How to Write on PowerPoint While Presenting: Easy Guide

Author:

Trish Dixon

Published:

August 27, 2024

Updated:

September 9, 2024

PowerPoint is a powerful tool for creating presentations, but did you know that you can also write on slides while presenting? This feature comes in handy when you want to emphasize certain points or provide additional information during a live presentation. In this article, we will guide you step by step on how to write on PowerPoint during a presentation, ensuring that your audience stays engaged and follows your key points clearly.

Why Write on PowerPoint During a Presentation?

Writing on slides during a presentation adds a layer of interactivity. This is useful in:

Lectures where the presenter wants to highlight key ideas.
Business meetings to provide live updates.
Workshops where collaboration is required.

Key Tools for Writing on PowerPoint

Pen and Laser Pointer Tools

PowerPoint comes with built-in pen and laser pointer tools that allow you to annotate slides while presenting. These tools help in making real-time comments and drawing attention to certain elements on the slide.

Presenter View

Presenter View gives you the option to use digital pens for writing on slides. It also provides a summary of the presentation with notes visible only to the presenter.

Steps to Write on PowerPoint During a Presentation

Step 1: Start the Slideshow

Before you can begin writing on your slides, you need to start the slideshow.

Open your PowerPoint presentation.
Go to the Slide Show tab.
Click on From Beginning or From Current Slide to start the slideshow.

Step 2: Access the Pen Tool

Once the slideshow is active, you can access the Pen tool for writing.

Right-click on the slide where you want to write.
In the context menu, select Pointer Options.
Choose Pen.

Step 3: Write on the Slide

After selecting the Pen tool, you can start writing on your slide by clicking and dragging the mouse or using a stylus if you have a touchscreen device.

To emphasize points, use the Pen tool to underline or circle text.
To make notes, write additional information that supplements your slide content.

Step 4: Erase Annotations

Sometimes, you might want to erase or edit what you’ve written on the slide.

Right-click on the slide.
Go to Pointer Options and choose Eraser.
Use the Eraser tool to remove any unwanted annotations.

Step 5: Save Annotations

Once the presentation is finished, PowerPoint gives you the option to save the annotations. Here’s how you can do it:

After exiting the slideshow, PowerPoint will prompt you with a message: “Do you want to keep your ink annotations?”
Choose Keep to save the annotations on the slides.
Choose Discard if you don’t want to save them.

Using the Laser Pointer

Apart from writing, PowerPoint also allows you to use a laser pointer to direct attention without leaving permanent marks on the slide.

Steps to Activate the Laser Pointer

Start your slideshow.
Press Ctrl + L to activate the Laser Pointer.
Use your mouse to guide the pointer around the screen.

How to Write on PowerPoint with Touch Devices

If you are using a touchscreen device, writing on PowerPoint becomes even easier. You can use your finger or a stylus to write directly on the slide during the presentation.

Step 1: Activate Touch Mode

Start your slideshow.
Use your finger or stylus to select the Pen tool from the toolbar.
Begin writing on the slide.

Step 2: Erase or Clear

Just like with the mouse, you can erase or clear annotations by selecting the Eraser tool and swiping over the areas you want to remove.

Tips for Writing Effectively During a Presentation

Use Clear and Simple Writing

When writing on PowerPoint slides during a presentation, make sure your handwriting is clear and easy to read. If you are using a mouse, it may be tricky to write legibly, so avoid long sentences and focus on simple words and symbols.

Use Colors to Emphasize Points

PowerPoint allows you to choose different colors for the Pen tool. Using colors effectively can help in distinguishing different types of information, such as key points or additional notes.

Test the Writing Tools Before the Presentation

Make sure to test out the writing tools before your presentation. Practicing with the Pen tool, Laser Pointer, and Eraser ensures that you can use them smoothly during the actual presentation.

