How to screen share a PowerPoint presentation

The most frequently shared content during a live streamed session is presentation slides. Presentations can be screen shared and and controlled by the live session host or moderator.

Tip: You can import your presentation as a PDF directly into your live session in Studio, in order to comfortably manage, share, and control it from there. More information

Please make sure that you follow the below recommendations if you are planning on screen sharing slides during your live session.

Recommendations for screen sharing slides

Please make sure that you always add the presentation to be shared to the live session green room in advance of going live, to ensure that it is displaying well and is ready to be shared at the appropriate time.

For the best possible experience when presenting, we recommend that you use two screens when sharing slides, and that your presentation is application based (for example using PowerPoint).

Regarding the use of the two screens, for comfort of use we recommend that:

• You use the laptop screen only for controlling Studio and for opening the presentation in the PowerPoint application.
• You use the separate monitor only for displaying the actual presentation, in full screen mode, that will be screen shared via Studio. The screen that will be used to display the presentation should have the same aspect ratio as the PowerPoint presentation (recommended 16:9). If needed, you can change the aspect ratio of your presentation in Design > Slide size.

When sharing your screen, the presentation should will always be in full screen. This is done by default when using two screens and using PowerPoint as an application with the "Presenter view".

You can, if needed, use a single screen to share slides. However, please be aware that you will not be able to view what is happening in Studio while sharing your slides, as the presentation will need to be open in full screen (on the single screen). Also, using a single screen can make toggling between applications challenging. If you cannot use a second monitor and you still plan on using a single screen to share a presentation, we recommend that you use a browser based presentation (such as Google docs). More information

Giving your browser permission to access your slides on Mac

If you are using a Mac, please make sure that your browser has the permissions to access your presentation, in order to share it via the live session:

Go to System preferences > Security & Privacy > Privacy, and ensure that your browser is added to the allowed apps, and that the box is checked:

To do this, you may need to click on the padlock, then the + button, to select your browser in order to add it. Once the permissions are granted, your browser will be able to access the necessary applications (like PowerPoint) for screen sharing.

How to share a PowerPoint using two screens

Make sure that you use the two screens as follows, for ease of use:

• The laptop screen should be used for Studio and for opening the presentation in the application.
• The separate screen should be used only for displaying the actual presentation, in full screen mode, that will be screen shared via Studio.

1. First, you need to open your PowerPoint presentation in slide show mode on your external monitor. See the below steps for Mac and PC users:
   
   On Mac:
   - Open your PowerPoint presentation, open the Slide Show tab, and click on Set Up Slide Show:
   
   - Select Browsed by an individual (window) and then click on OK:
   
   - Next, in the Slide show tab, click on Presenter view to display the presentation in full screen:
   
   
   On PC:
   - Open your PowerPoint presentation, select the Slide Show tab, and then select the external monitor in order to open the presentation in full screen there:
   
   If needed, you can also select "Use Presenter View" option in order to consult your presentation notes while use the slide controls.
   - Select Play from beginning or Play from Current Slide to open the presentation in full screen on the monitor your selected:
   
   
   
2. By following steps above, you should now have the presentation in your external 16:9 monitor in full screen. For example:
   
   And (if enabled) have the presentation in "Presenter" mode on the laptop screen:
   
   
   
3. Now you need to go back to Studio. To do this you may need to toggle between applications using the keyboard shortcuts:
   - In Mac: Press and hold the command key, and press the Tab key or arrows to select your browser.
   - In Windows: Press and hold the alt key, and press the Tab key or arrows to select your browser.
   
   
4. Once you are back in Studio, click on the Share your screen button  at the bottom of the stream viewer.
   In the Share your screen prompt, click on the Application Window tab, and select your PowerPoint:
   
5. After you've selected the PowerPoint, click on Share.
6. In Studio, remember to push your shared presentation to the live stage for your audience to see it:
   
7. The slide will appear for your attendees to see live:
   

How to share slides using a single screen

You have the option to use a single screen to share your slides. However please be aware that you will not be able to view what is happening Studio while sharing your slides, as the presentation will be open in full screen on your single screen. Using a single screen can also mean that toggling between applications can be challenging. This is why we recommend that you use a set-up with two screens whenever possible. 

In some cases (and depending on your operating system) you may not be able to share a PowerPoint presentation via the application. If this is the case, we recommend that you use a browser based presentation (such as Google docs) and that you share your screen via a Chrome tab.

Sharing slides with a single screen via Google docs

This is the recommended approach if you are using a laptop or a single screen when sharing slides:

1. In your browser, open two separate windows
   - In one window, open Studio and your live session.
   - In the other, open your slides.
   
   
2. In the window that has the presentation, go to the starting slide of the presentation, and select View > Slideshow:
   
   
3. This will open the presentation in full screen in the browser tab:
   
   
   
4. Now you need to go back to Studio. To do this you may need to use the keyboard short cuts:
   - In Mac: Press and hold the command key, and press the Tab key or arrows to select your browser window with Studio
   - In Windows: Press and hold the alt key, and press the Tab key or arrows to select your browser window with Studio.
   
   
5. Once you are back in Studio, click on the Share your screen button  at the bottom of the stream viewer.
   In the Share your screen prompt, click on Chrome tab, and select your PowerPoint presentation open in full screen:
   
   
6. In Studio, remember to push your shared presentation to the live stage for your audience to see it:
   
7. The slide will appear for your attendees to see live:
   

Sharing PowerPoint slides with a single screen via the Powerpoint application

Depending on your operating system and its version, in some cases users are unable to share presentations using a single screen via the PowerPoint application. This is why we recommend using two screens.

If this is supported by your system, you can follow the steps explained above in the How to share a PowerPoint using two screens section. However, please be aware that by using a single screen you will not see SpotMe Studio when sharing your slides, as you will instead see your presentation and notes.