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How to Work with Presenter View in PowerPoint

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

How to Use Presenter View in PowerPoint

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

How to Enable Presenter View in PowerPoint

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

Adjust Display Settings

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

Navigate Slides in Presenter View

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

View Taskbar in Presenter View

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

Reset or Pause the Timer

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

Change the Size of the Speaker Notes

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

Using Annotation Tools in Presenter View

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

View All Slides in Presenter View

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

Zoom Slides using Presenter View

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

Black or Unblack SlideShow

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

Toggle Subtitles in Presenter View

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

Toggle Camera in Presenter View

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

End Slideshow in Presenter View

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

More Slideshow Options

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

How to Use Presenter View on a Single Screen

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

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

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

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Different Ways to View Slides in PowerPoint

Use different views to design, organize, outline, and present your slideshow

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Many people spend all their time in the Normal view when working on their PowerPoint presentations . However, there are other views that are useful as you put together and present your slideshow. In addition to Normal view (also known as Slide view), you'll find Outline view, Slide Sorter view, and Notes Page view.

Information in this article applies to PowerPoint 2019, 2016, 2013; PowerPoint for Microsoft 365, and PowerPoint for Mac.

Design Slides in Normal View

Normal view, or Slide view as it is often called, is the view you see when you start PowerPoint. It is the view where you'll spend most of your time in PowerPoint. Working on a large version of a slide is helpful when you're designing your presentation .

Normal view displays thumbnails of each slide, the slide where you enter your text and images, and an area to keep presenter notes. 

To return to Normal view at any time, select View > Normal .

The four slide views are located on the View tab. Toggle between them to compare views.

Organize a Presentation in Outline View

In the Outline view , your presentation is displayed in outline form. The outline contains the titles and main text from each slide. The graphics are not shown, although there may be a small notation that they exist. You can work and print in either formatted text or plain text.

Outline view makes it easy to rearrange your points and move slides to different positions. Outline view is useful for editing purposes. And, it can be exported as a Word document to use as a summary handout .

To view an outline of your presentation instead of thumbnails, select View > Outline View .

Rearrange a Presentation in Slide Sorter View

Slide Sorter view shows a miniature version of all the slides in the presentation in horizontal rows. These miniature versions of the slides are called thumbnails.

Use Slide Sorter view to delete or rearrange your slides by dragging them to new positions. Add effects, such as transitions and sounds, to several slides at the same time in Slide Sorter view. And, add sections to organize your slides. If you are collaborating with colleagues on a presentation, assign each collaborator a section.

To locate the Slide Sorter view, select View > Slide Sorter . 

Keep Presentation Prompts in Notes Page View

When you create a presentation, add speaker notes that you refer to later while delivering the slideshow to your audience. Those notes are visible to you on your monitor, but they aren't visible to the audience.

Notes Page view shows a small version of a slide with an area below for speaker notes . Each slide is displayed on its own notes page. Print these pages to use as a reference while making a presentation or to hand out to audience members. The notes do not show on the screen during the presentation.

To locate the Notes Page view, select View > Notes Page .

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May 9, 2022

Edit your notes in Presenter view in PowerPoint

Victoria Tran

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

Edit notes in Presenter view

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

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

How it works

Ready to edit notes in Presenter view?

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

Known issues

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

Tips and tricks

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

Availability

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

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

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

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

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

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How to Use the Presenter View in Google Slides

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

Types of presentation modes in Google Slides

Presenter view, start from beginning, present on another screen.

There are three presentation modes in Google Slides. 

If you click the “Slideshow” button or press Ctrl/Cmd + F5, your presentation will start directly without any speaker notes. This is the most widely used and the simplest option.

Next to the “Slideshow” button, there’s a drop-down arrow. Click on it to see the different presentation modes:

In this mode, you’ll be able to see the speaker notes, check the timer and adjust other settings, such as questions from the audience. For more information about the speaker notes, please refer to this  Google Slides tutorial .

To view the different tools, after clicking “Presenter View”, move your mouse to the lower left-hand corner of the screen. You’ll see the slide number, previous and next slide arrows and three dots. Click on the dots and here are your options:

Open speaker notes

This enables the speaker notes and makes them visible. If you click this button, you might exit fullscreen mode. To go back to fullscreen, press Ctrl/Cmd + Shift + F or click the “Fullscreen” button. For more information, please refer to this  Google Slides tutorial .

