How to View Notes in PowerPoint While Presenting on Teams?

Presenting on Microsoft Teams can be a seamless experience if you know how to use all the features effectively. One of the most helpful features when delivering a presentation is the ability to view your notes while your audience only sees your slides. This feature helps you stay on track, elaborate on key points, and ensure a polished presentation.

In this guide, we’ll walk you through how to view notes in PowerPoint while presenting on Microsoft Teams, covering all the essential settings and methods step by step.

Preparing to View Notes in PowerPoint

Before we get started, make sure you have the following ready:

• A PowerPoint presentation with Presenter Notes added.
• Microsoft Teams installed and ready to use.
• Access to two screens or a dual-monitor setup (highly recommended for better control).

Step-by-Step Guide to Viewing Notes in PowerPoint While Presenting on Teams

Using Presenter View with a Dual-Monitor Setup

Presenter View is one of the best ways to view your PowerPoint notes while presenting on Teams, especially if you have a dual-monitor setup. Here’s how to use Presenter View effectively:

1. Open Your Presentation
   • Launch PowerPoint on your computer and open your presentation file.
2. Start the Slide Show
   • Click on the Slide Show tab and select From Beginning or From Current Slide to start your presentation.
3. Enable Presenter View
   • On the Slide Show tab, make sure Use Presenter View is checked. This will display your slides on one screen and your notes on the other.
4. Share Your Screen on Teams
   • Open Microsoft Teams and join the meeting where you will present.
   • Click on the Share Content button (an icon that looks like an arrow inside a box).
   • Select the screen that is showing your slides (not the one showing your notes).
5. Deliver Your Presentation
   • Now, your audience will see only the slides, while you can see the Presenter View with notes, upcoming slides, and a timer.

Presenting with a Single Monitor

If you have a single monitor, you can still view your notes while presenting on Teams by using a workaround.

1. Open Your PowerPoint Presentation
   • Launch PowerPoint and open the presentation you want to deliver.
2. Start Slide Show in Windowed Mode
   • Instead of full-screen mode, start your slide show in Windowed Mode by selecting Set Up Slide Show under the Slide Show tab and choosing Browsed by an individual (window).
   • This will allow your presentation to run in a resizable window.
3. Open Your Notes Separately
   • Click on the Notes section at the bottom of PowerPoint to expand your notes.
   • Resize both the slide window and the notes panel so that they are both visible.
4. Share Only the Slide Window in Teams
   • In Teams, click the Share Content button and choose the PowerPoint window that contains your slides.
   • This way, the audience sees only the slides while you can view both the slides and the notes.

Using PowerPoint Live in Microsoft Teams

Another convenient way to present and see your notes is by using PowerPoint Live in Teams. This method is particularly useful if you are sharing directly from within the Teams environment.

1. Upload Your Presentation to Teams
   • In your Teams meeting, click on the Share Content button.
   • Choose Browse and upload your PowerPoint file to Teams.
2. Select PowerPoint Live
   • Once the file is uploaded, Teams will open it using PowerPoint Live.
3. View Your Notes
   • When presenting through PowerPoint Live, you’ll be able to see your slides, notes, and a chat panel all on the same screen.
   • Your audience will only see the slides, while you have access to everything you need to deliver a seamless presentation.

Tips for a Smooth Presentation

Practice with Presenter View

Practicing beforehand helps ensure you’re comfortable with the Presenter View setup. Spend some time running through your presentation to see how your notes appear and whether you need to adjust any details.

Use a Second Device

If you don’t have a dual-monitor setup, another option is to use a second device, such as a tablet or smartphone, to view your notes. Simply join the Teams meeting on this second device and use it to keep track of your presentation notes.

Common Issues and How to Resolve Them

Notes Not Showing in Presenter View

If your notes are not showing in Presenter View, ensure that:

• Presenter View is enabled in the Slide Show tab.
• You have selected the correct monitor to display Presenter View.

Screen Sharing Showing Notes to Audience

To avoid accidentally sharing your notes with your audience:

• Always double-check the screen preview when sharing in Teams.
• Make sure to share the screen that only shows the slides, not the Presenter View.

Using Teams Presenter Mode

Microsoft Teams also offers its own Presenter Modes that can help make your presentation more interactive and engaging:

• Standout Mode: This mode places your video feed in front of the shared content, allowing you to better connect with your audience.
• Reporter Mode: This mode adds a small window showing your video feed, as if you’re a news anchor presenting alongside the slides.
• Side-by-Side Mode: Shows your video and the content side-by-side, which can be useful for maintaining audience engagement.

To access these options:

1. Click on Share Content in Teams.
2. Choose the screen or window you want to share.
3. Select the desired Presenter Mode from the available options.

Viewing Meeting Chat While Presenting

While presenting on Microsoft Teams, it’s also helpful to keep an eye on the meeting chat for questions or comments from your audience. Here’s how you can manage this:

• Use PowerPoint Live, as it provides an integrated view of the chat panel alongside your slides and notes.
• Alternatively, if using a single monitor, open the Teams window separately and resize it so you can see both the chat and your slides.

Keyboard Shortcuts for a Smoother Experience

Here are some keyboard shortcuts that can be helpful while presenting on Teams:

• Ctrl + Shift + E: Toggle between content and Presenter View.
• Alt + Tab: Switch between open applications. Use this to quickly access your notes or Teams chat.
• Ctrl + Shift + M: Mute/unmute yourself while presenting.

Checklist for Presenting with Notes in Teams

Use this checklist to ensure everything runs smoothly during your presentation:

1. Prepare Your Notes: Ensure all relevant details are included in the notes section of PowerPoint.
2. Check Presenter View: Verify that Presenter View is working correctly, with notes visible.
3. Test Screen Sharing: Practice sharing your screen on Teams to make sure you’re sharing the right monitor.
4. Monitor the Chat: Keep an eye on the meeting chat for any audience interaction or questions.
5. Use Keyboard Shortcuts: Familiarize yourself with shortcuts to quickly switch between content.

Wrapping Up

Knowing how to view notes in PowerPoint while presenting on Teams is a valuable skill that can significantly improve the quality of your presentations. By using Presenter View, PowerPoint Live, or even a second device, you can keep track of all your talking points without the audience seeing anything extra. Practice beforehand, experiment with different setups, and soon you’ll be delivering presentations with confidence and ease.

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Trish Dixon

Trish Dixon is the founder of PPTBliss and a PowerPoint expert with over a decade of experience in presentation design. Passionate about visual storytelling, Trish shares her expertise through easy-to-follow tutorials on slide design, animations, transitions, and best practices, helping professionals create impactful presentations across industries.

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