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How to Work with Presenter View in PowerPoint

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Not all presenters have excellent memory recall or the ability to speak flawlessly to the audience without any cues. However, many of them are good at hiding it by using Presenter View in PowerPoint. It is a presentation mode that enables the presenter to hide speaker notes and presentation controls from the audience while leveraging the various handy features offered by PowerPoint.

How to Use Presenter View in PowerPoint

To start using Presenter View, ensure it’s enabled before you begin your slideshow. If you are new to this feature, we recommend using this option to familiarize yourself with the various navigation options for this presentation mode. This might also be helpful if the PowerPoint templates you are accustomed to using might have animations that you might want to preview in this mode to understand when to give the next visual cue.

How to Enable Presenter View in PowerPoint

To enable PowerPoint presenter view, go to the SlideShow tab and make sure the Use Presenter View option is enabled. This will ensure that you can access Presenter View when you switch your slides to SlideShow mode.

Enable Presenter View in PowerPoint

Adjust Display Settings

You can swap between the presenter view and slideshow mode or duplicate the slideshow to exit the Presenter View from the Display Settings menu from the top toolbar.

Adjusting display settings in Presenter View in PowerPoint

Navigate Slides in Presenter View

Like any standard PowerPoint presentation in SlideShow mode, you can navigate between slides by using the arrow keys or with a presentation remote. Presenter View also provides slide navigation buttons to move the slides back and forth.

Navigating slides in Presenter View in PowerPoint

View Taskbar in Presenter View

The Show Taskbar option at the top enables viewing the taskbar. This can be helpful if you require using the taskbar, such as to view your battery charge, see the time, enable or disable another app from the taskbar menu, etc.

Show taskbar in Presenter View PowerPoint

Reset or Pause the Timer

Once you start your presentation in Presenter View, a timer starts showing how much time you have spent in slideshow mode. This is an excellent way to understand how much time you have consumed for your session and to keep an eye out for good timekeeping. You can also hit Pause or reset the timer anytime.

Reset and pause timer in Presenter View in PowerPoint

Change the Size of the Speaker Notes

How to view notes in PowerPoint while presenting? If you have any speaker notes added to your slides, they will appear in Presenter View on your screen. You can increase or reduce the size of the text via the two options at the bottom of the speaker notes pane.

Change the size of speaker notes in Presenter View in PowerPoint

Using Annotation Tools in Presenter View

PowerPoint annotation tools can be accessed from the bottom toolbar in Presenter View. The Pen and Laser Pointer Tools button gives you access to the pen, ink colors, laser pointer, and eraser and also allows you to show or hide the mouse pointer via Arrow Options .

Use Annotation Tools in Presenter View in PowerPoint

View All Slides in Presenter View

If you need to go back and forth to find a relevant slide for an ongoing discussion or query during your presentation, you can view all slides in Presenter View via the See all slides option.

View all slides in Presenter View in PowerPoint

Zoom Slides using Presenter View

PowerPoint’s Zoom feature lets presenters quickly pick a portion of the slide to zoom into. Presenter View allows you to leverage this feature by instantly selecting a portion of the slide to enlarge it after selecting Zoom into the slide option. To exit the Zoom mode or hit the Esc key.

Zoom into slides in Presenter View in PowerPoint

Black or Unblack SlideShow

Sometimes, you might want to turn the screen blank for a while, such as during a mid-presentation break. The Black or Unblack SlideShow option blanks the slides for your audience while continuing to show you all navigation options via Presenter View.

Black or Unblack slideshow in Presenter View in PowerPoint

Toggle Subtitles in Presenter View

One of the most revolutionary features introduced by Microsoft for PowerPoint over the past decade has been Live captions. This feature enables subtitles by converting speech to text as you present. You can toggle Live subtitles on or off while in presenter view to help your audience read what you speak.

Toggle subtitles in Presenter View in PowerPoint

Toggle Camera in Presenter View

Like subtitles, you can also toggle the camera on or off in Presenter View.

Toggle camera in Presenter View in PowerPoint

End Slideshow in Presenter View

There are different ways to end or exit a SlideShow from Presenter View. You can hit the Esc key or click End Slide Show . Similarly, you can click the three dots at the bottom and select End Show .

End slideshow in Presenter View in PowerPoint

More Slideshow Options

Other than the various visibility prominent menus available to navigate, annotate, and present your slides, you can also find a few additional options via More slideshow options , which are accessible via the three dots at the bottom toolbar. These include adjusting the position of the subtitles, turning your screen white or black, ending the slideshow, etc.

Locating more slideshow options in PowerPoint's Presenter View

How to Use Presenter View on a Single Screen

While Presenter View can be enabled to work with dual monitors, you can also use Presenter View on a single monitor with remote meeting apps like Zoom. A simple method for switching to Presenter View on a single monitor is to click the three dots ( More slideshow options ) at the bottom in SlideShow mode and select Show Presenter View .

Accessing Show Presenter View in PowerPoint

You can also switch to Presenter View on a single monitor anytime using the ALT+F5 hotkey.

Shortcut to access Presenter View in PowerPoint

The presenter can easily manage a PPT in presentation mode, with the utility to view speaker notes, annotate or zoom slides, toggle subtitles or camera on or off, and keep your audience engaged via better slideshow management. However, if you’re new to this presentation mode, a bit of practice might help you avoid confusion when presenting before an audience in Presenter View for the first few times.

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Presenter View in PowerPoint

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How to Use Presenter View in PowerPoint

Presenter View in PowerPoint

  • You can use thumbnails to select slides out of sequence and create a customized presentation for your audience.
  • Preview text shows you what your next click will add to the screen, such as a new slide or the next bullet in a list.
  • Speaker’s notes are shown in large, clear type so that you can use them as a script for your presentation.
  • You can temporarily black out the screen during a presentation and then resume where you left off. This can come in handy during breaks or question and answer periods.

Start Presenter View

  • Click the Options button.

