Table of Contents

How to View Notes in PowerPoint While Presenting on Zoom: The Definitive Guide

The secret weapon of any seasoned presenter, PowerPoint presenter view allows you to keep track of your notes, upcoming slides, and the presentation timer, all while your audience sees only the clean, uncluttered slide. But how do you leverage this powerhouse feature when presenting via Zoom, a platform designed to share your entire screen? It’s a common challenge, and the solution lies in understanding dual monitor setups and Zoom’s screen sharing options. The simplest answer is to utilize presenter view on one monitor while sharing only the slideshow window on the other monitor in Zoom. This way, you keep your notes private while delivering a polished presentation.

Mastering PowerPoint Presenter View on Zoom

The magic hinges on leveraging the capabilities of both PowerPoint and Zoom. The key is to avoid simply mirroring your display. Here’s a breakdown of the process:

Ensure You Have Dual Monitors (Ideally): While technically you can simulate dual-monitor functionality with alt-tabbing and careful window management, a true dual monitor setup vastly simplifies the process. It provides dedicated real estate for both your presentation and your presenter view.
Extend Your Display: In your computer’s display settings (Windows: Right-click on the desktop > Display settings. macOS: System Preferences > Displays > Arrangement), ensure that your monitors are set to “Extend these displays.” This means they act as separate screens, not just mirrors of each other.
Open Your PowerPoint Presentation: Launch PowerPoint and open the presentation you intend to deliver.
Initiate Presenter View: In PowerPoint, go to the “Slide Show” tab. There are a few ways to start Presenter View:
- If you are using dual monitors, PowerPoint should automatically start presenter view on one screen and the slide show on the other.
- If you aren’t using dual monitors, you can click on the “Use Presenter View” box.
- If you want to start the presentation from the beginning, choose “From Beginning”.
Start Your Zoom Meeting: Begin your Zoom meeting as you normally would.
Share Your Screen Strategically: This is where the magic happens. Click the “Share Screen” button in Zoom. Instead of sharing your entire desktop (which would reveal your presenter view), select the window that is displaying your PowerPoint slideshow. Usually, the name of the window will be clearly labeled as “[Your Presentation Name] – Slide Show”.
Confirm Your Selection: Zoom will now only share the slideshow window with your audience. You retain full control over the presenter view on your other monitor.
Navigate and Present: Use the presenter view to navigate through your slides, read your notes, monitor the time, and see upcoming slides. Your audience will only see the clean, professional slideshow.

Fine-Tuning Your Setup

Monitor Resolution: Ensure both monitors have appropriate resolutions. A mismatch can sometimes lead to unexpected display issues. Experiment to find what works best for you.
PowerPoint Settings: Explore PowerPoint’s settings related to presenter view. You can customize the layout, font sizes, and other aspects to suit your preferences.
Practice, Practice, Practice: Run through a few practice presentations to become comfortable with the setup and workflow. This will help you avoid any fumbles during the real thing.
Test Your Audio: Always make sure your audio settings are correct in Zoom. This is especially important if you are using an external microphone. You can test your microphone within Zoom’s settings.
Disable Notifications: Close all unnecessary applications and disable desktop notifications to avoid distractions during your presentation.

Frequently Asked Questions (FAQs)

1. What if I only have one monitor?

While a dual-monitor setup is ideal, you can still use presenter view. When you share your screen on Zoom, share the PowerPoint presentation window. Then, manually toggle between the presentation window and the presenter view by using Alt + Tab (Windows) or Command + Tab (macOS). This is less seamless, but it works in a pinch. Be sure to pause briefly while switching windows so your audience doesn’t see the transition.

2. My audience is seeing my presenter view! What did I do wrong?

You likely shared your entire desktop or the wrong window in Zoom. Stop sharing and carefully select the PowerPoint slideshow window specifically. Double-check the name of the window before sharing to ensure it’s the correct one.

3. How do I change which monitor PowerPoint uses for presenter view?

In PowerPoint’s “Slide Show” tab, look for the “Monitor” dropdown menu. Select the monitor you want to use for presenter view. If you don’t see the menu right away, make sure the “Extend these displays” settings is active in your computer’s display settings.

4. Can I use presenter view on a tablet as a second screen?

Yes! You can use a tablet as a second screen using tools like Duet Display or SpaceDesk. These apps turn your tablet into a secondary monitor, allowing you to use presenter view on it while sharing the main slideshow on Zoom.

5. What if my notes are too small in presenter view?

PowerPoint allows you to adjust the font size in presenter view. In presenter view, there should be font control buttons, usually indicated by larger and smaller “A” symbols. Use these to increase the font size to a comfortable reading level. You can also adjust the zoom of the slide itself within the presenter view.

6. How can I see audience chat while presenting with presenter view?

Position the Zoom chat window on the same screen as your presenter view. This allows you to monitor questions and comments without interrupting the slideshow. You might need to resize or rearrange windows to optimize your screen space.

7. Can I use presenter view with Google Slides on Zoom?

Yes, Google Slides also has a presenter view. The process is similar: open presenter view in Google Slides, then share the slideshow window in Zoom.

8. What are some tips for making my notes more effective?

Keep notes concise: Use keywords and phrases, not full sentences.
Use bullet points: Structure your notes for easy readability.
Include cues: Add reminders for transitions, animations, or important points.
Practice with your notes: Familiarize yourself with the content so you don’t rely on reading verbatim.

9. Is there a way to hide the cursor from my audience in Zoom?

Zoom has a setting to highlight your cursor or use a spotlight. However, there isn’t a built-in way to completely hide it. The best approach is to be mindful of your cursor movements and avoid unnecessary hovering. Consider using Zoom’s annotation tools to draw attention to specific areas instead.

10. How do I make sure my transitions and animations work correctly on Zoom?

Before your presentation, test your transitions and animations thoroughly in Zoom. Some complex animations may not render perfectly over video conferencing. Simplify them if necessary to ensure a smooth experience for your audience.

11. What if my internet connection is unstable?

A stable internet connection is crucial for a successful Zoom presentation. Close unnecessary applications, ask others in your household to limit their bandwidth usage, and consider using a wired connection instead of Wi-Fi for increased reliability.

12. Can I record my presentation with presenter view on one screen and the slides on the other?

Unfortunately, most screen recording software will capture either a single screen or the entire desktop, not individual windows across multiple monitors. You would need to either record the full desktop and edit out the presenter view later or forgo presenter view during the recording. Zoom does not provide this function either.

Mastering presenter view on Zoom requires a bit of setup and practice, but the payoff is immense. By keeping your notes private and your presentation focused, you’ll deliver a more engaging and professional experience for your audience. So, go forth and conquer your next Zoom presentation with confidence!