Work together on PowerPoint presentations (2022)

See where others are working in your shared presentation

  1. Open the presentation and start working in it.

    If someone else is viewing or working in the presentation, their thumbnail picture appears in the top-right corner of the ribbon. PowerPoint alerts you when people enter or leave your presentation.

    Work together on PowerPoint presentations (1)
  2. You'll also see the name of anyone viewing or editing the presentation in the Share pane. There's an indicator—on the thumbnail of the slide and in the actual slide—that shows where someone is working in the presentation. Hover over or select that indicator to find out who is editing.

    Work together on PowerPoint presentations (2)

    (For accessibility, PowerPoint also allows you to turn on automatic display of the editor's name. Turn it on by doing File > Options > Advanced > Display > Show presence flags for selected items.)

    Work together on PowerPoint presentations (3)
  3. When you’re done working, save your file.

    When other authors have made changes, you’ll see the following when you save.

    Work together on PowerPoint presentations (4)

    If your updates and other authors’ updates don't conflict, they'll be merged automatically, and you don’t need to do anything else.

Notifications when you open a changed file

Work together on PowerPoint presentations (5) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

After other people make changes to a shared presentation file, PowerPoint for Microsoft 365 notifies you when you re-open the file. A small banner tells you who has made changes to your presentation while you were away.

Work together on PowerPoint presentations (6)

Tracking changes: Revisions by others are highlighted

PowerPoint for Microsoft 365 automatically keeps track of changes made in online documents.

Work together on PowerPoint presentations (7) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

Work together on PowerPoint presentations (8)

  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. A tooltip says, "Slide has unread changes."

    Work together on PowerPoint presentations (9)
  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.By looking at the revised slide, you clear away the turquoise highlighting and the "slide has unread changes" notation on that slide.

    (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.)

    Work together on PowerPoint presentations (10)

What determines whether changes are highlighted:

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

  • Changes are highlighted only when the person who makes the change is using PowerPoint for the web, or PowerPoint for Microsoft 365—at least version 1707 of Current Channel or version 1803 of Semi-Annual EnterpriseChannel. Find your Office version

  • Changes aren't highlighted if revision data has been turned off for the document in the Trust Center Privacy Options:

    If the privacy options aren't turned on, a user's name (and the time when she or he last made edits to an object) are stored in the presentation to support this revision-highlighting feature. Use Document Inspector to remove that info, if necessary. (See the article Remove hidden data and personal information by inspecting documents, presentations, or workbooks for guidance on using Document Inspector.)

    If the privacy options are turned on, then this revision highlighting feature is turned off, meaning that no personal data (user names and times mentioned above) is stored.

    To make revision highlighting possible, data about the read/unread status of individual slides is stored separately by PowerPoint. Where that data is stored depends on which version and channel of PowerPoint you are using. We're shifting towards storing it in an online Microsoft service designed to save user settings, but we haven't entirely completed the shift yet.

    The following table lists each relevant version of PowerPoint and where it stores the read/unread status data about each person who opens the file:

    For this version number (or later)

    The status data is stored in

    PowerPoint for Microsoft 365 in Current Channel

    between 1707 and 1710

    On PC disk, under the path:

    %appdata%\Microsoft\PowerPoint\SlideViewState

    This location is protected by the Windows Users folder; if you want to, you can manually delete the files that record your own read/unread status.

    PowerPoint for Microsoft 365 in Current Channel

    1711

    (Video) How to Collaborate as a Team on PowerPoint

    Microsoft Online service

    PowerPoint for Microsoft 365 in Semi-Annual Enterprise Channel

    1803

    Microsoft Online service

    PowerPoint for Microsoft 365 for Mac

    16.11

    Microsoft Online service

    PowerPoint for Android

    16.0.9001.2077

    Microsoft Online service

    PowerPoint for iOS

    2.9.108.0

    Microsoft Online service

    PowerPoint Mobile

    17.8827

    Microsoft Online service

    Find your Office version

  • Changes aren't highlighted if the file is encrypted or password-protected.

  • Changes aren't highlighted if the file is in .odp format or the older PowerPoint .ppt or .pps format.

Communicate with Chat or Comments

Choose Comments Work together on PowerPoint presentations (11) to make or view comments. Also, you can reply to or resolve comments and then mark them as complete. See Add comments for more information.

(Microsoft 365 only) You can instantly chat with other people who are working in a presentation stored on OneDrive for work or school or SharePoint in Microsoft 365. Choose the Chat button Work together on PowerPoint presentations (12) to start a group chat with everyone working in the document.

