:

• Gather requirements, plan for AI integrations, identify goals and outcomes through stakeholder discovery sessions, and activate Copilot.
• Train users on prompt engineering and using Copilot for M365 and lead the way for change management and messaging.
• Conduct a comprehensive analysis of data usage and health status within M365 and prepare your data and people for the use of AI.
• Evaluate AI priority personas, roll out Copilot for M365 to test groups, and establish early adoption frameworks and education.
• Implement production persona scenarios for AI, deploy Copilot for M365 to your organization, and provide a clear path forward to solidify tool adoption.

Learn more about our M365 Copilot Enablement program or contact us to adopt Copilot like a pro!

Start using Copilot like a pro with SHI!

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How to build finance reports faster with the vena and powerpoint integration.

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Every financial analyst knows the drill. You're knee-deep in Excel, when you’re tasked with bringing this data into a slide deck for an all-important financial presentation .  It's not just a matter of copy and paste (and spending hours on formatting the data, mind you); it's about ensuring the data tells the right story, is up to date and gives your audience of stakeholders the insights they need to make the right decisions.  But too often, focusing on this higher order of thinking isn’t possible, because it takes so long to just build your slides, painstakingly transferring over your data and key metrics.  This manual process is not only time-consuming but fraught with potential errors too. Imagine the effort of aligning figures, updating charts, and then, at the last minute, finding a discrepancy that sends you scrambling back through your spreadsheets.  A single misplaced decimal or an outdated figure can lead to incorrect conclusions, impacting strategic decisions. Maintaining data integrity also becomes a challenge as you manage multiple versions of presentations, each requiring updates as new data becomes available and stakeholder requirements change.   That’s where Vena for PowerPoint comes in.   With this new integration, you can build beautiful audience-ready presentations in minutes, collaborate with stakeholders in real time, interact with live financial and operational data and refresh those numbers for the latest results—all without ever having to leave PowerPoint  No more time lags or manual errors from copy-pasting tables.   How does it all work? Let’s dive into the details.  

What Is Vena for Microsoft PowerPoint? 

Vena for Microsoft PowerPoint is a native integration that incorporates live data from your Vena instance directly into your PowerPoint presentations. With this integration, you can gain more time to focus on strategic initiatives and significantly reduce time spent translating Excel data into presentations.   When you can create high-quality, informative, and in-depth presentations in record time, you can put more emphasis on your data storytelling —how you take complex financial data and put it into context, with clear takeaways.  Here are five ways Vena for PowerPoint can help transform the way you bring your numbers to life:  

Live Data Integration

Bring live data directly from Excel into your PowerPoint slides. This means any changes made in your Excel files connected to the Vena database are automatically reflected in your PowerPoint presentations. Whether it's a last-minute update or a periodic refresh, your numbers remain consistent across both platforms without the need for manual intervention. 

Dynamic Report Libraries

Create a centralized library of charts and data points within PowerPoint that are directly linked to your Excel reports. This feature allows you to access and insert the latest data into your presentations. Whether you need a chart that tracks quarterly sales trends or a table showing year-over-year growth, you can pull these tables into multiple presentations and save time.  

Automated Updates

Refreshing the data in your presentation will ensure the numbers you’re pulling from Vena are the most up to date. The best part? It's particularly useful for recurring reports, such as your monthly, quarterly or annual financial performance reports.  Say you have an urgent annual review presentation. With Vena, you can automatically update the presentation you created last year with this year’s numbers. With the latest data auto-populating into the PowerPoint deck, you can focus on strategizing and practicing your presentation delivery rather than manually updating figures.  

Advanced Access Controls and Task Management

Vena for PowerPoint allows you to set defined permissions, ensuring that only authorized users can access and edit the data. This feature safeguards sensitive information while allowing for seamless collaboration among team members, regardless of their location. You can also assign tasks, manage approvals, track progress and ensure full transparency and accountability across your contributors in real time​. 

In-Built File Management

Vena for PowerPoint eliminates version control issues and reduces file clutter by removing the need for recreating and redistributing reports  

How To Create Financial Reports With Vena for PowerPoint in 5 Easy Steps 

Here’s a simple step-by-step process on how to get started with Vena in PowerPoint:  

Step 1: Enroll your existing Vena-enabled Excel files into PowerPoint.   

Once you’ve enrolled your reports, you’ll be able to view all the individual data points, charts, and dynamic text from those reports within the Vena sidebar in PowerPoint.  

You can also preview that data point—and the details on which report and data model it’s coming from—before adding it into your slides. 

For example, by updating your selected date in the Vena for Microsoft PowerPoint choose box. Watch as your data gets updated automatically. Now, you can easily add or update data points as stakeholder requirements change.  

Step 5: Share your completed PowerPoints as you normally would using the ‘Export’ button or present it live.   You can save key reports (such as sales performance, financial forecasts, and quarterly earnings) as templates. This way, you can easily insert commonly cited data points. All you need to do is hit ‘refresh’ and all the data points inside the report will be regenerated according to the new metrics.  

Enhancing Your Data Storytelling With Vena for PowerPoint 

Data storytelling is where the true value of financial analysis comes to life. It’s about transforming data into engaging, relatable and memorable narratives that helps you add human context to numbers, charts, and tables.   “There’s always something behind the data and being able to uncover that is key, not just for making your point clear but also for guiding decisions within your organization,” says Thomas Krolak , Director of FP&A at Vena.    But diving deep into the context behind your organization’s data and weaving compelling narratives around it are two things most FP&A professionals may not have the time to focus on.   When finance leaders and executives across other functions of the business inevitably ask for new reporting requirements at the last minute, this only further compounds the stress of creating your presentations.  For example, let's say you're in a quarterly review meeting, presenting a consolidated sales performance chart with all product categories. The initial chart shows overall sales growth of 5% over the quarter, which meets the company's growth targets. But a stakeholder asks for a more granular analysis; she wants to know how the new product line launched earlier in the quarter has performed compared to established products.   With Vena for PowerPoint, you don't need to halt the presentation to gather more data. Instead, you can access your sales report from Excel directly within PowerPoint, selecting the specific sales data for the new product line as well as comparable figures for existing products. 

