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How to collaborate in a Microsoft PowerPoint presentation



Microsoft PowerPoint logo.

PowerPoint has some useful features that allow others to make changes or leave feedback on your presentations. You can even coordinate a real-time presentation if you have a subscription to Microsoft 365 (formerly Office 365). How to collaborate with others in PowerPoint.

Share a presentation

Before others can work on a presentation with you, you need to share it with them. To do so, open the presentation you want to share and then click “Share”

; in the upper right corner.

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RELATED: How to share things from OneDrive

A banner will appear in front of your presentation. The first thing to note is the “Share” section. Here you see the two methods for sharing the presentation and everyone you have already shared it with.

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With the “Invite People” method, you can do the following:

  1. Write the email addresses of those you want to work with.
  2. Leave a note for the recipients.
  3. Assign permissions for read and write or write protection.
  4. Choose an extra layer of security if you want recipients to have a Microsoft account.
  5. Share your presentation.

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If you instead select the option “Get a link”, assign read / write or read permission to who gets the link and then click on “Create link.”

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Your link will appear.

A link to share a PowerPoint presentation.

Once your link has been created, you can share it with who you want to collaborate with in your presentation. Keep in mind that anyone who has this link can access your presentation with the permissions you have assigned, so be careful who you share it with.

Collaborate in a presentation

Once you have shared your presentation, it’s time to start collaborating. There are several useful tools that streamline collaboration. We go through them below, so be sure to take full advantage of them.

Who works where?

PowerPoint shows you who is currently watching or editing a presentation, and what part of it they are working on. When someone is working on a presentation with you, you will see a thumbnail with that person’s name in the upper right corner.

Click on the thumbnail to see who it is and what image he or she is editing. To go to that image, click “Go to location.”

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You will see the part of the image that the other person is working on.

A title on a picture with a

You can also see where the other person is at any time in the slideshow for the image on the left.

Thumbnail showing which image they are working with

RELATED: How to collaborate on real-time documents in Office 2016

Leave comments for others

You can also leave comments for the others you work with to read when it suits them. To leave a comment, select text or an item, then click “New Comment” in the menu that appears.

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Write your comment in the text box and then click on the arrow icon to leave it.

Write your comment and then click on the arrow icon.

The next time this person works on the presentation, she will see a Message Bubble icon in the image that contains the comment.

A message bubble icon next to an image in PowerPoint.

To read a comment, click on “Comments” in the upper right corner.

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To reply to a comment, simply type your reply in the text box, then click the arrow icon.

Type a response to a comment in the text box, then click the arrow icon.

Premium features

PowerPoint also has some premium features available for collaborators. One of these is real-time chat. Just click on the thumbnail of the person you want to chat with and then select “Chat” from the menu that appears.

However, this is not a good substitute for comments. No one else can see your chat, and it will be deleted as soon as you close the file.

RELATED: How to get Microsoft Office for free

Another nice premium feature is the version’s history. PowerPoint 365 stores each version of your slide show. This means you can go back and view, restore and / or download older versions.

To access this feature, click “File”, click “Info” in the box that appears, and then select “Previous Versions.” This option is grayed out if you are not a premium subscriber.

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Overall, a good collaboration on all projects constitutes communication. PowerPoint makes it easy for both regular and premium subscribers, although some methods are more streamlined than others.




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