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How to Share a PowerPoint Presentation with Others

Posted by Roger Hyttinen on

If you have a Microsoft OneDrive account, you can send out invitations to others to share your presentation file. This allows people to not only view your slides, but also to create and edit slides in the file.

To share a PowerPoint presentation, it first must be saved to OneDrive – you cannot share presentation files stored locally on your computer. To move a PowerPoint presentation to OneDrive, click the Save to Cloud icon from the Share window of Backstage view. If you want, you can change the name of the file by typing in a new name in the name box.

PowerPoint sharing screen

Once your file is stored on OneDrive, you’re ready to share it. To do so, click the File tab, point to Share and then click Share with People. Type in the email addresses of the recipients and any message you want to add. To add someone from your contacts list, simply begin typing their name. As you type, matching contacts will display, making it easy to share your presentations with existing contacts.

If you want to provide others with the ability to edit your documents, ensure that Can Edit is displayed in the drop-down list to the right of the email address box. If you don’t wish to allow others to change the file, ensure that Can View is displayed in the box.

Can Edit button on PowerPoint share window

Note that in order to be able to view your presentation, the recipients must have a Microsoft account (OneDrive, Hotmail, etc.).

To Move a Local PowerPoint File to OneDrive

  1. Click the File tab on the Ribbon.
  2. Click Share.
  3. Select Share with People in the center pane.
  4. Click the Save to Cloud icon in the right pane.
  5. In the Name box in the right pane, type in the new name for the presentation, if desired.
    Renaming a shared powerpoint file
  6. Navigate to the OneDrive folder where you want to save the file.
  7. Click the Save icon.

To Share a Presentation

  1. Click the File tab on the Ribbon.
  2. Click Share.
  3. Click Share with People icon in the center pane and then click Share with People in the right pane.
  4. Enter the e-mail address of all of the recipients (click the address book icon to browse and add contacts from your address book).
  5. Click in the message box and type in an optional message.
  6. If you wish to allow others to edit your document, ensure that the Can Edit is displayed in the drop-down list to the right of the book icon.
  7. Click Share.

Tip: You can also share presentations stored on a network or on a Microsoft SharePoint Website, as long as the recipients have access to the folder or site.


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