TTUHSC Information Technology

Lync 2010 Help and Training

Give a PowerPoint Presentation

When you are giving a prepared presentation to a group, you most likely want to control the content, pace, and what’s being shown at all times. Giving a Microsoft PowerPoint presentation is a professional way to give an online presentation. No one can edit the content that you are presenting, but if you choose, other people can mark on it to emphasize a point.

What do you want to do?

Upload a PowerPoint file before a scheduled meeting


If you’ve scheduled a meeting, you might want to upload your presentation to the meeting before it begins.

  1. Open your meeting from Microsoft Outlook by clicking theJoin online or the Join online meeting link in the invitation.
  2. In the meeting window, click Share, and then click PowerPoint Presentation.
  3. Double-click the PowerPoint file that you want to add, and then click Open. When the file has been uploaded and converted for presentation, the slides are shown in the meeting stage area which is to the right of the meeting window.
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Control who can download your presentation


To keep the focus on what you’re presenting and to avoid distractions, you might want to restrict who can download your presentation or handouts.

  • After you have uploaded the presentation, in the meeting stage, click the arrow next to Meeting Content or the file name, click the arrow next to your file, point to Make Available to, and then click one of the following:
    • Meeting Organizer: Allows only the person who schedules the meeting to download the file. You might want to choose this option if you’re doing a presentation and don’t want people in the meeting to have the content before you present it.
    • Presenters: Allows only presenters to download the file to their computers.
    • Everyone: Allows the organizer, presenters, and attendees to download the file to their computers.
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Give a PowerPoint presentation


You can give a PowerPoint presentation that’s already been uploaded to a meeting or browse to a PowerPoint file and start presenting.

Present a PowerPoint file that you have already uploaded to a meeting
  1. In the meeting window, click Share, click Recent Content, and then click the file name.
Present a PowerPoint file that’s not uploaded yet
  1. In the meeting window, click Share, and then click PowerPoint Presentation.
  2. In the Share PowerPoint dialog box, browse to and double-click the PowerPoint file that you want to present. You might need to allow extra time to upload and convert the file for presentation.

Note:  Whenever you’re actively presenting, your name is followed by Presenting in the list of attendees at the left side of the meeting window.

For a video demonstration of how to share a PowerPoint presentation, see Video: Share a PowerPoint Presentation.

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Stop showing the presentation


To stop showing a presentation, do the following:

  • In the upper corner of the meeting stage, click Stop Presenting.
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Control what others can view while you’re presenting


If you don’t want attendees looking ahead in the presentation, you can lock them to your view. However, other presenters can still look ahead in the presentation.

  1. In the meeting window, click Options for people in this conversation button, and then click Meeting Options.
  2. In the Online Meeting Options dialog box, under Privileges, in the Separate view privileges, click Presenter Only.
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Make everyone a presenter


To make everyone in the meeting a presenter, do the following:

  1. In the meeting window, click the Options for people in this conversation button, and then click Meeting Options.
  2. In the Online Meeting Options dialog box, under Presenters, click Everyone including people outside my company (there are no restrictions).
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Change presenters during a presentation


Presenters can take turns showing PowerPoint slides in a meeting. While one person is presenting, another can skip ahead to a specific place in the presentation or even open a separate file and then start presenting.

Prepare for multiple presenters

In the meeting window, click Options for people in this conversation button, and then click Meeting Options.

In the Online Meeting Options dialog box, under Privileges, in the Separate view privileges, make sure that Presenter Only or Everyone is selected.

Change presenters
  • In the PowerPoint file being presented, click the Show Thumbnails button, click the slide that you want to show, and then click Present My View.
  • In the meeting window, click Share, click PowerPoint Presentation, and then in the Share PowerPoint dialog box, browse to and double-click the PowerPoint file that you want to present.
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Annotate a presentation


Annotating a presentation marks only on the top layer or shared version of a presentation without altering the actual file.

  • To start writing or drawing on the PowerPoint presentation, use the tools at the bottom of the meeting stage.
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Enable others to annotate


To allow meeting participants to write or draw on the PowerPoint slides, do the following:

  1. In the meeting window, click Options for people in this conversation button, and then click Meeting Options.
  2. In the Online Meeting Options dialog box, under Privileges, in the Annotation privileges list, click Everyone or Presenters Only.
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Insert an image into your PowerPoint presentation


While presenting, you can insert an image into the PowerPoint file, by doing the following:

  • In the meeting window, in the annotation tools at the bottom of the meeting stage, click the Insert image icon, and then browse to and double-click the image you want to insert.
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Save a copy of the annotated file


  • In the meeting window, in the annotation tools at the bottom of the meeting stage, click the Save icon, and then browse to your chosen location and click Save.
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