Screen sharing a PowerPoint presentation

There are three methods you can use to screen share a PowerPoint presentation in a Zoom meeting. If you have dual monitors, you can share a slide show while viewing the presenter's notes on another monitor. If you have a single monitor, you can also start the slide show in a window so you have access to other meeting features while sharing your presentation. 

If you have other participants presenting portions of the PowerPoint, you can give them slide control in Zoom, so that they can control the slideshow on their end, without needing to ask you to move the slides forward. Additionally, PowerPoint slides can be shared as a Virtual Background for a more immersive sharing experience. 

This article covers:

Dual monitors with slide show and presenter's views

Single-monitor setup with slide show view in a window, single-monitor setup with slide show in full screen.

Follow these steps if you are using multiple monitors and want to present your PowerPoint in one monitor, while viewing the presenter's notes in another monitor.

  • Open the PowerPoint file you want to present.
  • Start or join a Zoom meeting.

how to do a zoom presentation with powerpoint

  • Select your primary monitor then click Share . If you are not sure which monitor is your primary, select the one that PowerPoint opens in.

how to do a zoom presentation with powerpoint

  • Switch back to Powerpoint and click the Slide Show tab. 

how to do a zoom presentation with powerpoint

Follow these steps if you have a single monitor and want to share your PowerPoint presentation in slide show view, but have it contained in a window rather than in full screen. This is useful if you need to access meeting features, such as in-meeting chat or managing participants, while sharing your PowerPoint presentation.

  • Click the Slide Show tab and then select Set Up Slide Show .
  • Under Show type , select Browsed by an individual (window) and then click OK .

how to do a zoom presentation with powerpoint

  • In Zoom, start or join a meeting .
  • Select the PowerPoint window and then click Share .

Note : Be sure you select the PowerPoint window, not the entire screen. Sharing the PowerPoint window only will allow you to use other features without interrupting the view of the presentation. 

  • Select your monitor then click Share . 
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How to Share a PowerPoint on Zoom

Share your screen, whether or not you're the presenter

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What to Know

  • Anybody can share a PowerPoint on a Zoom call but may need permission from the call’s organizer.
  • To see notes, you’ll need a second screen to divide the view or have your notes on a separate device.

In this article, we’ll discuss how to share a PowerPoint, or any presentation, on Zoom. You can do this in a few clicks for more straightforward presentations, but for more complex presentations, you may want some more tools.

How Do You Share a PowerPoint in a Zoom Meeting?

For a presentation where you don’t need to see your notes, sharing a PowerPoint is a quick process.

Open your presentation, and close any windows you won't need. This will limit clutter and distractions.

Log into your Zoom call and when you’re ready to present, click Share Screen at the bottom. Choose your presentation from the menu.

When using a single screen, you should always pick the specific program you want to share. Doing this will protect your data and prevent pop-ups and other interruptions.

Go to the Slide Show tab in PowerPoint and click From Beginning . For the smoothest presentation, do this before anyone else joins the call, where possible.

Use the controls in the lower left-hand corner or keyboard controls to move through your presentation as usual.

 Be sure to click on the Presentation window if you’re going to use keyboard controls. PowerPoint won’t acknowledge inputs from the keyboard unless you’ve deliberately clicked on the window.

How Do You Share a PowerPoint With Zoom and Still See Notes?

The best way to see your notes is to use a second monitor and PowerPoint’s Presenter View tools. Then your notes and controls are on one screen, visible only to you, and your presentation is on the other.

Open your PowerPoint and go to Presenter View to see your notes . This mode opens two windows: The presentation and the control panel.

Drag the control panel to your primary screen and the presentation window to your second screen. You’ll be able to see and control your presentation while looking directly into your webcam if you’re using it, and you won’t have to hold your neck at an angle to use the controls.

Log into the Zoom call and click Share Screen at the bottom. Choose your presentation window.

If you’ll need to present other documents or materials in addition to your presentation, have them open and minimized on your screen and share your second monitor instead. Then you can quickly bring those materials up without disrupting your flow.

Tips for a Better Zoom Presentation

If you're not the call organizer, contact them and ask what permissions they've set up and whether you'll need permission to share your screen. 

For meetings with multiple people sharing the same presentation, book a call a day before and practice "handing off" control of the slides in Zoom. Alternately, the person sharing their screen should prepare to move to the next slide when cued. Everyone should also have an up-to-date copy of the presentation, so it can continue if somebody drops out of the meeting.

Keeping Murphy's Law in mind, having your notes in one or two other places is a good idea. Consider using your phone and a printed copy to ensure that you can rely on one of the two additional sources for your notes if everything goes wrong.

To record yourself giving a PowerPoint presentation on Zoom, launch Zoom and PowerPoint; be sure to close all other applications. Create a new Zoom meeting, select Share Screen , select your PowerPoint presentation, and click Share . Launch your PowerPoint slideshow. In Zoom, choose Record > Record on This Computer . Your computer is now recording.

Join the Zoom meeting from your iPad using Zoom's mobile app for iOS. Open your PowerPoint presentation and tap Share Content from the meeting controls. You can use PowerPoint's annotation and drawing tools to make notations on your slides if you like.

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how to do a zoom presentation with powerpoint

Use zoom for PowerPoint to bring your presentation to life

If you would like to make your presentations more dynamic and exciting, try using zoom for PowerPoint .  

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To add a zoom, go to Insert > Zoom .

To summarize the entire presentation on one slide, choose Summary Zoom

To show selected slides only, choose Slide Zoom

To show a single section only, choose Section Zoom

how to do a zoom presentation with powerpoint

When you create a zoom in PowerPoint, you can jump to and from specific slides, sections, and portions of your presentation in an order you decide while you're presenting. 

Note:  See the Requirements table below regarding which versions of PowerPoint support the features described in this article. 

Summary zoom 

A summary zoom is like a landing page where you can see the pieces of your presentation all at once. When you're presenting, you can use the zoom to go from one place in your presentation to another in any order you like. You can get creative, skip ahead, or revisit pieces of your slide show without interrupting the flow of your presentation.

Create a summary zoom

Go to Insert > Zoom .

Shows the Zoom button on the Insert tab in PowerPoint.

Select Summary Zoom .

The Insert Summary Zoom dialog box opens.

Select slides you want to include in your summary zoom. These become the first slides of your summary zoom sections . To learn more about using sections in PowerPoint, see Organize your PowerPoint slides into sections .

Shows the Insert Summary Zoom dialog in PowerPoint for a presentation without existing sections.

If you already have sections in your presentation, the first slide of each section is preselected by default. If you don't want to include certain sections in your zoom, deselect them. Then, if you want PowerPoint to get rid of any sections you didn't include in your summary zoom, clear the check box next to Keep unused sections in your presentation . Don't worry—the slides in the sections you're discarding will still be part of your presentation.

Shows the Insert Summary Zoom dialog in PowerPoint with sections selected.

Once you've selected all the slides you want to use for your summary zoom, select Insert . Your summary zoom is created, and it appears as a new slide just before the first slide you included in your summary zoom.

Shows the Summary Section slide of a Summary Zoom in PowerPoint.

Add or remove sections from your summary zoom

Once you've created a summary zoom, you might still want to add or remove sections of your presentation. If you've made changes since first making your summary zoom that you want to capture, you don't have to start from scratch—just update your summary zoom.

Select your zoom, and then select the Format tab on the ribbon.

Shows the Zoom Tools in the Format tab of the ribbon in PowerPoint.

Select Edit Summary , choose the sections you want to have in your summary zoom, and then select Update .

Note:  You won't be able to add or remove sections from your presentation in this view, just from your summary zoom.

A slide zoom can help you make your presentation more dynamic, allowing you to navigate freely between slides in any order you choose without interrupting the flow of your presentation. They're a good option for shorter presentations without lots of sections, but you can use slide zooms for lots of different presentation scenarios.

Slide zooms help you drill down into multiple pieces of information while feeling as though you're staying on the same canvas.

Create a slide zoom

Select Slide Zoom .

The Slide Zoom dialog box opens. Select the slides you want to use in your slide zoom.

Once you've selected all the slides you want to use, select Insert . Your slide zoom is created.

Tip:  If you want to, you can create a slide zoom quickly by simply selecting the slide you want from the thumbnail pane and dragging it onto the slide you'd like to have your slide zoom on. This way, you can create slide zooms and change them quickly, and arrange them however you like simply by clicking and dragging.

Change the preview image of your slide zoom

Your slide zoom by default will be a preview thumbnail image of the slide, but you can choose a new image from your PC or the web to represent the section or slide you'll be going to.

Shows the Zoom Tools Format tab on the ribbon in PowerPoint.

Select Change Image to choose a new picture from the web or your PC to use instead of the thumbnail.

Shows the Zoom options group on the Format Tab for a Section or Slide Zoom in PowerPoint.

Choose or search the web for the image you want. When you've selected the image you want, select Insert .

Shows the Insert Image dialog in PowerPoint.

You can also choose various looks for your zooms from Zoom Styles —you can change the border, add visual effects, or pick from any of the border and effect combinations in the gallery.

Shows different Zoom Styles and effects you can choose in the Format tab in PowerPoint.

