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How to Use the PPT Presenter View

September 7, 2023 1.6K views

The popularity of PowerPoint cannot be undermined when it comes to tools for creating presentations. From advanced features to creative templates, PowerPoint has everything individuals need to ace their presentations.

However, using the PPT Presenter View for a more expansive display is one thing that many individuals struggle with.  If you are one of them, you are on the right page! Here we will provide you with all the information you need to use the PPT presenter efficiently. So, let’s delve into it.

What is Presenter View?

Presenter View enables you to run presentations from one device, such as a podium, and display them on another device. This allows you to operate the presentation on your monitor and let your audience view the presentation without notes on a different screen.

While using the Presenter View, you have to make sure the computer you use for presentations supports using multiple monitors simultaneously. If the computer you use has multiple different ports, including HDMI, VGA, DVI, or DisplayPort, it can support more than one monitor. If your computer has one input port only, you will be required to use two video cards to be able to use the Presenter View.

Presenter View is a great tool for presenting information to a large audience. Here is what it has to offer to make your presentations better:

  • You can set slides in a sequence with the help of thumbnails. This will help you get a tailored presentation per your audience’s interest.

  • With large icons and buttons, Presenter View enables you to navigate your presentation conveniently.

  • Presenter View with notes allows the audience to read the speaker’s notes in a larger and clearer type. This feature will also rid you of the need to write a new script for the presentation.

  • With Presenter View, you can also adjust the brightness of your screen while conducting a presentation. You can also pick up from where you left off. For example, you may not want your audience to see a particular slide for some time and can dim the screen during that duration.

How to Use PPT Presenter View?

Using PPT Presenter View may seem a bit confusing at first. However, you can use it proficiently by following the right steps.

Here is what you need to do to start Presenter View:

Step 1: Go to your presentation and press the “Options” button.

Step 2: Select the “Show Presenter View” option,

Show Presenter View” option


Now, you can see your presentation in full-screen mode. You can see all of the presentation tools below the slide. Additionally, you can also find the thumbnail of the next slide and the time there. You can move to the next or previous slide with the help of the arrows present at the bottom of your screen.

At the top of the PPT Presenter View, you can also find command buttons. Here is what you can find in the command buttons:

Show Taskbar:  You can use this option to hide or display the Windows taskbar.

Display Settings: You can use this option to select slides displayed on both screens.

End Slide Show: This option will take you back to Presenter View not full-screen.

Presenter View not full-screen


In addition to that, you can also find a timer at the top-left side of your slide. This timer tracks the time of Presenter View. You can “Pause” and “Reset” the time with the help of the options available.

Pause” and “Reset” the time


Furthermore, you can get PPT Presenter with notes with the help of the Notes pane. It allows you to have more prominent and clear notes to add as subtitles to the slides. You can also adjust the display size as per your choice.

Here is how you can do it:

Step 1: Click on the “Increase Font” or “Decrease Font” size option

Step 2: Now adjust the size of the note that will be displayed on the right side of the slides.

Adjust size


If you want to exit Presenter View, you can do it without having to end the presentation completely with the help of the following steps:

Step 1: Select the “Options” menu.

Step 2: Click on “Hide Presentation View”

This will take you back to the PPT presenter, not full-screen mode.

PPT Presenter View Shortcut

One notable feature PPT presenter comes with is keyboard shortcuts. Using these shortcuts with external keyboards provide ample convenience, especially for those with vision or mobility impairments. These shortcuts also come in handy when your device is not equipped with a mouse.

Here are a few of the commonly used Presenter View shortcuts:

  • F5: To start the presentation from the start.

  • Shift + F5: To start the presentation from the current slide.

  • Alt5 + F5: To start the presentation in PPT Presenter View.

  • N, Enter, Page down, Right arrow key, Down arrow key, Spacebar: To move to the following animation or slide.

  • P, Page up, Left arrow key, Up arrow key, Backspace: To go back to the previous animation or slide.

  • Ctrl + H: To hide the navigation buttons and pointer.

  • B or Period (.): To get a blank black slide, or go back to your presentation from a blank black slide.

  • W or Comma (,): To get a blank white slide, or go back to your presentation from a blank white slide.

  • Esc or Hyphen (-): To end the presentation.  

Some PPT presenter shortcuts are also used specifically for controlling the slide show more swiftly. These shortcuts include:

  • Slide number: To view a specific slide.

  • H: To move to the next slide if it is hidden.

  • Ctrl + S: To view the “All Slides” dialogue box.

  • Home or Press and hold the left and right buttons of the mouse for two seconds: To move to the first slide.

  • End: To move to the last slide.