Presenter View

The Presenter view fills the screen. The same presentation tools are available below the slide, and it also shows the current time and a thumbnail of the upcoming slide. At the bottom of the screen, use the arrows to move forward or backward in the presentation.

Command Buttons

At the top of the Presenter view, there are command buttons.

  • Show Taskbar : Show or hide the Windows taskbar.
  • Display Settings : When projecting, swap which display shows the presenter view or duplicate the slide show on both screens.
  • End the Slide Show : Return to Normal view.

Presenter View

The timer is located at the top-left corner of the current slide. It keeps track of how long Presenter view has been running.

  • Click the Pause button to temporarily stop the timer.

Presenter View

The Notes pane gives you a large look at any notes added to the slide. In Presenter view, you have the flexibility to change the display size.

Presenter View

End Presenter View

You can close Presenter view without ending the presentation entirely.

  • Click the Options menu.

Presenter View

You return to the regular slide show view.

To close Presenter View and end the presentation, just press Esc .

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PowerPoint Presenter view: here’s how to present properly

PowerPoint Presenter view: here’s how to present properly

PowerPoint has become an important tool as part of the modern office environment. The Microsoft software now supports a wide variety of presentations worldwide. But it can be useful for more than showing one slide after another. PowerPoint’s presentation mode includes the option to select Presenter view which provides the presenter with additional information during a speech. Find out all about Presenter view and how to use it in this article.

What is the PowerPoint presentation mode?

Here’s how to set up presenter view, elements of presenter view, using powerpoint presenter view correctly.

The PowerPoint Presenter view is an expanded view to make giving presentations easier. The view allows orators to see their own notes and a preview of the next slide . This additional information is only visible to the presenter but not the audience. This makes it easier to give talks and allows you to focus on what’s important.

PowerPoint is part of the Microsoft Office Suite and one of the most used presentation tools globally. IONOS provides exclusive deals for Microsoft 365 , including regular software updates and individual support and tips through the IONOS Support team.

The PowerPoint Presenter view can be activated via the “Slide Show” tab, by ticking the “Use Presenter View” box.

Options for PowerPoint Presenter view

To use PowerPoint in Presenter view, you will need a second monitor. During official presentations this may take the form of a beamer or a second screen. The following steps ensure that the screen is being detected by your computer:

  • Switch on the second monitor.
  • Connect the second monitor via HDMI or another cable to your computer.
  • Switch on your computer.
  • Log in and launch PowerPoint.
  • By pressing the Windows key + P you will gain access to the monitor control settings. Select “Expand.” On Mac devices, launch System Preferences, click on “Displays,” select the relevant monitor, and drag it into place as main or side display.
  • Activate PowerPoint Presenter view.
  • Within Presenter view, click on the display settings option and select “Swap Displays” for the audience to view the presentation.

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Use Powepoint to create presentations that stand out using modern designs - included in all Microsoft 365 packages! 

PowerPoint Presentation mode with functions

Presenter view is structured as follows:

  • Menu : The menu pane includes the option to “Show taskbar,” “Display settings,” and “End slide show.” Showing the taskbar can be useful if you need to swap between applications during a presentation.
  • Timer & time : The timer shows you how long you have been presenting for. It can be paused and reset. The clock is shown on the right side of the window.
  • Current slide : View the currently shown slide here.
  • Mark pointer & slides : The pointer lets you point at elements in a slide. You can also mark slides in this way.
  • Show all slides : This function allows you to view all sorted slides to jump to the right one quickly.
  • Magnify : Use the magnifier to enlarge parts of a slide.
  • Black-out screen : This button lets you pause a projection on the second monitor, which is blacked out as a consequence.
  • Other options : You can set additional options such as “white screen” (an alternative to the black screen).
  • Next slide : In this field, you can view the next slide.
  • PowerPoint Notes : PowerPoint provides the option to add individual notes to each slide which help you with your presentation.
  • Font : Change the font size of your notes.

Your presentation depends on your preparation . The day before a presentation, you should ensure that the technologies you’re using are working correctly. Always bring along your PowerPoint presentation on a USB stick as a backup.

Save your presentation as a .ppsx file for enhanced compatibility. This ensures that the presentation is automatically launched in presentation mode. For enhanced security, save your presentation as a .pdf file . That is how you can ensure that the layout remains the same and you have guaranteed access to all of your slides. However, effects will be no longer viewable and the audience will see the full slide.

Be careful that you can locate a file quickly and clean up your USB stick and desktop . Sometimes you may need to locate a file during a presentation or need to restart PowerPoint. If you do not blackout or deactivate your screen during this, the audience will get a full view of your PC dashboard.

Other great tools for setting up a presentation include PowerPoint outline view and PowerPoint table of contents .

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PowerPoint Outline View: how to structure your presentations

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May 9, 2022

Edit your notes in Presenter view in PowerPoint

Victoria Tran

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Hey, Officer Insiders! My name is Victoria Tran, and I’m a Program Manager on the PowerPoint team. I’m thrilled to share that you can now edit notes in Presenter view in PowerPoint for Windows. No more switching to Editor view to type or change your notes, even during a presentation!

Edit notes in Presenter view

Accessing and editing your slide content whenever the need arises is a key part of the PowerPoint workflow. Whether you’re making an important edit to your speaker notes during a presentation rehearsal or jotting down feedback during your presentation, the ability to edit notes in Presenter view increases your productivity and eliminates the need to toggle between views.

We are excited to add this highly requested feature and expand the use of PowerPoint notes. In the future, we’ll continue to add support for editing notes in other views, such as Teleprompter view.

How it works

Ready to edit notes in Presenter view?

Screenshot of PowerPoint ribbon showing the buttons for starting a slide show.

NOTE:  You can also press the F6 key to select the Notes pane in Presenter view. When a white outline appears around the pane, press Enter and start typing to make any updates you want.

Known issues

Presenter view currently only allows basic formatting of notes, such as bold, italics, and underlining (via keyboard shortcuts). Formatting such as text color, highlighting, and other options aren’t yet available.