Section zoom

A section zoom is a link to a section already in your presentation. You can use them to go back to sections you want to really emphasize, or to highlight how certain pieces of your presentation connect. To learn more about using sections in PowerPoint, see Organize your PowerPoint slides into sections .

Create a section zoom

Select Section Zoom .

Select the section you want to use as a section zoom.

Select Insert . Your section zoom will be created.

Tip:  If you want to, you can create a section zoom quickly by simply selecting the section name you want in the thumbnail pane and dragging it onto the slide you'd like to have a section zoom on.

Change the preview image of your section zoom

Your section zoom by default will be a preview thumbnail image of the slide, but you can choose a new image from your PC or the web to represent the section or slide you'll be going to.

More zoom options

Zoom for PowerPoint truly lights up when you make it your own. Select the Format tab of the ribbon to get to the Zoom Tools , which you can choose to create just the look and feel you're going for when you present.

Choose to return to the home page or continue through your presentation

If you want to return to the zoom slide after viewing sections or slides in your summary, slide, or section zoom, make sure the Return to Zoom check box is selected. If you want to move on to the next slide after viewing part of your zoom, uncheck it.

(If you're working with a summary zoom or a section zoom, you'll return to the zoom slide by default when you're presenting after going to the section. If you're using a slide zoom, you'll move on to the next slide by default after viewing your slide zoom.)

Make the background of your zoom transparent

Another way you can change the look of your zoom is by choosing to adopt the background of the slide where your zoom lives to make the zoom almost indistinguishable from the main canvas while you present. Select Zoom Background to make your summary, section, or slide zooms blend in to their home slide.

In the Zoom Styles group, select Zoom Background . The zoom will adopt the background of the home slide.

Change the transition options of your zoom

By default, your zooms will use the zoom transition when you present, which is what helps make the zooms feel so lively. However, if you don't want to use the zoom transition, or if you want to change the duration of the transition, you can do so.

In the Zoom Options group, make sure the box next to Zoom Transition is checked if you want to use the zoom transition when presenting your zoom.

If you don't want to use the zoom transition when presenting, uncheck the box next to Zoom Transition .

To change the timing of the zoom transition, use the up and down arrows next to the Duration indicator to change how long the zoom transition lasts.

Requirements

See the following table for details on the minimum version numbers required in PowerPoint to create or play zoom links.

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How to share PowerPoint presentations on Zoom

A quality PowerPoint presentation can add immeasurably to an online meeting, so it’s essential to know how to share PowerPoint on Zoom . You can even check your notes while your meeting partners see your presentation. The only prerequisite is having permission to share your screen with the meeting. If you scheduled the meeting, then there’s no need to ask. But if it isn’t your meeting, you’ll need to ensure whoever called the meeting allows other participants to share their screens. Then follow the instructions below, and you can share your carefully constructed PowerPoint presentation over Zoom.

QUICK ANSWER

To share a PowerPoint presentation on Zoom, open your PowerPoint presentation and select the Slide Show tab. Start the slide show by clicking From Beginning. In Zoom, click the Share Screen button, and select the PowerPoint slideshow window. Click Share to begin sharing this window with the meeting.

KEY SECTIONS

How to present PowerPoint on Zoom with notes

First, open the presentation you want to share in PowerPoint and open the Slide Show tab. Click Set Up Slide Show.

powerpoint in zoom step 1 open

The menu that comes up will let you set important parameters for your presentation. You can choose:

  • Whether to present in a window or full-screen.
  • Whether to operate the presentation manually or let it run automatically.
  • Which monitor will have the presentation on it (for multiple-monitor setups.)

Set your preferences and click OK.

powerpoint in zoom step 2 preferences

Next, open Zoom and either set up or join a meeting (again, make sure you have permission to share.) Click the Share Screen button at the bottom.

powerpoint in zoom step 3 share screen

Use the menu that comes up to choose which window you want to share. You can also choose to share or not share audio in this window. Choose the PowerPoint window and click the blue Share button.

powerpoint in zoom step 4 choose window

You will now be sharing your PowerPoint window with the meeting. Click one of the Begin Slide Show buttons in PowerPoint to begin your presentation.

powerpoint in zoom step 5 begin slide show

At the top of the screen, there will be controls for screen sharing. When your slide show ends, click Stop Share to return to the meeting.

powerpoint in zoom step 6 stop share

Presenting a PowerPoint presentation on Zoom works great with pre-recorded narrations. But what if you want to use your PowerPoint notes as you present live?

There are two situations to consider when you want to use your notes as you proceed through the slides in your presentation. One situation is when you have two monitors (a monitor and a projector), and the other is when you only have one screen.

With two monitors

It’s easy to see your notes when you have two screens to work with. Begin in PowerPoint by clicking Set Up Slide Show.

powerpoint in zoom with notes step 1 set up slide show

Set your show type to Presented by a speaker (full screen). Decide whether to advance through the slides manually or by using timings, and click OK. Now go to the Slide Show menu in PowerPoint and click the box that says Use Presenter View. Select the monitor to display the presentation in the drop-down box above it.

powerpoint in zoom with notes step 2 presenter view

Now it’s time to start or join a Zoom meeting. When in the meeting, click Share Screen at the bottom.

powerpoint in zoom with notes step 3 share screen

From the menu of open windows on your computer that comes up, select the one named PowerPoint Slide Show .

powerpoint in zoom with notes step 4 select slide show

You are now sharing one of your two screens with your Zoom meeting while, through your use of Presenter View, your other screen has your PowerPoint notes on each slide, controls for the presentation, a timer, and a preview of the next slide. It will look like this.

powerpoint in zoom with notes step 5 dual window setup

When your slide show has ended, you can use the End Slide Show control at the top of the page to return to your Zoom meeting. As you can see, using two monitors to share a PowerPoint presentation is convenient. But in a one-monitor situation, it can still be done.

With one monitor

To present with only one monitor and still have access to your PowerPoint speaker notes and controls, you will again use Presenter View, but differently. Start by opening Zoom, then continue by setting up your PowerPoint slide show to be full-screen.

powerpoint in zoom with notes step 6 full screen

Then start your slide show. It will begin in full screen.

powerpoint in zoom with notes step 7 start slide show

In the lower left hand of the full-screen slide show, you will see a three-dot menu. Click the three dots, and a menu will come up. From that menu, select Show Presenter View.

powerpoint in zoom with notes step 8 three dot menu

Presenter View will now open in a separate window. Use Alt-Tab on your keyboard to navigate to Zoom, where you can start or join a meeting. When you’re in the meeting, click Share Screen.

powerpoint in zoom with notes step 9 share screen

From the window that opens, select the PowerPoint Slide Show window, and click the blue Share button.

powerpoint in zoom with notes step 10 choose slide show

You will now be sharing the full-screen presentation you started in PowerPoint with your Zoom meeting. Now use Alt-Tab again to navigate to the window whose name contains the words “PowerPoint Presenter View.” Use the sizing icon in the upper right to reduce the window size.

powerpoint in zoom with notes step 11 bring up presenter view

With the window reduced, you can see the full-screen slide show playing behind the Presenter View window while still having access to your notes and presentation controls.

powerpoint in zoom with notes step 12 present with notes and controls

If it’s your meeting, set up the PowerPoint presentation before the meeting’s start time for a more polished presentation so the invitees don’t see you setting up the slide show. If it’s someone else’s meeting, ask for permission to enter before they do, so you will have time to go through the abovementioned procedures.

Check out our list of the best PowerPoint tools and apps for Android for more presentation options on mobile.

Yes, they do. Since the presentation is still controlled by PowerPoint and merely shared over Zoom, all your animations, morphs, and transitions remain in your control.

The presentation can be as long as the meeting can be, which varies according to what Zoom plan you have.

To see your PowerPoint notes while presenting with one monitor on Zoom, you can use the Presenter View option in PowerPoint, which allows you to view your notes and presentation on separate screens. Open your PowerPoint presentation, and then click on the Slide Show tab at the top of the screen. Next, click the Presenter View button to display your presentation on one screen and your notes on the other. Then, start your Zoom meeting and share your screen with your presentation in Presenter View. This will enable you to see your notes and presentation simultaneously on Zoom.

Yes, you can share a PowerPoint on Zoom if you are not the host, as long as the host has permitted you to share your screen. Once you are in the meeting, click on the Share Screen button at the bottom of the screen and then select the PowerPoint window from the list of available options. This will share your PowerPoint presentation with the other participants in the Zoom meeting.

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How to Share a PowerPoint Presentation on Zoom

how to do a zoom presentation with powerpoint

Jordan Read more March 7, 2021

PowerPoint presentations are a handy, practical tool in any corporate environment. When you present a problem or a plan visually, people often find it easier to remember or assimilate it. And when you combine a PowerPoint presentation with Zoom, you make business meetings even better.

But how do PowerPoint and Zoom work together exactly? Well, you can do it in three different ways. All of which we’ll cover in detail in this article.

Method 1 – Dual Monitors

One of the great things about Zoom is that the hardware equipment isn’t overpriced. Depending on the size and needs of your company, your Zoom meetings can stay as small or as big as you need them to be.

For example, if your Zoom meeting room has a dual monitor system, one screen can show the entire PowerPoint presentation full screen. While the other monitor can contain presenter’s notes or anything else that can contribute to the meeting.

