How to Share a PowerPoint Presentation: A Step-by-Step Guide

Sharing your PowerPoint presentation with others allows more people to view and benefit from your hard work. Whether you want to collaborate with colleagues on a business presentation or share your knowledge with students, there are several ways to share a PowerPoint file. This guide provides step-by-step instructions for sharing PowerPoint presentations using different methods.

Share via Email

Emailing your PowerPoint presentation directly to others is one of the easiest ways to share it. Here’s how:

  1. Open your presentation in PowerPoint
  2. Click File > Share > Email
  3. Choose whether to Send as Attachment, Send a Link, Send as PDF, or Send as XPS
    • Send as Attachment attaches the .pptx file to an email
    • Send a Link emails a link to access the presentation online if saved in a shared location like OneDrive
    • Send as PDF converts presentation to PDF format
    • Send as XPS converts presentation to XPS format
  4. Enter email recipient(s)
  5. Add a personal message (optional)
  6. Click Send

Pro Tip: Compress large media files before emailing to reduce file size.

The recipient will receive your presentation as an email attachment or link that they can open on their own device.

Share via File Sharing Platforms

Using a file sharing platform like Google Drive, Dropbox, or OneDrive allows you to upload your presentation and generate a shareable link. Follow these steps:

  1. Upload your PowerPoint file to your platform account
  2. Right click on the file and select Get shareable link
  3. Copy the generated link
  4. Paste the link in an email, instant message, social post, etc. to share access

The link recipient can click to open and view or download your presentation. This method allows real-time collaboration if you provide edit access.

Share via Microsoft Teams

If your organization uses Microsoft Teams, you can upload your presentation to a Teams channel. Team members will be able to view and collaborate on the file.

  1. In Teams, go to the channel you want to share the file in
  2. Click Files tab
  3. Select Upload > choose your PowerPoint file
  4. Once uploaded, right click on the file
  5. Select Get link to generate a shareable link

Share the link in a Teams channel or chat for your colleagues to access the presentation.

Share via Presentation Sites

Sites like SlideShare allow you to upload presentations to share publicly or with specific people. To share on SlideShare:

  1. Go to and create an account
  2. Click Upload on the top right
  3. Choose your presentation and add tags/description
  4. From My Uploads, click Share next to your presentation
  5. Choose to Embed, Email, or Share via Social Media

Your presentation will now have a dedicated link to share. The presentation can also be embedded into websites.

Share via Screen Recording

If you want to share your PowerPoint as a video, use screen recording software to record yourself delivering the presentation. Basic screen recorders are built into Windows, Mac, iOS, and Android devices. There are also free programs like OBS Studio.

Once recorded, upload your presentation video to a platform like YouTube or Vimeo. Share the video link for viewers to play your presentation.

Best Practices for Sharing

Follow these tips for successfully sharing presentations:

  • Check accessibility: Ensure fonts, colors, animations, etc. display properly before sharing
  • Compress media: Reduce file size by compressing videos and images
  • Test links: Double check shared links work before sending
  • Enable commenting: Allow viewers to add comments and feedback
  • Customize access: Set view or edit permissions when sharing via platforms

Common Issues When Sharing

Here are some common issues and fixes for sharing PowerPoint presentations:

Can’t access shared link – Recipient must be logged into the file sharing platform to access file or set link permission to “people with link”

Presentation formatting lost – Some formats don’t carry over when converting to PDF, video formats. Keep original .pptx handy

Large file size – Compress media, use online sharing platforms to reduce size for email attachments

Presentation lacks context – Add notes pages or record audio/video to supplement slide content

Editing causes misalignments– Set permission to “view only” to prevent editing if alignment is important

Sharing your presentation makes it easy to spread your hard work with colleagues, clients, students, friends and family. Using the appropriate sharing method and platform will ensure your recipients can access and view your presentation with ease. Follow the steps outlined in this guide to start sharing your PowerPoint presentations today. Let us know if you have any other questions!