Work together on PowerPoint presentations (13)

  • The chat history isn't preserved, so if you close the document and reopen it later, you'll be starting fresh with an empty chat. If you need more persistent discussion, consider using Comments instead.

  • If another person opens the file to edit it, they can join the chat, too, but they won't see any history of the chat from before they opened the file. They'll only see new messages as of the time they opened it.

See previous versions of the file

Work together on PowerPoint presentations (14) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

Office preserves prior versions of your SharePoint, OneDrive, and OneDrive for work or school files while you’re working on them.

To open the list of the prior versions of a file, select the file name in the title bar of the app window, then select Version History.

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Version History is for viewing, not editing. You can see any prior version of a file.

To open a prior version:

  • In the Version History pane on the right, select Open version in one of the version-history items.

    A read-only copy of that version is opened in a separate PowerPoint window.

Resolve conflicting changes

If there are conflicting changes, a visual comparison between your changes and the conflicting changes from one of your collaborators will pop up when you select Save. You can choose the changes you'd like to keep.

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Only changes made by others that directly conflict with changes you've made will show up in the comparison. Non-conflicting changes are merged automatically into your presentation when you save, and you'll see them in the My Changes view.

  1. Choose either My Changes or Changes by Others.

  2. If there is more than one conflict to resolve, do one of the following:

    • Choose Next to keep resolving conflicts. Choose Previous to revisit an earlier conflict.

    • If you'd like to choose the same set of changes for all the remaining conflicts, select the Do this for remaining conflicts check box.

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  3. When you're done resolving conflicts, choose Done.

Do you miss Slide Libraries?

If this is a feature you’d like to request, please send us your feedback to help us prioritize new features in future updates. SeeHow do I give feedback on Microsoft Officefor more information.

Share a presentation and co-author

  1. Create a draft of the presentation, and then save it to a shared location, such as OneDrive or SharePoint.

    (Video) How To Use PowerPoint Online with multiple users

  2. Open and start working on the presentation.

    Note:If someone else is working on the presentation, you’ll see a Co-authoring icon Work together on PowerPoint presentations (18) and a number in the status bar that tell you how many people are working on the presentation. Click the Co-authoring icon Work together on PowerPoint presentations (19) to see who is working on the presentation (as shown below).

    Work together on PowerPoint presentations (20)

  3. When you’re done working, click File > Save.

    If you’re the only one working on the presentation, the file will save and you’re done. If your updates and other authors’ updates do not conflict, they will merge automatically, and you don’t need to do anything else.

Resolve changes made by other people

If others are working on the same presentation, you many encounter one of the following error messages:

  • When other authors have made changes, you’ll see the following:

    Work together on PowerPoint presentations (21)

  • If the changes you and other authors have made conflict with one another, this message appears:

    Work together on PowerPoint presentations (22)

Here's how to resolve changes made by other people:

  1. On the Merge tab, click Show Changes, and then do one of the following:

    • To view only conflicting updates, click Show Only Conflicts.

      Work together on PowerPoint presentations (23)

    • To view all changes, click Show All Changes.

  2. To accept or reject changes, do one or both of the following:

    For conflicting changes:

    • To accept a conflicting change, check the box next to the conflicting change icon Work together on PowerPoint presentations (24) (shown below).

      Work together on PowerPoint presentations (25)

    • To reject a conflicting change, do nothing. Boxes that aren’t checked won’t be added to the presentation.

    For standard changes:

    • To accept a standard change, do nothing.

      Work together on PowerPoint presentations (26)

    • To reject a standard change, clear the box.

  3. When you’re done reviewing changes, select Close Merge View.

    After you select Close Merge View, all changes will be applied and uploaded to the server.

    Note:After you select Close Merge View, you can't go back and view flagged changes.

Important: Office 2010 is no longer supported. Upgrade to Microsoft 365 to work anywhere from any device and continue to receive support.

Upgrade now

Co-author a presentation

  1. In PowerPoint 2010, open the presentation that is stored on the server.

    A notification appears in the status bar at the bottom of PowerPoint if you’re not the only one working on the presentation. The notification tells you how many people are currently working on the presentation. Click that number to see the names of the co-authors.

    Work together on PowerPoint presentations (27)

  2. On the View tab, in the Presentation Views group, click Normal to view your presentation in Normal view.

  3. In the left pane that contains the Outline and Slides tabs, on the Slides tab, look for a small icon on the lower-right corner of the slide thumbnail. That indicates that a co-author is making changes to that slide. Click the icon to see the name of the co-author.

