How to show your PowerPoint slides in Zoom

hello everyone this is Jason Matthew from we can edit tech where we make learning to use educational technology simple thank you so much for being here if you are using a zoom video conferencing software in education most likely you will have to present a PowerPoint presentation this video will go over the different ways this can be done and the pros and cons of each method at the end you can decide which method works for you and employ that method in your workflow some things to note before we proceed the methods I am discussing here are for people who are presenting from a single monitor if you're presenting from a dual monitor setup then you will have other options available to you your PowerPoint may look different from mine and that will depend on a version of PowerPoint you are using and your devices operating system to know what version of PowerPoint you have you can open up a PowerPoint presentation and then you could go on the help and you can check on the check for updates and then you can click the drop-down arrow here and I will go to find my PowerPoint and evolution of PowerPoint I'm using for this demo is sixteen point three eight point two and a lot of numbers after that I'm using an iMac to present this presentation and it's running on Mac OS Catalina vision ten point one five so if you're running a Windows computer for instance your PowerPoint setup might look slightly different so if it does please let us know any video comments below so that we will know how you all adapted on what was different so for the purposes of this demo I'm going to be using this PowerPoint presentation so what I'm going to do is that I'm going to open up the presentation go into full screen and see how it looks before we even start presenting it in zoom so what I'm going to do is full screen and I'm just gonna screw this slide so you can see how the slides look just from the PowerPoint presentation running you so that's the PowerPoint presentation demo and now we're gonna see wholly different methods of sharing this presentation on zoom how are they going to differ and then you could decide which method you you would use I will demonstrate four ways in which you can share your PowerPoint presentation in zoom the first method is my preferred method of sharing there is no Universal way of naming these methods so I will name this one sharing a portion of your screen the first thing you want to do is to go to the meeting before it starts so that you can set up your PowerPoint enable waiting rooms so participants who try to join the meeting early will wait in the waiting room until you are ready to start we have done an entire video on waiting rooms if you want more information on that feature link in the video description below so I will go into the zoom meeting about 15 minutes before it's supposed to start and I'll start setting up my powerpoint presentation so I will open my zoom desktop client and I'm for this demo purpose I will do to my biology 101 class and I will click start that meeting join my computer audio so I click with that so I have my audio on I'm just gonna put this zoom in the corner here I'm going to close off my desktop client now because I have my meeting open and the first thing I will do is I'll go to the security icon on my control panel I'll click on it and I will enable wait in room so it means that when my students start joining a meeting the statue an early double go into the waiting room and I will have enough time now to set up my meet my powerpoint presentation and then let them in so as you can see one of my students have already tried to enter the meeting but because I have waiting rooms enabled they are now in a waiting room and I can set up my powerpoint presentation and then admit them in so I'm going to open my presentation demo and I'm going to make sure it takes up a nice piece of the screen here so what I'm going to actually do is I'm going to minimize my zoom window so it's still there I can put it anywhere I want to on your desktop and now I can set up my powerpoint presentation just the way I like it so I'm going to make sure it takes up a reasonable part of my desktop and then if you're not seeing your notes you can click on notes at the bottom here and then it starts to show you your notes and if you're not seeing all of it you can then change the size of the windows so making sure you see all your notes you can also change the size of this color money left if you are according to how much you want to see the other slides you know so that is these are the subsequent slides or your slide deck so once you are happy with the dimensions of your PowerPoint presentation the next step now is to return to your zoom window click on this green arrows you're going to open your zoom window up and then you're going to click on share screen and then you're going to go where right now you're in the basic tab you're going to go to the Advanced tab and then there's a portion of a screen you're gonna make sure that that option is highlighted blue like as it is right now and then you're going to click share and what that gives you is this green border and it means that whatever is inside of this green border is what your participants will see so you're gonna make sure that the green border covers your presentation slide and you can adjust the size of your border by just clicking on the corners and then dragging so that it covers your presentation slide completely so now it means that whatever is in this green border which is now my presentation slide will be shared with my participants now the other thing you want to do is you want to go to the top to get your zoom control panel because remember once you are sharing your screen the control panel is at the top of your screen by default I'm going to click on participants so