Turn on the laser pointer

You’ll see a red dot on the screen, which you can move around to point out any element from your presentation.

Full screen

Click this button (or press Ctrl+Shift+F) to enter or exit fullscreen mode.

Click this button to finish the presentation or just press Esc.

If you click on “Auto-play,” more options will appear: Click “Play” and the slides will advance automatically (by default, every two seconds, but there are other options available. You can also choose to play the slideshow on a loop).

Captions preferences

If you have a mic set up, you can enable captions. Click the drop-down arrow to adjust the size of the text and its position on the screen.

If you click on “more”, you can enable the Audience Q&A panel by clicking on the first option that appears. For more information, please refer to this  Google Slides tutorial .

More: Downloads, printing, info and options

Under the “More” tab, you can also choose different download formats for your slideshow or print it out. This tab also contains a handy list of keyboard shortcuts (if you prefer handling keys to using your mouse) and the possibility to report problems. 

Your presentation will begin from the first slide (Ctrl/Cmd + Shift + F5).

Your presentation will be shown on a different screen via a media display device, such as Chromecast. This option will be available only if there’s another screen available. 

Now you’ve mastered the presenter view in Google Slides, which, with a bit of practice, will be a game-changer! Not only will it make you look like a presentation pro, but it will also streamline the process of nailing those crucial talking points. So go out there and strut your stuff – with presenter view on your side, you are unstoppable!  And if you’ve found this tutorial helpful, check out more of them on   our blog !

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How to View Your Presentation in Google Slides: A Step-by-Step Guide

Google Slides is a fantastic tool for creating presentations, whether for work, school, or personal projects. But once you’ve put together your slides, how do you view them as a presentation? It’s simple, just a few clicks and you’re good to go. After reading this brief overview, you’ll have a clear understanding of how to view your presentation in Google Slides.

Step by Step Tutorial: Viewing Your Presentation in Google Slides

Before we jump into the steps, let’s understand what we’re aiming for. Following these steps will allow you to view your Google Slides presentation in full-screen mode, making it look professional and clean for your audience.

Step 1: Open your presentation in Google Slides

Begin by opening the Google Slides presentation you wish to view.

When you have your presentation open in Google Slides, make sure you’re logged into your Google account. This will allow you to access all the features you need to properly view your presentation.

Step 2: Click on the “Present” button

Locate and click on the “Present” button, which is typically found in the top-right corner of the screen.

The “Present” button is usually represented by a play-like icon. Once you click it, your presentation will start from the beginning and you can navigate through your slides using your keyboard or mouse.

Step 3: Navigate through the slides

Use the arrow keys on your keyboard or click to move forward or backward through your slides.

As you navigate through the slides, you can also use the “Escape” key to exit full-screen mode at any time.

After completing these steps, your presentation will be displayed in full-screen mode, allowing you to deliver your content effectively.

Tips for Viewing Your Presentation in Google Slides

• Ensure your internet connection is stable before starting your presentation to avoid any disruptions.
• Familiarize yourself with the keyboard shortcuts for a smoother presentation experience.
• Always preview your slides before presenting to check for any errors or formatting issues.
• Use the speaker notes feature to keep track of what you want to say on each slide.
• Practice your presentation a few times to build confidence and ensure smooth delivery.

Frequently Asked Questions

How do i start my presentation from a specific slide.

To start from a specific slide, simply select the slide you want to begin with and then click on the “Present” button.

Can I use a remote clicker to navigate through my slides?

Yes, many remote clickers are compatible with Google Slides, allowing you to advance through your presentation wirelessly.

Is there a way to loop my presentation automatically?

Yes, you can set your presentation to loop by clicking on the “Slide” menu, selecting “Change transition,” and then checking the “Auto-advance slides” box.

How can I share my presentation with others?

You can share your presentation by clicking on the “Share” button and choosing the appropriate sharing settings for your audience.

Can I present to a remote audience using Google Slides?

Yes, Google Slides allows you to present your slides via video conferencing tools or by sharing a link to your presentation.

• Open your presentation in Google Slides.
• Click on the “Present” button.
• Navigate through the slides.

