Displaying a PowerPoint presentation on a SharePoint page is a common requirement for users who want to collaborate and share slides easily within their organization. In this guide, we will walk you through the steps to embed or display a PowerPoint file directly on a SharePoint page using various methods. The process is straightforward and allows you to make presentations accessible for team members or other viewers without needing to download the file.
Why Embed PowerPoint on a SharePoint Page?
Embedding a PowerPoint presentation on a SharePoint page can improve collaboration and efficiency in various scenarios:
- Easier access: Team members can view the presentation without needing to download the file.
- Centralized location: You can host the presentation directly on your SharePoint intranet site, allowing all users to access it from one location.
- Live updates: If the PowerPoint presentation is updated, the changes will reflect automatically on the SharePoint page.
Methods to Display PowerPoint on SharePoint
There are a few methods to display or embed PowerPoint slides on a SharePoint page. Depending on your preferences and the functionality of your SharePoint environment, you can choose the most suitable method.
1. Embed PowerPoint Using File Viewer Web Part
One of the easiest ways to display PowerPoint on a SharePoint page is by using the File Viewer web part. This method allows users to embed various types of documents, including PowerPoint presentations, directly on the page.
- Navigate to Your SharePoint Page:
- Open SharePoint and go to the page where you want to display the presentation.
- Edit the Page:
- Click on the “Edit” button to open the page for editing.
- Add a Web Part:
- Click on the “+” symbol to add a new web part.
- Choose File Viewer:
- From the list of available web parts, select File Viewer.
- Upload PowerPoint File:
- You can upload your PowerPoint file or select it from the SharePoint document library.
- Save the Page:
- Once the PowerPoint file is embedded, save the page, and your presentation will be displayed for all viewers.
2. Embed PowerPoint Using Embed Web Part
Another option is to use the Embed web part, which allows you to insert embed code from a PowerPoint presentation or other online services.
- Get the Embed Code from PowerPoint Online:
- Open the presentation in PowerPoint Online.
- Click on “File” > “Share” > “Embed”.
- Copy the embed code provided.
- Edit the SharePoint Page:
- Go to your SharePoint page and click “Edit”.
- Add Embed Web Part:
- Click on the “+” symbol to add a new web part.
- Select Embed from the available options.
- Paste the Embed Code:
- Paste the embed code you copied from PowerPoint Online into the embed web part.
- Publish the Page:
- After adding the embed code, click “Publish” to display the PowerPoint presentation on the SharePoint page.
3. Link PowerPoint File from SharePoint Document Library
If you prefer not to embed the presentation but want to provide a link for users to open it in PowerPoint Online, you can upload the PowerPoint file to a SharePoint document library and create a link.
- Upload the PowerPoint File:
- Navigate to the SharePoint document library.
- Upload your PowerPoint file to the library.
- Copy the File URL:
- Once the file is uploaded, right-click the file and select “Copy Link”.
- Add a Link on the Page:
- Go to the SharePoint page where you want to display the link.
- Click on “Edit” and add a Text web part or Quick Links web part.
- Insert the link to the PowerPoint file.
- Publish the Page:
- Save and publish the page so users can click the link to view the presentation in PowerPoint Online.
4. Display PowerPoint Using Office 365 Document Viewer
If you’re using Office 365, you can take advantage of the Office 365 document viewer feature that allows you to embed Office documents, including PowerPoint files.
- Upload the PowerPoint to SharePoint Library:
- Upload your PowerPoint file to a document library in SharePoint.
- Open the File in Office 365 Document Viewer:
- Right-click the uploaded file and select Open in Browser. This will open the file in the Office 365 document viewer.
- Copy the Viewer Link:
- Copy the link to the Office 365 document viewer.
- Embed the Link in SharePoint:
- Add a File Viewer or Embed web part and paste the document viewer link.
- Publish the Page:
- Save and publish the page to display the PowerPoint.
Comparison of Different Methods to Display PowerPoint on SharePoint
| Method | Ease of Use | Customization | Live Updates | Suitable For |
|---|---|---|---|---|
| File Viewer Web Part | Easy | Limited | Yes | Simple displays |
| Embed Web Part (Embed Code) | Moderate | Highly Customizable | Yes | Interactive presentations |
| Linking from Document Library | Easy | Limited | Yes | Quick linking |
| Office 365 Document Viewer | Moderate | Customizable | Yes | Office 365 users |
Tips for Optimizing PowerPoint for SharePoint Display
When embedding or displaying a PowerPoint presentation on SharePoint, it’s essential to optimize your file for the best user experience:
- Compress images: Large images can slow down loading times. Use PowerPoint’s image compression feature to reduce file size.
- Simplify animations: While animations can enhance a presentation, excessive animations may affect the performance of the embedded presentation.
- Use standard fonts: Stick to commonly available fonts to avoid display issues on different devices.
- Ensure compatibility: Ensure your PowerPoint presentation is compatible with PowerPoint Online to avoid display problems.
Managing Permissions for PowerPoint Files in SharePoint
When displaying a PowerPoint presentation on SharePoint, managing file permissions is essential to ensure the right people have access.
- Navigate to the Document Library:
- Open the document library where your PowerPoint file is stored.
- Set Permissions:
- Right-click the file and select Manage Access.
- Choose the level of access for different users or groups (e.g., View Only, Edit).
- Save Changes:
- After setting permissions, save your changes to ensure only the intended users can access the presentation.
Troubleshooting Common Issues with PowerPoint on SharePoint
If you encounter problems when trying to display PowerPoint presentations on SharePoint, here are some common issues and solutions:
Problem 1: The presentation is not displaying properly.
Solution: Check if the PowerPoint file is compatible with PowerPoint Online and ensure that all users have the correct access permissions.
Problem 2: Slow loading time.
Solution: Compress images and simplify your presentation to reduce the file size. Also, check your SharePoint site’s performance.
Problem 3: Permissions errors.
Solution: Verify that the file permissions are correctly set in SharePoint and ensure the presentation is not restricted to specific users.
Final Thoughts
Displaying a PowerPoint presentation on a SharePoint page is a practical way to share information with your team. Whether you choose to embed the presentation, link it from a document library, or use the Office 365 viewer, each method offers flexibility based on your specific needs. Ensure that your presentation is optimized for web display, manage permissions effectively, and troubleshoot any issues to create a seamless experience for your viewers.
FAQs
How do I embed a PowerPoint on SharePoint?
You can embed a PowerPoint on SharePoint using the File Viewer web part or the Embed web part. Both options allow you to display PowerPoint presentations directly on the page.
Can I use PowerPoint Online to embed a presentation in SharePoint?
Yes, you can use PowerPoint Online to generate an embed code and insert it into a SharePoint page using the Embed web part.
What is the best way to display a PowerPoint on SharePoint?
The best method depends on your requirements. If you need quick and easy display, use the File Viewer web part. For more customization, use the Embed web part with an embed code.
Can I display a PowerPoint on SharePoint without allowing downloads?
Yes, you can set the permissions for your PowerPoint file to ‘View Only’ in the SharePoint document library to prevent users from downloading the file.
How do I link a PowerPoint from SharePoint document library?
You can link a PowerPoint file by uploading it to the document library, copying the link, and adding the link to a Text or Quick Links web part on the SharePoint page.
Why is my PowerPoint not displaying correctly on SharePoint?
Ensure that your PowerPoint is compatible with PowerPoint Online, check permissions, and make sure the file size is optimized to avoid performance issues.
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