now I have the participants panel so I can put that on the right here and then I'm gonna go again to the top to get my control panel and now I'm gonna click on more and I'm going to get the chat panel no so we'll take the chat panel and put it here so now I have my powerpoint presentation I have this slide being shared I have I can see the subsequent slides I have my notes and I have my participants panel and my Zumba and I could always manipulate the sizes of these panels by just clicking on the corners on the edge on the bottom there and then dragging to manipulate the different sizes so if I want my participants panel to be longer so I can see more participants okay - drag it down and so on so this is my kind of setup my preferred setup when I'm presenting a PowerPoint presentation I know that I'm ready I can start admitting the students into the into the recession so I just have to click so in this case I only have one student a new session Christie and all I have to do is click admit and now she's in the main session so in this example my screen is going to be on the left and Christie the students screen will be on the right now if you look at Christine screen on the right as soon as she came into the meeting because the screen my screen has already been shed all she can see is the PowerPoint presentation and full screen to go through your PowerPoint presentation all you need to do now is click on the down arrow to move forward and if you want to return to a slide you can click the up arrow so I'm going to click the down arrow now let's to show you I'm going to slide to and I'm gonna click the down arrow again and I'm going to go to slide 3 you could have also used the slide thumbnails on the left there and go to whichever slide you wanted to go to so you have that option as well the other thing you can do on this PowerPoint presentation is that if you go to your control panel the top there and you click on an OT it then you have access to the annotate toolbar where you can annotate your PowerPoint presentations you can do stuff like this we have done an entire video on annotating in zoom that I strongly recommend that you look at link in the video description below so now I'm just going to clear the annotations I just made so a few things to note about this fullest method participants only see a selected portion of the presenter screen the presenter has access to the other parts of his screen that the participant can see so for instance I have access to all my applications at the bottom here or if I had anything to the side of this screen here I have access to that any participants will not be able to see it remember that is only the that was within this green border here on the host side of things is what the participant will be able to see is only within that green border anything outside of that green border the participant can't see it as the host I have also have access to my presenter notes but the participants can't see the presenter notes my zoom participants and chat panels are visible in separate parts of the presenter screen away from a portion of the screen being shared with participants the slide deck is visible to the presenter but not to the participants and slides can be annotated using zoom annotation toolbar you may have realized that the animations and transitions are not shown in this method which is not entirely a bad thing most of the times the animations and transitions are overused in PowerPoint and don't add any educational value to the presentation I would actually caution against using animations and transitions generally in PowerPoint and especially when using zoom the reason being is that it might look smooth on your computer but the depending on the participants internet bandwidth the animation or transition may lag and actually detract from the presentation rather than to what it was intended to do now you might make the case what about the animation about the breakout rooms that I showed in his second slide that has learning value and I would agree but in that case if I wanted to show that animation I would probably do it differently at one way is that I could present the same information as a video uploaded to YouTube and share the link with the student this way the student could watch the video at a resolution fitting their bandwidth so that's just one possibility you know when you're designing your lesson you would take all these into consideration like what's the best way to show this and make sure that it's accessible to everyone so now I'm going to stop the screen share and set up for method two in the second method which we'll call browsed by an individual window you will get the transitional animations that you weren't getting any first method I'll show you so let's set that up so the first thing I'm going to do is I'm going to minimize my zoom window so now it's like a little block there on my desktop so I have more room on my desktop to work with and we're going to go to the presentation demo here so this is our PowerPoint presentation but this time I'm going to go to the menu at the top and I'm going to click on slideshow and I'm going to go to setup slideshow and this is something that a lot of people don't know about so you click on setup slideshow and then you're going to click the second option browse by an individual window so I'm going to click that option and I'm going to click OK now look at what happens when I go to full screen so I'm going to click the full screen button here and look at what happens it is actually contained within a window it's not taking up my entire desktop I'm in full screen my powerpoint is in full screen but it is contained thinner window I'm not taking up the entire screen so now what I can do is that I can go back to my zoom window now I can go to share screen and again I'm going to share a portion of