PowerPoint

Here’s how you share a PowerPoint presentation on dual monitors in Zoom:

how to do a zoom presentation with powerpoint

That’s all there is to it. However, if it turns out that the monitor you’re sharing isn’t the correct one, go to Display Settings, and click “Swap Presenter View and Slide Show”. Therefore, you don’t have to start the whole process from the beginning.

Share PowerPoint

Method 2 – Single Monitor in a Window

The first method is very practical and gives you a clear view of the presentation and the presenter. But not every Zoom meeting room has dual monitors, nor does it need them. A smaller meeting room works just fine with a single monitor, and fortunately, you can share a PowerPoint slide show with just a single monitor.

Either in a window or with a full screen. The window option is very useful when it comes to multitasking while sharing a presentation. Here’s how you share a PowerPoint presentation in a window:

how to do a zoom presentation with powerpoint

That should do it. Now you have a PowerPoint presentation in a single window, and you can still access the in-meeting chats or any other application or file that you need for the meeting.

zoom

Method 3 – Single Monitor in Full Screen

If you’re dealing with a single-monitor situation in your Zoom meeting, and a very important PowerPoint presentation is on its way, the full-screen option is a great idea. The full screen slide show means that there’ll be no onscreen distractions. With no chatting, or opening other files, your focus stays on the presentation itself. Here’s how you make the full screen PowerPoint slide show in Zoom:

how to do a zoom presentation with powerpoint

And now your presentation is in full screen, and everyone can see it clearly.

Sharing Sound with Zoom

Did you know that the Zoom screen sharing feature lets you share the audio as well? That’s right. People who attend the meetings remotely can now receive both the video and audio. But the one pre-requisite is that you have to use Zoom for Desktop for Windows or Mac.

how to do a zoom presentation with powerpoint

Therefore, if you want to share a YouTube clip, for example, you just have to click “Share sound”. However, there is one disadvantage. You can’t share the computer sound when the meeting is shared on multiple screens at the same time. It only works when one screen at a time is being shared. Still, it’s a pretty useful feature.

Zoom Share PowerPoint

Present Your Work More Efficiently with Zoom

PowerPoint slide shows have been around forever. Once you figure out how to make the most of them, the sky is the limit. It’s one of the most creative software options from Microsoft Office. In comparison, Zoom is new. But it’s taken the corporate world by the storm. The company emphasized that it “just works”, and what more can you ask from a tool that is designed to make work meetings run smoothly? Time is the most precious commodity, and PowerPoint, together with Zoom helps you make significant savings in this regard.

Let us know what you think about PowerPoint and Zoom in the comments section below.

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How to Use Zoom for Presenting PowerPoint Slides (Step-by-Step Guide)

Presenting PowerPoint Slides via Zoom

Did you know that as of December 2020, Zoom has about 470,000 business customers? Imagine the daily virtual meetings and online workshops happening using the tool- Zoom.

Virtual presentations have become the norm. Some people who can give great presentations in person cannot adapt to online presentations because of the technology. Therefore, ensure you are knowledgeable and skilled in using Zoom in your development plan this year. Aim to be competent and confident in your next presentation using Zoom. The first thing you need to know is the basics.

PowerPoint Presentation Sharing via Zoom

What is Zoom?

Zoom is an online platform and a cloud-based video conferencing app used by businesses and corporations. Eric Yuan, the founder of Zoom, launched it in January 2013. The tool’s popularity skyrocketed since 2020 when most companies had to implement a work-from-home setup because of the pandemic brought by the coronavirus.

Zoom Presentation Growth

The primary function of Zoom is to let people host virtual one-on-one, team meetings, and even workshops efficiently. It offers several features such as great audio, video, and collaboration features other remote communication tools do not have.

Why Use Zoom?

Zoom is a standout compared to other online platforms because of:

Convenience

People had to opt to use multiple online platforms simultaneously when Zoom was nonexistent yet. None of the other earlier platforms offer a screen-sharing feature while video conferencing. Zoom resolved this issue by combining various video conferencing solutions to achieve significant results for online business meetings and virtual workshops.

Zoom eliminated the unnecessary friction and hassle in setting up the logistics of the meeting. Additionally, Zoom optimizes the internet bandwidth based on the user’s connection. With the ease of use of Zoom, people became more productive and efficient in their meetings.

Infrastructure

Zoom is a cloud-based videoconferencing. Setting up meetings, activating, and retrieving data from Zoom’s cloud can take only minutes. Its cloud-based infrastructure lets people reach each other wherever in the world as long as there is an internet connection. It delivers global service backup and manages housing administrative functions while sharing the data on video, audio, and content run on the user’s cloud.

Zoom has many functions that can give the user a better and more interactive presentation. Aside from the video, audio, and screen-sharing, it has virtual background features, polls, annotation tools, breakout rooms, etc. When we develop and design the PowerPoint presentations for a Zoom meeting, we should consider the unique features to deliver an interesting presentation.

Now, how do we use Zoom for presenting our PowerPoint slides?

How to Use Zoom for Presenting PowerPoint Slides? (Step-by-Step Guide)

Step 1: click the “share screen” button.

Sometimes you feel overwhelmed and distressed when it is your time to present, especially when your video is in the spotlight . The first thing you have to do is remain calm, stay focused and look for the “Share Screen” button found in the lower part of your screen (see Figure 1).

Screen sharing in Zoom

Figure 1 – Screen Share in Zoom

Step 2: Choose the Window You Like to Share

Once you click the “Share Screen” button, a window will pop up and you have to select which window you want to share. The windows you can choose from are those active applications, opened folders, and web browsers. If you have two monitors or screens, you will see Screen 1 and Screen 2 as options as well.

Share Windows PowerPoint via Zoom

Be mindful of which screen you are sharing, you don’t want to share confidential messages or data. To avoid this chaotic scene, the safest thing to share is the PowerPoint app.

Remember, if you have videos to share during your presentation, you must tick the “Share Computer Sound” box at the bottom of your screen so the other participants can hear the sound. Otherwise, you have to stop sharing and do the sharing of your screen again. Sometimes, this minor hiccup during the presentation ruins the exciting momentum you have created for yourself and your audience. Thus, it is best to be mindful of ticking the little box below (see Figure 2). You may also choose to share multiple windows at the same time, for this purpose you can hold the Ctrl  key in Windows and then select the multiple windows that you want to share.

Share Presentation via Zoom in PowerPoint

Figure 2 – Share sound and multiple windows

Step 3: Click Slide Show or Presenter’s View

Once you have shared your screen, participants will immediately see it on their screen. Once you see the green border, it shows which window or app you are sharing (see Figure 3).

Share Presentation from Beginning

Make sure you are showing the Slide Show view. You can do this in four different ways.

  • Click the Slide Show icon at the bottom part of your PowerPoint slides if you want to show the current slide.
  • Click the Start From Beginning Icon at the top part of your PowerPoint slides if you want to start from the beginning of your slides.
  • For shortcut keys if you want to show from the beginning of the slide, press the Function key (fn) + F5 key on your keyboard.
  • For shortcut keys if you want to show the current slide, press Control key (Ctrl) + Function key (fn) + F5 on your keyboard.

Using PowerPoint as a Virtual Background in a Zoom Meeting

Previously, we have seen how to share the screen via Zoom to present your slides to a virtual audience. But, in Zoom you can also share the PowerPoint presentation as a Virtual Background instead. This will allow you to be in front of your audience via the web cam, and place the PowerPoint presentation slideshow as a background. The virtual background will contain your slideshow and when you play the slideshow your audience will see you in front of the presentation slides.

To try this feature, follow the steps described in the previous section, except that you’d need to choose the Advanced tab instead of using the Basic tab and then pick the PowerPoint as Virtual Background (BETA) feature.

how to do a zoom presentation with powerpoint

Notice that in this same dialog box you can also choose to share a Portion of the Screen (if you don’t want to share the entire screen), a video and also content from a 2nd camera.

Maximizing Zoom’s Features

The fun part of every presentation is the activities. In virtual workshops and online meetings, boredom and the shrinking attention span of the audience are the biggest hindrances to learning or active participation compared to face-to-face training and meeting. How do you resolve these challenges?

The answer is simple- you can encourage interactive virtual activities during your presentation. Interactive activities will help you engage your audience, and it will help you notice if your audience is following the discussion. Powerful online presentations should not be a monologue or a lecturing approach. Otherwise, you will lose your audience.

The good thing about Zoom, they have already thought about this need. You can use and integrate into your presentation these features:

Annotation Tool

you can let participants annotate while viewing your shared screen by having them select View Option on the top of their screen. And then click Annotate. Then a toolbar will appear with all the options for annotating- text, stamp, draw, arrow, and many more. The following screenshot shows how the annotation works in a real Zoom meeting.

Annotation tool in Zoom

Virtual Whiteboard

Zoom is equipped with a virtual whiteboard tool that you can use for collaboration purposes. The virtual whiteboard let the meeting organizer to share ideas in an online whiteboard. You will be presented with a white screen and annotation tools to share your ideas to an audience. To start the whiteboard session go to Share and then click Whiteboard. Then invite others to view and annotate. The following screenshot shows the Zoom virtual whiteboard in action.

