Did you know that recent data shows a whopping 35 million PowerPoint presentations are given every day across the world? As an instructional designer who often crafts courses and presentations using PowerPoint, it’s one of my favorite tools out there, but I’ve noticed a lot of users run into problems when it comes to sharing their PowerPoint content online.
The good news is PPT sharing is actually super easy, and it doesn’t have to cost a thing thanks to all the different free options available. From using a screen recording platform to taking advantage of file sharing services and everything in between, there’s no shortage of options for getting your PowerPoint presentation in the hands of your audience.
Whether you’re aiming to reach a global student audience, collaborating with fellow educators, or simply looking to make your content more accessible, this guide will walk you through the nuances of sharing a PowerPoint presentation online. Each and every option has its pros and cons, use cases, and distinctive features that I’ll explain in depth so you can choose the right method for your specific needs.
The Best Free Ways to Share PowerPoints Online
1. Use screen recording software to add voiceovers and create a shareable link
VEED - Edit, Record & Livestream Video - Online
VEED is the fastest and easiest way to make high quality, professional videos for eLearning, business training, sales presentations, and other applications.
With a screen recording software like VEED, recording and sharing PowerPoint presentations online is super easy.
Just create an account, choose your recording method (you can add a camera pop-in to your presentation, add voiceovers, or just record only the slide presentation), and start recording to add audio to your PowerPoint presentation in the window. I’ve found that it’s a great way to create how to videos! You can screen record on Windows or Mac with VEED.
Once you’re done, stop recording and do any editing you might wish to do before finalizing your presentation.
Now all you have to do to active PPT sharing is to simply copy the link VEED creates for your video and share it with whoever you wish.
In a nutshell
- Screen recording your PowerPoint presentation with VEED lets you add things like camera bubble pop-ins for presenters or voiceovers
- Get a shareable link you can send to whoever you want
- Track views, watch time, clicks, and other analytics easily
- Free & paid versions available
- Could be a little time-consuming to get your video just the way you want it
2. Just email it!
This is a simple, easy to use method for PPT sharing.
Aside from just picking the target address, making an email attachment, and clicking the Send button, you may want to automate and customize emailing to your needs. For instance, think of an ad hoc email account that would distribute your presentation to all incoming contacts.
You can easily configure this using Gmail or other email services. Alternatively, set up a filter: if an incoming message subject contains “Presentation”, the file or URL will be sent over to your recipient.
While email can be convenient for sharing PowerPoint files, it might not even be possible in some cases if your file is too big. This is because most email services have strict file size limits, which means your PowerPoint presentation might be prevented from being sent if it’s too large.
So, if your entire presentation is an especially big one, this option might not be ideal for you.
In a nutshell
- A fast and easy method to share PowerPoints online, works right from your email client or web service
- Reduces manual operations with some mild tweaking and tuning
- Proves tricky with big files (since PPT is scarcely the epitome of a lightweight format)
- May not be your first choice if you have security concerns. In case your deck includes confidential information or trade secrets, you may want to think of a safer option.
If you wish to avoid actual files being transmitted, read on for more ways to copy a link to the material.
3. File sharing services
If your deck is really big and feature-packed with all the bells and whistles that PowerPoint offers, why not use DropBox or Google Drive for easy PPT sharing?
In a nutshell
- A nice way to send your content to a few people you know
- The problem is: your recipient needs to have PowerPoint installed. Otherwise, the content just won’t open.
- If PowerPoint does exist on the other end, the intended person may have an older version in place. In this case, advanced features and frills may get lost along the way.
- The security risk still stands. What if you make a mistake and the file ends up in the wrong hands? Worst case scenario, your work could be compromised and distributed all over the web in no time.
Ultimately, this option works fine if you intend to share with a limited group of people and your presentation is appropriate for the public domain. To reach a larger number of viewers at a higher security level, check out one of the following options.
4. Slide hosting services
Looking for a tailored PowerPoint sharing solution that keeps deck authors in mind?
Pay heed to web-based solutions like SlideShare, SlideBoom, Speaker Deck, etc. These services help you upload, host, and share slides on the Internet.
In a nutshell
- Remote presentation made easy. It’s all in your browser, no need to deploy a dedicated server or any other IT infrastructure
- Most hosting providers offer administrative tools so you can keep track of your presentations and process user feedback
- Your work is safe, since nobody can copy and steal the content
- Most sharing services are mobile-friendly so viewers can access the material on a smartphone or tablet.
The only possible drawback we can think of here is quality. Your hosted slides may not be the spitting image of the original PPT file after all. Make sure you learn about functional limitations in advance.
5. Embed code
Share a file, send over a link… Now there is yet another option. Use a code generated in a third-party service and paste it on your website.
If you are looking for a more scalable intermediary format than PPT, try HTML5 or Flash.
There are a bunch of free and paid converters out there. Pick one with decent output quality, convert the slide deck, upload it onto a hosting service, get your embeddable code and that’s it.
In a nutshell
- Easy way to broadcast the content on your website
- If you decide to convert to HTML5, your slides get better visibility across all browsers and gadgets.
Make sure your original effects are not left behind. Flawless conversion is rare, so see to it that your content is rendered in high quality.
6. Make it a video and share on YouTube
Convert your PowerPoint presentation to video and upload it to YouTube. You can’t go wrong. Top exposure guaranteed.
PowerPoint has offered this feature since version 2010. Learn how you can seamlessly export your presentation as video – all effects intact – right from PowerPoint.
