presenter view powerpoint one screen

How to Install PowerPoint

Microsoft’s PowerPoint software is an industry-leading presentation software that is excellent for talks and presentations where slides of text and graphics need to appear on a screen. Installing PowerPoint on your computer after purchasing it is easy to do.

Microsoft’s professional Powerpoint software is often bundled into the paid Microsoft Office suite of software. Microsoft doesn’t offer free installation of Powerpoint.

For the purpose of this tutorial, we’ll outline the basic steps of installing Microsoft Office 2010 — and as an extension Powerpoint — onto your computer from a DVD.

• First, put your Microsoft Office 2010 DVD into your computer’s optical disc drive and close the door.
• The installation program may begin running on its own when you do this, or you may have to manually locate and run “SETUP.EXE.”
• Sometimes, Windows requests the user to give permission to launch the installer. If this happens, grant permission and continue.

Understand Your Product Key

The Microsoft Office installation program will ask for a 25-character “product key.” This is a long string of numbers and letters — rather like a serial number — that Microsoft employs as a copy protection device. It’s designed to prevent the user — or more than one user — from using PowerPoint (and the whole Microsoft Office suite) on more computers than the license agreement allows.

A product key is arranged like this, with the 25-characters broken up into five groups of five:

xxxxx-xxxxx-xxxxx-xxxxx-xxxxx

If a product key becomes damaged, Microsoft can help users obtain a replacement.

The product key will probably be included somewhere within the packaging (perhaps in the DVD case) of your Microsoft Office software.

Enter Your Product Key

When entering the product key, Windows will supply the dashes automatically. You won’t have to add them in yourself. Take care to type in the product key precisely as it appears on your sticker. When complete, the installer will check the product key’s authenticity. PowerPoint will need to be activated the first time you use it. If you want PowerPoint to attempt this automatically, check the “Attempt to automatically activate my product online” button and click “continue” to proceed.

Agree to the License Terms

Next, be sure to read the complete Microsoft software license terms. Agreeing to the terms is the only way to use PowerPoint. If you opt out by closing the installer at this point, you won’t be able to use your new software. Once you’ve read the terms and agree, check the “I accept the terms of this agreement” box and choose “continue.”

Install and Finish

The installer will ask you to choose a type of installation. “Install now” uses the default settings, while “customize” can be used by advanced users to tweak the Office installation just the way they want it. In this tutorial, we’ll assume you chose “install now,” which will install PowerPoint along with the rest of the Office package.

Click “install now.” The Office setup program gets to work copying the required files to your computer. This process may take several minutes.

Once the installation is complete, read the final instructions and click “close.”

Now find PowerPoint (it might be in the Start menu) and launch it. PowerPoint may attempt to activate automatically over the internet. When this is done, you are too. You are ready to start creating PowerPoint designs.

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• Start the presentation and see your notes in Presenter view Article
• Add speaker notes to your slides Article
• Rehearse and time the delivery of a presentation Article
• Record a slide show with narration and slide timings Article
• Print your PowerPoint slides, handouts, or notes Article
• Create a self-running presentation Article

Start the presentation and see your notes in Presenter view

Using Presenter view is a great way to view your presentation with speaker notes on one computer (your laptop, for example), while only the slides themselves appear on the screen that your audience sees (like a larger screen you're projecting to).

If you're using PowerPoint 2013 or a newer version, just connect the monitors and PowerPoint automatically sets up Presenter View for you.

If Presenter view appears on the wrong screen, you can swap the display quickly .

Turn off Presenter view if you prefer not to use it.

Start presenting

On the Slide Show tab, in the Start Slide Show group, select From Beginning .

Use the controls in Presenter view

To move to the previous or next slide, select Previous or Next .

To view all the slides in your presentation, select See all slides .

Tip:  You’ll see thumbnails of all the slides in your presentation (as shown below), making it easy to jump to a specific slide in the show.

To view a detail in your slide up close, select Zoom into slide , and then point to the part you want to see.

For more details on zooming in, see Zoom in to part of a slide .