Now that you’ve got the hang of it, viewing your presentation in Google Slides should be a breeze! Remember, the key to a great presentation is not just in the content but also in the delivery. By following the steps outlined in this article, you can ensure that your presentation looks professional and runs smoothly.

Don’t forget to take advantage of the tips provided, like practicing your presentation and using speaker notes. And if you ever run into any issues, the frequently asked questions section should help clear things up.

As you become more familiar with Google Slides, you’ll find that it’s a highly versatile tool that can aid in creating impactful, engaging presentations. So go ahead, give it a try. Create, present, and wow your audience with your newfound Google Slides expertise!

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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How to view your notes in the presentation mode

Usually, there are two different screens for the presentation. For example, one screen is your laptop and the second is the provided monitor, TV, projector, web application screen, etc.

Today is popular to give a presentation via the Internet. E.g., you can use a Web meeting application such as WebEx or GoToMeeting or present your PowerPoint presentation online using the Office Presentation Service , to show your presentation to the audience on the additional screen.

For this purpose, PowerPoint provides the Presenter view , a special view of the presentation that is available on systems with more than one monitor (presentation screen):

To start your presentation with the Presenter view , see some features of the Presenter view .

In the Presenter View screen, there are the following elements:

On the left side:

The timer can help you keep track of how long your presentation has dragged on. You can click on the pause button for some cases or even restart the timer.

On the right side:

• On the top, the next slide is shown (see how to create your own slide show ),
• On the bottom, the notes of the current slide.

You can reorganize the Presenter view by moving the divider lines to see more notes, or make the slide bigger:

The text should wrap automatically, and a vertical scroll bar appears if necessary. You can also change the size of the text in the Notes pane by using the two buttons at the lower left corner of the Notes pane:

See more about different features of Presenter view in how to make slide show easier and more informative using Presenter view .

See also this tip in French: Comment afficher vos notes dans le mode de présentation .

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Some features of the Presenter view

How to make the presentation easier and more informative using Presenter view

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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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How to Make a “Good” Presentation “Great”

• Guy Kawasaki

Remember: Less is more.

A strong presentation is so much more than information pasted onto a series of slides with fancy backgrounds. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others. Here are some unique elements that make a presentation stand out.

• Fonts: Sans Serif fonts such as Helvetica or Arial are preferred for their clean lines, which make them easy to digest at various sizes and distances. Limit the number of font styles to two: one for headings and another for body text, to avoid visual confusion or distractions.
• Colors: Colors can evoke emotions and highlight critical points, but their overuse can lead to a cluttered and confusing presentation. A limited palette of two to three main colors, complemented by a simple background, can help you draw attention to key elements without overwhelming the audience.
• Pictures: Pictures can communicate complex ideas quickly and memorably but choosing the right images is key. Images or pictures should be big (perhaps 20-25% of the page), bold, and have a clear purpose that complements the slide’s text.
• Layout: Don’t overcrowd your slides with too much information. When in doubt, adhere to the principle of simplicity, and aim for a clean and uncluttered layout with plenty of white space around text and images. Think phrases and bullets, not sentences.

As an intern or early career professional, chances are that you’ll be tasked with making or giving a presentation in the near future. Whether you’re pitching an idea, reporting market research, or sharing something else, a great presentation can give you a competitive advantage, and be a powerful tool when aiming to persuade, educate, or inspire others.

• Guy Kawasaki is the chief evangelist at Canva and was the former chief evangelist at Apple. Guy is the author of 16 books including Think Remarkable : 9 Paths to Transform Your Life and Make a Difference.

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How-To Geek

6 ways to create more interactive powerpoint presentations.

Engage your audience with cool, actionable features.

Quick Links

• Add a QR code
• Embed Microsoft Forms (Education or Business Only)
• Embed a Live Web Page
• Add Links and Menus
• Add Clickable Images to Give More Info
• Add a Countdown Timer

We've all been to a presentation where the speaker bores you to death with a mundane PowerPoint presentation. Actually, the speaker could have kept you much more engaged by adding some interactive features to their slideshow. Let's look into some of these options.

1. Add a QR code

Adding a QR code can be particularly useful if you want to direct your audience to an online form, website, or video.

