One of the common ways to remember what you want to say or emphasize on a slide is to add speaking notes in the Notes section below a slide in PowerPoint. Then you can use the Presenter View mode to show you the slides and your notes while you only share the slides with the audience. In a meeting room this is usually the default approach when you connect to a projector or screen.
Now that meetings have moved to Zoom and will be using this technology in the future, how can you use PowerPoint Presenter View in a Zoom meeting to present your PowerPoint with your notes? Below you will find the answer, whether you have one or two screens/monitors and whether you use Windows or a Mac. I’ll also explain why you might need three screens and how to set up that option. You can also learn expert tips for using Presenter View such as a quick way to jump to any slide without the audience seeing it and how you can zoom in on a slide while presenting in this article and video (if you are presenting with just one screen, this article and video will show you how to use some of these advanced Presenter View features).
Due to increased security and permissions with Mac OS 10.14 Mojave and 10.15 Catalina, you will be prompted to authorize the Zoom Desktop Client to use the microphone, camera, and on Mac OS 10.15 Catalina, screen recording. The permissions are set within System Preferences of the device. Jan 21, 2021 Steam has dropped support for VR on Mac and NVIDIA has blocked access to VR Chat on GeForce Now For Mac. This means the only way to use VRChat on Mac is to get an eGPU unit so that your Mac can handle VR under Windows and then install Windows on your Mac. An eGPU super charges your Mac so that you can use VR apps and games on your Mac with a VR. Screen Recording (Mac OS 10.15 Catalina only) - For sharing your screen in a meeting or webinar; Files and Folders (Mac OS 10.15 Catalina only) - For sharing and saving files from chat in a meeting or webinar, as well as recording locally to your computer. Accessibility - For allowing remote control in a meeting; Permissions for the Zoom web client. Download Mac OS X LiveChat Software. Get live chat software for Mac - LiveChat Mac app allows you to chat with website visitors on your desktop. Download Mac OS X LiveChat Software. See our other products: ChatBot - Automate customer service with AI. HelpDesk - Support customers with tickets.
As a business professional, what are the biggest frustrations, challenges, or struggles you have creating & delivering virtual presentations? Let me know here so I can create articles and videos to solve the biggest issues. Thanks.
Windows – 2 screens, option A
Summary of steps
- Connect a second display (here are nine options for a second display) and extend your display
- Arrange the displays in Windows and PowerPoint to match the physical setup
- Start Presenter View in PowerPoint so the slides are on one screen and Presenter View is on the screen that has the webcam (so you are looking at the webcam while seeing your notes)
- In Zoom share the screen that has the slides on it
- Deliver your presentation
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Full detailed article
I have an article with full details, including screen captures, on PowerPoint Presenter View with 2 screens in Windows.
Video
The steps are very similar to using 2 screens in Teams because sharing a screen is similar in Teams or Zoom. This video will show you how to set up a second screen in Windows using a monitor and give you the basic steps you need.
Windows – 2 screens, Option B
Why put your webcam above the screen? This article and video show you how to put the webcam between the two screens and use this setup to have your notes, Zoom videos, and chat on one screen while you slides are shared in the meeting from the other screen. The article is here and the video is below.
If you run into an issue when sharing the Slide Show window in Zoom with 2 screens, this article may help.
Windows – 1 screen
Summary of steps
- Make sure the presentation is set to use full screen Slide Show
- Start Presenter View Preview by pressing Alt+F5
- In Zoom, share a portion of the screen from the Advanced sharing options
- Make the current slide larger in Presenter View and adjust the sharing rectangle so you just share the current slide portion of the screen in Zoom
- Deliver your presentation
Full detailed article
I have an article with full details, including screen captures, on PowerPoint Presenter View with 1 screen in Windows. I also have an article and video on how to smoothly transition from the gallery view into your presentation so the attendees don’t see you adjusting what is shared on the screen.
Alternate method: Use a video capture card to create a “virtual” second screen on your laptop and then you can use Presenter View with 2 screens. See the article and video on using a screen capture card as a 2nd screen.
Possibly the best approach: Use a Virtual Display Adapter Plug to create a ghost monitor that your laptop thinks is a real second screen. Then you can use full Presenter View by sharing the ghost monitor in the Teams meeting. This article explains how to use this plug to create a ghost monitor so you can use full Presenter View.
Video
Mac – 2 screens
Summary of steps
- Connect a second display (here are nine options for a second display) and extend your display
- Arrange the displays in the Mac OS and PowerPoint to match the physical setup
- Start Presenter View in PowerPoint so the slides are on one screen and Presenter View is on the screen that has the webcam (so you are looking at the webcam while seeing your notes)
- In Zoom share the screen that has the slides on it
- Deliver your presentation
Full detailed article
I have an article with full details, including screen captures, on PowerPoint Presenter View with 2 screens on a Mac.
Video
Mac – 1 screen
Summary of steps
- Make sure the presentation is set to use full screen Slide Show
- Start Presenter View Preview by pressing Option+Return
- In Zoom, share a portion of the screen from the Advanced sharing options
- Make the current slide larger in Presenter View and adjust the sharing rectangle so you just share the current slide portion of the screen in Zoom
- Deliver your presentation
Full detailed article
I have an article with full details, including screen captures, on PowerPoint Presenter View with 1 screen on a Mac. I also have an article and video on how to smoothly transition from the gallery view into your presentation so the attendees don’t see you adjusting what is shared on the screen.
Alternate method: Use a video capture card to create a “virtual” second screen on your laptop and then you can use Presenter View with 2 screens. See the article and video on using a screen capture card as a 2nd screen.
Possibly the best approach: Use a Virtual Display Adapter Plug to create a ghost monitor that your laptop thinks is a real second screen. Then you can use full Presenter View by sharing the ghost monitor in the Teams meeting. This article explains how to use this plug to create a ghost monitor so you can use full Presenter View.
Video
3 screens
If you want to see the attendees videos and chat while using Presenter View in Zoom you will need three screens to do so. I have an article with a full explanation and instructions on how to set this up and use the three screens.
Windows
In this article for using Presenter View with 3 screens in Windows I use a Microsoft Wireless Display Adapter connected to a TV to create the third screen. In the video below I use another way to connect a third screen. If you have an iPad or iPhone you can use an app called Duet Display. It is a paid app and it allows you to connect your iPad or iPhone to the laptop via a USB cable and use it as another display.
Mac
In this article for using Presenter View with 3 screens on a Mac I use an Apple TV device connected to a TV to create a third screen. In the video below I use another way to connect a third screen. If you have an iPad or iPhone you can use an app called Duet Display. It is a paid app and it allows you to connect your iPad or iPhone to the laptop via a USB cable and use it as another display.
Use Google Slides Presenter View
Google Slides can read PowerPoint files and has a Presenter View that shows the slides in a browser window and your notes and slide preview in another window. This can be an alternative if you have one screen since you can share the browser window that has the slides in Zoom or Teams so the meeting attendees see just the slides while you can see the slides and your notes. This article shows you how to use Google Slides Presenter View in Zoom or Teams and the video below shows me demonstrate these steps.
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Dave Paradi has over twenty years of experience delivering customized training workshops to help business professionals improve their presentations. He has written nine books and over 100 articles on the topic of effective presentations and his ideas have appeared in publications around the world. His focus is on helping corporate professionals visually communicate the messages in their data so they don’t overwhelm and confuse executives. Dave is one of less than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel and PowerPoint communities. He regularly presents highly rated sessions at national and regional conferences of financial professionals.