Tips and tricks

  • If you are using keyboard commands to navigate through your slides during a presentation, make sure the text insertion point is not showing in the Notes pane. If it is, the arrow keys will move the insertion point around in the pane instead of navigating the slides.
  • If you have two monitors, a full-screen slide will show on one monitor and Presenter view on the other monitor, featuring a view of the next slide, your speaker notes, a timer, and more. If you have just one monitor, you can press Alt + F5 to try out Presenter view.

Availability

We will be rolling the edit notes in Presenter view feature out to Office Insiders running Beta Channel Version 2204 (Build 15225.20000) or later.

Don’t have it yet? It’s probably us, not you.

Features are released over some time to ensure things are working smoothly. We highlight features that you may not have because they’re slowly releasing to larger numbers of Insiders. Sometimes we remove elements to further improve them based on your feedback. Though this is rare, we also reserve the option to pull a feature entirely out of the product, even if you, as an Insider, have had the opportunity to try it.

We want to hear from you! Please click Help > Feedback to submit your feedback about this feature.

Learn what  other information you should include in your feedback  to ensure it’s actionable and reaches the right people. We’re excited to hear from you!

Sign up for the Office Insider newsletter  and get the latest information about Insider features in your inbox once a month!

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Understanding Presenter View in PowerPoint: A Deep Dive Guide

presenter view powerpoint

Origin and Evolution of Presenter View

Why presenter view is a game-changer for professionals, activating and customizing presenter view in powerpoint, in-depth features of the presenter view, common mistakes and how to avoid them, advanced tips for a power presentation, final tips for enhancing your presentation game, introduction to presenter view.

Have you ever found yourself awkwardly toggling between slides and speaker notes during a presentation? Or wished you could preview the next slide without your audience seeing? Enter Presenter View in PowerPoint, a feature designed to make presenting smoother and more professional.

In essence, Presenter View is a special mode in PowerPoint that allows the presenter to see their speaker notes on one screen, while the audience views the note-free presentation on another screen. This dual-screen setup means you can have your notes, upcoming slides, and timer conveniently on one screen while your audience remains blissfully unaware.

“Presenter View is the unseen ally behind many successful PowerPoint presentations.”

Microsoft’s PowerPoint, with its roots tracing back to the late 1980s, has undergone several metamorphoses. Over the years, as technology improved and presentation dynamics changed, Microsoft introduced new features to make the software more user-friendly and versatile. One such innovation is the Presenter View.

Back in the early days of PowerPoint, presenters had to rely on printouts or separate documents for their speaker notes. The advent of Presenter View in the early 2000s was a game-changer. It allowed presenters to merge their slides and speaker notes into one cohesive presentation experience.

The beauty of Presenter View lies not just in its conception but in its evolution. Over different versions of PowerPoint:

  • 2003 : Introduction of a basic Presenter View with slides and notes.
  • 2007 : Enhanced screen setup with better dual-monitor support.
  • 2010 : Introduction of slide zoom and laser pointer features.
  • 2013 & Beyond : Integration with touch features, improved UI, and annotations.

Each version brought refinements, making it more intuitive and packed with features, tailoring to the evolving needs of presenters globally.

Fun Fact : Presenter View wasn’t initially as popular as it is today. It took a few iterations and user feedback loops for Microsoft to perfect the balance between utility and user experience.

The Core Components of Presenter View

Presenter View in PowerPoint is like the cockpit for pilots: it’s where all the essential controls and information are at the presenter’s fingertips. Whether you’re a newbie to PowerPoint or a seasoned professional, understanding these components can transform your presentation experience.

  • This provides a glance at your current, previous, and upcoming slides. It ensures you’re always prepared for what’s coming next and can seamlessly transition between points.
  • The soul of your presentation, speaker notes, are discreetly placed at the bottom or side, only visible to you. These notes can be elaborate explanations, quick pointers, or even personal reminders. They’re like your secret cheat sheet!
  • Ever worried about running over time? This feature shows the elapsed time since you began the presentation and, in some versions, allows you to set a countdown. Stay on track and manage your pace efficiently.
  • Interactive features that allow you to draw on slides or use a virtual laser pointer. These are especially helpful when you want to emphasize or explain specific points visually.
  • Navigate between slides effortlessly and zoom into specific parts of a slide to draw attention or elaborate on details.

presenter view powerpoint

Table: Core Components Overview

Quote : “Presenter View is to a presenter what a dashboard is to a driver. It empowers, directs, and enhances the journey of your narrative.” – Jane Harris, Lead PowerPoint Expert – Powerbacks team

Understanding these components is one thing, but leveraging them effectively during a presentation can make a significant difference. Let’s delve into the ‘why’ behind the significance of Presenter View.

Stepping onto the stage or presenting in a boardroom can often be an overwhelming experience. The constant juggle between capturing the audience’s attention and keeping track of your slides can lead to nervousness. But what if there was a way to have everything you need right in front of you, ensuring smooth sailing through your presentation? Enter Presenter View.

  • Having a preview of the upcoming slides and personal notes right in front of you can be a massive boost to confidence. You’re always one step ahead, knowing exactly what’s coming next.
  • Instead of turning back to view the screen repeatedly, Presenter View lets you face your audience directly. This creates a more engaging and personal interaction.
  • Gone are the days when you’d hold a bunch of cue cards or sheets of paper. With digital speaker notes, you have a cleaner, more organized setup.
  • Using the annotation tools and laser pointer, you can make your presentation more interactive, leading to better retention and engagement from your audience.
  • There’s no denying that seamlessly transitioning between slides, using interactive tools, and having no physical notes gives a more polished and professional look.

Table: Benefits of Using Presenter View

Quote : “Embracing the Presenter View is not just about leveraging a tool; it’s about amplifying your message and connecting more profoundly with your audience.”

It’s evident that the Presenter View has undeniable advantages for professionals. But how do you activate it and customize it to suit your needs? Let’s walk through the steps.