Table: Shortcuts for Writing Tools in PowerPoint

Action	Shortcut
Start Slideshow	F5
Activate Pen Tool	Ctrl + P
Activate Laser Pointer	Ctrl + L
Activate Eraser	Ctrl + E
End Slideshow	Esc

Writing with a Stylus or Digital Pen

If you have a device that supports a stylus or digital pen, this makes the process of writing on PowerPoint more natural. Many Windows tablets or iPads support these tools, and you can integrate them seamlessly into your presentation.

Steps for Writing with a Stylus

Ensure your stylus is paired with the device.
Open your PowerPoint presentation.
Start the slideshow and select the Pen tool.
Use your stylus to write on the slides as needed.

Additional Presentation Tools

Besides writing directly on your slides, PowerPoint offers other tools to enhance your presentation.

Ink to Text Feature

PowerPoint has an Ink to Text feature that converts your handwriting into typed text. This is helpful if you prefer to write notes but want them to appear as standard text.

After writing on a slide, select the handwritten text.
Click on Ink to Text from the toolbar.
PowerPoint will automatically convert the handwritten content into text.

Highlighting Important Content

The Highlighter tool is another feature that allows you to draw attention to specific parts of your slide without overwriting the content.

Right-click on the slide and select Pointer Options.
Choose Highlighter.
Use the highlighter to mark key text or images.

Common Issues and How to Solve Them

Pen Tool Not Working

Sometimes, you may find that the Pen tool is not responding. Here are a few common troubleshooting steps:

Ensure that the Pen tool is selected.
Restart your slideshow and try selecting the Pen tool again.
If you’re using a stylus, check if it’s properly connected to your device.

Annotations Not Saving

If PowerPoint is not saving your annotations, follow these steps:

Make sure you’ve chosen the Keep Annotations option at the end of the presentation.
Check if you have the latest version of PowerPoint, as older versions may have bugs affecting this feature.

Enhancing Presentations with Writing Features

Using the writing features during a PowerPoint presentation can significantly improve the engagement and understanding of your audience. These tools allow you to create a more dynamic and interactive presentation experience. Here’s a summary of how to effectively use these features:

Pen Tool: Write directly on your slides.
Laser Pointer: Direct attention without marking the slides.
Highlighter Tool: Emphasize important sections without overwriting.
Eraser Tool: Remove unwanted annotations.
Ink to Text: Convert handwritten notes to typed text.

Final Thoughts

Mastering the ability to write on PowerPoint while presenting can give you more control over your presentation’s flow. Whether you’re adding spontaneous notes, highlighting key points, or guiding the audience’s attention with a laser pointer, these features make your presentation more dynamic. Practice these tools ahead of time and see the difference in audience engagement.

By following the steps outlined in this article, you will be able to make your presentations more interactive, keeping your audience focused and helping them understand your message more clearly.

FAQs

Can I write on PowerPoint slides during a live presentation?

Yes, you can write on PowerPoint slides during a live presentation by using the Pen tool, a stylus, or third-party tools like Zoom or Microsoft Whiteboard.

How do I activate the Pen tool in PowerPoint?

To activate the Pen tool, start your presentation in Slide Show mode, right-click on the slide, go to Pointer Options, and select the Pen.

Can I use a stylus to write on PowerPoint slides?

Yes, if you are using a touchscreen device, you can use a stylus to write more precisely on PowerPoint slides during a presentation.

How do I save my annotations in PowerPoint after presenting?

After your presentation, PowerPoint will ask if you want to keep or discard your annotations. If you choose ‘Keep,’ the annotations will be saved as part of the slide.

What are the shortcut keys for writing on PowerPoint during a presentation?

Some useful shortcut keys include Ctrl + P to activate the Pen tool, Ctrl + L for the Laser Pointer, and Ctrl + E to erase annotations.

Can I use third-party tools to write on PowerPoint?

Yes, tools like Zoom and Microsoft Whiteboard allow you to write on PowerPoint slides during a live presentation, especially useful for remote meetings.

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