my screen so that's under the Advanced tab so make sure that advanced is selected when you click on share screen and then I'm going to click on share and again same kind of concept you have this green border and what you're going to do is that you are going to take this green border and let it highlight this the portion of your screen in this case the PowerPoint slide that you want your participant to see I remember you can just change the size of this window or this green border by clicking on the sides and then that's dragging until it covers your screen and just like how I did the first method I can go to the top access my control panel my main zoom control panel I click on participants so now I have the participants panel and I click on more and I can get a chat panel so I have my participants panel and my chat panel on inside there there are some limitations with this matter that we don't have with the fullest method first we can't see the other slides and secondly we can't see the presentation notes but you do get the animations and transitions though that you don't get with the first method so if if I go to the other screen so I just need to click on the PowerPoint window and if I click on it I go to the other screen as you can see if I keep clicking on it or using the down arrow key on my keyboard I can actually show all the transitions and animations that this PowerPoint has now be careful when you're clicking down because what happens is that eventually when you reach that last slide it's going to open up the whole presentation and your participant will be able to see whatever is within that green border so no your participants is actually seeing the notes and the slides and stuff because the PowerPoint has actually come out of full screen so that's something to remember when you reach that last screen while you are showing this so what I'm going to do is I'm going to click on full screen again and as you can see the PowerPoint is contained within a window in full screen there is a worker wrong if you want in notes you can have a word document but in notes or you can save the PowerPoint witty notes and have that to the side of your screen so that you could you can look at that and have a copy of your notes because remember what whatever is outside of this green border the participants can't see it so you could have your notes somewhere there on the side and you can read off of it now how we save the PowerPoint with notes might differ depending on what type of operating system you're using so in this example remember I'm using the the Mac OS so if you are not Windows machine it steps to see if might be a little different so what I'm going to do is I'm going to stop sharing now so I'm going to click on stop share at the top here so and I'm going to just minimize my zoom window and I am going to go to PowerPoint here so I'm just going to click on the Escape key so I have my PowerPoint once again so I'm going to go to file I'm going to click on print and then this window comes up and I'm going to click on show details and then I can choose the paper size that I want if it's a four if you I know me choose us letter that that's enough to get my notes on I want to tree slice and then important the layout I want to click on the down arrow here and I'm going to click on notes so I'm gonna get my presenter notes as well and then once I'm happy with everybody settings there I'm gonna click on PDF drop down menu and then I'm going to click save as PDF and when I click save as PDF is going to save this poor point notes as a PDF in that same folder that the PowerPoint is in so right now my pop one is actually on my desktop it's not enough folder so you're gonna see the PDF come right there under my PowerPoint files and it's gonna click save as PDF and then I'll just click Save and it comes up there as you can see on my desktop so if I click on the PDF I open it as you can see the PDF has the slide plus the notes that I have for each slide the only catches is that when you have that so you could you could you could um scroll along a little bit more alright you could probably decrease this just a little alright and so you have your notes the only catch is is that you're going to have to be moved scrolling manually with your mouse to keep up but it slides as you present them so let's do a quick recap of of method 2 and I'm going to bring Christie's window to the right of the screen so you can see it's happening in real time so first you want to go to the top menu down PowerPoint click on slide show click on slide show setup choose the second option browse by an individual window click OK next thing you want to do is go to your your zoom window and click on share screen or normally as I said you would have had your participants in your waiting room and then you'll bring them in but just for this purpose let's have Christy's already there let's show how the portion screen works so I click make sure it's on the Advanced tab I click portion of screen I click Share now remember whatever is in this green border will Christy will see so if you watch you can see on christy screen she's seen everything that's with any green border so what are you going to do is that you're going to go to your PowerPoint and you're going to click also let me just bring that down a little bit you're going to click on full screen and that makes that this PowerPoint no slide takes up just that window alone in full screen so you are just your green border to discover that screen as you can see on Christie's window no she's only seeing that part of the display and and then you can go to the slides and so on and of course you would have pulled up your participants panels so you could go to the top click participants you have your participants panel and then you could click more you have your chart panel as well and again