Starting with PowerPoint 2013, Microsoft enhanced the Presenter View to ensure that it’s both intuitive and user-friendly. Activating it and making it work for you is simple, as outlined in the following steps:

Step-by-Step Guide to Activate Presenter View :

  • Start by opening your PowerPoint presentation. This will be the one you intend to deliver.
  • At the top, you’ll notice several tabs. Click on the one labeled ‘Slide Show’.
  • Within the Slide Show tab, you’ll spot a checkbox labeled ‘Use Presenter View’. Ensure that it’s ticked. If it’s not, simply click on it.
  • If you’re using an external projector or display, make sure it’s connected. PowerPoint will automatically detect it and use the Presenter View on your primary display, showing the main presentation on the external one.
  • Start your presentation by either pressing F5 on your keyboard or clicking on ‘From Beginning’ in the Slide Show tab.
  • Next Slide Preview : Gives a preview of what’s coming next.
  • Speaker Notes : Displays your notes for the current slide.
  • Slide Navigation : Use this to jump to a specific slide.
  • Annotation Tools : Highlight or draw on your slides in real-time.
  • Timer : Keeps track of how long you’ve been presenting.
  • You can move around the different elements, increase font size of your notes for better readability, or even hide specific components if they’re not required.

Table: Quick Access Tools in Presenter View

Quote : “The beauty of PowerPoint’s Presenter View is the control and flexibility it offers. It’s like having a personal assistant during your presentations.” – Linda Green, Presentation Expert

Now that we know how to activate and customize the Presenter View let’s delve deeper into its features and tools for maximum efficiency during presentations. Shall we proceed?

PowerPoint’s Presenter View is not just a simple “next slide” preview; it’s a hub of tools and functionalities designed to make the presenter’s job easier and the presentation more engaging.

H3: Slide Preview This is arguably the most straightforward feature but also the most helpful. At a glance, you can see what’s coming up, ensuring that you’re always prepared for the next topic or section.

  • Smooth Transitions : Eliminates awkward pauses between slides.
  • Improved Pacing : Know when to speed up or slow down based on upcoming content.
  • Reduced Anxiety : No unpleasant surprises during your presentation.

H3: Speaker Notes For those who don’t rely on pure memory, speaker notes are a lifesaver. They’re your secret weapon, visible only to you, that provides additional context or reminders about what to say.

  • Bold the crucial points to ensure they stand out.
  • Use concise bullet points for easier and quicker reading.
  • Add time cues if you’re aiming to cover specific points within certain timeframes.

H3: Slide Navigation While it’s always best to move sequentially through your slides, there might be instances when you need to skip ahead or return to a previous point. With the slide navigation tool, you can effortlessly hop around your presentation.

  • Case Study : During a corporate presentation, John, a sales manager, was posed with a sudden question about Q2 performance. Thanks to slide navigation, he quickly reverted to the relevant slide, addressed the query, and resumed without any hiccups.

H3: Annotation Tools Engage your audience by turning your presentation into an interactive canvas. Whether you’re highlighting an essential statistic or drawing a quick graph, these tools can make a significant impact.

  • Use contrasting colors to ensure visibility.
  • Don’t overdo it; the aim is to emphasize, not to overwhelm.
  • Practice beforehand to ensure you’re comfortable with these tools during the presentation.

H3: Timer It’s easy to lose track of time during a presentation. With Presenter View’s timer, you can keep tabs on the elapsed time, helping you manage the pace and duration of your talk.

  • Tip : Always allocate a buffer period. If you’re presenting for 30 minutes, aim to finish in 25. This allows for Q&A or any unexpected delays.

Quote : “PowerPoint’s Presenter View is like a dashboard for presenters. It provides every tool one might need, all within arm’s reach, ensuring a seamless and interactive presentation experience.” – Michael Roberts, Tech Analyst

Understanding the features of the Presenter View is the key to unlocking its potential. With practice and familiarity, it becomes an extension of the presenter, leading to more confident and impactful presentations.

Making the Most of Presenter View

If you’ve ever wanted to feel like a presentation Jedi, mastering the Presenter View is your path to the force. But having the tool isn’t enough – it’s about leveraging its features optimally. Here’s a detailed guide on maximizing the benefits of the Presenter View:

H3: Setup and Access Before harnessing its power, you need to ensure you can access Presenter View without hitches.

  • Connect your computer to the projector or external display.
  • Launch PowerPoint and open your presentation.
  • Go to the Slide Show tab and select Set Up Slide Show .
  • In the pop-up, ensure Browsed by an individual (window) is selected.
  • Start the slide show. Presenter View should appear on your computer, while the audience sees only the slides.

H3: Customize the Display Remember, it’s your dashboard; make it as comfortable and efficient for you as possible.

  • Within Presenter View, hover over the bottom to reveal the toolbar.
  • Click on the gear icon to adjust settings.
  • Reorder tools based on your preference or hide those you don’t need.

H3: Practice, Practice, Practice The tool’s efficiency relies heavily on your familiarity with it. Do dry runs to ensure you know where everything is and how each feature works.

  • Pro Tip : Mimic the presentation environment during practice. If you’re presenting in a large hall, practice with the same setup.

H3: Seamlessly Integrate Other Media If your presentation includes videos, animations, or other media, ensure they play seamlessly in Presenter View.

  • Deep Dive : Always embed media within the presentation. Relying on external links or files can disrupt the Presenter View experience.

H3: Engage the Audience Use the tools not just to aid your presentation but to engage your audience. Pose questions, use the pen tool to sketch quick diagrams based on audience inputs, and make it interactive.

  • Table of Engagement Techniques :

H3: Master the Art of Transitions Smooth transitions are key to maintaining audience attention. With a preview of the next slide, prepare your narrative to flow seamlessly.

Even with the most powerful tools, human error can play a spoilsport. The Presenter View, as intuitive as it may be, has its quirks. Here’s a list of common pitfalls users face and ways to steer clear of them:

H3: Not Checking Hardware Setup Before you even start the presentation, ensure your hardware is correctly set up. This includes checking the display connection, ensuring the projector or external monitor is detected, and setting up the correct display settings.

  • Pro Tip : Always keep a spare HDMI or VGA cable. Technical glitches often come from the most unexpected sources.