Virtual Whiteboard in Zoom

Breakout Room in Zoom

With the breakout room feature in Zoom you can let participants have their mini-meeting, or if you have a group activity wherein they need to meet as a group, the Breakout Room feature can help. Breakout Room can allow you to split the Zoom meeting into different sessions up to 50 Breakout rooms. Remember to prepare and set this up beforehand.

Running Polls in Zoom

You can let participants answer a quick survey or poll inside Zoom. Another great interactive activity that most people do not maximize. Similar to Breakout Room, you need to prepare and set this up beforehand.  

Final Words

Zoom is a powerful tool. Millions of people have been using it because it is fun and easy to operate. It takes time for people to get to know every online platform and technology. The best thing to do is to practice and practice and practice. Learning happens when you make blunders during your explorations and practices. Do not be afraid and allow yourself to make mistakes during your drills and run-throughs. Remember what they always say, “When in doubt, Zoom out”.

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how to do a zoom presentation with powerpoint

Art of Presentations

Zoom Feature in PowerPoint – How to Use it Correctly!

By: Author Shrot Katewa

Zoom Feature in PowerPoint – How to Use it Correctly!

It is hard to accept but even the most seasoned PowerPoint users find it hard to create a table of contents that is visually modern-looking and interactive! The “ Zoom ” feature can help not only with the table of contents but much more than that!

The zoom feature in PowerPoint helps create visual links between sections of your presentation. It makes the presentation interactive by adding a clickable thumbnail of a slide or a section in your presentation and allowing you to easily navigate within your presentation with cool effects!

Even if you use PowerPoint regularly, chances are you aren’t fully aware of the “Zoom” feature in PowerPoint.

And, by now if you are thinking about zooming in on the slides using the functions provided at the bottom-right corner of PowerPoint, then you really need to go through this article as you might not be aware of one of the most awesome features in PowerPoint called “ Zoom “.

1. What is Zoom in PowerPoint?

Imagine if you could just click on an image on your slide and it just zooms into that image, opening the section of your presentation that provides more information about that image! The “Zoom” feature in PowerPoint, does exactly that!

The zoom feature in Microsoft PowerPoint is a new feature that makes your presentations interactive and dynamic. Using the zoom feature in PowerPoint, you can create a zoom slide from which you can jump to and from specific slides or sections in any order you may need during the presentation.

Let’s explore this feature by checking out some of the different types of “zoom” that you can add to your presentation –

1a. Summary Zoom

The “Summary Zoom” in Microsoft PowerPoint is a landing page where you can see the summarized slides within a page.

In the summary zoom, you can select which slides to show. You can even create summary slides to show on the summary zoom. During the presentation, you can click on any slide on the summary to proceed according to the need of the audience rather than the preset slide progression.

1b. Section Zoom

In Microsoft PowerPoint, “Section Zoom” is a slide that contains the preview and the link to the sections within the presentation.

You can click on them to jump from one section to another to highlight the important parts of your presentation.

1c. Slide Zoom

The “Slide Zoom” feature in PowerPoint allows you to navigate freely through the slides in a presentation. In the slide zoom, you can add all the slides or a few selected slides.

From this section, you can move freely between slides, emphasize the important slides, and even cut the presentation short without seeming so to the audience.

2. How to Insert Slide Zoom in Microsoft PowerPoint?

To use the “Zoom” feature in PowerPoint, first, click on the “Insert” tab. Then, click on the “Zoom” button from the ribbon. Choose the type of zoom from “Summary”, “Section”, and “Slide” zoom. Next, select the slides from the window that pops up by holding the “Ctrl” key, and click on “Insert”.

Here’s a step-by-step process with visual aids on what you need to do –

Step-1: Click on the “Insert” tab

how to do a zoom presentation with powerpoint

The first step is to open the “Insert” menu. Click on the “Insert” tab which is located in the menu ribbon at the top of the screen.

Step-2: Click on the “Zoom” button

In the “Links” section of the “Insert” menu, click on the “Zoom” button. This will open a dropdown menu. Click on the “Slide Zoom” option from the dropdown menu.

Step-3: Choose the Slide and Click on “Insert”

how to do a zoom presentation with powerpoint

Clicking on the “Slide Zoom” option will open the “Insert Slide Zoom” dialog box.

Select the slides you want to include in the slide zoom and then click on the “Insert” button at the bottom of the dialog box. Now all you have to do is arrange the slides in the slide zoom according to your preference.

3. How to Edit Slide Zoom in PowerPoint?

Once you add the slide zoom to your presentation, you can easily edit it. To access the editing pane, all you have to do is click on the slide zoom. Then click on the “Zoom” tab in the menu ribbon.

3a. Change Borders in Slide Zoom

how to do a zoom presentation with powerpoint

To add or change the border of the slides in slide zoom, click on the “Zoom Border” option. In the dropdown menu, you can click on your preferred color for the border.

You can also click on the “Weight” option and select the border width from the secondary menu. To change the border design, click on the “Dashes” option.

3b. Add Effects in Slide Zoom

how to do a zoom presentation with powerpoint

You can add various effects in the slide zoom. To do so, you have to first click on a single or multiple slides in the slide zooms where you want to add effects.

Then click on the “Zoom Effects” option. In the dropdown menu, you can click on any effect option to open a secondary pop-up menu. Click on your preferred effect. You can add multiple effects on a single zoom slide.

3c. Remove Background in Slide Zoom

how to do a zoom presentation with powerpoint

In Microsoft PowerPoint slide zoom, you can remove the slide background of each slide in the slide zoom. Click on the “Zoom Background” option in the “Zoom Styles” section under the “Zoom” tab. This will remove the background of the selected slide.

4. How to Change Picture in Slide Zoom?

In Slide Zoom, the default thumbnail pictures are a screenshot of the slides. However, you can change the pictures if you want. All you have to do is follow the 4 easy steps.

Step-1: Click on the “Zoom” tab

how to do a zoom presentation with powerpoint

The first step is to click on the slide thumbnail that you want to change. Then click on the “Zoom” tab at which is the last tab in the menu ribbon.

Step-2: Click on the “Change Image” option

The second step is to click on the “Change Image” button which is the first option in the “Zoom Options” section of the “Zoom” menu (as shown in the image in step 1).

Then click on the “Change Image” option from the dropdown menu.

Step-3: Click on “From a File”

how to do a zoom presentation with powerpoint

When you click on the “Change Image” option, it will open a dialog box. In the “Insert Pictures” dialog box, click on the “From a File” option. This will open another dialog box.

Step-4: Click on the “Insert” button

how to do a zoom presentation with powerpoint

In the “Insert Picture” dialog box, click on the image which you want to add to the slide thumbnail in the slide zoom.

Then click on the “Insert” button at the bottom of the dialog box. In the slide zoom, the original thumbnail will be changed to the selected image.

4a. How to Reset Picture in Slide Zoom?

how to do a zoom presentation with powerpoint

Once you change the picture of the slide thumbnail in the PowerPoint slide zoom, you can revert it to the original thumbnail.

All you have to do is click on the “Change Image” button in the “Zoom” menu. Then click on the “Reset Image” option from the dropdown menu.

5. How to Stop Slide Zoom?

how to do a zoom presentation with powerpoint

In the Microsoft PowerPoint slide show, the presentation will return to the slide zoom, after each slide. To stop this, select the slide in the slide zoom and then click on the “Zoom” tab in the menu bar.

In the “Zoom” menu, click on the “Return to Zoom” option. The checkmark in the box next to it will disappear. This will stop the slides from returning to the slide zoom screen.

5a. How to Return to Slide Zoom?

how to do a zoom presentation with powerpoint

Once you stop the slide zoom on Microsoft PowerPoint, you can turn on the feature again. All you have to do is select the slide again and click on the “Zoom” tab. Then click on the box next to the “Return to Zoom” option.

The checkmark will appear again. Now the screen will return to the slide zoom after the selected slide during the presentation.

Credit to nakaridore (on Freepik) for the featured image of this article (further edited)

How-To Geek

How to zoom in and out on part of a powerpoint presentation.

Magnify parts of your presentation by taking advantage of PowerPoint's different zoom features.

Microsoft PowerPoint lets you zoom in and out on a specific part of your PowerPoint slideshow, which can be handy both while editing and for drawing attention to important objects or ideas during the presentation. Here’s how to do it.

Whether you’re in normal view or slideshow view, PowerPoint lets you zoom in and out as the need arises. There are a few ways you can do this, depending on which view you're in.

The first method is by using the zoom bar at the bottom-right of the window (which isn’t available in the slideshow view). This method is convenient as the zoom bar is immediately accessible. To use the zoom bar,  click and drag the bar left or right to zoom out or in, respectively. You can also resize the slide to fit your current window by clicking the box to the right of the zoom bar.

Another method is using the “Zoom” tool, found on the “View” tab.

zoom option found in view tab

In the “Zoom” window, you can select a zoom percentage from the list of available options or enter a precise percentage into the “Percent” box. Once ready, click “OK,” and your slide will zoom to the selected amount.

Select the zoom percentage from the dialogue box

Those two methods are great for when you're editing and need to take a closer look at something. But if you’re in the middle of giving your presentation and want to zoom in on a specific part for emphasis, you can do that too.

Select the magnifying glass from the presenter view and then click the part of the slide you want to zoom. Once zoomed in, you can click and drag to move the slide around. When you’re finished, click the magnifying glass again to zoom back out.

