Basic way of sharing slides in Zoom
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Do you want more flexibility when it comes to presenting PowerPoint within Zoom? Or maybe you wanna add a little pizazz and impress the people that you're presenting to. Well, in today's video, I'm gonna show you three different ways that you can present Microsoft PowerPoint so you can see everything, your notes, your participants, and present the way you want to.
Hello everyone, Scott Friesen here at Simpletivity, helping you to get more done and enjoy less stress. And let's get things started by jumping into our Zoom console. I've got a Zoom meeting started here already.
Of course, probably the easiest way to share PowerPoint is just to share your entire screen, right? We can come down here to share, we can click on Basic and say, share screen, and we can just say share. Now, I'm sharing my entire screen.
Now in this case, I'm gonna have to put myself into presentation view if I want to share my slides. At this point, I can use my Space Bar or my mouse or whatever I want to continue with the presentation. But the big drawback here is that I can't access anything else.
If I need to go back, I'm showing people my slides here. If I need to go pull up some notes or another document they're gonna be seeing everything that I'm sharing here on my screen. So let's stop here for a second and show you three better ways in how to share PowerPoint.
Sharing only the PowerPoint app in Zoom
The first one I wanna share with you has to do with just sharing the PowerPoint file or the PowerPoint application. So if we click on Share here, instead of selecting share screen, as in your entire desktop, we wanna come down here and actually find the PowerPoint application.
If we select this and hit Share, it's true, at this point they are seeing this preview pane here within PowerPoint. However, if I was to click on my browser here, for example, if I'm here to click on something else within my computer, no one else has seen that. They're only going to be seen what I have here within my PowerPoint presentation.
Again, I'm gonna have to go into slide mode here if I wanna show it in full screen as I'm going through my presentation. But at least in this case, I know that anything else that I click on they are only gonna see what's happening here in PowerPoint.
Share using Presenter Mode in PowerPoint
But let's take it one step further. And the second tip I wanna give you here is that you can actually present in Presenter Mode here within PowerPoint. Now, number one, you wanna make sure that you're only sharing the PowerPoint application for this to work.
Now, I can go into my Slide View again, and again, you're probably very familiar with this view. But if we come down to the left-hand side and click the More button, we can go into the Show Presenter View.
Now, some of you may be familiar with this view already, especially if you're used to working with dual monitors or perhaps hooking up your computer to a projector such as in a live scenario. However, what's important to note is that when you're using Zoom only the slides itself, only what we see here on the left-hand side is actually being shown to people on Zoom.
So we get all the benefits of PowerPoint Presenter View. We can use the arrow keys down below here. We can see a preview of the next slide in the top right-hand corner. And although I don't have many notes here on this particular slide deck.
If I did, they would all be visible to me but they're not visible to my Zoom participants. So this can be a great way to present online. Only my Zoom participants are seeing this screen here. I can see the preview, I can see my notes and confidently go through the rest of my presentation.
Share slides while using other apps on the computer
Now, there's another one that we wanna look at as well. And that has to do with... Let me get out of my presentation view here for a second. I know for many of you, you may want to access your notes which are not included within PowerPoint.
Maybe you have a separate file, maybe you wanna be referencing something else, maybe you just need to be doing a few things off the side as you're presenting a PowerPoint slide deck. Well, here within PowerPoint, if we go to the Slide Show menu and then we come here to say set up slide show we have an option here called Show Type.
Now by default, it's gonna be presented by a speaker. It calls this a Full screen view. But if you want to access other pieces of information on your screen while only showing your viewers your slide deck, you can choose this second one which is called Browsed by an individual, meaning that it's actually gonna just pop up in an individual window.
If I select this and say, okay. And now if I launch the Presenter View, what I can do is I can actually minimize this and I can resize this window if I need to. I can drag this over here to the left-hand side and then I can have other things going on on my screen.
I can pull up other applications. Let me minimize this word document, just as an example. So let's say that I have all my notes over here. I can access this. Maybe I want to view the chat window here on the side of my screen.
I can permanently have that open there, and I'm not obstructing anyone else's views and they're not seeing my whole screen either. All they are seeing is this window here, which you can see is encapsulated by this green color.
Now, the one thing of note is that it will also share the header which is gonna show the title of your PowerPoint slide. And it's also gonna show the total number of slides and these navigation options down below.
So you can either choose these arrow keys, you can still use the arrow keys on your keyboard or the Space Bar on your keyboard to navigate and advance through your slides. But you can access your notes over here, you can take a look at other things that are going on in your screen, and all they are going to see is this window here.
So this can be really helpful for those of you who want to take advantage of other applications on your screen without sharing everything else. Remember, the key in this particular example is that you have to share only the PowerPoint application first when you hit that Share button and then you can choose this option within the PowerPoint.
Let me hit Stop Share here for just a second.
Share PowerPoint as a Zoom Virtual Background
And I wanna show you perhaps the most powerful way and the most impressive way of sharing PowerPoint here within Zoom. Recently, Zoom has introduced a brand new feature which is really impressive and actually puts you in front of your slides.
So let me show you how it works. Once again, we wanna come down here and select the Share button. But instead of staying on the Basic tab, we wanna come over here to the Advanced tab and select PowerPoint as a virtual background.
Now, in this case, once we hit the Share button, we're actually gonna have to go and find the file itself. It's not like just sharing your screen or sharing the PowerPoint application. I do need to go and find the PowerPoint presentation that I want.
I'm gonna select Open. And then Zoom is not only going to load it right here within my meeting, but as you can see, I am now in front of my slides. So I don't have to see, or I don't have to question if my participants can see me, if they've minimized my view, I can ensure if I'm sharing my PowerPoint slides I'm right here in front of them.
And I can continue to navigate through all of my slides just as I normally would. Now, there's a few different options you have here. I can click on my image and actually I can move it anywhere I want.
So if I'm on a particular slide and my image is actually in the way of something, I can move it. If I want to resize myself, maybe I wanna make myself a little smaller put myself in the bottom left-hand corner, I can do that as well.
Now, I can continue to navigate by selecting these arrow keys down below. But the other important thing is if I get to a slide like this where there's already a picture of me, what I can do is select these three dots and say split video from PowerPoint.
So that's gonna remove my overlay. It's gonna remove my video on top of this slide. And then perhaps when I navigate to my next slide where I do wanna be front and center, I come here again, and this time I'm gonna select Merge Video and PowerPoint.
Here I am again, maybe I need to make myself a little bit bigger, just so I draw people's attention, and I can continue on with this presentation. This can be a fantastic way to not only engage your audience, but make sure that they're seeing you at the same time that you're presenting these slides.
A tip would be that you wanna make sure that you, number one, know your slides very well. And perhaps that you have a lot of your written content for example, a little adjusted to one side of the slide. So you're not always having to go and click and drag yourself and resize your window.
That may be a little both confusing, a little nauseating for some of your viewers as well, but this can be a really effective and impressive way to present PowerPoint via Zoom.
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