H3: Overlooking Speaker Notes Having made the effort of adding speaker notes to your slides, it would be a shame not to use them. They serve as a discreet prompt, ensuring you don’t miss any critical points.

  • Fact : According to a study, presenters who actively used speaker notes were 25% more consistent in delivering their core messages.

H3: Ignoring the Timer Time management is crucial. If you have a fixed time slot, exceeding it can inconvenience others and may appear unprofessional. Conversely, finishing too early can leave your audience unsatisfied.

  • Actionable Advice : Always have a buffer. If your slot is 30 minutes, aim for a 25-minute presentation, leaving room for Q&A or unexpected delays.

H3: Relying Exclusively on Presenter View Despite its usefulness, never be wholly dependent on Presenter View. Technical glitches happen, and the ability to continue smoothly without it showcases professionalism.

  • Case Study : At a major tech conference in 2018, a renowned speaker’s Presenter View malfunctioned. Instead of panicking, he smoothly transitioned to the standard view, using his printed notes as a backup. The audience lauded his adaptability, and his message wasn’t overshadowed by the hiccup.

H3: Not Adapting to Audience Feedback The tools in Presenter View, like slide navigation, are meant to enhance adaptability. If you sense your audience resonating more with a particular topic, don’t be afraid to dwell on it a bit longer or even revisit slides.

By sidestepping these common mistakes, you not only harness the full potential of Presenter View but also project confidence and control. Next, we’ll explore some advanced features to elevate your presentation game even further.

Mastering Presenter View basics can tremendously improve your presentation skills. But if you’re looking to elevate your game and leave a lasting impression, dive into these advanced features:

H3: Seamless Transition Between Slides The art of a great presentation lies not just in the content but also in the delivery. A choppy slide transition can disrupt the flow. PowerPoint offers a plethora of transition effects — from subtle fades to dynamic 3D effects.

  • Go to the Transitions tab.
  • Browse and select your preferred effect.
  • Adjust the transition duration if needed.
  • Click Apply To All to maintain uniformity.

H3: Use Zoom to Focus on Details Occasionally, you might want to draw attention to specific details on a slide. Instead of making your audience squint, use the in-built Zoom feature.

  • Tip : Combine zoom with a laser pointer or pen tool for emphasis.

H3: Ink Annotations Annotating directly on your slides can be beneficial for interactive sessions or workshops. PowerPoint’s “Ink” feature allows you to do just that.

  • Did You Know? : Ink annotations made during a presentation can be saved for future reference!

H3: Embed Multimedia for a Rich Experience Modern presentations often go beyond static slides. Consider embedding videos, audio clips, or even live web content to keep your audience engaged.

  • Navigate to the Insert tab.
  • Choose Video or Audio and select your file.
  • Adjust playback settings under the Playback tab.

H3: Custom Slide Show Sometimes, different segments of your audience require varied content. Instead of having multiple PPT files, create a custom slideshow within the same presentation.

PowerPoint’s Presenter View is akin to a secret weapon, waiting in the wings, ready to empower speakers, educators, and presenters globally. Whether you’re a novice taking your first steps into the world of presentations or a seasoned speaker aiming to refine your skills, the Presenter View, along with the myriad features PowerPoint offers, ensures your content shines in the best light.

Remember, a successful presentation doesn’t merely rely on flashy slides or multimedia elements. It’s the seamless blend of content, delivery, and engagement. And with tools like Presenter View, you’re equipped to handle the technical aspects, allowing you to focus on what truly matters – connecting with your audience.

As Bill Gates once said:

“If you think the PowerPoint presentation is there for you as the presenter, you’re wrong. It’s there for the audience.”

So, the next time you’re gearing up for that crucial pitch, workshop, or lecture, take a moment to familiarize yourself with Presenter View. Your audience — and your confidence — will thank you for it.

Happy presenting!

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Present on multiple monitors (and view speaker notes privately)

You can present with 2 monitors: Using Presenter View is a great way to view your presentation with speaker notes on one monitor (your laptop, for example), while your audience views the notes-free presentation on a different monitor (like a larger screen you're projecting to).

Note:  Make sure the device you're using for your presentation supports the use of multiple monitors. Check with your manufacturer for up-to-date information about multiple monitor support.

To do this procedure and split the view between projectors in this way, you must be connected to the second screen.

Set up PowerPoint to use Presenter view with two monitors

On the Slide Show tab, in the Monitors group, select Use Presenter View .

Monitors group on the Slide Show tab

Windows Display Settings should open.

In the Display Settings dialog box, on the Monitor tab, select the monitor icon that you want to use to view your speaker notes, and then select the This is my main monitor check box.

If the This is my main monitor check box is selected and unavailable, the monitor is already designated as the primary monitor.

Select the monitor icon for the second monitor—the one the audience will watch, and then select the Extend my Windows Desktop onto this monitor check box.

Notes:  If the Windows Display Settings don't open, do the following:

Windows 10: Click Start > Settings > System > Display . At the top, under Customize your display , is a diagram of the screens connected to your computer, with each screen numbered. If you are connected to a project, typically it will be represented in the diagram as screen 2. Select screen 1 in the diagram, then scroll downward. Ensure that the check box named Make this my main display is selected. Above that check box, in the Multiple displays list, select Extend these displays .

Windows 8: Right-click the Windows Start button, click Control Panel > Display > Adjust resolution . In the Multiple displays list, click Extend these displays . Select the monitor on which you want to view your speaker notes, and click Make this my main display .

You can use PowerPoint on your smartphone as a remote control to run your presentation and view your speaker notes. See Using a laser pointer on your smartphone when presenting in PowerPoint for more information, including a brief video.

Deliver your presentation on two monitors

On the Slide Show tab, in the Set Up group, click Set Up Slide Show .

Set Up Slide Show button

In the Set Up Show dialog box, choose the options that you want, and then click OK . If you choose Automatic , PowerPoint will display speaker notes on the laptop monitor, if available. Otherwise, PowerPoint will display speaker notes on the main display identified in your Display settings ( Settings > Display ).

