Powerpoint In Teams

I’ve had many presenters ask if they can present in a Microsoft Teams or Zoom meeting with their video beside their PowerPoint slides so their facial expressions can be easily seen along with their slides. This is not how Teams and Zoom usually work. When you share your screen or slides, your webcam video is reduced to a small panel in the corner of the viewer’s screen. A viewer can swap the video and the slides but then the video is large and the slides are small (and unreadable). As a presenter you have no control over what format the viewer uses.

I’ve discovered a solution that gives you more control over what the viewers see without having to install additional software. The idea is to arrange our video and slides on our desktop and share the entire screen, so we control the size of both the video and the slides. This does not require you to install any software and uses the built-in features of Windows 10 and PowerPoint (for a Mac, read this article). There are five steps.

In Teams, you choose the sharing option called Desktop. The audience sees everything that is on your desktop, so if PowerPoint is not full screen, they will see any wallpaper you have and any other open applications with potentially confidential information displayed. Microsoft Teams, the hub for team collaboration in Microsoft 365, integrates the people, content, and tools your team needs to be more engaged and effective. One of the great features in Microsoft Teams is the ability to turn calendar appointments into virtual video or audio meetings directly in the app. We’ve covered how to do this before, but did you know you can show Microsoft PowerPoint slides right inside your Teams meeting? We’ll show you how in today’s tech tip.

  1. Create a clean desktop
  2. Set up the PowerPoint slide show
  3. Set up the video feed
  4. Set up the desktop arrangement
  5. Share the screen in Teams or Zoom

New option for Zoom! Zoom now allows multi-window sharing. This article and video show you another way to share your video beside your slides in Zoom.

Create a clean desktop

This approach involves sharing our entire screen, so we need to make it as clean as possible so there are no elements that distract the viewer.

Turn off desktop icons

Right-click on the desktop and in the View sub-menu, uncheck the Show desktop icons item. This hides the icons that are on your desktop.

Close/Minimize all apps

We don’t want other apps to be seen, so close or at least minimize all apps except the PowerPoint window that contains the file you will be presenting.

Make the Taskbar disappear

The bottom of the desktop usually contains the Taskbar. We need to hide the taskbar in this approach. Right-click in an open area of the taskbar and click on Taskbar settings to open the Taskbar settings section. Set the Lock the taskbar to Off and Set the Automatically hide the taskbar in desktop mode to On.

This will make the taskbar disappear. You can make it appear by moving your cursor to the bottom of the screen.

Turn on Focus Assist

To make sure notifications do not appear during your presentation, click on the Notifications area in the lower right corner of the screen. Click on the Focus Assist button until it changes to the Alarms Only state.

Set up the PowerPoint slide show

In this approach you will run your PowerPoint slide show in the PowerPoint window, not on the entire screen as is the default.

On the Slide Show ribbon, click on the Set Up Show button. In the dialog box, change the Show type to Browsed by an individual (window).

Because the slides will be beside the video window on the screen, you have the option to consider different sized slides that might fill the screen better when beside the video window.

Microsoft teams powerpoint live

Set up the video feed

Your video will be shown using the Windows 10 Camera app. Open the app and select your webcam as the camera source. If you have multiple cameras on your device, you can change the camera source by clicking on the Change camera icon in the top left of the app.

Select the Camera mode by clicking on the Take Photo icon in the vertical list to the right of the image.

Teams

If there is a focus box showing on the preview image, select the Take Video icon instead.

If you want to adjust the webcam settings, click on the gear Settings icon. If you are using an external webcam, this app may not have access to the camera settings and you may need to use the app from the webcam manufacturer to change settings.

You won’t be recording in this app, you will just be using the preview to make your video available on the desktop.

Set up the desktop arrangement

Arrange the desktop so you see as much of the video preview that you want and your slides beside the video window. The arrangement should be positioned close to the top of the desktop and fill the width of the desktop.

