Are you looking for a way to keep a PowerPoint presentation running even when you switch to another application or minimize the PowerPoint window? Whether you need to reference other materials while presenting or simply want your slide show to continue uninterrupted, this guide will show you how to run a PowerPoint presentation in the background on your Windows PC or Mac.
Keeping a PowerPoint slideshow going in the background can be very useful in many scenarios:
- Displaying informational slides, announcements, or advertisements on a screen
- Letting a presentation run unattended at a booth or kiosk
- Referring to other applications while presenting without interrupting the slideshow
- Playing a presentation in the background during an online meeting or video call
By following a few simple steps, you can easily configure PowerPoint to keep your presentation running smoothly in the background, allowing you to multitask seamlessly while your slide show continues.
Methods for Running PowerPoint in the Background
There are a couple different methods you can use to run a PowerPoint presentation in the background:
- Use Presenter View
- Set Up a Slide Show to Loop Continuously
We’ll go over each method step-by-step so you can choose the best approach for your needs.
Using Presenter View to Run PowerPoint in the Background
Presenter View is a handy feature that allows you to view your presentation with your speaker notes on one monitor while the audience sees only the slide show on a different monitor or projector screen. With Presenter View enabled, you can also switch to other applications while keeping the slide show running on the secondary display. Here’s how to use it:
- Connect a second monitor or projector and extend your desktop display across both screens.
- Open your PowerPoint presentation and click the Slide Show tab.
- Check the “Use Presenter View” box in the Monitors group.
- Click “From Beginning” or press F5 to start the slide show.
Your presentation will open in Presenter View on your primary monitor, while the audience sees only the slides on the secondary display.
- To switch to another application while keeping the slide show running, simply click on the desired app. PowerPoint will continue the presentation on the second screen while you work in the other program.
- To return to Presenter View, click the PowerPoint icon on the taskbar.
That’s it! You can now seamlessly multitask while your slide show runs uninterrupted in the background for your audience.
Setting Up a PowerPoint Slide Show to Loop Continuously
Another way to keep a PowerPoint presentation running is to set it up to loop continuously until manually stopped. This is a good option if you want to have an unattended presentation playing in the background, such as at an event booth or information kiosk. Follow these steps:
- Open your PowerPoint file and go to the Slide Show tab.
- Click “Set Up Slide Show” in the Set Up group.
- Under “Show options”, check the box next to “Loop continuously until ‘Esc’”.
- Choose how you want the slide show to display:
- Presented by a speaker (full screen) – This runs the slide show in standard full-screen mode. Requires manual clicking or using the arrow keys to advance slides.
- Browsed by an individual (window) – Plays the presentation in a window, allowing you to switch to other apps. Viewers can scroll through slides at their own pace.
- Browsed at a kiosk (full screen) – Runs a full-screen slide show that advances slides on a timer or with individual clicks. Ideal for unattended presentations.
- Click “OK” to save your settings.
- To start your looped presentation, simply click “From Beginning” or press F5.
Your PowerPoint slide show will now run continuously in the background until you press the “Esc” key to stop it.
Tips for Creating Effective Background Presentations
When setting up a PowerPoint presentation to run in the background, there are a few best practices to keep in mind:
1. Design Slides for Easy Reading at a Distance
If your presentation will be viewed from afar, such as on a monitor or TV screen, make sure your slides are legible from a distance:
- Use a large, clear font (at least 24 points)
- Limit the amount of text on each slide
- Choose high-contrast color schemes
- Include relevant images and graphics to convey your message visually
2. Time Slides Appropriately
For presentations that will run unattended, set your slide transitions to advance automatically after a certain amount of time. Use the Rehearse Timings tool under the Slide Show tab to record and fine-tune the timing of each slide.
| Presentation Type | Recommended Slide Duration |
|---|---|
| Information kiosk | 30-60 seconds per slide |
| Tradeshow display | 15-20 seconds per slide |
| Digital signage | 8-10 seconds per slide |
3. Provide Clear Navigation
If your presentation will allow viewers to navigate through slides at their own pace, be sure to include obvious controls like arrow buttons or slide thumbnails. You can create navigation by adding hyperlinks to shapes or by using the Action Buttons found on the Insert tab.
4. Use High Quality Images and Media
Low resolution images, graphics, and videos can make your presentation appear unprofessional. Always use high quality, optimized media files to ensure your content looks its best. Some tips:
- Images: Use .jpg format, sized to at least 1280 x 720 pixels
- Videos: Compress files to balance size and quality, limit clips to under 1 minute
- Audio: Use .mp3 or .wav format, keep clips short and relevant
5. Test and Proof Your Background Presentation
Before deploying your PowerPoint slide show to run in the background, thoroughly test and proof it:
- Run through the entire presentation to check slide timings, transitions, and navigation
- Proofread all text for typos and clarity
- Double-check image resolution and media playback
- Test the presentation on the actual device it will run on to ensure compatibility and performance
By following these guidelines, you can create effective, professional looking PowerPoint presentations to run in the background for a variety of purposes.
Final Thoughts
Keeping a PowerPoint presentation running in the background is a valuable skill that allows you to inform and engage viewers while multitasking or letting the slide show run unattended. By designing for distance, timing slides properly, providing clear navigation, using high quality media, and thoroughly testing your presentation, you can deploy efficient background PowerPoint slideshows in a variety of settings.
FAQs
Can I run a PowerPoint presentation in the background on both Windows and Mac?
Yes, the methods outlined in this article for keeping a PowerPoint presentation running in the background work on both Windows PCs and Mac computers.
What is the best way to set up a looping PowerPoint presentation?
To set up a looping PowerPoint presentation, go to the Slide Show tab, click “Set Up Slide Show,” and check the box next to “Loop continuously until ‘Esc’” under the Show options.
How can I make sure my PowerPoint slides are legible from a distance?
To ensure your slides are legible from a distance, use a large, clear font (at least 24 points), limit the amount of text on each slide, choose high-contrast color schemes, and include relevant images and graphics.
What is the best way to provide navigation in a self-running PowerPoint presentation?
To provide navigation in a self-running PowerPoint presentation, include obvious controls like arrow buttons or slide thumbnails. You can create navigation by adding hyperlinks to shapes or by using the Action Buttons found on the Insert tab.
Why is it important to test a background PowerPoint presentation before using it?
Testing your background PowerPoint presentation before deploying it is crucial to ensure that slide timings, transitions, and navigation function properly, text is free of errors, image resolutions are adequate, and the overall presentation is compatible with and performs well on the intended display device.
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