    Notes:

    • Another way to see the names of the co-authors of the presentation is to click the File tab, and then click Info on the left side of the screen. The names of the co-authors appear in the middle pane.

      Work together on PowerPoint presentations (28)

    • To send an e-mail message or instant message to your co-authors, click Send a Message, and then click Send an E-mail Message or Send an Instant Message.

    • When another author saves their changes, PowerPoint notifies you, the original author of the presentation, that changes were made. On the pane that contains the Outline and Slides tabs, on the Slides tab, an icon appears in the lower-right corner of the slide thumbnail that was changed.

      Work together on PowerPoint presentations (29)

Review changes that were made by other authors

  1. To see whether other authors have changed your presentation, click the File tab and then click Info. Then, next to Document Updates Available, click Save, and then click Save and Review.

    (Video) How to Merge Two PowerPoint Presentations Together [ 2020 ]

    Work together on PowerPoint presentations (30)

  2. Then, to see the changes that other authors made, click Review Changes.

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  3. When you click Review Changes, the Merge tab appears on the ribbon and a Revisions pane appears on the right side of the PowerPoint window. The Revisions pane contains a Slides tab that lists the slides that other authors changed, and a Details tab that lists the changes to the currently displayed slide.

On the Merge tab, you can use the buttons in the Resolutions group to show next and previous changes that were made by other authors, and accept or reject those changes. To exit Merge view, click Close Merge View.

Note:While in Merge view, you cannot merge in new updates from other authors or upload changes to the server. You must complete your review by clicking Close Merge View, which then automatically uploads your changes to the server.

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Configure PowerPoint to notify you every time authors make changes

You might want to review (and then accept or reject) changes that other authors make to all presentations that you work on, before they're merged. If so, do this:

  1. Click the File tab.

  2. Click Options on the left side of the screen, and then in the PowerPoint Options dialog box, click Save.

  3. Under File merge options for shared document collaboration server files, select the Show detailed merge changes when a merge occurs check box.

Share your presentation with others and collaborate on it at the same time

  1. Open your PowerPoint presentation, and at the top-right corner of the ribbon, select Share Work together on PowerPoint presentations (33) and then select Invite People.

    If you haven't saved your presentation to OneDrive or SharePoint in Microsoft365, PowerPoint prompts you to do so now.

    Work together on PowerPoint presentations (34)

    Note:If you'd rather not upload your presentation to your OneDrive or SharePoint, you can share it via an email attachment by selecting Send a Copy instead.

  2. Enter the email address of the person you'd like to share the presentation with. If you already have the person's contact info stored, you can just enter the name. The control at the top lets you determine whether your invitees can edit the file or only can view the file.

  3. Click Share. An email will be sent to your invitees.

See where others are working in your shared presentation

  1. Open the presentation and start working in it.

    If someone else is viewing or working in the presentation, their thumbnail picture appears in the top-right corner of the ribbon. PowerPoint alerts you when people enter or leave your presentation.

    Work together on PowerPoint presentations (35)
  2. You'll also see the name of anyone viewing or editing the presentation in the Share pane. There's an indicator—on the thumbnail of the slide and in the actual slide—that shows where someone is working in the presentation. Hover over or select that indicator to find out who is editing.

    Work together on PowerPoint presentations (36)

    (For accessibility, PowerPoint also allows you to turn on automatic display of the editor's name. Turn it on by selecting PowerPoint > Preferences > View > Show presence flags for selected items.)

    Work together on PowerPoint presentations (37)
  3. When you’re done working, save your file.

    If your updates and other authors’ updates don't conflict, they'll be merged automatically, and you don’t need to do anything else.

Notifications when you open a changed file

Work together on PowerPoint presentations (38) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

After other people make changes to a shared presentation file, PowerPoint for Microsoft 365 for Mac notifies you when you re-open the file. A small banner tells you who has made changes to your presentation while you were away.

Work together on PowerPoint presentations (39)

Tracking changes: Revisions by others are highlighted

Work together on PowerPoint presentations (40) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

PowerPoint for Microsoft 365 for Mac automatically keeps track of changes made in online documents.

Work together on PowerPoint presentations (41) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

Work together on PowerPoint presentations (42)

  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. A tooltip says, "Slide has unread changes."