One last tip: In both normal and slideshow view, you can hold the Ctrl key while scrolling your mouse wheel to zoom in and out. This also works if you want to resize your slide thumbnails .

That’s all there is to it!

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How to zoom in on PowerPoint slides (3 different techniques)

  • PowerPoint Tutorials
  • Shortcuts & Hacks
  • December 27, 2017

How do you zoom in on something in PowerPoint without PowerPoint first centering in on your slide?

This was a great question we got from subscriber Derek (thanks Derek!).

And it’s not so intuitive…

For example, let’s say you want to zoom in on a specific icon or two to edit them, like in the picture below. How do you do it without scrolling around, driving yourself crazy?

Examples of things you might want to zoom in on on a PowerPoint slide

In this tutorial, you’ll learn 3 different ways to zoom in PowerPoint, plus a few sneaky places you might never have thought of zooming in PowerPoint before.

Looking for the NEW Zoom Transition?

If you want to learn all about the brand new Zoom Transition in PowerPoint that was added in 2016, see our other guide here .

The problem with the standard PowerPoint zoom

The problem with the standard PowerPoint zoom, is that PowerPoint automatically goes to the center of your slide as you zoom in.

The center zoom is great if the object that you want to edit is in the center of your slide, but if it’s not, that means you have to use the scroll bars to find what you are looking for.

The problem with the scroll bars is that they are hard to control, often jumping you over to the next slide as you try to find the object that you want to edit.

So instead of making your life easier (which is what they were designed to do), they make it harder.

3 Ways to Zoom in on an Object

how to do a zoom presentation with powerpoint

There are three different ways you can zoom in on a PowerPoint slide:

  • The View tab Zoom command (zoom dialog box)
  • The Zoom slider at the bottom of the screen
  • The CTRL + mouse spin wheel shortcut (my personal favorite because it’s universal, as you’ll see in a second)

If you are looking for the new zoom transition, you can learn more about what that is on the Microsoft blog here .

Pro Tip: Use the ‘Fit to Window’ tools

After zooming in on something in PowerPoint, you can quickly refit your PowerPoint window in one of two ways:

  • ‘Fit slide to current window’ in the lower right-hand corner your screen
  • ‘Fit to Window’ in the View tab

The two places where you can find the fit to slide commands

Zoom in on a Picture in PowerPoint

To zoom in a on a specific picture (or object) in PowerPoint, all you need to do is first select the object before you zoom. Once you select an object, any of the 3 zoom methods described above will zoom you specifically in on the object:

  • The zoom dialog box
  • The zoom slider
  • Using CTRL plus your mouse spin wheel

This zoom trick works on anything that you can select in PowerPoint, including zooming in on a table, zooming in on a chart, zooming in on a text box, etc.

Note:  If you are trying to zoom in on a picture to show a specific part of it, you can also just crop your picture down to the desired piece.

To learn all about how to crop pictures in PowerPoint,  read our step-by-step guide here .

If you have multiple objects that you want to zoom into and edit in PowerPoint, the fastest way to do that is to:

  • Select and zoom in on your first object
  • Edit or format your first object
  • Hit Fit Slide to Current Window
  • Select and zoom in on your second object
  • Edit or format your second object

If you have more than two objects, you can continue zooming in and out of your slide in this way to make all of your adjustments.

PowerPoint Thumbnail Zoom

Besides zooming in on a slide while editing it, you can also use the CTRL + mouse spin wheel shortcut to zoom in on the thumbnail images of your PowerPoint slides on the left.

Examples of zooming in and out of the thumbnail view in PowerPoint

Zooming in on the thumbnail images allows you to control how much of your presentation you see, and how much slide editing space you give yourself on the right.

Zooming in allows you to get a big thumbnail image of each of the preceding and following slides, while zooming out gives you an idea of how many slides are in your presentation.

Slide Sorter View Zoom

Another place you can zoom in PowerPoint to see the overall flow of your presentation, is Slide Sorter View. To open the Slide Sorter View, simply click the slide Sorter  command at the bottom of your screen.

The slide sorter command is at the bottom of the PowerPoint workspace window

All three zoom methods work in the Slide Sorter View:

Zooming in and out of the Slide Sorter View is useful when you want to see the overall flow of your slides within your presentation at varying levels of detail.

Slide Show View zoom

Two other places you can zoom in PowerPoint are the Slide Show Mode (F5) and Presenter View (SHIFT + F5) of your presentation. To see these PowerPoint shortcuts in action, check out the video below.

Start Slide Show PowerPoint Shortcuts

There are four keyboard shortcuts for starting slide show in PowerPoint:

Once you are in one of the presentation views of your slides, you can zoom in or zoom out by either using the CTRL + mouse spin wheel shortcut (if you have a mouse), or you can use the keyboard shortcuts listed below.

  • Zooming in allows you to focus on a specific section of your slide (focusing your audience’s attention on that section).
  • Zooming out allows you to see all the slides in your presentation as thumbnails.

View all slides view from the PowerPoint slide show mode

This is often an easier way to navigate the slides in your presentation if someone wants to go back and see something, rather than trying to remember where it was in your presentation.

Knowing how to properly zoom in and out of the objects you want to edit in PowerPoint will save you a ton of time.

The key to remember is that PowerPoint will use the object you have selected as the focal point of your zoom.

If you enjoyed this tutorial and want to learn more about our other PowerPoint tutorials and free resources,  visit us here .

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How to Use the Zoom Effect in PowerPoint

Here are some tips on how to use the Zoom effect in PowerPoint to make your presentation more interactive.

PowerPoint offers many ways to make your presentations more interesting, and the zoom tool is one of the best, as it's attractive and practical.

Let’s explore what this feature is and how to use its zoom effect in your PowerPoint projects to quickly jump between slides, draw attention to important sections, and more.

What Is the Zoom Tool in PowerPoint?

As the name suggests, PowerPoint’s zoom lets you hone in on parts of your presentation while the slideshow is running. You may need to revisit slides you already mentioned, for example, or want to keep the presentation small.

All-in-all, there are three formats for your zoom effect: summary, section, and slide. With these at your disposal, as well as additional settings, you can make your project very impressive and interactive. There are some requirements in order to be able to use zooms, so check Microsoft’s support guide for more details on the feature.

How to Use Zoom on PowerPoint

On PowerPoint, go to Insert , and you’ll find the Zoom button in your Links section. If you click the arrow, you’ll find your three formats, which will open more options once set up.

Here’s a more detailed breakdown of what Zoom tools you have and how you can make the most of them. They can really come in handy when building engaging presentations in Microsoft PowerPoint .

1. Use Summary Zoom

Once you’ve created a few slides, select Summary Zoom to open a new window, where you select the slides your zoom is to highlight as your presentation’s milestones, whether you added actual sections or not.

Inserting Summary Zoom on PowerPoint

With your selection ticked, hit the Insert button, and a new slide will appear under Summary Section and containing your whole presentation behind the milestones you chose.

Basically, whatever comes after each of these slides will appear in your slideshow, but you can choose to zoom out of that section, move to another, and return later to go through these slides.

This is the beauty of Summary Zoom . It replaces your slideshow, putting it all onto a single slide instead, where you can easily jump in and out of the sections you need.

Finally, if you select the zoom feature on your summary slide, its toolbar will open and offer you options specific to this format, also available on the zoom’s menu when you right-click it:

  • Edit Summary , taking you back to the slide selection window.
  • Reset Layout , in case you regret adjustments you made to the summary.
  • Change Image for the slides displayed in the summary.

2. Use Section Zoom

This effect is for jumping to a section from a particular slide. Let’s say you put a simple outline of your complex presentation on a slide, and you want to be able to quickly refer to it at different stages of the slideshow. PowerPoint has the answer.

Select a slide, go to your Zoom menu, and click Section Zoom . You’ll get a similar window as before, so you can choose the section you need to jump to.

Once done, PowerPoint will insert the zoom effect to your slide in the form of another slide, the one that starts the section you chose. It will also display how many additional slides the section contains.

Section Zoom Added to PowerPoint Slide

You can resize and move the zoom feature around, as well as choose a better image for it from the Zoom toolbar or the feature’s right-click menu. So, even if you download PowerPoint templates from sites , you can add and customize zooms to your heart’s content.

3. Use Slide Zoom

If your presentation doesn’t have sections, but you want to jump to specific parts, try Slide Zoom . When setting it up, you only need to choose one or multiple slides you want to zoom to while presenting.

Like with Section Zoom , the feature will sit on a slide of your choice and will activate when you click on it, at which point you can run through its subsequent slides or go back to the feature’s home slide.

Slide Zooms on Active PowerPoint Presentation

Keep in mind that you can go back and forth on PowerPoint presentations by clicking the arrow icons on each slide or using the arrows on your keyboard. Additionally, you can change the image of each Slide Zoom feature you add to your presentation using the same button as before.

How to Customize Your Zoom's Actions in PowerPoint

You can change many things about your zooms from their toolbar, starting with how they behave during your PowerPoint presentation.

Zoom Options on PowerPoint Toolbar

These settings are in Zoom Options alongside the customization tools for each zoom type. You get three extra tools:

  • Return to Zoom , which ensures that the presentation jumps back to your zoom’s home slide or section.
  • Zoom Transition , which automates the return to your zoom.
  • Duration refers to the above transition.