Some websites have in-built ways to create a QR code. For example, on Microsoft Forms , when you click "Collect Responses," you'll see the QR code option via the icon highlighted in the screenshot below. You can either right-click the QR code to copy and paste it into your presentation, or click "Download" to add it to your device gallery to insert the QR code as a picture.

In fact, you can easily add a QR code to take your viewer to any website. On Microsoft Edge, right-click anywhere on a web page where there isn't already a link, and left-click "Create QR Code For This Page."

You can also create QR codes in other browsers, such as Chrome.

You can then copy or download the QR code to use wherever you like in your presentation.

2. Embed Microsoft Forms (Education or Business Only)

If you plan to send your PPT presentation to others—for example, if you're a trainer sending step-by-step instruction presentation, a teacher sending an independent learning task to your students, or a campaigner for your local councilor sending a persuasive PPT to constituents—you might want to embed a quiz, questionnaire, pole, or feedback survey in your presentation.

In PowerPoint, open the "Insert" tab on the ribbon, and in the Forms group, click "Forms". If you cannot see this option, you can add new buttons to the ribbon .

As at April 2024, this feature is only available for those using their work or school account. We're using a Microsoft 365 Personal account in the screenshot below, which is why the Forms icon is grayed out.

Then, a sidebar will appear on the right-hand side of your screen, where you can either choose a form you have already created or opt to craft a new form.

Now, you can share your PPT presentation with others , who can click the fields and submit their responses when they view the presentation.

3. Embed a Live Web Page

You could always screenshot a web page and paste that into your PPT, but that's not a very interactive addition to your presentation. Instead, you can embed a live web page into your PPT so that people with access to your presentation can interact actively with its contents.

To do this, we will need to add an add-in to our PPT account .

Add-ins are not always reliable or secure. Before installing an add-in to your Microsoft account, check that the author is a reputable company, and type the add-in's name into a search engine to read reviews and other users' experiences.

To embed a web page, add the Web Viewer add-in ( this is an add-in created by Microsoft ).

Go to the relevant slide and open the Web Viewer add-in. Then, copy and paste the secure URL into the field box, and remove https:// from the start of the address. In our example, we will add a selector wheel to our slide. Click "Preview" to see a sample of the web page's appearance in your presentation.

This is how ours will look.

When you or someone with access to your presentation views the slideshow, this web page will be live and interactive.

4. Add Links and Menus

As well as moving from one slide to the next through a keyboard action or mouse click, you can create links within your presentation to direct the audience to specific locations.

To create a link, right-click the outline of the clickable object, and click "Link."

In the Insert Hyperlink dialog box, click "Place In This Document," choose the landing destination, and click "OK."

What's more, to make it clear that an object is clickable, you can use action buttons. Open the "Insert" tab on the ribbon, click "Shape," and then choose an appropriate action button. Usefully, PPT will automatically prompt you to add a link to these shapes.

You might also want a menu that displays on every slide. Once you have created the menu, add the links using the method outlined above. Then, select all the items, press Ctrl+C (copy), and then use Ctrl+V to paste them in your other slides.

5. Add Clickable Images to Give More Info

Through PowerPoint's animations, you can give your viewer the power to choose what they see and when they see it. This works nicely whether you're planning to send your presentation to others to run through independently or whether you're presenting in front of a group and want your audience to decide which action they want to take.

Start by creating the objects that will be clickable (trigger) and the items that will appear (pop-up).

Then, select all the pop-ups together. When you click "Animations" on the ribbon and choose an appropriate animation for the effect you want to achieve, this will be applied to all objects you have selected.

The next step is to rename the triggers in your presentation. To do this, open the "Home" tab, and in the Editing group, click "Select", and then "Selection Pane."

With the Selection Pane open, select each trigger on your slide individually, and rename them in the Selection Pane, so that they can be easily linked to in the next step.

Finally, go back to the first pop-up. Open the "Animations" tab, and in the Advanced Animation group, click the "Trigger" drop-down arrow. Then, you can set the item to appear when a trigger is clicked in your presentation.

If you want your item to disappear when the trigger is clicked again, select the pop-up, click "Add Animation" in the Advanced Animation group, choose an Exit animation, and follow the same step to link that animation to the trigger button.

6. Add a Countdown Timer

A great way to get your audience to engage with your PPT presentation is to keep them on edge by adding a countdown timer. Whether you're leading a presentation and want to let your audience stop to discuss a topic, or running an online quiz with time-limit questions, having a countdown timer means your audience will keep their eye on your slide throughout.