Monitor options in the Set Up Show dialog box

Extend vs. Duplicate: What happens after the slide show ends

PowerPoint does something behind the scenes to make the process of starting a slide show on a second monitor as smooth and quick as possible. When you enter Slide Show, PowerPoint automatically changes your display settings (also known as your display topology) to Extend .

What can be confusing is what happens after your slide show concludes:

In PowerPoint 2013 , when your slide show ends, PowerPoint leaves the display topology as Extend . (The benefit of this approach is that the next time you present on a second monitor, the first slide will appear with minimal delay. The drawback is that PowerPoint may be overriding your preferred display setting of "duplicate". Some people don't like this override.)

In newer versions , in the same end-of-slide-show scenario, PowerPoint reverts to your default setting, returning to Duplicate , if that's what you have chosen.

If you are using PowerPoint 2013 and you want PowerPoint to revert to the default setting, rather than keeping the Extend setting, you can tell it to do that by making a small change to the Windows registry as described below.

In this procedure, you are creating a command that adds a new setting to the Windows Registry for PowerPoint, and then you are running that command:

Create a new file in Notepad.

Copy and paste the following three lines of text into Notepad:

On the File menu in Notepad, click Save As .

Name the file Update.reg . (It's important that the file name extension be .reg ).

In the Save as type box, choose All Files (*.*) .

Take note of the folder in which you are saving the file. Then click Save , and close Notepad.

Open File Explorer from the Start menu and navigate to the folder where you saved Update.reg.

Double-click Update.reg .

Answer "Yes" to the two prompts that ensue.

With that completed, PowerPoint will now revert to your default display topology at the conclusion of a slide show.

(Read more technical details in this community forum post that was answered by a PowerPoint program manager .)

Video: Use Presenter view

View your speaker notes as you deliver your slide show

Video: Rehearse timings for a slide show

Zoom in to part of a slide in Slide Show view

Print your PowerPoint slides, handouts, and notes

Create a self-running presentation

Start the presentation and see your notes in Presenter view

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7 Simple Steps To Use Presenter View in PowerPoint With a Projector

The Use Presenter View option on a monitor

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What to Know

  • Presenter View allows your laptop and external monitor to display different views for the presenter and audience. 
  • Requirements: A laptop with multi-monitor function; a projector; video cables.
  • Process: Connect your laptop to the projector with a video cable > Set the projector to the correct input source > Set the multiple display settings to Extend > Enable the Presenter View on PowerPoint > Set your laptop as the primary monitor. 

In this guide, I will share with you detailed step-by-step instructions to help you use the Presenter View feature in PowerPoint with your projector.

Let’s dive in!

Quick Navigation

What Is the Presenter View?

1. a pc that supports multiple monitors, 2. video ports on pc and projector, 3. video cables, how to use the presenter view in powerpoint, utilizing the presenter view, alternative solution: print slide with speaker note, bonus: use presenter view with just one monitor.

The Presenter View was introduced in PowerPoint 2010 as a functional extension that gives you a private view on your laptop or computer during PowerPoint presentations while the audience sees the presentation on a screen.

How To View PPT Presenter View on Down Stage Monitor While Audience Sees Presentation on Screen

The Presenter View is suitable for multiple display setups and it comes with basic tools to make your presentation easier. Some of these tools include:

overview Presenter View screen in PowerPoint

  • Speaker notes for you to put down key points and other ideas for your presentation while the audience sees the slides only.
  • A Timekeeping tool to help you keep track of your time and avoid overrunning of time during the presentation.
  • Drawing tools such as the annotation pen, laser pointer, or highlighter tool to draw attention to specific places in your slides and for better elucidation.
  • A Thumbnail icon to see slides and jump through slides easily during the presentation.

Requirements

Below are a few things you’ll need to use the Presenter View on PowerPoint.

Enable the IGD Multi-Monitor option in Windows PC BIOS

Almost every Windows laptop supports (at least) dual monitors. You can check the specifications of your graphics card on the manufacturer’s website to confirm. If the Multi Monitor section is marked “Yes,” you’re good to go.

If your laptop supports multiple monitors but cannot detect your projector after connecting them, it means you have to update or reinstall your graphics driver .

You’ll need a wired connection like HDMI or VGA to transmit (or mirror) the video data on your laptop’s screen to the projector. 

diagram of connecting a Macbook to an Optoma projector via an HDMI cable

Your PC must have HDMI , DVI , DisplayPort , or VGA ports. Check for the video ports on the back and sides of the laptop.

To make the connection easier, your projector should also have matching video ports. However, if the video ports on your projector and PC don’t match, you’ll need to buy an adapter (i.e., DisplayPort to HDMI ).

Depending on your interface of choice, you’ll need to buy HDMI , VGA , or DisplayPort cables.

a hand holding a vga cable and an hdmi cable

To set up the Presenter View, you should have your second screen available, like your monitor or a projector or you will not see the Presenter View even if it is enabled.

If you are making a presentation in a large setting, then it will be suitable to use a projector to project your slides.

To hook up your computer/laptop to your projector and utilize the Presenter View function, simply follow these instructions:

Step 1 : Turn on your computer/laptop and projector.

Step 2: Connect the VGA cable to the VGA ports between your computer/laptop and the projector. If your computer/laptop and projector have HDMI ports, then connect your computer/laptop to your projector using an HDMI cable .

connect an Optoma projector to a laptop with an HDMI cable

Using a VGA cable will only transport pictures and not sound; unlike the HDMI that transports pictures and sounds, so you will have to connect your projector speaker to your computer/laptop headphone jack using an aux cord.

External speakers or a high-quality audio system can be used in place of the projector speaker or in situations where the projector does not have an internal speaker.

connect the AUX 3.5mm connector from the External speaker to the Audio out port on the Optoma projector

Step 4: Press the Windows + P buttons on the keyboard to open the  PROJECT settings , and then select Extend your display in order to have an additional view.

extended display mode on windows

NOTE: If the Windows PROJECT Settings don’t open, do the following on your PC:

Windows 10: Click on Start > Settings > System > Display > Multiple Display > Extend these displays.

select Extend these displays option in Windows multiple displays settings

Windows 11: Click on the Windows icon on the taskbar and go to Settings > System > Display > Multiple Displays > Select Extend .