    Work together on PowerPoint presentations (43)
  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.By looking at the revised slide, you clear away the turquoise highlighting and the "slide has unread changes" notation on that slide.

    (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.)

    (Video) Collaborate on a presentation in Office 365

    Work together on PowerPoint presentations (44)

What determines whether changes are highlighted:

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

  • Changes are highlighted only when the person who makes the change is using PowerPoint for the web, or PowerPoint for Microsoft 365 for Mac—at least version 16.11. Find your Office version

  • Changes aren't highlighted if the file is encrypted or password-protected.

  • Changes aren't highlighted if the file is in .odp format or the older PowerPoint .ppt or .pps format.

Communicate by using Comments

At the right end of the toolbar ribbon, select Comments Work together on PowerPoint presentations (45) to see all comments currently in the presentation.

You can add a new comment or reply to or resolve existing comments.

(Microsoft 365 only) Tag a colleague in a comment by using the @-sign followed by the person's name. That person receives an email message with a link to your comment. Clicking the link brings them into the document and into the conversation.

(Microsoft 365 only) You can Chat with someone who's editing the file at the same time as you. To get started, click the chat icon Work together on PowerPoint presentations (46) near the top right of the screen.

Work together on PowerPoint presentations (47)

See previous versions of the file

Work together on PowerPoint presentations (48) This feature is available only toMicrosoft 365Subscribersfor Windows desktop clients.

Office preserves prior versions of your SharePoint, OneDrive, and OneDrive for work or school files while you’re working on them.

To open the list of the prior versions of a file, select the file name in the title bar of the app window, then select Browse Version History.

Version History is for viewing, not editing. You can see any prior version of a file.

To open a prior version:

  • In the Version History pane on the right, select Open Version in one of the version-history items.

    A read-only copy of that version is opened in a separate PowerPoint window.

You can copy content from a prior version. You can also Save A Copy of a prior version so that you can edit it separately from the file you're currently working on.

Share a presentation with others

  1. At the right end of the toolbar ribbon, click Share Work together on PowerPoint presentations (49)

  2. In the Send Link dialog box, enter the names or email addresses of the folks you want to share the presentation with.

    Work together on PowerPoint presentations (50)

    Add a message to your colleagues if you like.

  3. Click Send.

See where others are working in your shared presentation

When multiple people work in a file at the same time, indicators show you where they are:

  • Towards the top right corner of the window you'll see a badge - with their profile picture or initials -for each person who currently has the file open. Select that badge to see where in the slide deck they currently are.

  • On the thumbnail pane you'll see a label appear at the top right corner of the slide thumbnail with the name of the person currently on that slide.

See revisions made by other people

When you open a presentation that someone else has changed, PowerPoint tells you in two ways:

  • A While You Were Away message appears on the right side of the window.

    Work together on PowerPoint presentations (51)
  • In the slide thumbnail pane on the left, slides that have been revised are highlighted with a turquoise background.

    Work together on PowerPoint presentations (52)

    When you open that slide, you'll also see a turquoise outline around the revised slide element.By looking at the revised slide, you clear away the turquoise highlighting and the "slide has unread changes" notation on that slide.

Confer by using Comments or Chat

At the right end of the toolbar ribbon, select Comments Work together on PowerPoint presentations (53) to see all comments currently in the presentation.

You can add a new comment or reply to or resolve existing comments.

Tag a colleague in a comment by using the @-sign followed by the person's name. That person receives an email message with a link to your comment. Clicking the link brings them into the document and into the conversation.

You can Chat with someone who's editing the file at the same time as you. To get started, click the chat button Work together on PowerPoint presentations (54) near the top right of the screen.

Work together on PowerPoint presentations (55)

See previous versions of the file

Office preserves prior versions of your SharePoint, OneDrive, and OneDrive for work or school files while you’re working on them.

Use File > Info > Version History to open the list of the prior versions of a file.

Version History is for viewing, not editing. You can see any prior version of a file. You can copy content from a prior version. You can also Save A Copy of a prior version so that you can edit it separately from the file you're currently working on.

Rename a presentation file

You can rename a file in PowerPoint for the web while you're co-authoring with others.

  1. Click the file name in the center of the title bar of PowerPoint for the web near the top of the browser window.

    Work together on PowerPoint presentations (56)

    (Video) Creating and Sharing a PowerPoint in Office 365 (Elementary)

  2. Type a new name for the file. Or use the arrow keys to position the insertion point within the title, and then type your changes to the file name.