To do this, you need to animate text boxes or shapes containing your countdown numbers. Choose and format a shape and type the highest number that your countdown clock will need. In our case, we're creating a 10-second timer.

Now, with your shape selected, open the "Animations" tab on the ribbon and click the animation drop-down arrow. Then, in the Exit menu, click "Disappear."

Open the Animation Pane, and click the drop-down arrow next to the animation you've just added. From there, choose "Timing."

Make sure "On Click" is selected in the Start menu, and change the Delay option to "1 second," before clicking "OK."

Then, with this shape still selected, press Ctrl+C (copy), and then Ctrl+V (paste). In the second box, type 9 . With the Animation Pane still open and this second shape selected, click the drop-down arrow and choose "Timing" again. Change the Start option to "After Previous," and make sure the Delay option is 1 second. Then, click "OK."

We can now use this second shape as our template, as when we copy and paste it again, the animations will also duplicate. With this second shape selected, press Ctrl+C and Ctrl+V, type 8 into the box, and continue to do the same until you get to 0 .

Next, remove the animations from the "0" box, as you don't want this to disappear. To do this, click the shape, and in the Animation Pane drop-down, click "Remove."

You now need to layer them in order. Right-click the box containing number 1, and click "Bring To Front." You will now see that box on the top. Do the same with the other numbers in ascending order.

Finally, you need to align the objects together. Click anywhere on your slide and press Ctrl+A. Then, in the Home tab on the ribbon, click "Arrange." First click "Align Center," and then bring the menu up again, so that you can click "Align Middle."

Press Ctrl+A again to select your timer, and you can then move your timer or copy and paste it elsewhere.

Press F5 to see the presentation in action, and when you get to the slide containing the timer, click anywhere on the slide to see your countdown timer in action!

Now that your PPT presentation is more interactive, make sure you've avoided these eight common presentational mistakes before you present your slides.

Choose the right view for the task in PowerPoint

You can view your PowerPoint file in a variety of ways, depending on the task at hand. Some views are helpful when you're creating your presentation, and some are most helpful for delivering your presentation.

You can find the different PowerPoint view options on the View tab, as shown below.

You can also find the most frequently used views on the task bar at the bottom right of the slide window, as shown below.

Note:  To change the default view in PowerPoint, see Change the default view .

Views for creating your presentation

Normal view

Normal view is the editing mode where you’ll work most frequently to create your slides. Below, Normal view displays slide thumbnails on the left, a large window showing the current slide, and a section below the current slide where you can type your speaker notes for that slide.

Slide Sorter view

Slide Sorter view (below) displays all the slides in your presentation in horizontally sequenced, thumbnails. Slide show view is helpful if you need to reorganize your slides—you can just click and drag your slides to a new location or add sections to organize your slides into meaningful groups.

For more information about sections, see Organize your PowerPoint slides into sections .

Notes Page view

The Notes pane is located beneath the slide window. You can print your notes or include the notes in a presentation that you send to the audience, or just use them as cues for yourself while you're presenting.

For more information about notes, see Add speaker notes to your slides .

Outline view

You can get to Outline view from the View tab on the ribbon. (In PowerPoint 2013 and later, you can no longer get to Outline view from Normal view. You have to get to it from the View tab.)

Use Outline view to create an outline or story board for your presentation. It displays only the text on your slides, not pictures or other graphical items.

Master views

To get to a master view, on the View tab, in the Master Views group, choose the master view that you want.

Master views include Slide , Handout , and Notes . The key benefit to working in a master view is that you can make universal style changes to every slide, notes page, or handout associated with your presentation.

For more information about working with masters, see:

What is a slide master?

Use multiple slide masters in one presentation

Change, delete, or hide headers and footers on slides, notes, and handouts

Views for delivering and viewing a presentation

Slide show view.

Use Slide Show view to deliver your presentation to your audience. Slide Show view occupies the full computer screen, exactly the way your presentation will look on a big screen when your audience sees it.

Presenter view

Use Presenter view to view your notes while delivering your presentation. In Presenter view, your audience cannot see your notes.

For more information about using Presenter view, see View your speaker notes as you deliver your slide show .

