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Sharing a PowerPoint Presentation in a WebEx Meeting
Slide show tools, to stop sharing a powerpoint presentation.
Meeting Hosts can upload and share a PowerPoint presentation during a meeting by using the Share File feature.
- Select Share File .
- Select Next .
- Browse your computer and open the PowerPoint file .
- PowerPoint will open. WebEx will then load and display the PowerPoint in the meeting.
- Annotation – Displays the Annotation Tools
- Show Thumbnail – Displays a thumbnail for each slide, allowing for navigation by thumbnail.
- Go to Previous or Next Slide – Allows for navigation to previous or next slide. Also displays current slide number.
- Zoom In and Zoom Out – Allows for zooming into and out of a slide.
- Fit to Viewer – Resizes slide to fit the viewer if zoomed in or out.
- With a PowerPoint Presentation open, select the Share menu at the top of the screen.
- Select the Close button next to the PowerPoint title.
Keep everyone informed and engaged in Webex Meetings, Webex Webinars, and Webex Events (classic) by sharing nearly any type of content. Share your entire screen, video from a camera, or specific files and applications that you choose.
Anyone in a meeting, as well as a presenter in a webinar or event, can share content up to 4k. If you move an open window over the shared application, nobody can see it, but you can show your camera video over the shared application .
The Share content window can be expanded or decreased to any size for purposes of showing as many applications as you need. When you click Share to open the Share content window, hover over the edge of the window and then click and drag to your preferred size.
Share your screen
When you share your screen, everyone can see what you see. If you have a Word document or a PowerPoint slide, or even a website or chat window open, they see it.
Share only a specific application
When you share a specific application, others can't see anything other than the shared application. For example, if you have your browser and PowerPoint open and you choose to share PowerPoint, they can't see the browser tabs. But if you have several PowerPoint presentations open, you can switch between them. If you move another application in front of the one you share, participants can still only see your shared application.
Share multiple applications
Share multiple applications from the Share content menu.
Share a window from the taskbar
If you're using Windows 11, share the window of any open application directly from the taskbar without having to select it from the sharing options in your meeting or webinar.
Share video content
Sharing video content is slightly different than sharing any other type of content. To handle this difference, meetings and webinars have an optimization selection specifically for motion and video.
Share a file
Sharing files allows you to share a single file. It could be anything, like a document or video file stored on your computer.
Share a whiteboard
To share a whiteboard, see Use the whiteboard in Webex Meetings .
Share video from your camera
During a meeting or webinar, share your computer's built-in camera or an external USB camera just like you share your desktop. When you share, participants can see whatever your camera sees. They can also still see your self-view.
See what you're sharing
When you’re sharing content, you want to make sure you’re sharing only what you want and that everyone in the meeting can see it. When you share your screen or an application, check what everyone else sees by opening a window that shows you what you're sharing.
- While sharing, to to the tab in the meeting control bar at the top of the screen and click the arrow.
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How to share a powerpoint presentation using Cisco Webex
Many of us have had to turn to running meetings virtually in recent weeks, which can be a daunting task if you are not familiar with using virtual meeting software.
Here is a quick guide on how to share a Powerpoint presentation using Webex during a virtual meeting.
Log into your Webex account, create your meeting invite and join your meeting.
Once your meeting is set up, simply click on the share screen button (below) in Webex.
This will open a pop-up screen (below) where you can select how you wish to share your presentation. In this case either via desktop or using Powerpoint directly.
This will automatically broadcast the app or desktop view you chose to share. A small orange Webex strip will be visible at the top of the screen to remind you that you are broadcasting (below).
If you hover over this strip you will find more options (including the ability to annotate your slides and use a group chat).
The large orange button is to stop broadcasting.
Sharing a Powerpoint presentation with Participoll using Webex
If you are running an interactive PowerPoint presentation with ParticiPoll, all the polling/interactive functions within your Powerpoint will function normally (below).
The audience can continue to use their mobile devices to participate with polling etc. as normal.
When sharing a Powerpoint presentation with Participoll in Webex remember the screen share feature (either desktop or via the Powerpoint app) is what you need to use to share your presentation, all ParticiPoll functionality remains the same.
Remember to test your slides before your meeting to ensure everything is working before you go live!
If you have any questions or wish to share your experiences we’d love to hear from you!
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Think Outside The Slide
Options for sharing PowerPoint slides in Webex (including Presenter View)
Webex by Cisco is one of the legacy web meeting platforms and that shows in the options they offer presenters for sharing PowerPoint slides during meetings. Their approach is different from that of Microsoft Teams or Zoom and they offer fewer options that don’t offer as good an experience for the presenter and meeting attendees.
