Share and co-author a presentation by using PowerPoint Online

Share and co-author a presentation by using PowerPoint Online

Any presentation stored in OneDrive or SharePoint Online can be worked on by multiple editors in PowerPoint Online. You can add comments and edit independently or simultaneously.

Share, co-author, and comment in PowerPoint Online

Share a presentation

  1. In PowerPoint Online, click the Share button.

    Share button

  2. Under Share, choose one of the following.

    Invite people: To send an email invitation that contains a link to your presentation and an optional message

    Inviting people to a presentation

    • To give others read-only access to your presentation, click Recipients can edit, and then choose Recipients can only view.

    • To require recipients to have a Microsoft account to view your presentation, click Recipients can edit, and then choose Recipients need to sign in with a Microsoft account.

    • Enter the email addresses of your recipients in the To box, and click Share to send the email invitation.

    Get a link: To create a link to your presentation that you can copy and paste

    Getting a link to a presentation

    • To specify editing or read-only access to your presentation, choose either Edit or View only from the list.

    • To create and copy your link, click Create link.

Share a presentation

  1. In PowerPoint Online, click the Share button.

    Share button

  2. Choose one of the following in the sharing window that appears:

    Invite people: To send an email invitation that contains a link to your presentation and an optional message

    Inviting people to a presentation

    • To give others editing or read-only access to your presentation, click the down arrow and choose either Can edit or Can view.

    • Click Share to send the email invitation.

    Get a link: To create a link to your presentation that you can copy and paste

    Getting a link to a presentation

    • To specify access restrictions, choose a sign-in option from the list.

    • To copy your link, click Copy.

    • To change the expiration date for the link, click Change, and enter a new number of days.

See what's changed in your shared presentation

 

For Office 365 business subscribers who use SharePoint Online, PowerPoint Online automatically keeps track of changes made in online documents.

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  1. When you re-open a changed presentation (or are in a file being actively edited by someone else), changed slides are highlighted in turquoise in the thumbnail pane.

    Revision highlighting in the thumbnail pane of PowerPoint
  2. Select a thumbnail to look at the full-size slide. You'll see the changed portion of the slide outlined in turquoise. An accompanying notation tells you who made the change, and when.

    (There are some cases where a revised slide is highlighted, but the kind of change that has been made isn't outlined on the individual slide. Examples of such changes include: Changes in the Notes pane, deletion of a shape, addition of a comment, and animation changes.)

    Revision highlighting notation about who made a change and when it was done

What determines whether changes are highlighted:

  • This feature works on shared documents stored in OneDrive for Business and SharePoint Online.

  • Changes are highlighted only when the person who makes the change is using PowerPoint Online or is an Office 365 subscriber using PowerPoint 2016—at least version 1708 of the Monthly Channel or version 1803 of the Semi-Annual (Targeted) Channel. Find your Office version

  • Data about the read/unread status of individual slides is stored in an online Microsoft service designed to save user settings. The data is updated each time someone opens PowerPoint slides, and there is a limit on how many recent files are stored in the online service.

    If a person has turned on privacy options for a document in the Trust Center, then no edit changes in that document, by any person, are stored. Therefore there would be no turquoise highlighting in the file. The Trust Center isn't available in PowerPoint Online, but PowerPoint Online adheres to any Trust Center settings you have made in a desktop version of PowerPoint.

Edit together in PowerPoint Online

  1. In OneDrive, click to open the file that you want to work on with others.

  2. Under Edit Presentation, click Edit in PowerPoint Online.

    Open in PowerPoint Online
  3. Begin working on your presentation.

    • If others are working on the presentation at the same time, you’ll see a co-authoring icon Number of authors working on a presentation and a number in the status bar that tell you how many people are working on the presentation. Click the down arrow next to the co-authoring icon to see who is working on the presentation.

    • When people are editing the presentation without signing in to OneDrive or SharePoint, they show up in the list as "Guest".

      Co-authoring notification

      If they're also using PowerPoint Online, you can even see what they're typing in real-time, and an indicator that shows you what slides they're working on.

    You can co-author with people who use the PowerPoint desktop application. However, for best results, people using PowerPoint Online should take turns making changes with those using the PowerPoint desktop application (PowerPoint 2010 or later, or PowerPoint for Mac 2011 or later).

Add a Comment

  1. Select a slide, or something on a slide.

  2. On the Insert tab, click Comment. The Insert Comment button in PowerPoint Online

  3. Enter your comments, and press Enter.

    Add Comments
    • For additional comments, in the Comments pane, click New New comment , and enter your text in the box.

    • To reply to a comment, click in the Reply box and enter your message.

    • A comment bubble Someone has added a comment appears next to the item you comment about on the slide.

Kinds of co-authoring

  • Real-time co-authoring is when two or more people type and the text changes for everyone at the same time. With real-time co-authoring, you can see the cursor location of the other editors on your screen. Formatting changes show as well. If you co-author with someone who's using a version that supports only regular co-authoring, you won't see edits from them in real time.

  • Regular co-authoring is when you and others can simultaneously work on a document, and not block each other. You can see who else is working on the document. While a co-author is editing a paragraph, that paragraph is locked from editing by others. When new changes are made by others, you see an Updates Available status in your document or presentation. When you save, you see changes that others have made. Your document is refreshed, on save, with changes that everyone else has saved since the last time you saved. If you're using an application supporting regular co-authoring, you can co-author with someone who's using a version that supports real-time co-authoring.

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