If you want the video on the left side and the slides on the right side, drag the Camera app window partially off the left side of the screen to crop the app window so you don’t see any icons to the left of the video. Position the PowerPoint window on top of the Camera app window so it crops the right side of the video and covers up the icons to the right of the video.

Share the screen in Teams or Zoom

When connecting to your Teams or Zoom meeting, do not share your webcam in the meeting. The webcam can usually only be connected to one app, so leave it connected only to the Camera app. If you need to share your webcam in the meeting, stop sharing it before you present.

Powerpoint In Teams

Make sure the PowerPoint presentation is in Slide Show mode, which will show the slides only in the PowerPoint window. Then you can share your entire screen in Teams or Zoom.

If you are sharing the screen in Zoom, make sure to check the option at the bottom of the sharing dialog box to Optimize Screen Sharing for Video Clip. It will make your video much higher quality for the audience.

Teams

The viewer sees your video beside the slides because they are seeing the camera preview beside the PowerPoint window on the desktop.

When you are done your presentation, stop sharing your screen. Turn on the webcam in the meeting if you want to.

Microsoft Teams Presenter Mode

When the meeting is over, change back the settings for:

  • Desktop icons
  • Taskbar
  • Focus assist, and
  • Slide Show settings

Additional Tips

Here are some additional tips I’ve discovered while using this method to present and to record videos.

Use Dark Grey mode in PowerPoint

The default color theme in Office (& PowerPoint) is called Colorful. This places a thin red border around a PowerPoint window. This may appear as a red border between the video and the slides. If you want a less bold border, change the Office Theme to Dark Grey. In PowerPoint, click on File and select Options.In the General options, set the Office Theme to Dark Grey.

Stretch the Camera app tall

In video preview mode, the Camera app puts the time code below the video image. You can see the 00:00 time code in the screen capture images above. The time code always stays close to the bottom of the Camera window. If you stretch the Camera app window to be very tall, the time code will move away from the video image giving a cleaner appearance.

Size the PowerPoint window to have black bars at top and bottom

When you are sizing the PowerPoint window, I have found it best to have black bars at the top and bottom of the slides when in Slide Show mode within the window. This is especially helpful if you are using the Zoom advanced sharing feature to share a portion of the screen. It is easier to select a clean sharing area when you have known black bars above and below the slides.

Position the slides below the webcam

As much as possible, position the slides below the webcam. This allows you to look at the slides when presenting and it will appear like you are looking at the webcam. If the slides are off to one side, every time you glance at them, the audience will see your eyes move to that side.

Substitute a webcam manufacturer app for the Camera app

If your webcam manufacturer has an app that allows you to see a preview of the video feed and adjust settings such as zoom level, focus area, and lighting, consider using that app instead of the Camera app so you have more control over the video quality. If the app has a dark mode, that usually is best so that the white borders in the app do not distract the audience. Test this setup as sometimes these apps can cause a lag in the video that is sent to Teams or Zoom and your video will not be in sync with the audio.

Conclusion

Even if you don’t want to (or aren’t allowed to) install broadcast software on your computer, you can use the built-in Camera app along with showing the PowerPoint slide show in a window to put a video of yourself beside your slides when presenting in a Teams or Zoom meeting.

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Powerpoint In Teams Live

You can watch me show the steps to present with your video beside your slides in the video below.

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

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

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

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

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

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

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

Method 1: Print your notes

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

Powerpoint In Teams

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

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

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

Method 2: Use your notes on the screen

Step 1: Create a PDF file of your notes

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

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

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

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

Step 3: Display the notes and slides on your screen

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

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

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

Method 3: Use a tablet or phone for your notes

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

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

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

Method 4: Use Slide Show Preview and Notes Pages on the screen

Powerpoint In Teams Pointer

I have an article and video on this method. This only works in Windows as the Slide Show preview feature is not in the Mac version of PowerPoint.

Conclusion

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

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