Did you find this article using a Google search? Get more answers to your virtual presentation questions here and get updates of new articles and videos here .
The screen-based approach
Webex was built when the model for sharing content during a web meeting was to share your screen or don’t share at all. This shows in their sharing approach. You have the traditional option to share your entire screen which works the way you expect it to. The attendees see everything on your screen.
Webex also offers sharing an application in a meeting but it still works on the screen-based approach. The attendees see your entire screen but the only visible part is the application you are sharing. If your application only takes up a quarter of the screen, the attendees see three-quarters of the screen blank and your application small in one corner, as shown in this screen capture of an attendee screen while showing a PowerPoint Slide Show running in the PowerPoint window.
If another application is partially covering up part of the application you are sharing, that portion is greyed out for the attendees [ Late 2020 update: With the new version of Webex, a non-shared window on top of a shared window does not cause that part of the shared window to be greyed out. The audience continues to see the full shared window. ].
The application sharing is not window based. If you have two windows open for that application, say two PowerPoint files, when you share the PowerPoint application, the attendees will see both PowerPoint windows on the screen. The only way to hide one is to minimize it to the toolbar.
Webex allows more than one application to be shared at a time because it is just making more of the shared screen visible to the attendees. If one application is on top of the other, that’s what the attendees see on the screen. When sharing an application, you need to stop sharing that application if you don’t want the attendees to still see it. This is a different approach to switching what content you share with attendees in a meeting.
Webex also always shows your cursor on the screen, even if it is not within the window of the application you are sharing. As the cursor moves, the attendees see it moving.
(The Webex documentation on sharing content in a meeting is here if you want to learn more about the options.)
Sharing slides only
If you want to share your slides in Slide Show mode with the slides full screen and you can’t see anything else on the screen, the best option is to share your screen when in Slide Show mode. This will work well.
Presenter View with 1 screen
Unlike Teams or Zoom that offer ways to use PowerPoint’s Presenter View Preview mode to share your slides with the attendees while you see your notes, this is not possible in Webex. If you use Presenter View Preview and share the PowerPoint application, the attendees see all of Presenter View, including your notes and the next build/slide. Even the option of using Google Slides Presenter View in a browser ( video here ) does not work because Webex shares all browser windows when you share the browser app, including the one with your notes and slide previews. The only way to use Presenter View in Webex to share the slides with the audience while you see your notes is to have two screens. If you only have your laptop and don’t have room for a second screen, one option is to create a “ghost” second screen as I explain in this article .
Presenter View with 2 screens
If you have two screens ( article with options for adding an additional screen ) you can use Presenter View in Webex. Share the screen with the Slide Show on it and the attendees will see your slides only. The downside is that Webex puts the meeting controls at the top of the Slide Show screen because it is being shared. Attendees will see your cursor move to the controls and when the controls drop down that part of your slide is covered up with grey rectangles.
Sharing the Slide Show in the PowerPoint window
Another option for sharing slides in a virtual meeting is to use Reading View in PowerPoint where the slide show runs in the PowerPoint window. This can allow you to use a PDF of your notes on the screen beside the PowerPoint window ( article on using this method in Zoom ). As explained above, the attendees will see your slides in only a portion of the screen (as shown in the screen capture above) and they will see your cursor moving in the grey area of the screen as you scroll through your notes.
Seeing your notes on a second device
If you only have one screen or don’t want to use Presenter View, one option to consider is to create your speaking notes as a PDF ( article here ) and display them on a tablet that is positioned beside the screen. You can display the slides full screen in Slide Show so the attendees see a full screen slide and scroll through the notes on the tablet when speaking.
Sharing a file
Webex also offers an option to share a file that is not open already. You select the file from a file explorer style window. Unfortunately this also appears to be a legacy module because if you select a modern PowerPoint file it gives you a warning that animation and other dynamic content will not work if you use this share file option. This means that what gets shared may not be the same as what you have designed. This uncertainty rules out this option in my mind.
Use the Optimize for video option
Webex, like Zoom, has an option to set if you want to share video during the meeting. It is not mandatory, but the quality improves for the attendees. Not only does the quality of videos improve, but any animation that has movement or any Morph transitions improve dramatically as well. Without this setting, any motion animations or transitions appear jerky to the attendees. In the sharing dialog, select the option in the top left corner to “Optimize for motion and video”. I suggest you use this mode all the time as it will make any movement in your PowerPoint presentation appear smoother to the attendees. If you get a warning message about the resolution being reduced, I have found that you can safely dismiss it as the quality appears the same in my experience.
Desktop as a canvas
Because Webex uses the screen sharing approach, you may want to consider whether you want to use your desktop as a canvas as explained in this article and video .