Step 5: On your PowerPoint screen, go to the ribbon tab and click on Slideshow, then click on the Use Presenter View to enable it.

select the Use Presenter View in PowerPoint

Step 6: Select which monitor to display the Presenter View.

select Primary Monitor as Presenter View display

Step 7: To start the Presenter View, press F5 on the keyboard. Now one screen will have the Presenter View while the other screen will have the audience’s view.

the Presenter View display on a monitor

Navigating your way around the Presenter View is easy so you do not have to worry about confusing features.

The top left part of the screen shows the slide you are working on while the top right shows the preview of the next slide in your presentation. The bottom left consists of controls and a next and previous slide arrow and finally, the bottom right contains the speaker’s note.

Some of the features and options in the Presenter View include:

  • Show Taskbar allows you to switch to another activity without interrupting your slideshow.

SHOW TASKBAR option on the PowerPoint Presenter View

  • Display Settings include two options, that is the “ Swap Presenter View and SlideShow ” and “ Duplicate Slide Show ”. The Swap Presenter View is to switch the screen that has the presenter view and the slideshow presentation, while the Duplicate SlideShow is to present your slideshow on both screens.

DISPLAY SETTINGS option in the PowerPoint Presenter View

  • End Slide Show which is used to end the presentation. You can also use the ESC button on the keyboard to end the slideshow.

END SLIDE SHOW option in the PowerPoint Presenter View

  • Speaker Notes are used to write down your key points or ideas and have them in front of you on your screen instead of writing them down on a piece of paper.
  • Drawing Tools include the annotation pen to help you draw on the screen, and the laser pointer to point on the screen. The drawing tools are perfect for drawing attention to specific points or areas of concentration and can be erased after usage.
  • Timekeeping is on the left, starts timing as soon as the slideshow begins, and shows the amount of time you’ve spent on a slide. You can pause it or readjust it by clicking on the two icons next to it.
  • Current Time is located on the right and is used to help you pace your presentation in order to avoid overrunning your time.
  • Thumbnail Icon is used to see all the slides in your presentation and to jump to another slide. This is great for switching and jumping through slides easily.
  • The Font Icon is used to make the speaker notes larger or smaller.
  • The Arrow Icon next to the slide number enables you to go between slides.
  • The Magnifying Glass icon is used to zoom in and out on a particular part of your slides.
  • Screen Icon that lets you make the screen temporarily black to draw attention to you. You can also use the B key to achieve this black screen and the W key for the white screen.

Magnifying Glass, Screen, Arrow, and Font icons in the PowerPoint Presenter View

If you have an older computer that doesn’t support multiple monitors, hand-held notes are another way to access your notes during a presentation.

Speakers often shy away from hand-held notes because they might lose their audience while taking glances at their notes. However, the trick to pulling it off is interacting more with your audience than with your notes.

You can print out your slides before the presentation with the notes you added in Presenter View.

Steps to printing slides with speaker notes:

Step 1: Open the presentation in PowerPoint and highlight a slide.

Step 2: Click on File at the top left corner of the screen, and then select Print from the options.

select the Print option in the Power Point settings

Step 3: In the Settings section, choose Slides , and select Notes Pages as your print layout from the dropdown menu.

select Note Pages in Print Layout settings in Power Point

Step 4: Click on the Print icon to print.

select Print icon in Power Point

Unfortunately, at this time, there is no option to print multiple slides with notes per page. You’ll have to print any slides where you have notes individually.

NOTE: You can also print your presentation in the “ Outline ” layout, but the print will only include the slide content and not the slide notes.

select Outline in Power Point Print Layout settings

You can also activate Presenter View mode with only one monitor by pressing the shortcut key combo Alt + F5 on your keyboard.

Note to use the Presenter View option with only one monitor

Note: Ensure that you have enabled the Presenter View feature in the Slideshow menu settings of your PowerPoint. Please refer to the previous section .

This is extremely useful for getting accustomed to the Presenter View display or rehearsing your presentation.

The Presenter View on PowerPoint is great for presenters who like to keep their slides simple. You can add all your extra texts to the notes section of each slide so that you don’t skip any important points.

While the notes function is my best part of Presenter View, there are other essential features that you and your audience can benefit from. You’ll only need a PC that supports multiple monitors, a projector, and HDMI (or other suitable) video cables.

Will you try this out? Let us know in the comments when you do.

Gabriella Chidiogo

Gabriella ‘Diogo is a technical writer with a vested interest in tech hardware and equipment. She shares her knowledge and processes in an easy-to-grasp, lighthearted style. When she’s not testing or researching device performance, you’ll find her writing short stories or rewatching episodes of her favorite sitcoms .

Hai Huynh

Hai Huynh, an Electrical & Electronics Engineering graduate from Ho Chi Minh City University of Technology , is a passionate technical editor . He discovered his love for technology when he started playing Pokemon on a Gameboy as a child. Now, he writes and edits technical articles, focusing on smart TVs and streaming devices, to help readers solve problems.

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Top Contributors in PowerPoint: Steve Rindsberg  -  Jim_ Gordon  -  John Korchok  -  Bob Jones AKA: CyberTaz   ✅

February 13, 2024

Top Contributors in PowerPoint:

Steve Rindsberg  -  Jim_ Gordon  -  John Korchok  -  Bob Jones AKA: CyberTaz   ✅

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Unable to enable Presenter View

Report abuse, replies (6) .

Dihao Guo MSFT

  • Microsoft Agent |

Thank you for posting your question in this community. From your description, you would like to display the slide show in your laptop screen and your presenter view will be displayed on your external monitor.

If your Laptop screen is your “Primary monitor”, I suggest you can try out the following slide show settings and see the result.