If you like using PowerPoint’s animations pane , feel free to explore how to make your zooms fly in and out of the screen in a pleasing way.

Choose Your Zoom's Style

The best thing you can customize is the zoom’s appearance, from its frame to its effects. This means you can blend it into your presentation very smoothly.

In the Zoom Style toolbar, you’ll find a range of outlines for your feature, which you can adjust further with the Zoom Border tool. Then, you have Zoom Effects , containing all sorts of impressive ways to make the feature pop, including Shadow , Glow , and 3D Rotation .

Zoom Styles Options on PowerPoint Toolbar

If you’d rather not deal with frames and effects, however, you can just click Zoom Background and use the home slide as the feature’s backdrop. Further changes may be necessary to blend the zoom and slide in effectively. You could even make your image’s background transparent before attaching it to the slide.

Arrange Your Zoom's Objects

PowerPoint also offers tools to rearrange zooms on their slides. First off, click on Selection Pane to see all the slide’s objects.

Arrange Options on PowerPoint Zoom Toolbar

Then, you can bring any object forward or backward, change its alignment, and rotate them. So, it’s not just your zoom you can adjust, but everything else on the slide, too.

Change the Size of Your Zoom

While you can simply click and drag the edges of a zoom to make it bigger or smaller, you also have the Size section on the toolbar.

At first glance, you can only adjust the height and width of the zoom, but if you click the task pane icon, you’ll find several more options for the zoom’s size and position.

Zoom Size and Position Task Pane on PowerPoint

For example, besides choosing the dimensions and placement of your zoom, you can lock the aspect ratio you chose and even set the best resolution for your slideshow.

Add Alt Text to Your Zoom

A final cool tool for your presentation’s zoom effects lets you add alt text to them, so you can accommodate viewers who have low vision or blindness.

All you do is select a zoom and click Alt Text on the toolbar. A pane opens, where you can type in a description for the zoom or mark it as decorative.

Zoom Alt Text on PowerPoint

Screen readers and apps for the blind and visually impaired , with the right tools, will be able to tell their users whether the zoom as a feature is informative or just an ornament.

Put PowerPoint’s Zoom Effects to Good Use

Now that you know what zooms can do for PowerPoint projects, consider how you can use them. Structure your slideshows well, and you’ll be able to create some highly interactive presentations, whether you’re there to present them or not.

A photographer, author, or job seeker could set up a portfolio that zooms into their works and achievements. Whole training sessions could be made compact and easier to follow thanks to PowerPoint’s zoom tool. Get to know its full capabilities.

Microsoft Power BI Blog

Power bi february 2024 feature summary.

Headshot of article author Saveen Reddy

Welcome to the Power BI February 2024 update. We’ve got a lot of great features this month. Here are some key highlights:

  • Visual calculations make it easier than ever to do calculations that were very hard or even impossible.
  • The Power BI home provides a centralized location for all your Power BI desktop activities.
  • Fabric Copilot for Power BI can now add measure descriptions to your semantic model measures.
  • The Power BI add in now supports shareable links to make it easier for people to consume reports.
  • The new Explore feature gives you a better understanding of what’s in the data you’re exploring.

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Join us at the Microsoft Fabric Community Conference the ultimate Microsoft Data & AI learning event, on March 26-28, 2024, at the MGM Grand, Las Vegas. With over 150 sessions for everyone who works with Power BI, Microsoft Fabric, SQL, Azure AI, and Purview , the conference promises a rich learning experience.

This is a unique opportunity to meet the Microsoft product teams building these technologies, the customers betting their businesses on them, and the partners that are at the forefront of deployment and adoption. Engage with this vibrant community, learn from their real-world experiences, stay abreast of the latest developments.

Please note that this event is in-person only. Sessions will not be recorded, streamed or made available for on-demand consumption.

Register today using code MSCUST for an exclusive discount ! Need help convincing your boss to attend? No problem!  Use this letter  to share with your boss about this unforgettable opportunity.

how to do a zoom presentation with powerpoint

  • Version number: v: 2.126.927.0
  • Date published: 02/16/2024

how to do a zoom presentation with powerpoint

On-object Interaction Updates

  • Enhanced Reference Layer in Power BI Azure Maps Visual 

Data connectivity

Certified connectors updates, storytelling in powerpoint – replace report urls with shareable links in power bi add-in, data overview in explore, directquery connections update, shared device mode is now ga, power bi custom visuals new local storage api, on-object interaction support for custom visuals, tmdl in power bi desktop developer mode, editor’s pick of the quarter, new visuals in appsource, multiple sparklines, rose donut pie chart by powerviz, xviz gantt chart by lumel, control chart xmr by nova silva, drill down graph pro, more users can now collaborate with protected pbix in power bi desktop.

Visual calculations 

A new way of doing calculations has arrived! You can now add calculations directly on your visual using visual calculations, which are DAX calculations that are defined and executed directly on a visual. A calculation can refer to any data in the visual, including columns, measures, or other visual calculations. This approach removes the complexity of the semantic model and simplifies the process of writing DAX. You can use visual calculations to complete common business calculations such as running sums or moving averages. Visual calculations make it easy to do calculations that were previously very hard or even almost impossible to do.

To use visual calculations while in preview, you need to enable it in Options and Settings  ➡️  Options  ➡️  Preview features . Select visual calculations and select OK . Visual calculations will be enabled after Desktop is restarted.

To add a visual calculation, you first need to select a visual. Next, select the New calculation button in the ribbon:

The new calculation button is shown on the Home tab of the ribbon in Power BI Desktop in the Calculations group.

To add a visual calculation, type the expression in the formula bar in the visual calculations edit mode that opens. For example, in a visual that contains Sales Amount and Total Product Cost by Fiscal Year , you can add a visual calculation that calculates the profit for each year by simply typing: Profit = [Sales Amount] – [Total Product Cost].

The visual matrix is updated as you add visual calculations using in the formula bar. New visual calculations are added as columns to the visual matrix.

Additionally, you can easily add a running sum of profit by writing:

Here is a visual with the two visual calculations we have just created:

A screenshot of a graph Description automatically generated

You can use many existing DAX functions in visual calculations. Functions specific to visual calculations are also available, such as RUNNINGSUM , PREVIOUS and MOVINGAVERAGE . Using these and other functions, visual calculations are much easier to read, write and maintain than the current DAX required.

We are only just getting started with this preview. There is a lot more that we have planned, so please stay tuned for updates in future releases. However, we invite you to jump in now!

For more information, read the dedicated blog post and documentation . Please try the preview today and let us know what you think .

Dynamic subscriptions for Power BI reports

Dynamic per recipient subscriptions is now available in Preview for Power BI reports! Like dynamic subscriptions for paginated reports , you can now distribute a personalized copy of a Power BI report to each recipient of an email subscription.

Imagine you have a report that includes sales data for your entire team. You want to schedule an email subscription that sends out a PDF copy of this report to each salesperson on a weekly basis, with the report filtered to only show their sales results.

This can now be done by connecting to a semantic model (previously Power BI dataset) that defines the mapping between recipients and respective filter values. When it’s time to send out the report, the latest data available in your semantic model will determine which employees should receive a report in their inbox, and with what filter values applied.

A screenshot of a computer New dynamic subscription, select and filter data.

See the documentation for dynamic subscriptions here.

This February release we added multi-visual container format support ! Previously, when multi-selecting across different visual types, the format pane did not support any options for formatting the visuals. Now, when multi-selecting different visuals, we’ve added formatting support for container formatting such as changing the size, background color, adding a shadow or turning on/off titles in bulk.

When multi-selecting different visual types (e.g. a line chart and bar chart):

A screenshot of a graph, Visualizations. Order Quantity by Year, Sales by Category.

We’ve also added the ability to format a visual’s container size and position even if it’s empty:

A screenshot of a graph, Visualizations. Select or drag fields to populate the visual.

This month we also bring you a handful of quality improvements to the on-object experience:

  • Bug fix : when working with a non-visual (text box, button, image, shape) the build pane accidentally closing automatically. The build pane now stays open unless explicitly closed regardless of selected item type.
  • Bug fix : style bug where the build pane was showing 5 icons across instead of the usual 6 has been fixed.
  • Bug fix : in some cases, the data flyout was extending beyond the window size making the search box hard to use, this has now been fixed.
  • Enhancement : When choosing a field using the data flyout – you can now click anywhere on the name, not just the checkbox next to it to select the field.

A screenshot of a computer, Data selecting Order Quantity.

5.Enhancement : If replacing a field in a visual that does not use an aggregation or date hierarchy (other dropdowns are disabled), we auto open the data dropdown to save an extra click.

A screenshot of a graph, Data selecting Category.

Power BI Home in Desktop is Enabled by Default  

We are excited to announce the new and improved Power BI Home as the default experience! The Power BI Home has been redesigned to provide a centralized and familiar location for all your Power BI activities within the desktop application. Our aim is to enhance your productivity and make it easier to discover and consume content.

With Power BI Home, you no longer need to navigate through multiple menus or tabs to access your files and reports. This intuitive interface serves as a hub, like other popular office products, where you can effortlessly manage your reports, all from a single location.

Whether you’re a seasoned Power BI user or new to the platform, Power BI Home ensures a consistent and seamless experience across all your Power BI activities.