To point to or write on your slides as you present, select Pen and laser pointer tools .

Press the Esc key when you want to turn off the pen, laser pointer, or highlighter.

To hide or unhide the current slide in your presentation, select Black or unblack slide show .

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.

Swap the Presenter view and Slide view monitors

To manually determine which screen shows your notes in Presenter view and which shows only the slides themselves, on the task bar at the top of Presenter view, select Display Settings , and then select Swap Presenter View and Slide Show .

What the notes look like in Presenter view

Tip:  You can add notes either while you’re presenting, directly from Presenter view, or as you’re editing your presentation. For information on how to add speaker notes to your presentation see  Add speaker notes to your slides.

The notes appear in a pane on the right. If you need to add or delete something, simply click in the text box to edit it. The text wraps automatically, and a vertical scroll bar appears if necessary. You can change the size of the text in the Notes pane by using the two buttons at the lower left corner of the Notes pane:

To change the size of the panes in Presenter View, point your mouse at the vertical line that separates them, then click and drag.

Tip:  If you don't need to see the current slide in Presenter View at all, and would like your notes to be larger, drag that vertical separator line all the way to the left.

Turn off Presenter view

If you want Presenter view turned off while you are showing your presentation to others:

On the Slide Show tab of the ribbon, clear the check box named Use Presenter View .

Keep your slides updated

If you're working with a team of people to create your slide deck it may be that changes are being made to the slides right up to the last minute. Traditionally once you've started your presentation your slides wouldn't update. If you're using PowerPoint for Microsoft 365 you have the option to let your slides be updated by your team even as you're presenting so that you always have the up-to-the-minute changes.

You can turn this on by going to the Slide Show tab of the ribbon, selecting Set Up Slide Show , and checking the box for Keep slides updated .  

If you've already started your presentation and you want to make sure that setting is on, you can do that from Presenter view. Select the More slide show options button (which looks like three dots) and on the menu make sure Keep Slides Updated is checked.

Using a laser pointer on your smartphone when presenting in PowerPoint

To start using Presenter view, select Slide Show > Presenter View .

To move to the previous or next slide, select the Previous or Next arrow.

To turn off the pen, laser pointer, or highlighter, press the Esc key.

To make the screen black or to un-black the screen, Press b on the keyboard.

Extend your Mac desktop to the second monitor

On the Apple menu, select System Preferences .

Open the Displays app.

Click the Arrangement tab in the dialog box.

Clear the Mirror Displays check box.

By doing this process, you now have a two-monitor setup. You can present a PowerPoint slide show on one screen while having other applications open on the other screen, keeeping those other apps private to yourself.

To manually determine which screen shows your notes in Presenter view and which shows only the slides themselves, on the task bar at the top left of Presenter view, select Swap Displays .

When your computer is connected to a projector and you start Presenter View, it appears on your computer's screen, while only the slides appear on the projector screen.

The notes appear in a pane on the right:

The text wraps automatically, and a vertical scroll bar appears if necessary.

You can edit the text in the Notes pane.

You can change the size of the text in the Notes pane by using the two buttons at the lower left corner of the Notes pane:

You can adjust the size of the current slide, and notes and next slide panels, by using your mouse to grab and drag the vertical line that separates the two panels.

Turn off Presenter view before a presentation begins

On the PowerPoint menu, select Preferences .

In the PowerPoint Preferences dialog box, under Output and Sharing , click Slide Show .

In the Slide Show dialog box, clear the Always start Presenter View with 2 displays check box.

Close the dialog box.

Turn off Presenter view during a presentation

At the top of the Presentation view window, click Use Slide Show .

This button closes Presenter view. As a result, both your personal computer screen and the projector screen show the slide show.

If you're working with a team of people to create your slide deck it may be that changes are being made to the slides right up to the last minute. Traditionally once you've started your presentation your slides wouldn't update. If you're using PowerPoint for Microsoft 365 for Mac you have the option to let your slides be updated by your team even as you're presenting so that you always have the up-to-the-minute changes.