you would have adjusted sizes and you also have a saved copy of your notes but you will have to be moving that manually as things go along so users have to scroll down like that so the good thing about this methods and animations and transitions work participants only see a selected portion of the presenter screen the zoom participants and chat panels are visible in separate parts of the screen away from the portion screen being shared with participants slides can be annotated using the addition toolbar so how do you get the annotation tool but just like any first method you go to the top of your screen you can access your main zoom controls there you click on annotate click on your mouse all right click on the slide and then you can click on draw if that's what you want to do and then you could annotate on your slide as much as you want remember I did a video about strictly about annotations you can look at that and it links in the description below remember there are some drawbacks with this method the second method presenter notes are not visible to the presenter but as I showed you there is a workaround but even when you walk around the save notes do not automatically move the presentation and another thing is that it presents a kind of see this slide deck when this presentation is in full screen so I'm going to stop sharing once again and I'm going to set up for the third method in the third method we will use the Center view function of PowerPoint so I have my PowerPoint open on my desktop and I have my zoom window minimized that's also in a smaller block there my desktop so the first thing I'll do is access my presenter view so I go to the top menu here I click on slide show and then I click on presenter view and this is how presenter view looks now sharing your PowerPoint using presenter view has a lot of attractive options here and it's really a good way to also share your PowerPoint file zoom so for instance you have a timer here that's telling you how long you are presenting or you also have the real time of wherever your location is and for instance if you want to pause this timer you can pause it or you can reset it back to zero again you have the mean slide here which is the slide that you are presenting so does this slide you want the participants to see then you can see a visual of what the next slide is you have the presenter notes for the current slide that you're presenting and this is a real cool feature here you can actually change the size of the text by just using these buttons here so if for instance you think your presenter notes is too small for you to read you can click the up arrow here and get detects bigger or if you need to actually be smaller you can just click the down arrow here and I guess the text for your presenter notes smaller you can use these arrows here to navigate from slide to slide this tells us that this presentation is made up of three slides and all you on your own the first slide or you can even go here and access your slide deck and you could jump to whatever slide you want to present the other cool stuff is that as you can see the animations are there so the animations and transitions are preserved PowerPoint actually has its own annotation tools which you can access when you are the presenter view so you so to access these controls you just hover over this slide as being presented and then you can click the icon here and if you want a pen you could click on a pen and you can you can write you can draw on it there's the e resource well and they have some other things that you can do there that you can use to annotate your slides through the presenter view but you can also use the annotate tool by and zoom which i think is easier to access and use so now that we have looked at the affordances of the presenter view let's look and see how we're going to share this and zoom and and if you already look at the first two methods you should have a good idea what I'm going to do next so first I'm going to go to the zoom window and I'm going to open it up again but let's click on that green arrow I'm going to click on share screen and again make sure that if you are in a basic tab you go to advanced you go into advanced you make sure that portion of screen is selected and then you click share and that's going to give you the green border that you will need to include your slides you're gonna let that green border and close your entire slide that you are presenting so now we know that it participant will only see was within that green border so the presenter view method has a lot to give so let's summarize everything that we have we have done in any third method so Christie's window is on the right my window is on the left and if we thing on a point what is that an emissions and transitions work using this method presenter notes are visible to the presenter but not to the participant but unfortunately the presenters view takes up the entire screen the Zoom participants and chart panels are visible in separate parts of the presenter screen away from the portion screen being share with participants but there's less piece for the panels compared to the other methods so like for instance if I go and I click on participants here you see that you know I have to kind of move it or wrong and I don't know how to seem kind of spacing options that I had with the other metals I have to kind of bring it down a little so it's still a way from the portion I'm sharing with the student but there's less piece where I can put it similarly if I want to chat panel I click on more and I click on chat so it's my second favorite method as I said if for this method method is my preferred method but this one comes close the slide deck is visible to the presenter but not the participants I also like that the presenter notes the detect size of it can be increased or decreased