Now, you can:

  • Initiate a new report directly from the new home screen.
  • Access reports from recommendations that we have curated.
  • Locate your most recent reports through the Quick Access lists.

A screenshot of a computer abilities within the new home screen.

Please continue to submit your feedback directly in the comments of this blog post or in our feedback forum .

Enhanced Reference Layer in Power BI Azure Maps Visual

We’re excited to introduce a significant enhancement to the Power BI Azure Maps visual reference layer feature. In response to valuable user feedback and in alignment with evolving industry standards, we have expanded the capabilities of the reference layer. Now, in addition to supporting the existing GeoJSON format, users can also utilize KML (Keyhole Markup Language) and WKT (Well-Known Text) formats.

We’re also adding URL as a data source alongside file upload. This addition offers users even more flexibility and convenience in importing spatial data into Power BI. Whether your data resides in GeoJSON, KML, WKT, or through a URL link, the Power BI Azure Maps visual seamlessly integrates these formats, ensuring a comprehensive and versatile geospatial analysis experience.

Measure descriptions with Copilot

Add descriptions to your semantic model measures with Fabric Copilot for Power BI! People building reports from your semantic model can see the name and description of your measures, making the description property essential documentation. And Fabric Copilot is here to help!

A screenshot of a computer Description automatically generated

Streamline your semantic model documentation by creating measure descriptions with Copilot .

1. Click on the model measure in the Data pane of Model view to see the measure properties .

2. Click on the Create with Copilot (preview) button under the Description textbox.

3. Review the measure description from Copilot, then click Keep it .

4. Now the measure description is in the Description box. Fine tune the description, as needed.

5. You update the measure later? No worries, just click the button again when you need the description updated!

Try this out today and let us know what you think! Get started today by turning on this public preview feature in Options > Preview features and learning more about how to get access to Fabric Copilot for Power BI on your tenant at https://learn.microsoft.com/power-bi/create-reports/copilot-introduction#copilot-requirements .

DAX query view improvements  

We released the public preview of DAX query view in November 2023, and in this release, we made the following improvements:

A screenshot of a computer, Boolean values are now showing in the Results grid.

  • A share feedback link has been added in Options > Preview features. We would love to hear your feedback on DAX query view!
  • A bug causing active query tab to stop being highlighted is fixed.
  • A bug with close brackets of a nested IFs DAX formula is fixed.

And we have released additional INFO DAX functions.

  • INFO.CHANGEDPROPERTIES()
  • INFO.EXCLUDEDARTIFACTS()
  • INFO.FUNCTIONS()
  • INFO.LINGUISTICMETADATA()

A screenshot of a computer, we have released additional INFO DAX functions.

Learn more about DAX query view at https://learn.microsoft.com/en-us/power-bi/transform-model/dax-query-view .

SingleStore, we’re thrilled to inform you that our connector has now officially moved out of beta. We want to express our gratitude for your valuable feedback and for being an essential part of our beta journey. Your insights have played a crucial role in shaping the enhancements we’ve made.

This upgrade comes with an exciting new feature – you can now cancel running queries, hassle-free. No more queries running in the background after you refresh the UI/visual or navigate across the pages in the report.

Our team is dedicated to continuously improving and adding even more useful features to enhance your experience. Thank you for your ongoing support, and we can’t wait to continue providing you with top-notch features that elevate your data connectivity and reporting capabilities.

When you add the Power BI add-in to a presentation, you can pick a report suggested to you or paste a link to a specific report.

When you paste a standard report link (the URL copied from the browser address bar), and if sharable links are enabled for your organization and allowed for this report, you have re-share permissions to this report, Power BI add-in can replace the link you pasted with shareable link. In that case you will see a checkbox added below the report URL that offers you automatic access to this report. Just mark this checkbox and Power BI add-in will create a shareable link for you.

Using a sharable link ensures that other users viewing the presentation have the required permission to see the report, and do not need to request access when viewing the presentation.

A screenshot of a computer, Using a sharable link ensures that other users viewing the presentation have the required permission to see the report, and do not need to request access when viewing the presentation.

Have you tried out the new Explore feature yet? This month we added a data overview feature to Explore that allows you to get the “gist” of what your data is all about. Powered by Copilot, data overview gives you a summary of what’s contained in the data you’re exploring and highlights some interesting tidbits to get you started. Let us know what you think!

A screenshot of a computer, Powered by Copilot, data overview gives you a summary of what’s contained in the data you’re exploring and highlights some interesting tidbits to get you started.

Maximum connections per data source  is a setting to configure the maximum number of connections DirectQuery opens for each underlying data source. This controls the maximum number of queries that can be executed concurrently against each data source and is configurable per semantic model.

We recently updated the upper limit of the number of concurrent Direct Query connections allowed per semantic model. The updated limits for each SKU are listed in the table below.

The upper limit for Power BI PPU is 100 active connections. Note that there is no change to the Power BI Pro and Report Server limits and the default maximum value remains as 10 concurrent connections.

Introduced last September, shared device mode is now generally available! With shared device mode, organizations can safely deploy the Power BI mobile app across their pool of shared devices.  Check it out !

This API allows Custom Visuals to store data directly in the local browser. Data stored locally is more secure and improves the performance of web apps. The API will be controlled by a global admin setting. Learn more about the API.

Our February release introduces the support of the new on-object interaction. This enhancement allows users to build and customize visuals directly on the visual in Power BI Desktop. It puts common actions for creating and formatting visuals on the visuals themselves, actions such as adding fields, changing visualization types, and formatting text.

The primary objective of Power BI Desktop developer mode is to provide friendly source control and co-development experience. With this objective in mind, you can now save your Power BI Project files (PBIP) using  Tabular Model Definition Language (TMDL)  format. TMDL has been designed from the ground up to be human-friendly, facilitating not only readability but also easy editing in any text editor. This represents a substantial enhancement for source control and collaborative development experiences, particularly when dealing with complex file diffs.  

Saving as a PBIP using TMDL is currently in preview. Before giving it a try, you must first enable this feature in Preview features: go to  File  >  Options and settings  >  Options  >  Preview features  and check the box next to “Store semantic model using TMDL format”.  

After enabling the preview feature, when saving as PBIP, your semantic model will be saved as a TMDL folder named “\definition” with separate files for each table, perspective, role, culture:  

After enabling the preview feature, when saving as PBIP, your semantic model will be saved as a TMDL folder named “\definition” with separate files for each table, perspective, role, culture: 

You can also upgrade existent PBIP files to TMDL , by just opening them and choosing “Upgrade” when you save:  

You can also upgrade existent PBIP files to TMDL, by just opening them and choosing “Upgrade” when you save: 

By default, Fabric Git Integration will still use Tabular Model Scripting Language (TMSL) to export the semantic model during the Public Preview. However, if the semantic model is imported into Fabric using TMDL, then Fabric Git Integration will export the definition into Git using TMDL in the event of any semantic model changes in the service.  

Learn more about TMDL in Power BI Project files  here .  

Visualizations

  • Inforiver Analytics+ (Charts+Cards+Tables)
  • Inforiver Premium Matrix / Table
  • Drill Down Donut PRO (Filter) by ZoomCharts
  • Date Picker
  • Enlighten Aquarium
  • Deneb: Declarative Visualization in Power BI
  • Comment – Dynamics 365 Finance business performance planning
  • Reporting – Dynamics 365 Finance business performance planning
  • Variance – Dynamics 365 Finance business performance planning
  • Matrix planning – Dynamics 365 Finance business performance planning
  • Copy – Dynamics 365 Finance business performance planning
  • Table edit – Dynamics 365 Finance business performance planning
  • Graphical planning – Dynamics 365 Finance business performance planning
  • Waterfall-Visual-Extended
  • Processifier Process Mining
  • flashbi fantail
  • Map by Squillion
  • Charticulator Visual Community (View)

New features were added to Multiple Sparklines on Oct 23

  • When you double click a line chart, it will zoom in to screen size of visual and you can then compare it with any other line chart in that column.
  • You can use different colors for each line chart in a field/column.
  • You can insert ratings with bands.
  • You can add beeswarm / distribution microchart.

A screenshot of a graph New features were added to Multiple Sparklines on Oct 23

Once you double click the line chart, it zooms in to the visual size. You can then compare it with another line chart in the same column. This is shown below:

A graph with purple lines Once you double click the line chart, it zooms in to the visual size. You can then compare it with another line chart in the same column.

Download this visual from APPSOURCE

For more information visit https://www.excelnaccess.com/sparklines/

or contact [email protected]

Rose/Donut/Pie Chart is a powerful visual that lets you build four types of charts – a rose, a rose donut, a donut, and a pie chart. These chart types are commonly used to display part-to-whole relationships, proportions of categorical data, and ratios. Each arc represents the ratio from the total for easy comparison.

Key Features:

  • Chart Options: Rose, donut, pie charts with style customization.
  • Data Colors: Choose from 30+ palettes, including color-blind mode.
  • Fill Patterns: Apply patterns or use custom images.
  • Smart Labels: Improve readability with data and leaf labels.
  • Arc Customization: Easily adjust arc radius, padding, and stroke.
  • Ranking: Filter Top/Bottom N, show others intelligently.
  • Center Circle: Multiple layers, text, icons, and images in the center.
  • Mouseover Text: Display dynamic details when hovering over arcs.
  • Image Labels: Integrate dynamic image URLs for enhanced visuals.
  • Conditional Formatting: Detect outliers and set smart rules for measures/categories.