You can turn this on by going to the Slide Show tab of the ribbon, and checking the box for Keep Slides Updated .  

Create a self-running presentation

Record your slide show

Keep slides updated

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How to use Presenter View in PowerPoint

• Categories: PowerPoint productivity , Presentation skills
• Comments: 1

Think of PowerPoint’s Presenter View like the cockpit of an aeroplane (or airplane for our American readers!). Like an experienced pilot, you have all the controls you need at your fingertips when you’re navigating your slides, whether you’re presenting online or in person, helping you give a seamless presentation and leave your audience seriously impressed.

Presenter View in PowerPoint works best if you have two monitors. On one monitor, you can display your slides for your audience to see. On the other, you have your own private view (which isn’t visible to your audience), where you can see your notes and the upcoming slide while you’re presenting.

How to start using Presenter View in PowerPoint:

– Open your presentation. – Select Slide Show in the top ribbon. – Make sure Presenter View is selected in the Monitors section. – Choose from the dropdown menu which monitor you want your presentation to appear on. (Presenter View will automatically appear on whichever monitor you don’t choose.) – When you’re ready to start presenting, click From Beginning in the Start Slide Show section of the PowerPoint ribbon, or click the Slide Show icon in the bottom right of the screen, or hit the Alt + F5 keys on your keyboard to start your presentation in Presenter View.

PowerPoint Presenter View’s most useful features (by number!):

• This is your current slide. This shows you what your audience can see. This should be the same content that is displayed on your other monitor. The timer in the top-left corner lets you keep an eye on how long you’ve spent on the slide so far, helping you to pace your presentation. You can pause or reset the timer using the icons to the right.
• Here you can see your speaker notes. While we don’t generally recommend that you read out your speaker notes like a script (because it can make you sound like a monotonous robot and make your audience disengage very quickly), it can be useful to have some prompts in the speaker notes so that you know what happens with each mouse click and so that you don’t forget the key points on each slide. You can use the font icons in the bottom left of this panel to make your speaker notes larger or smaller.
• The tracker shows you how far through your presentation you are. Click the forward or back arrows to navigate to your next or previous animation. Hitting the forward or back keys on your keyboard will do the same thing.
• This is a preview of your next animation or next slide. This shows you what’s coming up next, which helps you to transition seamlessly from one slide to another.
• The Pen and laser pointer:  This allows you to write on or highlight a particular part of your slide as you present. Adding ink annotations while you’re presenting won’t change your original slides – you can choose whether to keep or discard your annotations when you end your slide show.
• The See all slides tool: Click this to view thumbnails of all the slides in your presentation without your audience seeing. This means you can jump straight to a specific slide without flicking through all the slides in between.
• The Zoom tool:  Use this to magnify a specific part of your slide. This is handy if you need to draw your audience’s attention to a particular detail.
• The Black or un-black tool:  Use this to blank out the screen the audience sees. This is helpful whenever you want to release your audience’s attention from the slide content and back to you (e.g., during a Q&A). You can choose whether you want the blank screen to be black or white by clicking on the More slide show options icon at the far-right end of the toolbar.
• Toggle subtitles:  Use this to turn automated subtitles on or off. You can adjust subtitle settings (such as language and where the subtitles appear on your slide) by clicking on the More slide show options icon.
• Click Show taskbar to open another program on your private monitor. This can be useful if you need to pull up another document without changing what your audience sees.
• Select Display settings to swap the monitors your slides and Presenter View appear on.
• Click End slide show when you’ve finished presenting. Hitting the Esc key on your keyboard will also close Slide Show mode and Presenter View.

And there you have it! Now you know everything there is to know about PowerPoint’s Presenter View. Give it a try next time you present – you might find it helps you to navigate and deliver your slides more confidently.

And for more tips on presenting, check out our ULTIMATE guide to presentation skills .

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Also you can resize the sections (next slide preview, notes etc) if necessary: https://imgur.com/a/2NnYECf

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PowerPoint presenter view in Zoom—with one monitor

Are you teaching remotely using Zoom? And you only have one monitor? Do you miss using PowerPoint presenter view in your classroom?