Because Webex uses a screen-based approach to sharing, the best experience for attendees is when you share your screen, not an application. If you don’t need to see any notes, share the full screen Slide Show. If you want to see your notes in Presenter View, you will need two screens so you can share the Slide Show screen in the meeting while seeing Presenter View on the other screen. If you want to see your notes and not use Presenter View, your best option is to use two screens and run Slide Show full screen on one screen and look at your notes on the other screen in PDF or Word.
If you have one screen and want to see your notes in Acrobat and share your slides in a PowerPoint window, you will have to make the slides take up as much of the screen as possible while still being able to see your notes document. The attendees will see a blank area of the screen where the PDF is displayed and see your cursor move as you scroll through your notes but Webex doesn’t offer any better option. You may want to consider the option to have notes on a tablet beside the screen that has the slides full-screen in Slide Show mode because the slides will be larger for the attendees.
Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world . His focus is on helping corporate professionals visually communicate the messages in their data so they don’t overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 3.5 million times and liked over 14,000 times on YouTube.
By Dave Paradi
Dave Paradi has over twenty-two years of experience delivering customized training workshops to help business professionals improve their presentations. He has written ten books and over 600 articles on the topic of effective presentations and his ideas have appeared in publications around the world . His focus is on helping corporate professionals visually communicate the messages in their data so they don't overwhelm and confuse executives. Dave is one of fewer than ten people in North America recognized by Microsoft with the Most Valuable Professional Award for his contributions to the Excel, PowerPoint, and Teams communities. His articles and videos on virtual presenting have been viewed over 3.5 million times and liked over 14,000 times on YouTube.
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Uploading and Sharing a PowerPoint Slide in Webex
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How to Record and Share a Webex Presentation in Ten Easy Steps
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- Launch a browser, navigate to umaryland.webex.com , then login to Webex using your UMBID and password, and DUO two-factor authentication.
- Find and click on the Start a Meeting button.
- Enable your microphone and camera and click, Start Meeting.
- If appropriate, launch PowerPoint and open your slide presentation.
- When ready, click the Recorder button on the bottom of your screen and begin your presentation.
- To display the PowerPoint, you must Open Powerpoint first, click the Share Content button (next to the Recorder button) and select PowerPoint.
- To stop sharing the presentation, move your pointer to the orange bar at the top of the screen wait for the tool bar to descend from the top of the screen. Select Stop Sharing.
- To Stop the Recording, click on the Recorder button again and select Stop Recording.
- To share your recording, return to the Webex Portal (umaryland.webex.com and select Recordings (on the left). Please be aware that your recording may not be immediately available. Lengthy recordings sometimes take up to 24 hours to finish “generating.”
- Locate your recording and either click the Download button to download a MP4 version of your video or click the Share button to email the recording to your selected recipients.
If you have any problems recording or distributing your presentation, the Webex Video Tutorial site can help. Go to https://help.webex.com/en-us/8bzter/Cisco-Webex-Meetings-Video-Tutorials .
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Sharing slides in presenter mode using Zoom or Webex
I am very familiar with sharing slides in presenter mode on PowerPoint; the feature in Prezi Next is very similar. However, when I am in presenter mode and share my screen with the audience on Zoom they can see my notes. How do I handle this without the audience seeing my notes? I used the partial screen share mode in Zoom so that my audience would not see my notes but it seems as though this feature would already not allow participants to see my notes.
Hi @Lori_Porter , if you are using the Presenter view of the Desktop Application you get 2 windows.
The first window shows only your presentation and the second window shows your presentation and your presenter notes.
In case you share your complete screen with all your windows via Zoom or Webex, it is inevitable that the audience might see the content of all your windows be it a Prezi window, a Google Chrome window, or an opened file or folder. This is a feature of the screen sharing on Zoom or Webex if you decide to share your complete screen.
If you want to use the presenter view with screen sharing I would advise you to selectively share only the presenting window so you avoid sharing the one that contains your notes.
Hi Bart, Selective sharing of presenting window is allowing both the presenting and presenter view windows to be visible in Zoom. You can verify this. (However, as expected it is not allowing other windows like chrome or acrobat or file folder. But when we switch tab to presenter view, it shows up in zoom to other participants)
Hey everyone, we’ve found a workaround that might help.
- On Windows, click on Task view as per below:
- Then, add a new desktop and put the zoom meeting and the window with your presentation there:
On this second desktop enter full-screen mode in the presentation window - if you click on the blue Present button, it should go fullscreen automatically.
Share your screen on Zoom on this second desktop and select the window with the presentation’s title.
Click on Presenter view at the bottom of the presentation - this should take you back to your first desktop, where you have your notes and control the presentation from there.
Hopefully this helps!
This did not end up working for me.