  • Ctrl + T: To display your computer’s taskbar.

  • Shift + F10 or Shift + Windows Key: To view the context menu.

  • F1: To view the shortcuts menu.

  • Tab Key: To move to the following hotspots, including hyperlinks, audio objects, video objects, and animation triggers, of the present slide.

  • Shift + Tab: To move to the previous hyperlink on the present slide.

  • Press Enter when a hyperlink is selected: To open the selected hyperlink.

You can also control external media in your presentation with the help of different keyboard shortcuts. However, you have to notice that these shortcuts wouldn't work with any online video file.

  • Alt + X: To alter the camera source if there will be a cameo.

  • Alt + P: To pause or play media.

  • Alt + Q: To stop media playback.

  • Alt + End: To move to the next bookmark.

  • Alt + Home: To move to the previous bookmark.

  • Alt + Up: To increase the volume.

  • Alt + Down: To decrease the volume.

  • Alt + U: To mute the sound.

  • Alt + Shift + Page down: To skip three seconds.

  • Alt + Shift + Right arrow key: To skip 0.25 seconds and pause.

  • Alt + J: To hide or show the subtitles and audio menu.

There are shortcuts to make controlling the pointer and using it to create annotations while presenting easier. Here are some of them:

  • Ctrl + L: Start the laser pointer.

  • Ctrl + P: To change the pointer into a pen.

  • Ctrl + A: To change the pointer to an arrow.

  • Ctrl + E: To change the pen to an eraser.

  • Ctrl + M: To hide or show the ink markup.

Being nervous while conducting a presentation is normal. However, you can tackle this issue by rehearsing well. There are also some keyboard shortcuts you can make sure of to make your rehearsals convenient, including:

  • T: To set a new timing.

  • O: to use original timing.

  • M: To click to advance with a mouse.

  • R: to record timing and slide narration.

How to See Your Notes in PPT Presenter View?

When using PPT Presenter View, you can have speaker notes on your screen, while your audience can see slides without them. You can find it on a pane on the right side of the screen. The text is wrapped automatically and comes with a scroll bar.

You can change the size of the text as per your requirement by using these two buttons that you can find on the lower left side of the Notes pane:

Notes pane


You can change the size of the Notes pane by placing the cursor on the vertical line present between the two and then clicking and dragging it.

Here are a few keyboard shortcuts you can use to handle the Notes pane proficiently

  • Ctrl + Down arrow key: Scroll down a line in the Notes pane.

  • Ctrl + Up arrow key: Scroll a line in the Notes pane.

  • Ctrl + Page down: Scroll down a screenful in the Notes pane.

  • Ctrl + Page up: Scroll down a screenful in the Notes pane.

  • Alt + A: Go to the following line on the Notes pane.

  • Alt + Z: Go to the previous line in the Notes pane.

  • Alt + W: Go to the elapsed time.

How to Use PPT Presenter View without a Full-Screen?

If you don’t prefer using Presenter View with a full-screen, you can also use it without a full-screen. Here is how you can do this:

Step 1: Go to Slide Show > Set Up Slide Show

Set Up Slide Show


Step 2: Select Browsed by an individual > OK to save the changes.

Set Up Show menu


Step 3: Start your presentation as you usually do.

Step 4: Now, you can exit the presentation by using the “Normal” button.

Normal” button

How to Use PPT Presenter View in ZOOM

Zoom has become a staple of online meetings. Hence, learning how to use Presenter View in Zoom is significant. Here are the steps you need to follow:

Step 1: Connect to a second display option; you can find up to nine options to choose from for a second display and extend the display.

second display option


Step 2: Fix the displays in both PowerPoint and Windows to match their physical setup.

Step 3: Start PowerPoint Presenter View. Now you can see both the webcam and your notes on the screen.

Step 4: Open Zoom and start sharing your screen with the slides on.

Open zoom and share screen


Step 5: You can use the PPT presenter in zoom and conduct your presentation.

PPT presenter in zoom

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FAQs

1. Does PPT Presenter View present on one monitor only?

No, you can present using PPT Presenter View on two monitors. You can view speaker notes on one monitor and use navigation tools on the other.

2. Can I turn off the presenter view?

You can turn off Presenter View by F5 > Menu bar > Display Settings > Show Presenter View.

3. Can I record my presentation when I use the presenter view?

Yes, you can record your presentation when using the Presenter View with slide timings and voice narration.

Summary

Get to the pinnacle of your presentation delivery with PPT Presenter View. Blend speaking points and visuals, improve audience engagement, and tailor sequences with this dual-screen tool. You can consider a great alternative, WPS Office, to enjoy innovative tools and a user-friendly interface.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.