PowerPoint presenter view

This is what presenter view looks like. When you have a computer screen and a projector (or a second monitor), this is the view on your computer screen, and the slide alone shows on the projector (or second monitor). In this presenter view screen, you can see your next slide on the right, and right below that are any notes you’ve entered for the slide your audience is currently viewing. Under the currently-viewing slide are a few tools: pen/pointer, see all of the slides in your presentation (handy for jumping around your slides), magnifying glass for zooming in on a part of your slide, and black out the slide you are showing. Click the 3-dot icon for a few more options.

While you have all of those nifty tools at your disposable, this is what your audience sees projected on the screen.

To get presenter view, edit your PowerPoint, click the Slide Show tab, then check the “Use Presenter View” box.

If you have one monitor, however, and run your slide show, you will just see the slide like your audience would. To get the presenter view, right-click on the slide and select presenter view.

Using single-monitor PowerPoint presenter view with Zoom

To use presenter view with Zoom, it’s easy with two monitors. All you need to do is share the screen with the slide on it.

However, if you only have one monitor, you probably don’t want to share your entire presenter view screen. Good news. You don’t have to. You can choose to share only the slide portion of your presenter view screen.

In Zoom, click on Share Screen, then select the Advanced tab.

Then click Portion of Screen, and click the Share button.

A green box will appear. Whatever is in the green box is what your Zoom audience will see. Click and drag the bar at the top of the box to move it. Click and drag the sides/bottom/corners to resize it.

Zoom will remember the box size and location from session to session.

Before closing your PowerPoint presentation, stop sharing. If you don’t, when you close your PowerPoint, whatever is inside that green box will appear to your Zoom audience. When I closed my PowerPoint just now without stopping my Zoom screen share, my email was inside the green box – viewable to everyone who was in my Zoom room. Fortunately, I was the only one in my Zoom room, so no harm done. When you are done sharing, always stop sharing before doing anything else. As an added precaution, close all programs you are not going to be using before starting your Zoom session.

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1 thought on “ PowerPoint presenter view in Zoom—with one monitor ”

Perfect timing, Sue. I was JUST struggling with this trying to manage my single screen (eg, propping my cell on a soup can to record ppt on my monitor) and your step-by-step instructions streamlined the process. Thanks!

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Life hack: Presentations using presenter view with a single screen in Microsoft Teams and Zoom

Recently, I learnt something I wish I knew a long time ago. How to give a presentation on Zoom and Teams using the presenter view on a computer with only  one screen . Given how many presentations I give in my job and that I often travel with my laptop, this is a very useful hack for me. Here is how it works.

Microsoft Teams

• In Powerpoint, start your presentation by pressing ALT+F5. This starts the presentation in presenter mode. This also opens a window in the background where the fullscreen presentation is located.
• Press ALT+TAB to navigate back to Teams.
• Share your screen, using the “Share Window” function. Choose the window that shows the fullscreen presentation.
• Press ALT+TAB to navigate back to the presenter view in Powerpoint.
• Go through your presentation in presenter view. The audience will see the fullscreen presentation.

• Press ALT+TAB to navigate back to Zoom.
• Click on Share Screen and navigate in the Advanced tab to the option of Portion of Screen sharing.
• Adjust the green window to show the current presentation slide.

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How to View Notes in PowerPoint With One Monitor

As a presenter, having access to your notes can be crucial for delivering an effective and engaging presentation. With PowerPoint, you can easily view your notes directly on your screen, but what if you only have one monitor available? In this article, we'll explore why viewing notes in PowerPoint is essential and how to do it efficiently and effectively with only one monitor.

Table of Contents

Why You Need to View Notes in PowerPoint

Presentations can be nerve-wracking, especially when you need to keep track of important information and key points. Viewing your notes in PowerPoint can help you keep your presentation on track and help you remember essential facts, figures, and arguments. It can also help you avoid losing your train of thought or improvising in the moment, which can negatively impact your presentation's overall quality.