Other features included are annotation, grid view, show condition, and accessibility support.

Business Use Cases: Finance, Healthcare, E-commerce, Education, Customer Demographics

🔗 Try Rose/Donut/Pie Chart for FREE from AppSource

📊 Check out all features of the visual: Demo file

📃 Step-by-step instructions: Documentation

💡 YouTube Video: Video Link

📍 Learn more about visuals: https://powerviz.ai/

✅ Follow Powerviz : https://lnkd.in/gN_9Sa6U

A screenshot of a chart Rose/Donut/Pie Chart is a powerful visual that lets you build four types of charts - a rose, a rose donut, a donut, and a pie chart. These chart types are commonly used to display part-to-whole relationships, proportions of categorical data, and ratios. Each arc represents the ratio from the total for easy comparison.

xViz Gantt Chart by Lumel is a Microsoft Power BI Certified Visual. As the most feature rich Gantt in Power BI – it is widely used across most Fortune 500 companies world-wide.

Why Large Enterprises Choose xViz Gantt Chart:

Real-time Alerts for Project Managers: Leverage Conditional Formatting to receive color-coded alerts and status flags, ensuring timely awareness of schedule delays or progress issues.

Visualize Task Dependencies: Easily identify causes of delays with the ability to plot task dependencies using connectors within the roadmap view.

Adaptable for Different Users: From Stakeholders tracking yearly progress to Project Managers analysing monthly views and Developers scrutinizing smaller time grains with flexibility across three distinct timeline levels.

Strategic Planning with Reference Lines and Ranges: Utilize Reference Lines and Ranges to mark crucial dates, holidays, sprints, or deadlines across projects.

Customization Galore:   Wide range of customizable options, including adjustable timeline limits, selectable week start days, and indentation customization for ragged hierarchies.

Hassle-Free Licensing:   The visual is free for use in Power BI Desktop. For sharing & collaborating on Power BI service, the licenses can be purchased directly from Microsoft AppSource.

A screenshot of a computer

Try xViz Gantt Chart today after watching the 2-minute video highlights.

Years ago, Stacey Barr introduced us to the magic of Control Charts. Magic it is, because it allows everyone to split their temporal data in two: random noise and real signals. And we all are looking for real signals, and don’t want to be distracted by random noise.

In our last release of the Control Chart XmR we have added several new features to make it even easier to find real signals and ignore random noise in your data.

First, we added a feature to allow any report consumer to override the applied rules. This allows everyone to analyze the effects of one specific rule or set of rules.

A screenshot of a computer First, we added a feature to allow any report consumer to override the applied rules. This allows everyone to analyze the effects of one specific rule or set of rules.

Several customers asked for a possibility to download the calculated values from the visual. Now you can download all values calculated by the Control Chart XmR, like: LCL, CL, UCL, sigmas and signals.

Don’t hesitate and try the new Control Chart XmR now on your own data by downloading it from the AppSource . All features are available for free to evaluate this visual within Power BI Desktop.

Questions or remarks? Visit us at: https://visuals.novasilva.com/ .

Drill Down Graph PRO lets you create elegant and user-friendly graphs to represent complex relationships between nodes. It’s ideal for both small and large network graphs and offers advanced features like cross-chart filtering and vast customization options. You can create hierarchies and explore them using this visual’s intuitive interactions.

Main features include:

  • Multiple layout options – dynamic, hierarchical, and radial
  • Focus nodes mode – for gradual exploration of graphs.
  • Customization options – choose colors, shapes, images, and labels.
  • Bidirectional links – show reciprocal relationships between nodes.
  • Touch device support – explore your data anywhere.

Popular use cases:

  • IT – asset management, IT infrastructure, IoT monitoring
  • Logistics – fleet management, stock management, parcel tracking
  • Sales & Marketing – community detection, account management, web analytics

ZoomCharts Drill Down Visuals are known for interactive drilldowns, smooth animations, and rich customization options. They support interactions, selections, custom and native tooltips, filtering, bookmarks, and context menu. Use them to create visually appealing and intuitive reports that business users will love on any device.

Get Drill Down Graph PRO from AppSource!

Learn more about Drill Down Graph PRO by ZoomCharts.

A screenshot of a computer ZoomCharts Drill Down Visuals are known for interactive drilldowns, smooth animations, and rich customization options. They support interactions, selections, custom and native tooltips, filtering, bookmarks, and context menu. Use them to create visually appealing and intuitive reports that business users will love on any device.

Have you ever wondered how to collaborate with your colleagues on sensitive data without compromising its security? Do you want to learn how to use Microsoft Purview Information Protection sensitivity labels to protect your data ?

If so, you’re in the right place! We’ll show you how to use sensitivity labels with protection to encrypt and protect your data, and how to enable more users to edit and republish encrypted PBIX files. By the end of this article, you’ll be able to collaborate more securely with your data in Power BI.

Protecting your data with Microsoft Purview

Compliance admins in your organization can use Microsoft Purview Information Protection  sensitivity labels  to manage their org’s sensitive data across different apps and services and meet regulatory and compliance requirements.

They define file protection policies for the sensitivity labels, which result in files being encrypted when such labels are applied, allowing only authorized users to open and edit these files in Office apps and Power BI Desktop.

Sensitivity labels are widely adopted by enterprises today and used to label and protect content in  Microsoft 365  apps such as Excel, PowerPoint, Word, and Outlook, and now in Power BI and Fabric as well.

All you have to do is enable Information Protection in Microsoft Fabric’s Admin Portal and let the labels do the rest.

A screenshot of a computer All you have to do is enable Information Protection in Microsoft Fabric’s Admin Portal and let the labels do the rest.

How Power BI Desktop enforces sensitivity label protection

In Power BI Desktop , we enforce label protection on PBIX files. To open a PBIX file, you either must be the label issuer or have one of the following usage rights .

These usage rights are elevated permissions, as they grant permission to change the sensitivity label. Because Power BI and Office apps use the same label policies, compliance admins may prefer not to grant these usage rights for Highly confidential labels. This might block you from collaborating with your colleagues when you’re sharing or downloading Power BI reports and trying to open them in the desktop app.

Collaborating and keeping label protection on PBIX files

By enabling “ Increase the number of users who can edit and republish encrypted PBIX files (preview) ” in your tenant, users that have been assigned with all of the following usage rights should be able to open, edit, and republish the protected PBIX file to the Power BI service:

  • View Content (VIEW)
  • Edit Content (DOCEDIT)
  • Save (EDIT)
  • Copy and extract content (EXTRACT)
  • Allow Macros (OBJMODEL)

Thus, users who were once restricted can now collaborate with protected files, while keeping protection consistent with the organizational policy.

Note: These usage rights are a sub-set of the “Co-Author” permissions preset in Microsoft Purview compliance center.

What are the restrictions and why?

In order to align with compliance requirements, users with these usage rights are lightly restricted while editing a protected PBIX file.

No exporting to unsupported formats –The user won’t be able to export to formats that don’t support sensitivity labels, such as CSV files.

A screenshot of a computer In order to align with compliance requirements, users with these usage rights are lightly restricted while editing a protected PBIX file. No exporting to unsupported formats –The user won’t be able to export to formats that don’t support sensitivity labels, such as CSV files.

No label change – The user can’t change the label on the PBIX file.

A screenshot of a computer No label change - The user can't change the label on the PBIX file.

Republishing to the original workspace only

Republishing to the original workspace only

Why restrict republishing into the original workspace only?

To remain compliant, we must keep users from gaining more permissions, including Power BI permissions (i.e., Read, Write, Reshare and Build). Meaning that a user who wishes to publish should not be able to publish to a workspace that might grant them additional permissions through Workspace roles.

Additionally, this feature is meant for collaborating and sharing items that are more restricted than usual, and confidential data is usually managed in a dedicated workspace. This restriction will prevent users from publishing confidential data across the tenant.

Side note: The file must be published at least once for other users to be able to republish it to that specific workspace. If the file has not yet been published, then the latest label issuer (the one who set the protected label) or a user with sufficient usage rights must publish it and then share the file with the other editors.

How to enable it

Prerequisite: The compliance admin must assign you and your colleagues the proper permissions for that sensitivity label.

Next, Fabric/Power BI admins must enable the feature in Admin Portal > Information protection > Increase the number of users who can edit and republish encrypted PBIX files (preview).

In Power BI Desktop, users who would like to open and edit protected PBIX files must enable the feature by opening File > Options and settings > Options > Preview feature > Less elevated user support.

Final words

With this new feature, users can now collaborate more easily with other users when working on confidential data in Power BI Desktop, without any loss of protection along the way.

That is all for this month! Please continue sending us your feedback and do not forget to vote for other features that you would like to see in Power BI! We hope that you enjoy the update! If you installed Power BI Desktop from the Microsoft Store,  please leave us a review .

Also, don’t forget to vote on your favorite feature this month on our community website. 

As always, keep voting on  Ideas  to help us determine what to build next. We are looking forward to hearing from you!

  • Microsoft Fabric
  • visual calculations

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