Hi @Kelly_Jackson , could you please tell me a bit more details about the issue you are facing?
You can read the discussion I had with one of your co-workers yesterday.
(Attachment Prezi Chat 2-22-2021.txt is missing)
Hi - the audience can see my notes to my Prezi when I share on Zoom. I click presenter view and they can still see my notes. With zoom, whilst you can select a proportion of a window, this is not helpful, because the slides appear blurred as they are not in full presentation mode, and audience can still see my notes. Please help!
Hi @Natalie_Leal , I’ve merged your question to the relevant topic.
Could you please check the answer above?
Please note that you can also use Prezi Video to share your presentation with your camera feed (or only presentation) and this way you don’t have to share your screen.
I’m testing Prezi as a product to use in my presentations and for now, with Webex the solution seems to be too resource consuming. Everything becomes too slow and the presentation loses all quality and impact. Question: I’m also testing with Zoom and Skype, although they are applications with less security that I would like to avoid. What other video conferencing applications can I use with Prezi and what suggestion do you have about the slowness issues. Thanks
Hey @Rui_Gomes we’ve tailored Prezi Video primarily for Zoom and Webex, however any other conferencing applications should work with Prezi Video as you simply set your default camera to Prezi Video on Chrome - we’ve seen users using it successfully in Google Meets for instance.
Hi, there. When I share my screen in a Zoom meeting and press “presenter view” it automatically exits full screen. Does anyone know how I can I can view my presenter notes while remaining in full screen and not showing the Zoom audience my notes? Thanks!
I have merged your post to the relevant thread.
For this issue, I recommend using the Prezi Video desktop application instead of Prezi Next, as Prezi Video was developed specifically to share your presentations via conferencing tools, whereas Present would be more suitable for presenting offline. With Prezi Video, you can choose whether you would like to appear next to the content, or you can share the content only, which would be similar to screen sharing your presentation.
I hope this was helpful!
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How to Present and See Your Notes On 1 Screen in Cisco Webex
Share this article.
Some of you have been wondering how you can look at your notes while presenting in Cisco Webex without the need for a 2nd screen. Well, lucky for you and for anyone else who has had this question, here’s a neat little trick to help you deliver a smooth presentation while your audience doesn’t see any of your notes.
All on a single screen.
How to view your notes while sharing your screen
Here’s the easiest way to share your entire screen and see the Notes box without the need for a second screen.
1. Before your presentation starts in Cisco Webex, hit the Share button here:
2. Then select Screen 1 as shown here:
3. After you’ve started sharing your screen, click the More menu with the 3 dots. From the dropdown menu select the Notes option.
Important Note: These notes are your own custom notes, not the ones that go under each slide in your PowerPoint presentation!
See Your Notes While Sharing the PowerPoint App
Another way is to only share the PowerPoint app itself so your audience doesn’t see the rest of your screen.
1. Hit the Share button and select Microsoft PowerPoint to share the app with your current presentation.
2. Again, hit the More button and select Notes from the dropdown menu. The Notes box will appear on your screen.
See Your Notes While Sharing Your PowerPoint Presentation
This is possibly the coolest feature. You can upload and share your PowerPoint presentation as a file.
1. Hit the Share button and select Share file .
2. Cisco Webex will warn you about possible compatibility issues that might come up. For example, if you are using a certain version of PowerPoint, or your file has too many animations or dynamic content for it to run smoothly during your online presentation. Verify that everything is working fine and hit Continue .
3. Click on the three-dots button located in the lower right corner. Then select Notes.
Now you can see the notes that are underneath your slides. What’s even better is that your audience only sees the presentation while you see the panel on the right, so you can stay on track without needing a 2nd screen.
Simple as that
Start delivering smoother online presentations in Cisco Webex with your notes by your side from anywhere with just a single screen. No need for a second monitor, no need for complex setups. Your notes will be right there without your audience seeing them.
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Sharing a PowerPoint Presentation in a WebEx Meeting · Within a meeting, select the Share button from the meeting controls. · Select theFile tab. · Select Share
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Share only a specific application · To share an open application, click Share Share icon and select an application from the list. · To share an
When sharing a Powerpoint presentation with Participoll in Webex remember the screen share feature (either desktop or via the Powerpoint app) is
The only way to use Presenter View in Webex to share the slides with the audience while you see your notes is to have two screens. If you only have your laptop
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How to Record and Share a Webex Presentation in Ten Easy Steps · Launch a browser, navigate to umaryland.webex.com, then login to Webex using your UMBID and
Click on Presenter view at the bottom of the presentation - this should take you back to your first desktop, where you have your notes and control the
This is possibly the coolest feature. You can upload and share your PowerPoint presentation as a file. 1. Hit the Share button and select Share file.
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