Collaborating on PowerPoint presentations is becoming increasingly common as teams become more distributed. With the right tools, real-time collaboration enables seamless teamwork and brings more perspectives and ideas to the table. This results in more engaging, creative presentations.
In this article, we’ll walk through the step-by-step process for collaborating with others on a PowerPoint presentation using Microsoft 365.
Prerequisites
Before getting started, make sure you and your collaborators have the following:
- A Microsoft 365 subscription or access to Office 365
- The latest version of PowerPoint
- PowerPoint desktop app or PowerPoint for the web
If using PowerPoint for the web, collaborators can use any device and browser.
Step 1: Share the Presentation
The first step is to share the presentation file so collaborators can access it. Here’s how:
- Open the PowerPoint file you want to collaborate on.
- Click Share in the top right.
- Select Invite People.
- Enter the email addresses for collaborators.
- Leave the Can edit box checked to allow editing.
- Add an optional message.
- Click Share.
This sends invitees an email with a link to the shared presentation.
Alternatively, under Get a Link, you can copy a view/edit link and share that manually via email or messaging.
Step 2: Work Together in Real-Time
Once a presentation is shared, multiple collaborators can work on it at the same time and see each other’s changes instantly.
When co-editing, make use of these collaboration features:
- Comments – Select text or object, click New Comment under Review tab to leave feedback.
- Chat – Click the chat icon at top right to message collaborators.
- Presence indicators – See who’s currently editing under the toolbar.
As the presentation owner, resolve any merge conflicts that arise. Save periodically.
Step 3: Track Changes
PowerPoint’s version history tools make it easy to see what’s changed when collaborating with others.
To look back at previous versions:
- Click File > Info > Version History.
- Select and restore an older version if desired.
You can also compare two versions of a presentation:
- Open the original file.
- Select Review > Compare, then choose the newer file to merge.
- Review differences and select which changes to keep.
Step 4: Finalize the Presentation
Once your collaborative editing session wraps up, the presentation owner can finalize the deck:
- Accept/reject any remaining changes and comments.
- Review and polish the slideshow content and design.
- Make sure the presentation flows logically.
- Check for consistency in formatting and branding.
- Add any necessary animations or transitions.
The finalized file can then be presented or distributed to wider stakeholders.
Conclusion
With the right workflows, PowerPoint collaboration is seamless, engaging, and enables the creation of highly compelling presentations.
Microsoft 365 provides robust co-authoring capabilities and version control tools to support real-time teamwork – no matter if collaborators are across town or across the globe.
Taking a collaborative approach improves productivity, sparks creativity, and leads to better outcomes. With some planning and communication up front, your next PowerPoint presentation can be your team’s best one yet.