Beyond the Spreadsheet: From Gathering Data to Driving Strategy 

FP&A professionals often have to trudge through a massive collection of data points, charts and tables to extract insights. To add fuel to fire, they’re typically doing this exercise manually any time the data or calendar changes. When a new month or end of year rolls around, the entire process starts anew, consuming valuable time that could be spent on strategic analysis.  But with Vena for PowerPoint, you’ll spend less time on the thankless minutia and more time communicating the impact of your data and enabling the rest of your business to make the right decisions.  Learn more about Vena for PowerPoint .  

See Vena for Microsoft PowerPoint in Action

Request a Demo to see how Vena for PowerPoint can transform how you bring numbers to life.

A Guide To Delivering More Impactful Financial Presentations

We share our tips for delivering more impactful financial presentations as an FP&A professional, from building your slides to delivering your message to stakeholders.

What Is Data Storytelling: The Art of Communicating Financial Data to a Non-Finance Audience

Read about how finance professionals can use data storytelling to turn complex financial data into compelling, strategic narratives.

The 7 Main Reports FP&A Teams Are Responsible For (With Templates)

Discover the seven essential types of FP&A reports to include in your reporting processes and find templates to help you get started.

What the CFO Reports to the Board of Directors [Template Included]

Understand the key information a CFO must report to the Board of Directors. Use CFO reports templates to deliver timely and meaningful financial information.

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Vena introduces vena for microsoft powerpoint, purpose-built to help strategic finance and operations professionals revolutionize turning data into impactful stories.

Solution enables teams to build presentations and interact with their live financial and operational data without ever having to leave Microsoft PowerPoint, creating a seamless flow of work

TORONTO, May 15, 2024 --( BUSINESS WIRE )-- Vena , the Complete Planning platform loved by finance and trusted by business, today introduced Vena for Microsoft PowerPoint , a native integration with Microsoft 365 purpose-built to help strategic finance and operations teams revolutionize the way they bring their numbers to life, align teams and inspire action with compelling financial presentations.

According to Gartner , improving finance metrics, insights and storytelling ranks as a top priority for chief financial officers (CFOs) in 2024. Vena for Microsoft PowerPoint combines the power of Vena’s category-leading reporting and analytics capabilities with the advanced productivity and collaboration features of Microsoft 365 and Microsoft PowerPoint’s familiar interface to help finance teams build presentations that turn data into impactful stories while simultaneously streamlining their flow of work.

With Vena for Microsoft PowerPoint, finance and operations professionals can build beautiful, audience-ready presentations in minutes, collaborate with stakeholders in real time, interact with live financial and operational data and refresh for the latest results—all without ever having to leave PowerPoint. This boosts personal effectiveness and operational efficiency while improving data storytelling, enabling them to better communicate powerful financial insights that drive improved decision making using their most up-to-date data.

"Vena for Microsoft PowerPoint is the latest step of Vena’s commitment to driving business insights," said Hugh Cumming, Chief Technology Officer at Vena. "With the ability to leverage Vena’s dynamic datasets and automation technology, our customers can rapidly transform their Microsoft PowerPoint presentations into up-to-the-minute, decision-support tools."

Early adopters such as Bell Partners, an apartment investment and management company focused on quality multifamily rental communities throughout the United States, are already reporting significant productivity increases.

"Currently, it takes us an hour to pull together our monthly reporting package. Vena for Microsoft PowerPoint makes the monthly update only take a few minutes," said Michelle Canada, CPA Director of FP&A, Bell Partners.

With Vena for Microsoft PowerPoint, finance and operations professionals can:

Dynamically connect charts, tables, textual narratives and dashboards from a built-in library of their existing financial and operational reports to any slide while maintaining their calculations, corporate branding, data visualizations and standard financial formatting.

Interact with financial and operational data in real time and instantly refresh presentations with the latest results and Microsoft Excel formatting through a live integration with their Vena data model and reports.

Work with stakeholders on building and perfecting impactful, data-driven narratives in real time from anywhere on any device through Vena's native integration with Microsoft 365, which amplifies the best of their existing investment in Microsoft PowerPoint.

With these capabilities, finance and operations teams can dramatically reduce the time spent creating and updating financial presentations. They can collaborate in real time with anyone in their organization to build impactful, data-driven narratives. Additionally, teams can present with confidence using the latest numbers, and improve team alignment and decision making with enhanced data storytelling leveraging the presentation tool they already know and use.

To learn more about Vena for Microsoft PowerPoint, please visit the Vena website .

Vena is the only Complete Planning platform natively integrated with Microsoft 365. Vena streamlines financial and operational planning, reporting and analysis processes, and provides advanced analytics and modeling capabilities to help business, finance and operations leaders make agile and more informed business decisions. With Vena, you can leverage the power of Excel and AI-powered insights in a unified, cloud-based platform that enhances productivity, collaboration and insights. Over 1,800 of the world’s leading companies rely on Vena to power their planning. For more information, visit venasolutions.com .

View source version on businesswire.com: https://www.businesswire.com/news/home/20240515282847/en/

MEDIA Jonathan Paul Vice President, Content Marketing [email protected]