  3. Press Enter when you're done.

In a moment, the name change syncs with other instances of the file that are currently open.

FAQs

Can you collaborate on a PowerPoint presentation? ›

Folder. Now it's time to invite others to collaborate on your slides. See this share button near the

Can multiple users edit a PowerPoint at the same time? ›

Create a presentation with others

PowerPoint on the web allows you to work with anyone. Just send a link with permissions, and anyone with web access will be able to view and, if you want, edit the presentation.

How do I make an editable PowerPoint team? ›

at the top right of Teams, and select Files > File open preference. From the dropdown options, select the default app you want to open Office files in. Edit files by opening them in their respective Office mobile apps.

How do I make an editable PowerPoint? ›

Next to the yellow banner message will be a button that reads “Edit Anyway.” Click that button to unlock the PowerPoint. The yellow bar should disappear along with the “Read-Only” text that appeared after the presentation title. Your PowerPoint will now be editable.

What is the 10 20 30 rule in PowerPoint? ›

The 10/20/30 rule of PowerPoint is a straightforward concept: no PowerPoint presentation should be more than ten slides, longer than 20 minutes, and use fonts smaller than 30 point size. Coined by Guy Kawasaki, the rule is a tool for marketers to create excellent PowerPoint presentations.

How do I make an editable PowerPoint online? ›

In your web browser, navigate to the file in OneDrive. Click the file name once to open the file in PowerPoint for the web. select Edit Presentation, and then select Edit in PowerPoint for the web.

Does OneDrive allow simultaneous editing? ›

The OneDrive system simply does not allow for simultaneous editing of the file. Access to these changes in the active won't be updated and accessible until the file is closed down. the a new instance of the document will be launched from last the version of the file that was unchanged by the current active session.

How do Teams work together in PowerPoint? ›

Find the Share button near the upper right corner and click on it to invite others to your presentation. Click Share to start inviting others to your presentation. Now, you'll see a new window where you can add others to your PowerPoint presentation.

How do you use Teams in PowerPoint? ›

How to properly present PowerPoint slides in Microsoft Teams - YouTube

How do you add a team to a PowerPoint presentation? ›

Present your slides

If you don't see the file in the list, select Browse OneDrive or Browse my computer. If your presentation is already open in PowerPoint for Windows or Mac, go to the file and select Present in Teams. If you're in PowerPoint for the web, select Present > Present in Teams.

How do you share a PowerPoint on a team without showing notes? ›

Summary of steps
  1. Make sure the presentation is set to use full screen Slide Show.
  2. Start Presenter View Preview by pressing Alt+F5.
  3. In Teams, share the hidden Slide Show window.
  4. Deliver your presentation.

What does it mean to annotate slides in a PowerPoint presentation? ›

Often presentations are used in business discussions and interactive sessions. During the discussion, you might need to add annotations to the slides. You might have to draw attention to a specific point or write on the slide to incorporate notes and comments from the discussion.

How do you create a group in PowerPoint? ›

Group objects
  1. Press and hold Ctrl while you select each object.
  2. Select Shape Format > Group > Group.
  3. Format or move the grouped object however you want.

How do I make an editable PowerPoint online? ›

In your web browser, navigate to the file in OneDrive. Click the file name once to open the file in PowerPoint for the web. select Edit Presentation, and then select Edit in PowerPoint for the web.

How do you run a spelling and grammar check on a presentation? ›

On the Review tab, select Check Slide > Check Slide. The Editor pane opens on the right side of the browser window. Any spelling or grammar errors, or suggested writing refinements, are listed in the Editor pane for you to review and decide on.

How do I record a PowerPoint presentation with a group? ›

Open the slide you want to start recording from. Near the upper right corner of the PowerPoint window, select Record. When you're ready, select the round, red Record button, wait for the countdown, then start speaking. To record from a specific slide, go to it, and then select Record.

Videos

1. How to properly present PowerPoint slides in Microsoft Teams
(Kevin Stratvert)
2. Learn How to Collaborate on a Presentation in PowerPoint for Microsoft 365: A Training Tutorial
(TeachUComp)
3. Sharing PowerPoint Presentation via OneDrive with Others ✔
(andrew pach • PowerPoint and video)
4. Powerpoint, Powerpoint, Powerpoint - The Office US
(The Office)
5. How to merge PowerPoint Presentations ⏩ | PowerPoint
(Quick Look)
6. The Beginner's Guide to Microsoft PowerPoint
(Technology for Teachers and Students)

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