You can go to Slide Show tab > Set Up Slide Show > Under Slide show monitor, select your “ Primary screen ” and check Presenter View.

presenter view powerpoint

In addition, if the problem still exists, may I know what is your Office app version you are using? You can go to File > Account > Product Information to find details and share a screenshot of “ Product Information ” with us at your convenience.

Best regards,

12 people found this reply helpful

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Yes, all of those items have been checked. And it still does not work. 

Microsoft 365 Apps for enterprise

Version 2008 (Build 13127.20638 Click-to-Run)

MSO (16.0.13127.20620) 64-bit

8 people found this reply helpful

Thank you for your reply and sharing the information. Based on your version, you should use the latest Microsoft 365 Apps version for Semi-Annual Enterprise Channel (Preview) or Monthly Enterprise Channel according to this article Update history for Microsoft 365 Apps . Please double check which update channel your Office client you are using at your convenience.

I did a test with Monthly Enterprise Channel Version 2008, Build 13127.20638, it seems that I didn’t encounter this scenario, which both screens are displaying correctly with slide show and presenter view.

Have you tried to enable Presenter view by clicking Show Presenter View after you enter Slide show in your primary screen?

presenter view powerpoint

At meantime, if you tried to create a new presentation file and enter its slide show mode, does the same scenario occur? This can also isolate whether this issue is caused by the file itself or the application.

17 people found this reply helpful

1 person found this reply helpful

Thank you for your reply and sharing the test result. It seems that it might be a problem that related to the Office desktop application or local environment in this scenario.

Here are a few things I think you can give a shot.

1:Try to use your laptop screen only without connecting to an external monitor, see whether you can switch Presenter View and Slide Show view correctly.

2: If it is available with a different external display, try to connect a different display. Just to ensure it doesn’t relate to an external screen driver.

If PowerPoint application couldn’t get the Presenter view correctly even with a single screen, it most likely cause by the PowerPoint application itself. I suggest you can give a shot with following methods and see the results.

1: Use Office Online Repair Tool to fix Office applications

For your information:

Repair an Office application

2: Enter Office Safe Mode by running command in Run box to ensure the problem is not caused by Office add-ins or extensions.

Open Office apps in safe mode on a Windows PC – See Use the /safe option to open an Office application

3: Try to enter Windows with clean boot to isolate the problem is related to the other programs or services in the system.

How to perform a clean boot in Windows

4 people found this reply helpful

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    Learn how to activate and use Presenter view in PowerPoint, a mode that shows notes and next slide to the presenter only. Find out the elements, functions and tips of Presenter view and how to prepare your presentation properly.

  11. How to view Notes in in PowerPoint with Presenter view

    Launch PowerPoint. Look for Slide Show tab. When found, click it and select From Beginning visible under Start Slide Show group. If you are working with PowerPoint on a single monitor and still ...

  12. Edit your notes in Presenter view in PowerPoint

    Learn how to type or change your notes in Presenter view without switching to Editor view in PowerPoint for Windows. This feature is available for Office Insiders running Beta Channel Version 2204 or later.

  13. Video: Use Presenter view

    Learn how to use Presenter view in PowerPoint, a feature that lets you control your slide show on a second screen while the audience views your slides on a main screen. See how to draw on or highlight slides, add speaker notes, and more.

  14. Understanding Presenter View in PowerPoint: A Deep Dive Guide

    Enter Presenter View in PowerPoint, a feature designed to make presenting smoother and more professional. In essence, Presenter View is a special mode in PowerPoint that allows the presenter to see their speaker notes on one screen, while the audience views the note-free presentation on another screen. This dual-screen setup means you can have ...

  15. How to Present a PowerPoint Slideshow With Presenter View

    In this screencast, you'll learn how to present a PowerPoint slideshow with Presenter View. Download unlimited PPT templates with Envato Elements: https://...

  16. PowerPoint Presenter View with a single monitor/screen: what's possible

    Learn how to use Presenter View with a single monitor/screen in different meeting platforms, such as Microsoft Teams, Zoom, Webex, and Google Meet. Find out the pros and cons of each approach, the steps to set up, and the tips to optimize your presentation.

  17. Expert Tips for Using PowerPoint Presenter View (2 screens, Windows) in

    You can tell PowerPoint which screen you want the slide show on so that you can have the Presenter View on the screen that has your webcam. On the Slide Show ribbon, in the Monitors section, check the checkbox to use Presenter View and use the drop-down list to select the monitor PowerPoint should use for the slide show.

  18. Present on multiple monitors (and view speaker notes privately)

    Learn how to use Presenter View to view your presentation with speaker notes on one monitor while your audience views the notes-free presentation on a different monitor. Follow the steps to set up PowerPoint, deliver your presentation, and adjust the display settings after the slide show.

  19. 7 Simple Steps To Use Presenter View in PowerPoint With a Projector

    Step 5: On your PowerPoint screen, go to the ribbon tab and click on Slideshow, then click on the Use Presenter View to enable it. Step 6: Select which monitor to display the Presenter View. Step 7: To start the Presenter View, press F5 on the keyboard. Now one screen will have the Presenter View while the other screen will have the audience ...

  20. Presenter View

    In this video, LearnKey expert Natasha Nelson demonstrates options for presenting a slide show in Microsoft PowerPoint 365.

  21. Unable to enable Presenter View

    1:Try to use your laptop screen only without connecting to an external monitor, see whether you can switch Presenter View and Slide Show view correctly. 2: If it is available with a different external display, try to connect a different display. Just to ensure it doesn't relate to an external screen driver.

  22. How to use the presenter view in PowerPoint

    How to use the Presenter View option in Microsoft PowerPoint when you are giving a presentation so you can see the time and future slides

  23. Presenter View mode lagging

    Whenever I use "presenter view" on powerpoint, so that I can see my notes, the version that attendees see over zoom is very laggy. Each slide advancing is a jumble of images from the past slide, and it takes a while for the zoom display to catch up with the slide I am sharing. I have no videos or animations in my presentation, just images and text.