In addition to helping you stay on track during your presentation, viewing your notes in PowerPoint can also help you prepare for potential questions or challenges from your audience. By having your notes readily available, you can quickly reference important information and respond confidently to any inquiries.

Furthermore, viewing your notes in PowerPoint can also be a helpful tool for practicing and refining your presentation skills. By reviewing your notes and rehearsing your presentation, you can identify areas where you may need to improve your delivery or clarify certain points. This can ultimately lead to a more polished and effective presentation.

Understanding the Importance of One Monitor

With only one monitor available, there is limited screen space to display both your presentation and your notes. It can be tempting to switch between the two, but this can be time-consuming and disruptive to your flow of delivery. Viewing notes directly in PowerPoint can mitigate the need to switch between windows and help keep your presentation on track.

Another advantage of using only one monitor is that it can help you stay focused on your presentation. With multiple monitors, it's easy to get distracted by other applications or notifications that pop up on your screen. By using only one monitor, you can eliminate these distractions and stay focused on delivering your message.

Additionally, using only one monitor can be more cost-effective than using multiple monitors. Purchasing additional monitors can be expensive, and not all computers have the capability to support multiple monitors. By using only one monitor, you can save money and still deliver a professional and effective presentation.

How to Open PowerPoint and Access Notes

First, we need to open PowerPoint and access our notes. Start by opening PowerPoint and click on the 'View' tab at the top of the window. From there, select 'Notes' to open the Notes panel below your slides. You can then type or copy any additional notes you need to keep in the provided space.

It's important to note that the Notes panel can be customized to fit your preferences. You can adjust the size of the panel by clicking and dragging the border, or you can hide it completely by clicking on the 'Notes' button again. Additionally, you can change the font size and style of your notes by going to the 'View' tab and selecting 'Notes Master'.

Another useful feature of PowerPoint's Notes panel is the ability to print your notes. This is especially helpful if you need a physical copy of your presentation with all of your notes included. To print your notes, go to the 'File' tab and select 'Print'. From there, choose 'Notes Pages' under 'Settings' and adjust any other print settings as needed before clicking 'Print'.

Using Presenter View to View Notes in PowerPoint

To view your notes in real-time, you'll want to enable Presenter View. Presenter View allows you to see your notes in a separate window while presenting your slides on the main screen. To enable Presenter View, click on the 'Slide Show' tab, then select 'Presenter View.' You can then start your presentation, and your notes will appear on the secondary screen.

Presenter View also offers additional features such as a timer, which can help you keep track of your presentation time. You can also use the annotation tools to highlight important points or draw attention to specific areas of your slides. These tools can be accessed by clicking on the 'Pen' icon in the Presenter View window.

Another useful feature of Presenter View is the ability to switch between slides without your audience seeing. This can be helpful if you need to refer back to a previous slide or skip ahead to a specific point in your presentation. To do this, simply use the arrow keys on your keyboard to navigate through your slides in the Presenter View window.

Changing Settings for Optimal Viewing Experience

You can customize the appearance of Presenter View to suit your unique needs. For example, you can choose to have your notes appear in a smaller window or configure the display to show a timer, allowing you to keep track of your presentation time more effectively. You can access these options via the 'Settings' button in Presenter View.

Additionally, you can also adjust the resolution and aspect ratio of your presentation to ensure that it displays correctly on the screen you are presenting on. This is particularly important if you are presenting on a large screen or projector. You can access these display settings by clicking on the 'Slide Show' tab and selecting 'Set Up Slide Show'.

Tips and Tricks for Effective Note Viewing in PowerPoint

While viewing your notes, it's essential to remain engaged with your audience. To ensure that you do not get distracted by your notes, consider practicing your presentation beforehand, using bullet points or keywords instead of full sentences. This approach will help you avoid reading your notes verbatim and allow you to maintain eye contact with your audience.

Another useful tip for effective note viewing in PowerPoint is to use the presenter view. This feature allows you to view your notes on one screen while displaying the presentation on another screen for your audience. This way, you can refer to your notes without your audience seeing them, and you can also see upcoming slides and timing information.