Reading view

Most people reviewing a PowerPoint presentation without a presenter will want to use Reading view. It displays the presentation in a full screen like Slide Show view, and it includes a few simple controls to make it easy to flip through the slides.

The views in PowerPoint that you can use to edit, print, and deliver your presentation are as follows:

Master views: Slide, Handout, and Notes

You can switch between PowerPoint views in two places:

Use the View menu to switch between any of the views

Access the three main views (Normal, Slide Sorter, or Slide Show) on the bottom bar of the PowerPoint window

Views for creating or editing your presentation

Several views in PowerPoint can help you create a professional presentation.

Normal view      Normal view is the main editing view, where you write and design your presentations. Normal view has three working areas:

Thumbnail pane

Slides pane

Slide Sorter view      Slide Sorter view gives you a view of your slides in thumbnail form. This view makes it easy for you to sort and organize the sequence of your slides as you create your presentation, and then also as you prepare your presentation for printing. You can add sections in Slide Sorter view as well, and sort slides into different categories or sections.

Notes Page view      The Notes pane is located under the Slide pane. You can type notes that apply to the current slide. Later, you can print your notes and refer to them when you give your presentation. You can also print notes to give to your audience or include the notes in a presentation that you send to the audience or post on a Web page.

Outline view     (Introduced in PowerPoint 2016 for Mac) Outline view displays your presentation as an outline made up of the titles and main text from each slide. Each title appears on the left side of the pane that contains the Outline view, along with a slide icon and slide number. Working in Outline view is particularly handy if you want to make global edits, get an overview of your presentation, change the sequence of bullets or slides, or apply formatting changes.

Master views      The master views include Slide, Handout, and Notes view. They are the main slides that store information about the presentation, including background, theme colors, theme fonts, theme effects, placeholder sizes, and positions. The key benefit to working in a master view is that on the slide master, notes master, or handout master, you can make universal style changes to every slide, notes page, or handout associated with your presentation. For more information about working with masters, see Modify a slide master .

Views for delivering your presentation

Slide Show view      Use Slide Show view to deliver your presentation to your audience. In this view, your slides occupy the full computer screen.

Presenter view      Presenter view helps you manage your slides while you present by tracking how much time has elapsed, which slide is next, and displaying notes that only you can see (while also allowing you to take meeting notes as you present).

Views for preparing and printing your presentation

To help you save paper and ink, you'll want to prepare your print job before you print. PowerPoint provides views and settings to help you specify what you want to print (slides, handouts, or notes pages) and how you want those jobs to print (in color, grayscale, black and white, with frames, and more).

Slide Sorter view      Slide Sorter view gives you a view of your slides in thumbnail form. This view makes it easy for you to sort and organize the sequence of your slides as you prepare to print your slides.

Print Preview      Print Preview lets you specify settings for what you want to print—handouts, notes pages, and outline, or slides.

Organize your slides into sections

Print your slides and handouts

Start the presentation and see your notes in Presenter view

In PowerPoint for the web, when your file is stored on OneDrive, the default view is Reading view. When your file is stored on OneDrive for work or school or SharePoint in Microsoft 365, the default view is Editing view.

View for creating your presentation

Editing view.

You can get to Editing View from the View tab or from the task bar at the bottom of the slide window.

Editing View is the editing mode where you’ll work most frequently to create your slides. Below, Editing View displays slide thumbnails on the left, a large window showing the current slide, and a Notes pane below the current slide where you can type speaker notes for that slide.

The slide sorter lets you see your slides on the screen in a grid that makes it easy to reorganize them, or organize them into sections, just by dragging and dropping them where you want them.

To add a section right click the first slide of your new section and select Add Section . See  Organize your PowerPoint slides into sections for more information.

Views for delivering or viewing a presentation

Use Slide Show view to deliver your presentation to your audience. Slide Show view occupies the full computer screen, exactly the way your presentation looks on a big screen when your audience sees it.

Note:  Reading View isn't available for PowerPoint for the web files stored in OneDrive for work or school/SharePoint in Microsoft 365.

Most people reviewing a PowerPoint presentation without a presenter will want to use Reading view. It displays the presentation in a full screen like Slide Show view, and it includes a few simple controls to make it easy to flip through the slides. You can also view speaker notes in Reading View.

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