there's a timer that is present slides can be annotated using the PowerPoint annotation tools but as as I said I personally find that the the annotation toolbar from zoom but you get by this going to the top then clicking on annotate that that toolbar gives you more options and it's easier to access and everything so you can use the annotation toolbar from zoom just like the other two methods and you can annotate on your slides so now I'm going to stop sharing and I'm gonna set up for the fourth and final method so the fourth and final method is probably the method most people will use but it offers it lease flexibility so Kristy screen is on the right and mine is on the left again for side-by-side comparison and what I'm going to do is that I'm going to open my zoom window which is in this corner here click on the green arrow and then I'm going to share my entire desktop so I click on the share screen here and the option to share entire desktop is under the basic part of it so that's your first one where says desktop and I click share and look at christy screen now Christie can see everything that's all my desktop so if my powerpoint presentation is not in full screen then Christie can see the other parts of my desktop as well she can see my notes you can see the D slices to come she can see what's on my desktop what applications I have open and so on now look at what happens if I click on the full screen mode so now my presentation is going to go in full screen and all Christi sees is the full screen but look I was happening on my screen as well all I can see now is the PowerPoint presentation I can't see my presenter notes I can't see the slide deck looking at the participants and chat panel becomes a bit of a challenge because if I open it participants panel is no actually on this slide that I'm presenting on any challenge there will be that is going to be blocking something that's on my slide so I won't be able to read my slides properly but there are some pluses as well the animation and transitions will work in this full-screen mode and again I can I'm able to annotate as well I should also caution you that from my personal experience using the annotation toolbar when you have your PowerPoint position in full screen like this because sometimes be challenging because sometimes like you lose where you are on your screen and then you have to try to figure out how to get to the annotation toolbar so that's something to keep in mind I have created a PDF that compares the four methods of how you can share a PowerPoint presentation in zoom so you can access that PDF by going to the link in the video description below and in that PDF as I said I go to each method I look at the pros and cons of each method and then at the end I do a kind of overview of all four methods and what characteristics they have or don't have so it can help you make a choice so we have looked at the four different ways in which you can present your PowerPoint presentation please let us know any comments section of this video which method or methods you would use and why so what's next know that you can share your PowerPoint presentation the next step is to be able to properly annotate it so I've created a video separate video about Zoom annotation tools and in that video we look at annotating several things and one of them being a PowerPoint presentation and you will see where you can take for instance a picture of an animal cell and you can annotate that or you can even remove all the labels in a diagram and let your students give the labels via annotations so these are really cool ways in which you can add interactivity in your PowerPoint when you are presenting it through zoom so please check that video out now to get to that annotation video that I just spoke about you can as I said look any links in the video description below or you can just open up your browser window go to YouTube and then in the search bar type in we can add your tag click enter then you're going to see this dashing gentleman here click on we can edit AK and look for the video zoom annotation tools now when you click on that zoom annotation tools let me just pause for a second here when I say any video go to the video description below what I mean is that under the video there's a video description and if you click on show more I normally give the timestamps to different parts of the video and in this case you if you're interested in let's learn about PowerPoint you want to click on this time stop here and once you click on that time stamp it's gonna take it to that part of the video where I show you how to annotate a PowerPoint and there's some really interesting things you how to annotate a PowerPoint how does the participant annotate a PowerPoint summary of the annotations you can do one up on a PowerPoint and if you scroll down these are some of the links to all the other zoom videos that we have done so please always check out the video description because there is where I put a lot of information a lot of links so that you can go and do other things so please have a look at that and don't forget to subscribe and hit that notification icon so you don't miss a thing thank you for watching this video and I will see you in the next one stay safe bye

Channel: WeCanEduTech

Views: 20,666

Keywords: presenting PowerPoint on zoom, how do you show PowerPoint slides in Zoom, zoom presentation tips, how to use presenter view on Zoom, Zoom video conferencing, educational technology for teaching and learning, educational technology in the classroom, educational technology tools, educational technology videos, online tools during COVID-19, online learning during COVID-19, online teaching during COVID-19, online tools for teachers, wecanedutech, Jason Matthew

Id: immiXObbxvw

Length: 34min 16sec (2056 seconds)

Published: Thu Jun 11 2020