Lastly, it's important to keep your notes concise and organized. Use headings and subheadings to break up your notes into manageable sections, and use bullet points or numbered lists to highlight key information. This will make it easier for you to quickly find the information you need and avoid getting lost in a sea of text.

Troubleshooting Common Issues When Viewing Notes

If you are experiencing issues viewing your notes, double-check that they are visible in the 'Notes' panel and that the Presenter View is enabled. You can also try to restart PowerPoint or troubleshoot any display-related issues on your computer.

Another common issue that may arise when viewing notes is that they may appear too small or too large on the screen. In this case, you can adjust the font size of the notes by going to the 'View' tab and selecting 'Notes Master'. From there, you can change the font size and style to your preference.

If you are still having trouble viewing your notes, it may be helpful to check for any updates or patches for your version of PowerPoint. Additionally, you can try exporting your presentation as a PDF and viewing the notes that way, as it may provide a clearer and more consistent viewing experience.

Maximizing Your Productivity with One Monitor

With only one monitor, it's critical to maximize your screen's real estate effectively. Consider using keyboard shortcuts to switch between windows quickly and efficiently. You can also resize your PowerPoint window to take up less space, allowing you to view your notes more comfortably.

Another way to maximize your productivity with one monitor is to use virtual desktops. This feature allows you to create multiple desktops on one screen, each with its own set of open windows and applications. You can switch between these virtual desktops seamlessly, keeping your work organized and reducing clutter on your screen.

Customizing Your Notes View in PowerPoint

You can customize your notes view by changing the font, color, and size of your text. This customization will make it easier for you to read your notes on screen and avoid any eye strain or discomfort.

In addition to changing the font, color, and size of your text, you can also add images or diagrams to your notes view. This can be especially helpful if you are presenting complex information and need visual aids to help you remember key points.

Another way to customize your notes view is to adjust the layout. You can choose to have your notes displayed alongside your slides, or you can have them appear on a separate screen. This can be useful if you prefer to have a larger view of your slides while presenting, or if you want to keep your notes hidden from your audience.

Benefits of Using One Monitor for Presentations

Using one monitor can help you save time and minimize distractions during your presentation. With just one screen to manage, you can focus more on your audience and your message instead of managing multiple windows.

Another benefit of using one monitor for presentations is that it can help you stay organized. When you have multiple windows open, it can be easy to lose track of which window contains the information you need. With just one monitor, you can keep all of your presentation materials in one place and easily switch between them.

Additionally, using one monitor can also help you avoid technical difficulties. When you have multiple monitors or projectors, there is a higher chance of something going wrong, such as a connection issue or a display error. By simplifying your setup to just one monitor, you can reduce the risk of technical difficulties and ensure a smoother presentation.

How to Share Your Notes with Others

Sharing your notes with others can be an effective way to collaborate and get feedback. To share your notes, simply export your presentation with notes as a PDF or PowerPoint file, which will include your notes as a separate section below each slide.

Advanced Techniques for Note Viewing in PowerPoint

If you want to take your note viewing experience to the next level, consider investing in a secondary screen or a projector. This option will provide you with even more screen space to view your notes and enable you to deliver your presentation more effectively.

Enhancing Your Presentation Skills with One Monitor and PowerPoint

By mastering the art of viewing your notes in PowerPoint with just one monitor, you can focus on delivering an engaging and informative presentation that will leave a lasting impression on your audience. Use the tips and techniques we've explored to create polished, professional, and impactful presentations.

Related Resources

How to View Notes in PowerPoint While Presenting With One Monitor

How to View Notes While Presenting in PowerPoint

How to View Notes in PowerPoint While Presenting

How to View Notes in PowerPoint

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PowerPoint: Presenter View on Dual Monitors

To disable the presenter view:

• Within PowerPoint, click the [Slide Show] tab.
• Locate the "Monitors" group > Uncheck "Use Presenter View."
• Within the "Monitors" group, click the "Monitor" dropdown menu > Select the specific monitor on which the slideshow should display. (The default option reads "Automatic.")

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