How to Share PowerPoint Without Showing Notes

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PowerPoint presentations often contain speaker notes – extra information and reminders that you add for your own reference when giving a presentation. While useful for the presenter, you usually don’t want the audience to see these notes.

When sharing a PowerPoint file with others, you may accidentally reveal all the notes. Fortunately, PowerPoint makes it easy to share a “clean” presentation that hides notes, comments, and other extras you don’t want everyone to see.

Remove Notes Before Sharing

The simplest approach is to delete notes and comments before sending or uploading your PowerPoint file:

  • Delete speaker notes: In Normal view, right-click the slide thumbnail and choose “Delete Speaker Notes” to remove notes from an individual slide. To delete all notes at once, go to the View tab and click “Hide Speaker Notes” in the Show group.
  • Delete comments: Go to the Review tab and click the dropdown arrow under “Delete”. Choose “Delete All Comments in Presentation” to erase comments.
  • Check for hidden slides: Click the Slide Sorter view button to check for any hidden slides you may have forgotten about. Delete as needed.

Once you’ve cleaned up the file, notes and other extras will stay hidden when sharing the PowerPoint.

Export a Notes-Free Version

Instead of editing your original, you can export a clean copy of the presentation:

  • Go to the File tab and choose “Export” > “Create Handouts”
  • In the Create Handouts window, choose to export slides with 1 slide per page
  • Uncheck the box for “Keep slide notes” and click “Create Handouts”
  • Save the new notes-free presentation file and share that version instead

Set Up Slide Show to Omit Notes

To share a presentation you’ll be displaying live over video chat or screen sharing, configure the slide show to hide notes:

  • Go to Slide Show tab > Set Up group > Set Up Slide Show
  • Under “Show type” choose “Browsed by an individual (window)”
  • Uncheck the box for “Show presenter view”
  • Click OK

When you present the slide show, notes will not be visible to the audience.

Share View-Only Access via Office 365

If your presentation is stored on OneDrive or SharePoint in Office 365, you can share a view-only link. Recipients can see the slides but not download or edit the file:

  • Upload the PowerPoint file or save it directly to OneDrive or a SharePoint document library
  • Click the “Share” button in the upper right and choose “Get a link”
  • From the dropdown next to the link, choose “View only”
  • Copy and send the view-only link to recipients

Use PowerPoint Online to Hide Notes

You can upload a PowerPoint file to PowerPoint Online and present it live to an audience without ever showing your notes:

  • Upload your file to OneDrive
  • Open PowerPoint Online and select your presentation
  • Click “Present” > “Present Online” to start a session
  • Use the tools in Presenter view to control the slide show while the audience only sees slides

Print Without Notes Using PDF Option

To share a presentation as a PDF handout without notes or comments:

  • Go to File > Export > Create PDF/XPS Document
  • In the options dialog, uncheck “Document properties” and “Comments”
  • Click Options to open the Publish as PDF or XPS window
  • Under “Include non-printing information” uncheck “Speaker notes”
  • Click OK, choose a save location, and click Publish

The exported PDF will contain only slide content, omitting notes and comments.

Set Permissions Before Sharing

Using Microsoft 365, you can password protect files or limit editing so recipients can only view or comment – not change slides:

  • From the File tab, choose Info > Protect Presentation > Encrypt with Password
  • Or instead, under “Permissions”, choose to restrict formatting and editing before sharing

By limiting permissions ahead of time, you avoid having to follow up or worry about other people modifying your work.

Remember the Audience When Adding Notes

What seems like an insignificant note to you could be embarrassing, offensive, or confusing to others if accidentally shared. Before adding notes:

  • Consider your audience – Don’t write notes you wouldn’t want strangers or colleagues reading.
  • Reread notes before sending – Scan notes even in presentations you’ve used before in case you added something private or unprofessional.
  • Use initials instead of names – Vague references protect privacy better than specifics.

Following these best practices will allow you to freely take notes without worrying about accidentally revealing them.

Summary

With a few simple precautions, you can confidently share PowerPoint presentations without accidentally baring your behind-the-scenes notes and comments:

  • Delete or hide notes before sharing your file
  • Export a clean copy or PDF that omits non-slide content
  • Configure slide show settings to keep notes private
  • Use view-only sharing features in Office 365
  • Remember your audience when writing notes

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