Don’t worry, there is a workaround for older versions as well. Use a third-party solution like Movavi or Wondershare PowerPoint add-ins, click Publish, and voila.
As always, pay attention to video quality and resolution settings before you publish.
In a nutshell
- These days, the YouTube app comes pre-installed on every web-enabled device. A great way to showcase your expertise to millions of viewers.
- A video presentation just runs its course with no hiccups on the next slide or pop-up effect.
- Instant feedback and progress tracking: count views, comments, shares and likes
- Viral effect: once on YouTube your video proliferates across all social media.
Video is particularly good for tutorials and guidelines. If your presentation comes in a similar vein, have no doubts: most likely it’s your best choice.
7. Show it in your LMS
What can be better than a full-fledged training course with score tracking, feedback, and enhanced statistics?
The good news is you can easily share your PowerPoint presentation online that way.
What you need is a learning management system (LMS) – a service for delivery and management of education courses and online classes. Needless to say, an LMS’s functionality goes far beyond a slide show.
In most cases, you need to register an account in an LMS. Registration ensures your content remains personalized and safe.
Learning management systems are making inroads into the business segment as well, since HR departments are using their potential for employee onboarding and training.
In a nutshell
- Secure way to keep your data under a personal account
- Most LMSs offer feedback and collaboration features
- User activity monitoring (test completion and results).
Please bear in mind that a PowerPoint presentation doesn’t work in an LMS as-is. You need to convert your slides into a special format like SCORM or TinCan (free converters are readily available). Some LMS vendors tend to tailor their offering to a specific audience. Make sure the solution fits your needs, upload a converted deck and enjoy the benefits.
8. Save as a PDF
This one is pretty self-explanatory and is great for sharing with non-PowerPoint users. Feel free to use it as a workaround when PowerPoint is unavailable on your recipient’s end.
There is hardly any computer or mobile device out there that doesn’t open PDF format files.
Adobe PDF viewers are free of charge, so there are absolutely no costs incurred.
Save your PowerPoint presentation slides as a PDF and send the file or a link from a hosting service.
In a nutshell
- Fast, easy, fairly lightweight if you set the right settings
- A universally accepted file format
As far as conversion is concerned, you should probably expect quality issues. An output PDF file may not include originally conceived animations and other posh effects. The mantra here is be realistic and think what you can sacrifice for the sake of better compatibility.
9. Broadcast your PowerPoint presentation file
Microsoft PowerPoint 2010 includes the Broadcast Slide Show feature that helps presenters to share a slide show with a global audience online. You could also broadcast your PowerPoint presentation on a virtual conference platform like WebinarJam or Zoom.
Just send a link and invite your contacts, so they can watch your PowerPoint presentation in real-time in their browsers.
In a nutshell
- Send the URL to attendees by e-mail
- You can pause and resume the slide show during the broadcast
- Some features, such as custom transitions, audio, and video are not supported.
The Broadcast Slide Show requires a network service to host the presentation. A built-in PowerPoint Broadcast Service is available in versions from 2013 onwards. Your viewers need to have a Windows Live ID to join the session.
FAQ
What is the best way to send a PowerPoint presentation?
There are many different ways to share a PowerPoint presentation, including using a screen recorder tool like VEED to create a shareable link, sending an email attachment, using a service like Dropbox or Google Drive, and more. The best method really depends on your specific needs.
Can you share a PowerPoint for editing?
You can now edit and collaborate on PowerPoint presentations with others by saving your presentation in OneDrive or SharePoint. All authors must be working in PowerPoint 2010 or later (Windows), PowerPoint 2016 (Mac), or PowerPoint on the web.
How do you send a PowerPoint through Gmail or other email services?
The easiest way to share a PowerPoint via Gmail or any other email provider is to send it as an attachment. However, if the file size is too large, your email provider might not allow you to send it this way.
Why can’t I send my PowerPoint through email?
The most common reason why you can’t send a PowerPoint through email is because the file size is too large. For many email services, like Gmail, the max file size you can send is around 25 Mb.
How do I turn a PowerPoint into a link?
There are many different ways you can do this, but the easiest option is to save it to the cloud and send it to others as a view-only copy.
How can I send a large PowerPoint file?
There are a few ways that you can send a PowerPoint file that’s large and requires a lot of storage space. You can use a cloud-based storage service, such as Google Drive or Dropbox. You can turn the PowerPoint into a shareable link and simply email the link, so that you don’t have to send the whole file as an attachment. If you’re using a cloud-based storage service, you’ll need to know the recipient’s email address.
How can I make a PowerPoint file smaller?
If you want to make a PowerPoint file smaller for easier sharing, you can compress the file using a compression tool such as WinZip or 7-Zip. You can also save the PowerPoint as a PDF document.
Final Thoughts on Sharing PowerPoint Presentations Online
No matter what option you pick to share PowerPoints online, it’s key to establish the first contact with your target audience.
Want to have an easy-to-share link to a high-quality slide show video presentation with voice overs and other features? Use a screen recording software like VEED.
Need to share a deck with a large number of viewers and automate distribution? Upload the content on a slide hosting service, get a link and create a special mailbox that will send out this URL to anyone interested.
Feel like limiting access to the presentation to a small group of viewers? Share your PowerPoint slides on Google Drive, DropBox, or a similar service and grant access rights to selected email addresses.
What’s your favorite way to share PowerPoints online? How do you deal with scalability and quality issues? As always, I appreciate your feedback. Any thoughts and comments are welcome.
